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2026-03-09 City Council Agenda Packet
CITY COUNCIL Regular Meeting Monday, March 09, 2026 Council Chambers & Hybrid 5:30 PM Amended Agenda Amended agenda items appear below in RED (Time Estimates Updated) Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900-6833 PUBLIC COMMENTS General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda. Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to city.council@PaloAlto.gov and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line. Multiple individuals who wish to speak on the same item may designate a spokesperson. Spokespersons must be representing five or more verified individuals who are present either in person or via zoom. Spokespeople will be allowed up to 10 minutes, at the discretion of the presiding officer. Speaking time may be reduced if the presiding officer reduces the speaking time for individual speakers. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to city.clerk@PaloAlto.gov at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting. TIME ESTIMATES Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. 1 March 09, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. CALL TO ORDER CLOSED SESSION (5:30 - 6:00 PM) AA1.Public Employee Appointment Title: City Attorney Authority: Gov. Code Section 54957(b) New Item Added SPECIAL ORDERS OF THE DAY (6:00 - 6:10 PM) 1.Proclamation Recognizing March 2026 as Youth Arts Month AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (6:10 - 6:40 PM) Members of the public may speak in-person ONLY to any item NOT on the agenda. 1-3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda. COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:40 - 6:55 PM) Members of the public may not speak to the item(s). STUDY SESSION (6:55 - 7:55 PM) 2.51 Encina Avenue [25PLN-00312]. Request for Council Prescreening for a Zoning Text Amendment to Palo Alto Municipal Code Title 18 (Zoning) Section 18.18.070 (Floor Area Bonuses) and Section 18.18.080 (Transfer of Development Rights) to Expand Floor Area and Transfer of Development Right Benefits to Category 1 and 2 Buildings on the City's Historic Inventory in the CS Zone District. CEQA Status: Not a Project. CONSENT CALENDAR (7:55 - 8:00 PM) Items will be voted in one motion unless removed from the calendar by three Council Members. 3.Approval of Minutes from February 23, 2026 Meeting 2 March 09, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. 4.Appointment of 2026 Emergency Standby Council 5.Adoption of a Resolution Setting the Regular Meeting Times at 4:00pm for the Finance Committee and 6:00pm for the Policy & Services Committee; CEQA status - not a project. 6.Stanford University Medical Center (SUMC) Annual Report to Council for Fiscal Year 2025 (FY 2025) 7.Approval of Professional Services Contract No. C26194015 with Geosyntec Consultants, Inc. in an Amount Not to Exceed $795,965 for Design and Outreach Services for the City Park-Green Stormwater Infrastructure Project for the period of March 9, 2026 through March 31, 2028; CEQA Status – Exempt Pursuant to CEQA Guidelines Section 15306 Item Removed Off Agenda 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. 9.FIRST READING: Adoption of an Ordinance Adding a New Section 18.70.105 (Noncomplying facility - De minimis exceptions) to Chapter 18.70 (Nonconforming Uses and Noncomplying Facilities) of Title 18 (Zoning) of the Palo Alto Municipal Code; CEQA Status: Exempt Pursuant to CEQA Guidelines Section 15061(b)(3) (Common Sense Exemption). CITY MANAGER COMMENTS (8:00 - 8:15 PM) BREAK (15 MINUTES) ACTION ITEMS (Item 11: 8:30 - 9:45 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters. 10.Receive Update and Provide Direction to Staff on the Implementation of Senate Bill 79 (2025) and Work Related to the Downtown Housing Plan. CEQA Status: Exempt Under CEQA Guidelines Section 15262. Item Removed Off Agenda 11.Approval of City Council Values (as Recommended by Policy & Services Committee), 2026 Objectives, Ad Hoc Purpose Statements, and Committee Workplans 3 March 09, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. CLOSED SESSION (9:45 - 10:30 PM) 12.CONFERENCE WITH LEGAL COUNSEL—POTENTIAL LITIGATION (four cases) Subject: Initiation of litigation in four cases, United States v. Minnesota, US District Court for the District of Minnesota, Case No. 25-CV-3798; United States v. City of Rochester, US District Court for the Western District of New York, Case No. 6:25-cv- 06226-FPG-MJP; United States v. City of Newark, et al., US District Court for the District of New Jersey, Case No. 2:25-cv-05081-EP-AME; United States v. City of New York, et al., US District Court for the Eastern District of New York, Case No. 1:25-cv-04084. Authority: Government Code Section 54956.9(d)(4) ADJOURNMENT INFORMATION REPORTS Information reports are provided for informational purposes only to the Council and the public but are not listed for action or discussion during this meeting’s agenda. A.Informational Report: Report from the National Policing Institute Regarding Palo Alto's RIPA Data (Racial and Identity Profiling Act of 2015); CEQA – Not a Project B.Information Report on Sustainability and Climate Action Plan (S/CAP) Implementation, 2025 Quarters 3-4; CEQA Status - Not a Project C.Semi-annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees for the period of July 1, 2025, through December 31, 2025; CEQA Status- Not a Project. OTHER INFORMATION Standing Committee Meetings this week Rail Committee March 10, 2026 Policy & Services Committee March 10, 2026 Public Comment Letters 4 March 09, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. Schedule of Meetings AMENDED AGENDA ITEMS AA1.Public Employee Appointment Title: City Attorney Authority: Gov. Code Section 54957(b) New Item Added 7.Approval of Professional Services Contract No. C26194015 with Geosyntec Consultants, Inc. in an Amount Not to Exceed $795,965 for Design and Outreach Services for the City Park-Green Stormwater Infrastructure Project for the period of March 9, 2026 through March 31, 2028; CEQA Status – Exempt Pursuant to CEQA Guidelines Section 15306 Item Removed Off Agenda 10.Receive Update and Provide Direction to Staff on the Implementation of Senate Bill 79 (2025) and Work Related to the Downtown Housing Plan. CEQA Status: Exempt Under CEQA Guidelines Section 15262. Item Removed Off Agenda PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1.Written public comments may be submitted by email to city.council@PaloAlto.gov. 2.For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item. 3.Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom-based meeting. Please read the following instructions carefully. ◦You may download the Zoom client or connect to the meeting in- browser. If using your browser, make sure you are using a current, up-to-date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. ◦You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you 5 March 09, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. that it is your turn to speak. ◦When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. ◦When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4.Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN Meeting ID: 362-027-238 Phone: 1-669-900-6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329-2550 (voice) or by emailing ada@PaloAlto.gov. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. California Government Code §84308, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments. 6 March 09, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. City Council Staff Report Report Type: SPECIAL ORDERS OF THE DAY Lead Department: City Clerk Meeting Date: March 9, 2026 Report #:2601-5823 TITLE Proclamation Recognizing March 2026 as Youth Arts Month ATTACHMENTS Attachment A: Youth Arts Month 2026 APPROVED BY: Mahealani Ah Yun, City Clerk Item 1 Item 1 Staff Report Item 1: Staff Report Pg. 1 Packet Pg. 7 of 291 YOUTH ARTS MONTH WHEREAS, the City of Palo Alto is proud to proclaim March 2026 as Youth Arts Month in Palo Alto, as part of the Council for Art Education’s national observance to emphasize the importance of art education for all children and to encourage engagement in local art programs; and WHEREAS, the City of Palo Alto’s Community Services Department and Library Department proudly support youth arts and offer a diverse array of educational materials and youth classes, including drawing, painting, ceramics, fiber arts, digital photography, fashion design, and mixed media; and WHEREAS, the Community Services Department also proudly supports the Palo Alto Children’s Theatre, which serves the community with educational experiences in all aspects of performing arts, including year-round productions on multiple stages at the Children’s Theatre, multi-disciplinary performing arts classes and camps for youth ages two through high school, Magical Series spectrum and sensory friendly performances and classes, and the Teen Arts Council, providing free events for teens throughout the school year. The Art Center engages thousands of children ranging from 18 months to 18 years with after-school and weekend art classes, family workshops, and summer camps in a variety of media, as well through their volunteer and Teen Leadership program and free Family Days. The Palo Alto Library Department provides hands-on creative arts and crafts programs for youth in our community as well as gallery space to youth artists; and WHEREAS, over the past four to five decades, the City has partnered with the Palo Alto Unified School District to provide meaningful multi-disciplinary arts education programs to youth. These include the Children's Theatre outreach theater productions in all 12 PAUSD elementary schools, student matinee field trips, and PK-3 Dance in Schools classes, as well as new Joy of Singing and Joy of Musical Theatre classes. The Art Center offers Project Look, its field trip program; Creative Connections, its artists-in-the-schools initiative; and the annual Youth Art Exhibition, all designed to engage and inspire young artists in the community. These programs have engaged thousands of children annually and have won awards in the process, including two California State Superintendent's Awards for Excellence in Museum Education; and WHEREAS, recognizing Youth Arts Month provides a forum to celebrate the valuable skills children foster through art education such as problem solving, creativity, curiosity, observation, and communication. By recognizing this celebration, we can further promote awareness, enthusiasm, and support for art education programs, which are an essential part of the educational curriculum for our students. NOW, THEREFORE I, Vicki Veenker, Mayor of the City of Palo Alto, on behalf of the entire City Council, do hereby recognize March 2026 as Youth Arts Month in the City of Palo Alto. Presented: March 9, 2026 ______________________________ Vicki Veenker Mayor Proclamation Item 1 Attachment A - Youth Arts Month 2026 Item 1: Staff Report Pg. 2 Packet Pg. 8 of 291 City Council Staff Report From: City Manager Report Type: STUDY SESSION Lead Department: Planning and Development Services Meeting Date: March 9, 2026 Report #:2601-5833 TITLE 51 Encina Avenue [25PLN-00312]. Request for Council Prescreening for a Zoning Text Amendment to Palo Alto Municipal Code Title 18 (Zoning) Section 18.18.070 (Floor Area Bonuses) and Section 18.18.080 (Transfer of Development Rights) to Expand Floor Area and Transfer of Development Right Benefits to Category 1 and 2 Buildings on the City's Historic Inventory in the CS Zone District. CEQA Status: Not a Project. RECOMMENDATION Staff recommends that Council conduct a prescreening and provide informal comments regarding the applicant’s request to expand Floor Area Bonuses and Transfer of Development Right benefits to Category 1 and 2 buildings on the City's Historic Inventory in the CS Zoning District. Comments provided during the prescreening process are not binding on the City nor the applicant. EXECUTIVE SUMMARY This prescreening is a request by the applicant to expand floor area bonuses and transfer of development right benefits to Category 1 and 2 buildings on the City's Historic Inventory in the Service Commercial (CS) Zoning District. The project site at 51 Encina Avenue is a Category 2 Structure on the City’s Historic Inventory. It would be the only qualifying historic structure on the City’s inventory within this zone district with respect to this text amendment. Therefore, this text amendment would not affect any other properties unless another property in the CS District were upgraded to re-classify as a Category 1 or 2 Historic Structure. Project plans show a historic rehabilitation of the building, including improvements to accommodate four exam rooms and accessibility upgrades. In accordance with Palo Alto Municipal Code (PAMC) Section 18.79.030(A), a prescreening review is required for legislative changes, including rezoning, prior to submittal of a formal application. Prescreenings are intended to solicit early feedback on proposed projects and, like all study sessions, cannot result in any formal action. Since this proposal may return to the City Item 2 Item 2 Staff Report Item 2: Staff Report Pg. 1 Packet Pg. 9 of 291 Council as a formal application, Councilmembers should refrain from forming firm opinions supporting or opposing the project. BACKGROUND Item 2 Item 2 Staff Report Item 2: Staff Report Pg. 2 Packet Pg. 10 of 291 facilitate. The drawings are conceptual and demonstrate how the building could be rehabilitated to accommodate modern medical office functions while preserving significant historic materials and features. Proposed improvements include installation of an accessible ramp at the rear of the structure, construction of accessible restrooms, and interior reconfiguration to meet accessibility standards and functional requirements for medical services, including exam rooms, counseling and staff areas, a waiting room, and a vitals check area. ANALYSIS Item 2 Item 2 Staff Report Item 2: Staff Report Pg. 3 Packet Pg. 11 of 291 this policy by expanding access to Floor Area Bonuses and Transfer of Development Rights, helping offset the financial constraints associated with rehabilitation. Comprehensive Plan Program L7.8.1 calls for expanding incentives for retention and rehabilitation in all zones and minimizing regulatory constraints. The amendment implements this direction by extending existing incentives to eligible historic resources in the CS District. Program L7.8.3 encourages innovative application of codes to older buildings, including use of the State Historical Building Code. Expanding development incentives is consistent with this approach and supports rehabilitation of historic resources. Item 2 Item 2 Staff Report Item 2: Staff Report Pg. 4 Packet Pg. 12 of 291 The project consists of the historic rehabilitation of the building, including improvements to accommodate four exam rooms and accessibility upgrades in conformance with the Secretary of the Interior’s Standards for Rehabilitation. This proposed work would be reviewed in accordance with the ten Secretary's Standards for Rehabilitation upon a formal application submittal. POLICY IMPLICATIONS Prescreenings are intended to solicit early feedback on proposed projects and, like all study sessions, cannot result in any formal action. Therefore, informal comments from Councilmembers would not impact policy. If a formal application is submitted, additional analysis would be required to evaluate whether the TDR program should be further expanded to additional properties. The TDR program was established to encourage historic preservation and seismic rehabilitation in the commercial downtown district. While the program was expanded in 2003 and 2007 to include select residential areas in SOFA and City owned historic properties, Downtown has remained the primary receiving area to align incentives with planned growth. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT Item 2 Item 2 Staff Report Item 2: Staff Report Pg. 5 Packet Pg. 13 of 291 The Palo Alto Municipal Code requires notice of this public hearing be published in a local paper and mailed to owners and occupants of property within 600 feet of the subject property at least ten days in advance. Notice of a public hearing for this project was published in the Daily Post on February 26, 2026, which is 10 days in advance of the meeting. Postcard mailing occurred on February 24, 2026, which is 12 days in advance of the meeting. ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 2 Item 2 Staff Report Item 2: Staff Report Pg. 6 Packet Pg. 14 of 291 Bldg 1 PAMF C_Lee Buil d i n g B_Jamplis _Building 50.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 51.8' 12 1 . 2 ' 51.8' 12 1 . 2 ' 12 1 . 2 ' 207.3' 131.9' 259.5' 12 1 . 2 ' 56.0' 12 1 . 2 ' 56.0' 100.0' 12 1 . 2 ' 100.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 938.0' 50.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 50.0' 12 1 . 2 ' 163.0' 163.0' 60 .6' 60 . 6' 137.3' 121 .2 ' 12 1 . 2 ' 50.0' 50.0' 148.2' 149.1' 12 1 . 2 ' 121 . 2' 100.0' 100.0' 12 1 . 2 ' 12 1.2 ' 121.1' 33 Bldg 1 75 63 27 29 825 841 44 81 87 51 70 67 URBA N L A NE ENCINA AV E N U E F O U N D A TIO PAMF PARKIN G STRUCTURE This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend Project Site 0'86' Location Map 51 Encina Avenue 25PLN-00312 CITYOF PALOALTO I NC O R P O R A TE D CALIFORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors ©1989 to 2016 City of Palo Alto sswitze, 2026-02-17 15:00:22 (\\cc-maps\Encompass\Admin\Personal\Planning.mdb) Item 2 Attachment A - Location Map Item 2: Staff Report Pg. 7 Packet Pg. 15 of 291 33 Encina Ave. Ste 103 | Palo Alto, CA 94301 | (408)907-2699 |www.peninsualhacc.org City of Palo Alto Planning Department 250 Hamilton Avenue Palo Alto, CA 94301 Request for Review of Text Amendment to Support Expansion of Peninsula Healthcare Connection, Inc. Item 2 Attachment B - Applicant’s Description Letter Item 2: Staff Report Pg. 8 Packet Pg. 16 of 291 If you need assistance reviewing the above documents, please contact the Project Planner or call the Planner-on-Duty at 650-617-3117 or email planner@paloalto.gov Project Plans In order to reduce paper consumption, a limited number of hard copy project plans are provided to Council members for their review. The same plans are available to the public, at all hours of the day, via the following online resources. Directions to Review Project plans Online: 1. Go to: bit.ly/PApendingprojects 2. Scroll down to find “51 Encina Avenue” and click the address link 3. On this project-specific webpage you will find a link to the project plans and other important information Direct Link to Project Webpage: https://www.paloalto.gov/Departments/Planning-Development-Services/Current- Planning/Projects/51-Encina-Avenue Item 2 Attachment C - Project Plans Item 2: Staff Report Pg. 9 Packet Pg. 17 of 291 City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: March 9, 2026 Report #:2602-6013 TITLE Approval of Minutes from February 23, 2026 Meeting RECOMMENDATION Staff recommends that the City Council review and approve the minutes. ATTACHMENTS Attachment A: February 23, 2026 Draft Action Minutes APPROVED BY: Mahealani Ah Yun, City Clerk Item 3 Item 3 Staff Report Item 3: Staff Report Pg. 1 Packet Pg. 18 of 291 CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 4 Special Meeting February 23, 2026 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Absent: Call to Order Closed Session 1. CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION Subject: Potential litigation regarding 156 North California Avenue, as set forth in letter(s) from Holland & Knight LLP dated September 3, 2025 Authority: Government Code Section 54956.9(d)(2) Number of potential cases: 1, as Defendant MOTION: Vice Mayor Stone moved, seconded by Councilmember Lauing to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 5:37 P.M. Council returned from Closed Session at 7:23 P.M. Mayor Veenker announced no reportable action. Agenda Changes, Additions and Deletions Public Comment Item 3 Attachment A - February 23, 2026 Draft Action Minutes Item 3: Staff Report Pg. 2 Packet Pg. 19 of 291 DRAFT ACTION MINUTES Page 2 of 4 Sp. City Council Meeting Draft Action Minutes: 02/23/2026 Council Member Questions, Comments and Announcements Study Session 2. Status Report from the Oversized Vehicles (OSV) Ad Hoc Committee CEQA Status: Not a Project. NO ACTION Consent Calendar MOTION: Councilmember Reckdahl moved, seconded by Councilmember Lythcott-Haims to approve Agenda Item Numbers 3-7. MOTION PASSED: 7-0 3. Approval of Minutes from January 31, February 1, February 2, and February 9, 2026 Meeting 4. Approval of a Purchase Order with ABB Inc. for a Not-to-Exceed Amount of $389,862 to Procure Equipment and Services to Retrofit Ten (10) Existing VHK, Circuit Breakers for the Maybell Electric Substation. CEQA Status: Exempt Under CEQA Guideline 15302(c), Reconstruction of Existing Utility Facilities. 5. Approval of Professional Services Contract Number C26194078 with M.E. Simpson Co., Inc. in the Amount Not-to-Exceed $642,609 Water System Leak Detection Survey Services for a Period of Three Years. CEQA Status – Exempt under CEQA Guidelines Sections 15061(b)(2) and (b)(3). 6. Approval of Amendment No. 2 to Contract No. C25193187 with Universal Security Company for Fire Watch Services at City Hall in the Amount of $80,915 for a New Total Not-to-Exceed Amount of $301,667, and Approval of a Fiscal Year 2026 Operating Budget Amendment in the General Fund; CEQA status - Categorically Exempt under Sections 15301 and 15302 7. Approval of Amendment No. 1 to Contract No. S26196996 for One Year with Yosh Enterprises Inc. dba Orion Security for Track Watch Services at Four Grade Crossings in the Amount of $1,623,314 for a New Total Not-to-Exceed Amount of $1,708,314; Authorize the Negotiation and Execution of a Cost Sharing Agreement with Palo Alto Unified School District for $854,157; and Approval of a Fiscal Year 2026 Operating Budget Amendment in the General Fund; CEQA status - Not a project. Item 3 Attachment A - February 23, 2026 Draft Action Minutes Item 3: Staff Report Pg. 3 Packet Pg. 20 of 291 DRAFT ACTION MINUTES Page 3 of 4 Sp. City Council Meeting Draft Action Minutes: 02/23/2026 City Manager Comments Ed Shikada, City Manager Action Items 8. FY 2026 Mid-Year Budget Review and Approve 1) Budget Amendments in Various Funds, and 2) a $10.0 Million Additional Discretionary Payment (ADP) from the PARS Pension Trust MOTION: Councilmember Reckdahl moved, seconded by Mayor Veenker to: 1. Approve amendments to the Fiscal Year 2026 Budget Appropriation for the funds and capital projects identified in revised Attachment A, Exhibits 1 and 2 (requires 2/3 approval); 2. Consolidate the remaining $6.0 million in the Uncertainty Reserve with the Budget Stabilization Reserve (BSR) to streamline reserve administration, closing the Uncertainty Reserve; and 3. Authorize the City Manager or their designee to transmit $10.0 million from the City’s PARS Pension Trust to CalPERS as an Additional Discretionary Payment (ADP) MOTION PASSED: 7-0 9. Approval of City Council Values (as Recommended by Policy & Services Committee), 2026 Objectives, Ad Hoc Purpose Statements, and Committee Workplans Agenda Item Number 9 not heard and deferred to a date uncertain. Adjournment: The meeting was adjourned at 10:45 P.M. Item 3 Attachment A - February 23, 2026 Draft Action Minutes Item 3: Staff Report Pg. 4 Packet Pg. 21 of 291 DRAFT ACTION MINUTES Page 4 of 4 Sp. City Council Meeting Draft Action Minutes: 02/23/2026 ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 3 Attachment A - February 23, 2026 Draft Action Minutes Item 3: Staff Report Pg. 5 Packet Pg. 22 of 291 City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: March 9, 2026 Report #:2602-5917 TITLE Appointment of 2026 Emergency Standby Council RECOMMENDATION City Council approve the selection of the following former Councilmembers to serve as members of the 2026 Emergency Standby Council: Alison Cormack Peter Drekmeier Tom DuBois Eric Filseth Karen Holman Liz Kniss Greg Scharff BACKGROUND The Charter of the City of Palo Alto provides that, "the Council may, by Ordinance or Resolution, provide for the preservation and continuation of government in the event of disaster which renders unavailable a majority of the Council." On August 7, 2006, the City Council adopted amendments to Section 2.12.090 of the Palo Alto Municipal Code regarding the selection procedure for the City's Emergency Standby Council. The adopted policy states that the Council shall consider the following criteria for appointments to the Emergency Standby Council: residency in the City of Palo Alto, availability, interest in serving and a lack of conflicts of interest. Seven members serve on the Emergency Standby Council. Members of the Standby Council have the authority delegated to them under Chapter 2.12 of the Palo Alto Municipal Code. The members of the Emergency Standby Council continue to serve until the Council appoints or reappoints the members at the beginning of each year. Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 1 Packet Pg. 23 of 291 FISCAL/RESOURCE IMPACT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 2 Packet Pg. 24 of 291 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: March 9, 2026 Report #:2602-5962 TITLE Adoption of a Resolution Setting the Regular Meeting Times at 4:00pm for the Finance Committee and 6:00pm for the Policy & Services Committee; CEQA status - not a project. RECOMMENDATION Staff recommends the City Council adopt a resolution setting the regular meeting times at 4:00pm for the Finance Committee and 6:00pm for the Policy & Services Committee. BACKGROUND Per Palo Alto Municipal Code § 2.04.200 (a),1 the regular meeting start times for standing committees are set by ordinance or resolution. In 2025, the City Council set the meeting time as 5:30pm for the Finance Committee and 6:00pm for the Policy & Services Committee by Resolution 10223.2 ANALYSIS Standing committee meeting times may change periodically due to annual shifts in committee membership or logistical reasons. The recommended resolution changes the start time of the Finance Committee from 5:30pm to 4:00pm from present until January 31, 2027, to reflect current committee preferences. From February 1, 2027 onwards, the resolution sets the start time of the Finance Committee to 5:30pm. This resolution does not change the start time of the Policy & Services Committee. The resolution does not change either committee’s regular meeting days or frequency or affect their ability to call special meetings. Future changes to the regular meeting start times of the Policy & Services and Finance Committees may still be made by ordinance or resolution. 1 Palo Alto Municipal Code Section 2.04.200: https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-60138 2 Resolution 10223: https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=62116 Item 5 Item 5 Staff Report Item 5: Staff Report Pg. 1 Packet Pg. 25 of 291 FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 5 Item 5 Staff Report Item 5: Staff Report Pg. 2 Packet Pg. 26 of 291 *NOT YET APPROVED* 1 Resolution No. _____ Resolution of the Council of the City of Palo Alto Setting the Regular Meeting Times of the Finance Committee and the Policy and Services Committee Pursuant to PAMC section 2.04.200 and Repealing Resolution No. 10223 The Council of the City of Palo Alto RESOLVES as follows: SECTION 1. Findings and Declarations. The City Council finds and declares as follows: A. The City Council has two standing committees – the Committee on Finance and the Committee on Policy and Services. PAMC section 2.04.200 directs the City Council to set the meeting time for each standing committee by resolution or ordinance. B. The City Council set the meeting times of the standing committees on April 14, 2025 pursuant to Resolution No. 10223. C. The City Council now desires to amend the meeting times according to this Resolution. SECTION 2. Pursuant to PAMC 2.04.200, the City Council sets the meeting times for regular meetings of the following standing committees as follows. For meetings held between the effective date of this resolution and January 31, 2027: • Finance Committee: 4:00 p.m. • Policy and Services Committee: 6:00 p.m. For meetings held on or after February 1, 2027: • Finance Committee: 5:30 p.m. • Policy and Services Committee: 6:00 p.m. SECTION 3. Resolution No. 10223 is hereby repealed. SECTION 4. Environmental Review. The Council finds that this Resolution is not a project under CEQA Guidelines Sections 15378(b)(2) and (5) as this is an organizational change of government that will not result in direct or indirect physical changes in the environment. Item 5 Attachment A - Resolution Changing Standing Committee Regular Meeting Times Item 5: Staff Report Pg. 3 Packet Pg. 27 of 291 *NOT YET APPROVED* 2 SECTION 5. Effective Date. This Resolution shall be effective immediately and shall be effective until otherwise amended or rescinded by the City Council. INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: NOT PARTICIPATING: ATTEST: ____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Deputy City Attorney City Manager Item 5 Attachment A - Resolution Changing Standing Committee Regular Meeting Times Item 5: Staff Report Pg. 4 Packet Pg. 28 of 291 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Planning and Development Services Meeting Date: March 9, 2026 Report #:2512-5610 TITLE Stanford University Medical Center (SUMC) Annual Report to Council for Fiscal Year 2025 (FY 2025) RECOMMENDATION Staff recommends that the City Council: 1. Review the Stanford University Medical Center (SUMC) Annual Report for FY 2025, and find that Stanford Hospitals & Clinics, Lucile Packard Children’s Hospital, and Stanford University (SUMC Parties) have complied in good faith with the terms and conditions of the SUMC Development Agreement; 2. Find that the SUMC Parties are not in default with the terms and conditions of the Agreement in all sections; and 3. Accept the City of Palo Alto’s (City) Annual Report Supplements regarding the funds received from the SUMC Parties, as required under Section 12(d) of the Development Agreement (Attachment D). EXECUTIVE SUMMARY The City Council is required to review the SUMC Development Agreement, an agreement between Stanford Hospital and Clinics, Lucile Packard Children’s Hospital, Stanford University (SUMC Parties), and the City of Palo Alto, (the “Agreement”), to confirm compliance with the Agreement’s terms. SUMC prepared their SUMC Annual Report for Fiscal Year (FY) 2024-2025 that discusses how they met their compliance obligations during the reporting time period (Attachment A). The City also uses this Annual Report to Council to provide information on the City’s compliance obligations, such as providing the required summary and description of how the City expended funds provided by SUMC per the Agreement. As documented in this Annual Report to Council, both SUMC and the City are in compliance with the terms of the Agreement and Agreement Amendment Number 1 for the reporting period FY 2025. BACKGROUND On June 6, 2011, the Council approved Comprehensive Plan amendments, zoning changes, a Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 1 Packet Pg. 29 of 291 conditional use permit, annexation, and design applications for the Stanford University Medical Center Facilities Renewal and Replacement Project (the “Projects”). The Projects include the construction of the new Stanford Hospital and clinics buildings, an expansion of the Lucile Packard Children’s Hospital (LPCH), construction of new School of Medicine (SOM) buildings, renovation of the existing Hoover Pavilion, construction of a new medical office building and parking garage at Hoover Pavilion, roadway improvements along Welch Road and Durand Way, and SUMC design guidelines. The Development Agreement vesting these approvals became effective on June 6, 2011, and continues for thirty (30) years from the effective date to June 6, 2041. The Development Agreement was amended in 2023 to modify the alternative transportation mode share targets, in response to changes to transportation patterns resulting from the COVID-19 pandemic. 1 Previous annual reports and compliance documentation can be found via the weblinks in Attachment B. ANALYSIS Health Care Benefits; Fiscal Benefits; Traffic Mitigation and Reduced Vehicle Trips; Linkages (Pedestrian, Bicycle, and Transit); Infrastructure, Sustainable Neighborhoods & Communities, Affordable Housing; and Climate Change. 1 Link to May 12, 2025 City Council Meeting Item 7: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=16092. Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 2 Packet Pg. 30 of 291 Construction Activities and Net New Square Footage Overall, at the Main SUMC site, SUMC is entitled to construct and use up to 3,534,090 total square feet of hospital/clinic and research buildings, as well as associated facilities and infrastructure improvements, including up to 1,265,272 net new square feet. Overall, at the Hoover Pavilion site, SUMC is entitled to construct and use up to 153,343 total square feet of medical office/clinic buildings, as well as associated facilities, including up to 46,169 net new square feet of medical/office buildings. SUMC discusses their construction activities for FY 2025 in their SUMC Annual Report (Attachment A). City staff reviewed the information regarding SUMC net new square footage in the report and determined this information is complete and correct. A new proton therapy vault at 875 Blake Wilbur Drive (1,279 square feet) received a certificate of occupancy in FY 2025. School fees were paid for 919 net new square feet. As reported in the SUMC Annual Report FY 2024-2025 (Attachment A), the following table summarizes the net new square footage for which a certificate of occupancy has been issued. Table 1: SUMC Net New Square Footage Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 3 Packet Pg. 31 of 291 Traffic Mitigation and Reduced Vehicle Trips SUMC implemented all required transportation demand management (TDM) obligations in FY 2025, such as purchasing of Caltrain Go Passes, funding for the AC Transit U-Line, and other activities. A full list of commuter benefits and other obligations can be found in Attachments A and C. Alternative Mode Share Milestone Targets SUMC previously achieved their alternative mode share milestone targets every year between 2013 and 2019. In 2020, the City conditionally approved a one-year delay in the submittal of two reports; the FY 2020 Alternative Mode Share Report and Mitigation Measure TR 2.3 Enhanced Stanford University TDM Program report, in response to trip disruption caused by the COVID-19 pandemic. Conditional approval of this delay was consistent with the procedures in Section 6(p) of the Agreement. In FYs 2020-2023, despite continuing to implement all TDM programs, as well as enhancing communications and promotions, the SUMC parties found that the alternative mode share milestone target of 33% was again not met. SUMC subsequently filed a Development Agreement Amendment application that proposed adjusted dates for achieving alternative mode share milestone target dates to account for the effect of the COVID-19 pandemic on SUMC employee use of alternative transportation modes. The City Council approved Ord. 5602: First Amendment to the SUMC Development Agreement Amendment.3 The amendment adjusted the alternative mode share milestone target dates, while still reaching 35.0% by 2026. The amendment also reset the interim target years, which trigger penalties in the event the targets are not met for two consecutive years. The amendment includes an alternative mode share rate target of 33.0% by 2024 and 35.0% by 2026. No target was set for 2025; however, SUMC increased its alternative mode share from 30.5% in FY 2024 to 33% in FY 2025, showing progress toward its goal of 35% mode share by FY 2026 (Attachment A). Construction Sales and Use Tax Monitoring Report SUMC submitted the annual Construction Sales & Use Tax Monitoring Report on June 30, 2025, for the preceding calendar year. The City sent its required response. Based upon the City’s review of the annual Construction Sales and Use Tax Monitoring Report, revenues for calendar years 2011 through 2024 have totaled $5,556,174. This annual reporting assists in the process of ensuring that the City would receive no less than $8.1 million in construction sales and use tax revenue by December 31, 2025. A shortfall in construction sales and use tax is expected, estimated to be $2.4 million. The likelihood of a shortfall has been acknowledged by the SUMC Parties. Account reconciliation will occur in August 2026, as required by the Development Agreement and payment of the 3 Link to Ord. 5602: First Amendment to the SUMC Development Agreement Amendment: https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=48276&dbid=0&repo=PaloAlto Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 4 Packet Pg. 32 of 291 shortfall is expected from SUMC no later than January 31, 2027. This is expected to be considered as part of the FY 2027 Budget process. Supplement to the Annual Report $4.1 million transfer from the Infrastructure, Sustainable Neighborhoods and Communities, and Affordable Housing Fund to Capital Improvement Project Fire Station 4 Replacement (PE-18004). Fiscal Year 2025 Adopted Operating Budget, Special Revenue Funds section; and Fiscal Year 2025 Adopted Capital Budget document.5 $4,075,000 was transferred from the Expansion Cost Mitigation fund for the Fire Station #4 Replacement (PE-18004). 5 Fiscal Year 2025 Adopted Operating Budget: Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 5 Packet Pg. 33 of 291 FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 6 Packet Pg. 34 of 291 Image Courtesy of Nearmap US Inc, 2025 PREPARED FOR THE CITY OF PALO ALTO | JULY 3, 2025 2024-25 ANNUAL REPORT Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 7 Packet Pg. 35 of 291 CONTENTS EXECUTIVE SUMMARY 1 BACKGROUND AND PURPOSE 2 2024-2025 SUMMARY OF PROGRESS 3 LUCILE PACKARD CHILDREN’S HOSPITAL 3 STANFORD HEALTH CARE 4 SCHOOL OF MEDICINE 5 BLAKE WILBUR DRIVE ROADWAY EXTENSION 6 NET NEW SQUARE FOOTAGE 7 COMPLIANCE WITH DEVELOPMENT AGREEMENT OBLIGATIONS 8 HEALTH CARE BENEFITS 8 SECTION 5(a) (ii). FUND FOR HEALTHCARE SERVICES 8 SECTION 5(a) (iii). FUND FOR COMMUNITY HEALTH AND SAFETY PROGRAMS 8 PALO ALTO FISCAL BENEFITS 8 SECTIONS 5(b) (i) AND 5(b) (ii). PAYMENT OF SALES AND USE TAXES 9 SECTION 5(b) (iii). FUNDING OF OPERATING DEFICIT 9 SECTION 5(b) (iv). PAYMENT OF UTILITY USER TAX 9 SECTION 5(b) (v). SCHOOL FEES 10 TRAFFIC MITIGATION AND REDUCED VEHICLE TRIPS 10 SECTION 5(c) (ii). MENLO PARK TRAFFIC MITIGATION 10 SECTION 5(c) (iii). EAST PALO ALTO VOLUNTARY MITIGATION 10 SECTION 5(c) (iv). CONTRIBUTIONS TO AC TRANSIT 10 SECTION 5(c) (v). OPTICOM PAYMENTS 11 SECTION 5(c) (vi). CALTRAIN GO PASSES 11 SECTION 5(c) (vii). MARGUERITE SHUTTLE SERVICE 11 SECTION 5(c) (viii). TRANSPORTATION DEMAND MANAGEMENT COORDINATOR 13 SECTION 5(c) (ix). MONITORING OF TDM PROGRAMS 12 LINKAGES 14 SECTION 5(d) (i). INTERMODAL TRANSIT FUND 14 SECTION 5(d) (ii). QUARRY ROAD FUND 14 SECTION 5(d) (iii). STANFORD BARN CONNECTION 14 INFRASTRUCTURE, SUSTAINABLE NEIGHBORHOODS AND COMMUNITIES, AND AFFORDABLE HOUSING 15 SECTION 5(e). 15 CLIMATE CHANGE 15 SECTION 5(f). CLIMATE CHANGE FUND 15 SATISFACTION OF CONDITIONS OF APPROVAL 15 SECTION 5(h). SATISFACTION OF ALL CONDITIONS OF APPROVAL 15 CONCLUSION 16 Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 8 Packet Pg. 36 of 291 ANNUAL REPORT 2024-25 1 EXECUTIVE SUMMARY On June 6, 2011, the Stanford University Medical Center parties (now Stanford Medicine)—comprised of Stanford Hospital and Clinics (now Stanford Health Care), Lucile Packard Children’s Hospital, and Stanford University—entered into a Development Agreement with the City of Palo Alto, committing to provide a range of community benefits in exchange for vested development rights to develop and use the Stanford Medicine Renewal and Replacement Project (“Renewal Project”) facilities in accordance with the approvals granted by the City, and a streamlined process for obtaining subsequent project approvals. The Renewal Project— driven by a growing demand for healthcare services, state-mandated seismic safety requirements, and the need to replace outmoded facilities with modern, technologically advanced spaces—is transforming the way that healthcare is delivered and research is conducted. Today, fourteen years after the execution of the Development Agreement, the Lucile Packard Children’s Hospital Expansion and the new Stanford Hospital are now open for patient care, and the School of Medicine has completed the first phase of development of its replacement facilities, with its BioMedical Innovations building open for research. Interior renovations within the 1989 portion of the preexisting Stanford Hospital facility are well underway, and are expected to continue for the next several years, bringing the facility up to modern healthcare standards. Against this backdrop, Stanford Medicine submits its Annual Report in compliance with Section 12(c) of the Development Agreement, and looks forward to continued collaboration with the City of Palo Alto in advancing the goals of both Stanford Medicine and the broader community. Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 9 Packet Pg. 37 of 291 2 ANNUAL REPORT 2024-25 BACKGROUND AND PURPOSE The Palo Alto City Council’s unanimous approval of the entitlements for the Stanford Medicine Renewal and Replacement Project in July 2011 has paved the way for a historic investment in new and replacement facilities for Stanford Medicine. The project approvals—including new zoning for the Renewal Project sites, a conditional use permit, architectural review approval, and the execution of a Development Agreement— allow for the construction of approximately 1.3 million net new square feet of hospital facilities, clinics, medical offices, and medical research spaces, and are enabling the Hospitals to optimize the delivery of healthcare services to patients, and maintain their position as leading providers of world-class healthcare. In order to facilitate this important replacement and expansion work, the Stanford Medicine parties entered into a Development Agreement with the City of Palo Alto, which includes a comprehensive package of community benefits and additional development conditions. In exchange for these benefits, the City has vested for a period of 30 years Stanford Medicine’s rights to develop and use the property in accordance with the project approvals, and agreed to streamline the process for obtaining subsequent approvals. The terms of the Development Agreement (Section 12(c)) provide for a periodic review of compliance, and require that Stanford Medicine submit an Annual Report to the City of Palo Alto’s Director of Planning and Community Environment each year within 30 days of the anniversary of the agreement effective date (June 6, 2011). The Annual Report is to summarize Stanford Medicine’s progress on the Renewal Project, including a list of net new square footage for which a certificate of occupancy has been received, and a description of the steps that Stanford Medicine has taken to comply with the obligations listed in Section 5 of the Development Agreement. With this report, Stanford Medicine fulfills these requirements. Within 45 days of receipt of this Annual Report, the City will prepare a Supplement to the Annual Report, to provide an accounting of the City’s balances and expenditures from each of the City Funds and how they were used. Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 10 Packet Pg. 38 of 291 ANNUAL REPORT 2024-25 3 2024-2025 SUMMARY OF PROGRESS The Renewal Project has reached key milestones in the past several years, with the opening of the Lucile Packard Children’s Hospital expansion in 2017, the New Stanford Hospital in 2019, and the School of Medicine’s BioMedical Innovations building in 20201. While the COVID-19 pandemic changed the pace of progress on the Renewal Project, as Stanford Medicine focused resources on pandemic response, including launching clinical trials for therapeutic treatments for COVID-19 and establishing community testing and vaccination sites, it also highlighted the importance of modern, state-of-the-art facilities to support Stanford Medicine’s research and patient care. The section to follow provides an overview of central goals for the project elements that presently are under construction or nearing construction, a synopsis of progress to date, as well as a preview of near-term upcoming activities. LUCILE PACKARD CHILDREN’S HOSPITAL In response to growing community needs for specialized pediatric and obstetric care, Lucile Packard Children’s Hospital opened an expanded facility in late 2017. The new Main building, located adjacent to the preexisting Lucile Packard Children’s Hospital (West building), provides patients and doctors with the most modern clinical advancements and technology, while also creating a more patient- and family-centered environment of care, with additional single-patient rooms and more spaces for families to be with their child during treatment and recovery. The LPCH Main building features a new entrance lobby, public concourse with dining, three floors of nursing units, and new patient rooms. Spaces have been designed with an attention to natural light and views, and the exterior grounds—more than 3.5 acres of outdoor areas and gardens—provide a park-like setting for patients, families, and visitors. 1 Temporary certificate of occupancy was issued in 2020; final certificate of occupancy was issued in 2021. Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 11 Packet Pg. 39 of 291 4 ANNUAL REPORT 2024-25 LPCH is currently embarking on improvements to its preexisting West building which will modernize its infrastructure and provide a more comfortable patient experience. These improvements include a redesigned main lobby entry and drop-off for the West Building; plans were formally submitted to the City for Architectural Review in Summer 2022 and were approved in Fall 2023. Further recent improvements have included reimagined NICU, Maternity and Labor and Delivery spaces. STANFORD HEALTH CARE Stanford Health Care is constructing new and replacement hospital facilities to usher in a new era of advanced patient care. Growth in patient volumes and rapidly changing medical technology have rendered much of the existing midcentury hospital infrastructure inadequate, while new seismic safety requirements have accelerated the need to construct replacement facilities. In November 2019, Stanford Health Care’s first phase of facilities renewal completed as the New Stanford Hospital received its license from the State Department of Public Health and opened to patient care. With the new Stanford Hospital now complete, Stanford Health Care has begun a series of renovations within its preexisting facilities, including the sequential upgrade of nursing units in the 1989 portion of the Hospital; this renovation work is proceeding in phases over the next several years. Stanford Health Care is also planning an addition to the preexisting Hospital of approximately 37,000 square feet. This proposed addition received Architectural Review approval in March 2022, and a City grading / excavation permit was issued in June 2022. Subsequently, an OSHPD building permit was issued in February 2025. Construction is ongoing. 2024-2025 SUMMARY OF PROGRESS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 12 Packet Pg. 40 of 291 ANNUAL REPORT 2024-25 5 In addition, a minor 1,279 square foot underground addition at the Stanford Medicine Cancer Center (875 Blake Wilbur Drive) received Architectural Review approval in December 2023 and Building Permit final in June 2025. The addition accommodates a proton therapy vault to be used for cutting edge cancer treatment. SCHOOL OF MEDICINE The Stanford University School of Medicine is replacing its outmoded research buildings with new state-of- the-art facilities designed to support contemporary translational research. The new facilities will accommodate 21st century medical advancements and enable the development of new medical innovations, featuring integrated laboratory suites, with easier access between labs and support facilities, enabling transparency, flexibility, and collaboration. The first phase of School of Medicine development (BioMedical Innovations Building 1, or “BMI-1”) is now complete, having received a certificate of occupancy in Spring 2021, and features four above-grade floors of research labs and light-filled gathering places, and a lower basement level for utility support, as well as a connective tunnel to other nearby research facilities. Building interiors were designed for best practices for laboratory design safety and space allocation, with a flexible template to maximize efficient use of space and ease of renovation. The four above-grade floors provide space for a mix of disciplines, basic and clinical research, wet and dry labs, and leading-edge translational studies. 2024-2025 SUMMARY OF PROGRESS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 13 Packet Pg. 41 of 291 6 ANNUAL REPORT 2024-25 BLAKE WILBUR DRIVE ROADWAY EXTENSION As required by the 2011 Project Approvals, a new link roadway has been established between Sand Hill Road and Welch Road. This roadway, which was completed in Fall 2023, connects Durand Way to Blake Wilbur Drive, and provides an important automobile, bicycle, and pedestrian connection in the vicinity of the Medical Center. Specifically, it serves as an uncongested route for emergency vehicles accessing the medical campus via Sand Hill Road, and provides improved access to both the Main Medical Campus and the outer Welch medical office buildings. The new roadway includes two travel lanes in each direction, Class II bicycle lanes, sidewalks with planter strips including new tree plantings and bioretention areas, new signal poles, and underground utilities. After the resolution of minor outstanding items, the Street Work Permit was finaled in February 2025. 2024-2025 SUMMARY OF PROGRESS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 14 Packet Pg. 42 of 291 ANNUAL REPORT 2024-25 7 2024-2025 SUMMARY OF PROGRESS NET NEW SQUARE FOOTAGE The following table summarizes the net new square footage for which a certificate of occupancy has been issued. PROJECT COMPONENT GROSS SQUARE FOOTAGE STANFORD HEALTH CARE 1101 Welch demolished (40,100) 500 Pasteur 719,266 875 Blake Wilbur (Proton Therapy Vault)1,279 Total 680,445 LUCILE PACKARD CHILDREN’S HOSPITAL EXPANSION 701 Welch demolished (56,300) 703 Welch demolished (23,500) Lucile Packard Children’s Hospital Expansion 446,088 Total 366,288 SCHOOL OF MEDICINE BioMedical Innovations building 196,921 Partial decant of Boswell, Grant, Alway, Lane, Edwards (23,608) Total 173,313 HOOVER PAVILION Miscellaneous shops and storage demolished (13,831) Stanford Neuroscience Health Center (Hoover MOB)91,605 Total 77,774 Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 15 Packet Pg. 43 of 291 8 ANNUAL REPORT 2024-25 COMPLIANCE WITH DEVELOPMENT AGREEMENT OBLIGATIONS This section of the Annual Report summarizes the steps that Stanford Medicine has taken to comply with its obligations under Section 5 of the Development Agreement. HEALTH CARE BENEFITS In addition to the health care funds listed below, Stanford Medicine provides certain intrinsic benefits to the community, as both a global leader in medical care and research, and as a community healthcare services provider. The Renewal Project enables Stanford Medicine to continue its important work, and the addition of more beds for adults and children will help to alleviate overcrowding. Additionally, the new hospital facilities provide critical emergency preparedness and response resources for the community in the event of an earthquake, pandemic, or other major disaster. Section 5(a)(ii). Fund for Healthcare Services The Hospitals have designated the amount of $3 million for Healthcare Services, which will increase to $5.6 million by December 31, 2025. No further action is required until 2026. This amount will be reconciled with the construction use tax payments as described in Development Agreement Section 5(b)(ii)(C), and will be spent between 2026 and 2036. Section 5(a)(iii). Fund for Community Health and Safety Programs Stanford Medicine has contributed a single lump-sum payment of $4 million to establish a Community Health and Safety Program Fund for the City of Palo Alto. This fund is to be distributed to selected community health programs that benefit residents of the City, including the Project Safety Net Program, a community-based mental health plan for youth well-being in Palo Alto. A joint committee has been established to evaluate proposals regarding the other specific programs to receive funding, composed of two representatives selected by Stanford Medicine and two representatives selected by the City; this committee shall make annual recommendations to the City Council regarding proposed disbursements from the Community Health and Safety Program Fund, and the City Council shall use its reasonable discretion to decide whether to accept, reject, or modify the joint committee recommendations. Stanford Medicine provided the entire required contribution to the Community Health and Safety Program Fund on August 25, 2011. No further action is required by Stanford Medicine to comply with this Development Agreement provision, though in the past three years Stanford Medicine has engaged with City staff as part of the joint committee to evaluate proposals for programs to receive funding. The City uses the funds to support the Psychiatric Emergency Response Team (PERT), which, in years past, was operated in partnership with the Santa Clara County Behavioral Health Services Department. However, the City has noted that the County clinicians are no longer available and that funds will be used for City PERT officers who perform similar duties. As required by Development Agreement Section 12(d), the City will provide yearly Supplements to the Annual Report to provide an accounting of the City’s expenditures from this fund, and the purposes for which the expenditures were used. PALO ALTO FISCAL BENEFITS The Stanford Medicine Renewal Project brings considerable fiscal benefits to the City of Palo Alto. The project was expected to generate $8.1 million in sales and use tax revenues for the City, and multiple mechanisms have been put into place to ensure that this target is met. The Development Agreement also provides for further fiscal benefits to the City, including a payment by Stanford Medicine to fund the City’s Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 16 Packet Pg. 44 of 291 ANNUAL REPORT 2024-25 9 operating deficit, and the payment of utility user taxes and school fees. Sections 5(b)(i) and 5(b)(ii). Payment of Sales and Use Taxes As required by the Development Agreement, Stanford Medicine submitted its annual Construction Sales and Use Tax monitoring report to the City on June 30, 2025. The Stanford Medicine parties will continue to submit such a report annually during the construction period for the Renewal Project so that the City can determine the share of construction use taxes that it has received as a result of the Renewal Project. Each year, within 60 days of receiving the monitoring report, the City will provide its determination of the amount of construction use taxes that it has received as a result of the Renewal Project during the preceding calendar year. In August 2026 or soon thereafter, Stanford Medicine and the City will conduct a reconciliation process to confirm whether the City has received at least $8.1 million in construction use taxes as a result of the Renewal Project, as further described in Development Agreement Section 5(b)(ii). To date, Stanford Medicine has taken the following steps detailed below to maximize the City’s allocation of sales and use taxes associated with Project construction and operation. Documentation of each of these items is included in the 2024 construction use tax monitoring report already submitted. • Stanford Medicine has obtained all permits and licenses necessary to maximize the City’s allocation of construction use taxes derived from the project, including California Seller’s Permits and Use Tax Direct Pay Permits. • Stanford Medicine has designated and required all contractors and subcontractors to designate the project site as the place of sale of all fixtures furnished or installed as part of the project. • Stanford Medicine has designated and required all contractors and subcontractors to designate the project site as the place of use of all materials used in the construction of the project. • Stanford Medicine has required all contractors and subcontractors to allocate the local sales and use taxes derived from their contracts directly to the City. Stanford Medicine has used best efforts to require contractors and subcontractors to complete and file any forms required by the State Board of Equalization to effect these designations. • Both Hospitals have obtained use tax direct pay permits from the State of California for their existing facilities in order to increase the City tax allocation for the Hospitals’ purchases. The Hospitals will maintain the use tax direct pay permit for the life of the project. • Finally, Stanford Medicine has assisted the City in establishing and administering a Retail Sales and Use Tax Reporting District for the Renewal Project, to enable the City to track the generation, allocation, reporting and payment of sales and use taxes derived from the Project. Section 5(b)(iii). Funding of Operating Deficit In order to assure that City costs associated with the Renewal Project do not exceed revenues to the City resulting from construction and operation of the project, Stanford Medicine has provided to the City a single lump sum payment in the amount of $2,417,000. This payment was made on August 25, 2011. No further action is required by Stanford Medicine to comply with this Development Agreement provision. Section 5(b)(iv). Payment of Utility User Tax Stanford Medicine will pay the City a utility user tax at a minimum rate of 5 percent of all electricity, gas, and water charges allocable to new construction completed as part of the project for the life of the project. This rate may be increased by the City as provided by Section 2.35.100(b) of the Municipal Code. The 5 percent COMPLIANCE WITH DEVELOPMENT AGREEMENT OBLIGATIONS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 17 Packet Pg. 45 of 291 10 ANNUAL REPORT 2024-25 utility user tax is currently being paid by Stanford Medicine. Section 5(b)(v). School Fees Stanford Medicine will pay to the City—which is then to forward to the Palo Alto Unified School District— school fees upon issuance of each building permit from the City or OSHPD , in the amount that is generally applicable to non-residential development at the time of payment based upon net new square footage, as defined in the Development Agreement. School fees were paid in 2012 for LPCH and SHC in the amounts of $188,815 and $153,802, respectively. In July 2013, additional school fees were paid in the amount of $7,051 to account for additional program square footage for the New Stanford Hospital and Garage. In May 2014, an additional payment of school fees in the amount of $16,119 was made to account for the incremental square footage associated with the Hoover Medical Office Building, beyond the 60,000 square feet originally planned. In November 2015, additional school fees in the amount of $461.16 were paid to account for incremental square footage for the New Stanford Hospital Garage. In May 2022, school fees in the amount of $22,641 were paid to Palo Alto Unified School District to account for Stanford Health Care’s planned addition to the 1989 portion of the preexisting hospital. TRAFFIC MITIGATION AND REDUCED VEHICLE TRIPS Stanford Medicine has taken a number of steps to mitigate the potential traffic impacts projected at full project buildout. Stanford Medicine provides a robust transportation demand management program, offering a variety of incentives for employees to forego driving alone to work. As required by the Development Agreement, Stanford Medicine has taken the additional actions outlined below. Section 5(c)(ii). Menlo Park Traffic Mitigation Stanford Medicine agreed to contribute to the City of Menlo Park a total of $3,699,000 for use in connection with traffic mitigation, infrastructure enhancements, and the promotion of sustainable neighborhoods and communities and affordable housing. This contribution has been made in three equal payments; the first payment of $1,233,000 was made on August 19, 2011. The second payment of $1,233,000 was made on December 5, 2012, following the November 2012 issuance of the first Hospital foundation permit. The final payment in the amount of $1,233,000 was made on December 14, 2017, within 30 days from issuance of the first Hospital occupancy permit. No further action is required by Stanford Medicine to comply with this Development Agreement provision. Section 5(c)(iii). East Palo Alto Voluntary Mitigation Stanford Medicine has contributed a single lump sum payment of $200,000 to East Palo Alto to be used for roadway and traffic signal improvements on University Avenue. This payment was made on August 19, 2011. No further action is required by Stanford Medicine to comply with this Development Agreement provision. In the event that Stanford Medicine does not meet the alternative transportation mode goals specified in the Development Agreement by 2026 and is assessed an approximately $4 million payment under Development Agreement section 5(c)(ix)(B), the City will be required to remit $150,000 of such payment to the City of East Palo Alto. Section 5(c)(iv). Contributions to AC Transit The Hospitals committed to the following actions within 30 days from issuance of the first Hospital occupancy permit, and have fulfilled these commitments as outlined below: COMPLIANCE WITH DEVELOPMENT AGREEMENT OBLIGATIONS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 18 Packet Pg. 46 of 291 ANNUAL REPORT 2024-25 11 • The Hospitals agreed to offer a one-time payment of $250,000 to AC Transit to be used for capital improvements to the U-Line to increase capacity (Section 5(c)(iv)(A)). As required, the Hospitals offered to contribute $250,000 to AC Transit for capital improvements to the U Line; this offer was accepted, and the payment was made on January 5, 2018. • The Hospitals agreed to offer to make annual payments to AC Transit in a reasonable amount, not to exceed $50,000, to be used for operating costs of the U-Line to maintain a load factor for bus service to the Medical Center of less than 1 (Section 5(c)(iv)(B)). The Hospitals are making annual payments to AC Transit for purposes of U-Line operating costs. • In order to encourage Hospital employees living in the East Bay to use public transit for their commute, the Hospitals committed to using best efforts to lease 75 parking spaces at the Ardenwood Park and Ride lot, or an equivalent location, at a cost not to exceed $45,000 per year (Section 5(c)(iv)(C)). The Hospitals entered into an agreement with AC Transit as of September 2024 to lease 75 spaces at the Ardenwood Park & Ride Lot. The Hospitals previously met this requirement by leasing spaces at a more distant site in Newark (356263 Fircrest Drive), and once the Hospitals were able to lease spaces at the Ardenwood Park & Ride as originally intended, the leased spaces at 35263 Fircrest Drive were discontinued. At the Ardenwood location, commuters continue to utilize the U Line and DB Express, which continue to have capacity to service current demand. Section 5(c)(v). Opticom Payments Within 30 days from issuance of the first Hospital occupancy permit, the Hospitals committed to pay $11,200 to the City of Palo Alto to be used for the installation of Opticom traffic control systems at the following seven intersections: El Camino Real/Palm Drive/University Avenue; El Camino Real/Page Mill Road; Middlefield Road/Lytton Road; Junipero Serra/Page Mill Road; Junipero Serra/Campus Drive West; Galvez/Arboretum; and the Alpine/280 Northbound ramp. However, since the time that this commitment was made, the City determined that Opticom systems are outdated, and proposed the purchase and installation of the ATMS. now Emergency.now package, which would allow coordinated prioritization at all City-maintained traffic signals. Agreement to this change in traffic signal priority system is documented in a letter dated December 12, 2017 from the City Manager to the SUMC Parties, which was accepted and agreed to by the SUMC Parties by countersigned letter. The required payment was made on December 12, 2017, within 30 days of issuance of the first Hospital occupancy permit. Section 5(c)(vi). Caltrain GO Passes The Development Agreement requires that the Hospitals purchase annual Caltrain GO Passes for all existing and new Hospital employees who work more than 20 hours per week at a cost of up to approximately $1.8 million per year, beginning on September 1, 2015. This obligation is expected to continue for a period of 51 years. Hospital management accelerated the purchase of the annual GO Pass for Hospital employees, and began providing free GO Passes to employees commencing on January 1, 2012. Annual passes were purchased again for all existing and new eligible employees for 2025. In addition, in order to further encourage ridership, a new pilot program allows eligible Hospital employees to obtain free Caltrain parking passes. Section 5(c)(vii). Marguerite Shuttle Service The Hospitals will fund the reasonable costs, in an approximate amount of $2 million, for the purchase of additional shuttle vehicles for the Marguerite shuttle service, as and when required to meet increased demand for shuttle service between the project sites and the Palo Alto Intermodal Transit Station. In addition, the Hospitals will fund as annual payments the reasonable costs, in an approximate amount of $450,000 COMPLIANCE WITH DEVELOPMENT AGREEMENT OBLIGATIONS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 19 Packet Pg. 47 of 291 12 ANNUAL REPORT 2024-25 per year, to cover the net increase in operating costs for the Marguerite Shuttle. Demand for the Marguerite shuttle increased in 2012, and the Hospitals funded the purchase of three new hybrid shuttles to meet this increased demand. Since this time, the Hospitals have funded as annual payments the reasonable costs of the net increase in operating costs for the Marguerite Shuttle. Section 5(c)(viii). Transportation Demand Management Coordinator The Development Agreement requires that the Hospitals employ an onsite qualified Transportation Demand Management (TDM) Coordinator for Stanford Medicine, commencing on September 1, 2015, and continuing through the life of the Renewal Project. Because the Hospitals accelerated the purchase of the Caltrain GO Pass, the Hospitals also accelerated the hiring of the TDM Coordinator, filling this position in March 2012. The TDM Coordinator is responsible for overseeing the analysis, development, and implementation of programs to advance the Hospitals’ TDM objectives. Specific duties that are carried out in collaboration with Stanford Transportation include raising awareness among commuters about alternative transportation options and Stanford’s commute incentive programs; providing alternative commute planning assistance and responses to customer inquiries; writing and editing electronic and print communications; coordinating and staffing outreach events, such as free transit pass distributions and employee fairs; and providing alternative transportation information and resources at new employee orientations. The Hospitals also established a new role, Transportation/TDM Director, that is in addition to the previously established TDM Coordinator role, to lead the effort of increasing the use of alternative transportation among Hospital employees. COMPLIANCE WITH DEVELOPMENT AGREEMENT OBLIGATIONS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 20 Packet Pg. 48 of 291 ANNUAL REPORT 2024-25 13 Section 5(c)(ix). Monitoring of TDM Programs The Hospitals are required to submit annual monitoring reports showing the current number of employees employed over 20 hours per week; the number of employees using an alternative transportation mode as documented by a study or survey to be completed by the Hospitals using a method mutually agreeable to the City and the Hospitals; and the efforts used by the Hospitals to attempt to achieve the Alternative Mode Targets identified in the Development Agreement. The Development Agreement specifies payments to be made in the event that such targets are not met during particular time periods. Stanford Medicine submitted its 2025 Alternative Mode Share Report to the City on May 30, 2025; this report shows an alternative mode split of 33.01% for the Hospitals, reflecting a continuation of the trend of on-campus Hospital staff shifting back to mass transportation and other alternative modes. In previous years where the pandemic had a pronounced impact on daily life, a shift was observed from alternative modes to single-occupancy vehicles, and the Hospitals’ previously successful alternative mode share slipped significantly. This change in behavior was attributed to reduced levels of transit service at the time and perceived health risks of public transportation. Further exacerbating these issues was the inability for staff to work remotely as they primarily occupy roles which require direct patient interface or otherwise require physical presence. Since the times of the pandemic, transit service levels have normalized and concerns about the health risks of public transit have diminished. The 2024-25 survey results demonstrate that the Hospitals are continuing along the path to recovery of their previously successful alternative mode share. Reducing drive-alone rates for employees remains a COMPLIANCE WITH DEVELOPMENT AGREEMENT OBLIGATIONS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 21 Packet Pg. 49 of 291 14 ANNUAL REPORT 2024-25 priority, and the Hospitals continue to pilot additional programs to meet the unique needs of their employees while continuing to provide and promote existing alternative mode opportunities. LINKAGES To further encourage use of Caltrain, bus, and other transit services, and to enhance and encourage use of pedestrian and bicycle connections between Stanford Medicine and downtown Palo Alto, Stanford Medicine has funded the following specific infrastructure improvements. Section 5(d)(i). Intermodal Transit Fund Stanford Medicine has provided to the City one lump sum payment of $2.25 million for improvements to enhance the pedestrian and bicycle connection from the Palo Alto Intermodal Transit Center to the existing intersection of El Camino Real and Quarry Road. Up to $2 million of this amount is to be used by the City for the development of an attractive, landscaped passive park/green space with a clearly marked and lighted pedestrian pathway, benches, and flower borders. Stanford Medicine paid the entire required amount for the Intermodal Transit Fund on August 25, 2011. No further action is required by Stanford Medicine to comply with this Development Agreement provision. As required by Development Agreement Section 12(d), the City will provide yearly Supplements to the Annual Report to provide an accounting of the City’s expenditures from this fund, and the purposes for which the expenditures were used. In Summer 2017, prior to issuance of the first Hospital Occupancy Permit, the City completed a temporary path with associated lighting, landscaping/green space, benches, and flower borders from the transit center to the existing crosswalk at the intersection of El Camino Real and Quarry Road. Available funds remaining will be applied to the construction of permanent improvements in the future, which may include a bus transit connection in addition to the planned bicycle and pedestrian improvements. Section 5(d)(ii). Quarry Road Fund Stanford Medicine has provided to the City one lump sum payment of $400,000 for improvements to and within the public right-of-way to enhance the pedestrian and bicycle connection from the west side of El Camino Real to Welch Road along Quarry Road, including urban design elements and way finding, wider bicycle lanes, as necessary, on Quarry Road, enhanced transit nodes for bus and/or shuttle stops, and prominent bicycle facilities. Stanford Medicine paid the entire required amount for the Quarry Road Fund on August 25, 2011. No further action is required by Stanford Medicine to comply with this Development Agreement provision. As required by Development Agreement Section 12(d), the City will provide yearly Supplements to the Annual Report to provide an accounting of the City’s expenditures from this fund, and the purposes for which the expenditures were used. The City was required to construct the improvements prior to issuance of the first Hospital Occupancy Permit, but as agreed to with Stanford Medicine, delayed implementation of these improvements until utility trenching to the Medical Center was complete. In late 2018, the City completed these improvements, including enhanced crosswalks and bicycle striping and signage. Section 5(d)(iii). Stanford Barn Connection Stanford Medicine agreed to construct up to $700,000 of improvements to enhance the pedestrian connection between the Main Medical Campus and the Stanford Shopping Center from Welch Road to Vineyard Lane, in the area adjacent to the Stanford Barn prior to issuance of the first Hospital Occupancy permit. Construction of the improvements completed in November 2017, in advance of issuance of the COMPLIANCE WITH DEVELOPMENT AGREEMENT OBLIGATIONS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 22 Packet Pg. 50 of 291 ANNUAL REPORT 2024-25 15 first Hospital Occupancy permit. No further action is required by Stanford Medicine to comply with this Development Agreement provision. INFRASTRUCTURE, SUSTAINABLE NEIGHBORHOODS AND COMMUNITIES, AND AFFORDABLE HOUSING Section 5(e). Infrastructure, Sustainable Neighborhoods and Communities, and Affordable Housing Fund Stanford Medicine agreed to contribute a total amount of $23.2 million toward City of Palo Alto infrastructure, sustainable neighborhoods and communities, and affordable housing. As required by the Development Agreement, this contribution has been made in three equal payments. The first payment, in the amount of $7,733,333, was made on August 25, 2011; the second payment of $7,733,333 was made on December 5, 2012, following the November 2012 issuance of the first Hospital foundation permit; and the final payment of $7,733,333 was made on December 12, 2017, within 30 days from issuance of the first Hospital occupancy permit. No further action is required by Stanford Medicine to comply with this Development Agreement provision. As required by Development Agreement Section 12(d), the City will provide yearly Supplements to the Annual Report to provide an accounting of the City’s expenditures from this fund, and the purposes for which the expenditures were used. The City will use $1,720,488 of these funds in the same manner as funds collected under the City’s housing fee ordinance. CLIMATE CHANGE Section 5(f). Climate Change Fund Stanford Medicine agreed to contribute a total amount of $12 million toward City projects and programs for a sustainable community, including programs identified in the City’s Climate Action Plan, carbon credits, and investments in renewable energy and energy conservation. As required by the Development Agreement, this contribution has been made in three equal payments. The first payment, in the amount of $4 million, was made on August 25, 2011; the second payment of $4 million was made on December 5, 2012, following the November 2012 issuance of the first Hospital foundation permit; and the final payment of $4 million was made on December 12, 2017, within 30 days from issuance of the first Hospital occupancy permit. No further action is required by Stanford Medicine to comply with this Development Agreement provision. As required by Development Agreement Section 12(d), the City will provide yearly Supplements to the Annual Report to provide an accounting of the City’s expenditures from this fund, and the purposes for which the expenditures were used. SATISFACTION OF CONDITIONS OF APPROVAL Section 5(h). Satisfaction of All Conditions of Approval Stanford Medicine will satisfy all Conditions of Approval by the dates and within the time periods required by the project approvals, subject to modifications allowed by the Development Agreement, and has taken several steps in order to ensure that this requirement is met (Section 5(h)). The Conditions of Approval encompass conditions imposed by the Architectural Review Board, mitigation measures enumerated in the Mitigation Monitoring and Reporting Program, and conditions attached to the Conditional Use Permit. COMPLIANCE WITH DEVELOPMENT AGREEMENT OBLIGATIONS Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 23 Packet Pg. 51 of 291 16 ANNUAL REPORT 2024-25 In order to implement, monitor, and report on the implementation of this diverse array of conditions, Stanford Medicine, with input from City planning staff, has created two Excel spreadsheet tracking and reporting tools. These spreadsheets serve as a centralized repository for compliance monitoring information and documentation, and are updated by the Stanford Medicine project teams on a regular basis, and reviewed by the City. CONCLUSION As the Renewal Project completes its fourteenth year, Stanford Medicine looks forward to continued engagement with the City of Palo Alto as the project continues to progress. Item 6 Attachment A - SUMC Annual Report FY 2025 Item 6: Staff Report Pg. 24 Packet Pg. 52 of 291 ATTACHMENT B SUMC Development Agreement Annual Reporting https://www.paloalto.gov/News-Articles/Planning-and-Development-Services/SUMC-Renewal- Replacement-Project Item 6 Attachment B - Weblinks to Prior SUMC Annual Reports Item 6: Staff Report Pg. 25 Packet Pg. 53 of 291 SUMC Development Agreement, Section 5 - SUMC Parties’ Promises Attachment C FY 2024-2025 1 SUMC Development Agreement Compliance: FY 2024-20251 0 2 3 2 Health Care Benefits DA Section Description Summary Activity Complies? 5(a)(ii) Fund for Healthcare Services Financial assistance for Palo Alto residents SUMC establishment of a $3M fund that will grow to $5.6M by December 31, 2025. Fund will be used in even increments over a ten- year period from 2026-2036 to assist Palo Alto residents who have self-payment responsibilities beyond their financial means, as described in Section 5(a)(ii). Yes, complies – No activity required in FY 2024-25. 5(a)(iii) Fund for Community Health and Safety Programs $4M fund for selected community health programs for Palo Alto residents $4M City fund established on August 25, 2011. No expenditures were planned or made in FY 2024-25. Yes, complies - Fund activity and balances in FY 2024-25 reported in Attachment E. Fiscal Benefits DA Section Description Summary Activity Complies? 5(b)(i), (ii) Payment of Sales and Use Taxes Activities to maximize sales and use taxes paid to the City SUMC contributes to General Fund Sales and Use Tax revenues via construction-related activities. The City reviews the Construction Sales & Use Tax Monitoring Report that is submitted by SUMC on June 30 of each year. The City submits a letter to SUMC each year that notes local tax received from SUMC project activities for the year. Based upon the City’s review of the annual Construction Sales and Use Tax Monitoring Report, Yes, complies - SUMC timely submitted the Construction Sales & Use Tax Monitoring Report for the previous calendar year. The City sent their required response. This annual reporting assists in the process of ensuring that the City would receive no less than $8.1M in Item 6 Attachment C - SUMC Development Agreement Section 5 Compliance Table Item 6: Staff Report Pg. 26 Packet Pg. 54 of 291 SUMC Development Agreement, Section 5 - SUMC Parties’ Promises Attachment C FY 2024-2025 2 SUMC Development Agreement Compliance: FY 2024-20251 0 2 3 2 revenues for calendar years 2011 through 2024 have totaled $5,556,174. construction sales and tax revenue by December 31, 2025. 5(b)(iii) Funding of Operating Deficit / Expansion Cost Mitigation $2.417M fund to assure City costs associated with the project do not exceed revenues resulting from construction and operation of the project. $2.417M fund established on August 25, 2011. No expenditures were planned or made in FY 2024-25. Yes, complies - Fund activity and balances in FY 2024-25 reported in Attachment E. 5(b)(iv)Payment of Utility Users Tax 5% tax on all electricity, gas and water charges on new construction Established in past fiscal years, the Utility Users Tax is paid through the normal billing process for each building. Yes, complies. 5(b)(v)School Fees Payment of PAUSD fees for net new square footage PAUSD school fees have been paid based on the net new square footage reported in the SUMC Annual Report. No occupancy for new square footage occurred in FY 2024-25. Yes, complies – No activity in FY 2024-25 Traffic Mitigation and Reduced Vehicle Trips DA Section Description Summary Activity Complies? 5(c)(ii) Menlo Park Traffic Mitigation $3,699,000 payment for traffic mitigation, infrastructure, sustainable neighborhoods, affordable housing All required payments were made to Menlo Park between 2011-2017. No further activity needed. Yes, complies - completed in FY 2017-18. Item 6 Attachment C - SUMC Development Agreement Section 5 Compliance Table Item 6: Staff Report Pg. 27 Packet Pg. 55 of 291 SUMC Development Agreement, Section 5 - SUMC Parties’ Promises Attachment C FY 2024-2025 3 SUMC Development Agreement Compliance: FY 2024-20251 0 2 3 2 5(c)(iii) East Palo Alto Voluntary Mitigation $200K for roadway and signal improvements on University Ave. $200K payment made on August 19, 2011. Yes, complies - completed in FY 2011-12. 5(c)(iv)Contributions to AC Transit U-line capital improvements, low load factor ratios, parking spaces at Ardenwood Park & Ride $250K payment made to AC Transit on January 5, 2018. SUMC is also invoiced by AC Transit for payments throughout the year that total over the $50K per year discussed in the SUMC Development Agreement. Payments to AC Transit are required for the life of the project. SUMC is currently leasing 75 parking spaces at the Ardenwood Park & Ride. Yes, complies. 5(c)(v)Opticom Payments $11,200 payment for Opticom traffic control system at 7 intersections $11.2K payment made to the City in FY 2017-2018. As the City has upgraded systems, the City and SUMC agreed through a letter exchange that the payment could be used for the new coordinated prioritization signaling at City-maintained traffic signals. Yes, complies - completed. 5(c)(vi)Caltrain Go Passes SUMC purchase of passes for all existing and new hospital employees working >20hrs/week Go Passes have been purchased per the Development Agreement since January 1, 2012, including for FY 2024-2025. Yes, complies. 5(c)(vii)Marguerite Shuttle Service Purchase of additional shuttles to meet demand Between 2011-2018, the fleet was expanded to five renewable diesel-electric hybrid buses and 41 all-electric buses. Yes, complies - completed. Item 6 Attachment C - SUMC Development Agreement Section 5 Compliance Table Item 6: Staff Report Pg. 28 Packet Pg. 56 of 291 SUMC Development Agreement, Section 5 - SUMC Parties’ Promises Attachment C FY 2024-2025 4 SUMC Development Agreement Compliance: FY 2024-20251 0 2 3 2 5(c)(viii) SUMC Transportation Demand Management (TDM) Coordinator SUMC hires coordinator to promote alternative transportation options TDM Coordinator was hired in March 2012. This position has since been elevated to a TDM Program Manager position and the position remains filled. Yes, complies. 5(c)(ix) Monitoring of TDM Programs Yearly report regarding alternative transit mode use SUMC timely submitted their annual Alternative Mode Share report for FY 2024- 2025. The SUMC parties found that the alternative mode share milestone target of 33% outlined in SUMC DA Section 5(c)(ix) was met for 2025. Yes, complies. Linkages DA Section Description Summary Activity Complies? 5(d)(i)Intermodal Transit Fund $2.25M payment to improve pedestrian linkages to PA Intermodal Transit Center $2.25M City fund established on August 25, 2011. City constructed temporary improvements prior to the issuance of the first Hospital Occupancy Permit (LPCH) to serve the linkage goal and functional requirements. No expenditures were planned or made in FY 2024-25. Yes, complies - Fund activity and balances in FY 2024-25 reported in Attachment E. 5(d)(ii)Quarry Road Fund $400K payment to improve pedestrian linkages along Quarry Road $400K City fund established on August 25, 2011. City constructed the improvements prior to the issuance of the first Hospital Occupancy Permit (LPCH) to serve the linkage goal and functional requirements. Yes, complies – Completed FY 2019. Item 6 Attachment C - SUMC Development Agreement Section 5 Compliance Table Item 6: Staff Report Pg. 29 Packet Pg. 57 of 291 SUMC Development Agreement, Section 5 - SUMC Parties’ Promises Attachment C FY 2024-2025 4 SUMC Development Agreement Compliance: FY 2024-20251 0 2 3 2 Item 6 Attachment C - SUMC Development Agreement Section 5 Compliance Table Item 6: Staff Report Pg. 30 Packet Pg. 58 of 291 SUMC Development Agreement, Section 5 - SUMC Parties’ Promises Attachment C FY 2024-2025 5 SUMC Development Agreement Compliance: FY 2024-20251 0 2 3 2 5(d)(iii)Stanford Barn Connection SUMC budgets up to $700K for connections in the vicinity of barn SUMC constructed the Stanford Barn Connection prior to the issuance of the first Hospital Occupancy Permit (LPCH) to serve the linkage goal and facilities are fully operational. Yes, complies – Completed. Infrastructure, Sustainable Neighborhoods and Communities, and Affordable Housing DA Section Description Summary Activity Complies? 5(e) Infrastructure, Sustainable Neighborhoods and Communities, and Affordable Housing Fund $23.2M payment for these uses $23.2M fund established between 2011- 2017. There was a $4.1M expenditure budgeted from this fund during the reporting period FY 2024-25. Actual expenditure $4.075M The funds allotted to Affordable Housing were fully exhausted in FY 2013 for the Stevenson House Project, and in FY 2020 for the Wilton Court Housing Project. Yes, complies -Fund activity and balances in FY 2024-2025 reported in Attachment E. Climate Change DA Section Description Summary Activity Complies? 5(f) Climate Change – Sustainability Programs Benefit Fund $12M payment for climate change- related projects and programs $12M fund established 2011-2017. No expenditures were planned or made in FY 2024-25. Yes, complies -Fund activity and balances in FY 2024-25 reported in Attachment E. Item 6 Attachment C - SUMC Development Agreement Section 5 Compliance Table Item 6: Staff Report Pg. 31 Packet Pg. 59 of 291 ATTACHMENT D SUMC Development Agreement Annual Reporting Background and Purpose On June 6, 2011, the City Council approved Comprehensive Plan amendments, zoning changes, a conditional use permit, annexation and design applications for the Stanford University Medical Center Facilities Renewal and Replacement Project (the “Projects”). The Projects include the construction of a new Stanford Hospital and clinics buildings, an expansion of the Lucile Packard Children’s Hospital, construction of new School of Medicine buildings, renovation of the existing Hoover Pavilion, construction of a new medical office building and parking garage at Hoover Pavilion, roadway improvements along Welch Road and Durand Way, and SUMC design guidelines. A Development Agreement (the “Agreement”) vesting these approvals was entered into between the SUMC Parties and the City and was effective on June 6, 2011 and continues for thirty (30) years from the effective date. The Agreement requires an annual report, prepared by SUMC that outlines the activities of the preceding year and the efforts to fulfill the obligations of the Agreement. Per the requirements of sections 12(a) and 12(c) of the Agreement, The City of Palo Alto is to prepare a supplement to the annual report that contains an accounting of the funds described in the Section 5 of the Agreement (“SUMC Parties’ Promises”) including the fund balances and expenditures and the purposes for which the expenditures were used. Public Benefit Fund Accounting This SUMC Annual Report Supplement covers the period during the fourteeth year of the Agreement: June 6, 2024 through June 6, 2025. Accounting for the funds outlined extends through the end of the City’s FY 2025. The specific funding accounts reported in this SUMC Annual Report Supplement are consistent with Section 5 of the Agreement. These funds have been assigned a unique cost center number for accounting purposes. This SUMC Annual Report Supplement also contains the investment earnings and the earnings allocation to the various cost centers. In summary, the SUMC Parties have paid approximately $44.3 million in public benefit fees to the City since June 6, 2011 through the FY 2024-2025 reporting period. There were no required new payments from the SUMC Parties during the FY 2024-2025 reporting period. The first payment of $20,800,333 on August 11, 2011 was for the following funds: Fund for Community Health and Safety, Project Safety Net (Section 5(a)(iii)); Item 6 Attachment D - Supplement to the Annual Report Item 6: Staff Report Pg. 32 Packet Pg. 60 of 291 Fund for Expansion Cost Mitigation (Section 5(b)(iii)); Fund for Pedestrian and Bicycle Connections from Intermodal Transit Center to El Camino Real/Quarry Road Intersection (Section 5(d)(i)); Fund for Public Right of Way Improvements to Enhance Pedestrian and Bicycle Connections on Quarry Road (Section 5(d)(ii)); Fund for Infrastructure, Sustainable Neighborhoods and Communities and Affordable Housing (Section 5(e)), and Fund for Climate Change - Sustainable Programs Benefit (Section 5(f)(i)). The second payment of $11,733,333 payment on December 5, 2012 was for the following funds: • Fund for Infrastructure, Sustainable Neighborhoods and Communities and Affordable Housing (Section 5(e)) and • Fund for Climate Change - Sustainable Programs Benefit (Section 5(f)(i)). The third payment and final payment of $11,744,533 on December 12, 2017 was for the following funds: Fund for Infrastructure, Sustainable Neighborhoods and Communities and Affordable Housing (Section 5(e)); Fund for Climate Change -Sustainable Programs Benefit (Section 5(f)(i)); and Fund for Community Health and Safety, Project Safety Net (Section 5(a)(iii)). Public Benefit Fund Expenditures Expenditures and other activity occurred in the following funds in FY 2024-2025: Budgeted: $4.1 million transfer from the Infrastructure, Sustainable Neighborhoods and Communities, and Affordable Housing Fund to Capital Improvement Project Fire Station 4 Replacement (PE-18004); Actual: $4,075,000 was transferred from the Infrastructure and Affordable Housing fund for the Fire Station #4 Replacement (PE-18004) Item 6 Attachment D - Supplement to the Annual Report Item 6: Staff Report Pg. 33 Packet Pg. 61 of 291 Item 6 Attachment D - Supplement to the Annual Report Item 6: Staff Report Pg. 34 Packet Pg. 62 of 291 Item 6 Attachment D - Supplement to the Annual Report Item 6: Staff Report Pg. 35 Packet Pg. 63 of 291 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: March 2, 2026 Report #:2510-5363 TITLE Approval of Professional Services Contract No. C26194015 with Geosyntec Consultants, Inc. in an Amount Not to Exceed $795,965 for Design and Outreach Services for the City Park-Green Stormwater Infrastructure Project for the period of March 9, 2026 through March 31, 2028; CEQA Status – Exempt Pursuant to CEQA Guidelines Section 15306 RECOMMENDATION Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Contract No. C26194015 with Geosyntec Consultants, Inc. for design and outreach services for the City Park-Green Stormwater Infrastructure Project (SD-22001) in the not-to-exceed amount of $795,965, including $659,968 for basic services and $135,997 for optional services. EXECUTIVE SUMMARY The recommended contract with Geosyntec Consultants, Inc. will initiate the design and community outreach phase for a Green Stormwater Infrastructure project at Juana Briones Park. This project will advance the City’s Green Stormwater Infrastructure Plan and help the City meet Municipal Regional Stormwater Permit requirements. This contract is partially funded by a U.S. Environmental Protection Agency (EPA) grant. BACKGROUND Green Stormwater Infrastructure (GSI) is engineered infrastructure designed into parcels and streets which mimics natural processes to filter and slow stormwater runoff from paved surfaces. GSI provides a pathway for rain and stormwater to infiltrate into soil, reduces and/or treats pollutants, and slows runoff flows discharged to the storm drain system. The City’s 2019 GSI Plan1 outlines the City’s vision to increase the amount of GSI on City parcels and in the public right-of-way. This Plan is required by the San Francisco Bay Municipal Regional 1 City of Palo Alto Green Stormwater Infrastructure webpage; www.paloalto.gov/gsi Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 1 Packet Pg. 64 of 291 Stormwater Permit3 (MRP), which also requires development projects that exceed impervious surface thresholds to use GSI to mitigate stormwater quality impacts. In addition, the MRP requires that the City treat 3.92 acres of impervious surface by July 1, 2027. Thus far, the City has treated 14,730 square feet of impervious surface, or 8.6% of the required target. The proposed project supports the City in meeting this MRP requirement by treating approximately 6.6 acres of impervious surface, surpassing the requirement. The City will receive credit toward the MRP requirement for this project if its construction is funded and planned by the July 1, 2027 due date. The overage beyond the required 3.92 acres may be used to meet a future regulatory target or to offset stormwater treatment requirements through an alternate compliance approach for projects that have space constraints. The City of Palo Alto was awarded a grant in January 2021 from the U.S. Environmental Protection Agency’s (EPA) San Francisco Bay Water Quality Improvement Fund in the amount of $1,216,351 for the “Greening Stormwater Facilities for a Sustainable Community” project (Project) for the City4 and its Project partners. The grant provides water quality benefits through the construction of GSI and documentation of lessons learned that will inform future GSI design and maintenance practices. This Project also promotes GSI community engagement and education. The Geosyntec Consultants, Inc. contract will focus on Project Tasks 1 and 4 of the following four grant tasks: EPA Grant Task 1: designing and constructing GSI at one site in each of two cities – Palo Alto and Santa Clara. EPA Grant Task 2: developing a “Lessons Learned” document that provides guidance for managing GSI projects with multiple goals such as improving green spaces. The Lessons Learned document will also build on existing guidance and design specifications and document water quality benefits. EPA Grant Task 3: training grant partners on proper maintenance of GSI measures and producing a memorandum describing a framework for a (regional) GSI workforce development program. EPA Grant Task 4: educating and engaging local communities regarding Project co- benefits, stormwater quality, and stormwater and GSI maintenance. 3 Municipal Regional Stormwater NPDES Permit, 2022; https://www.waterboards.ca.gov/rwqcb2/board_decisions/adopted_orders/2022/R2-2022-0018.pdf 4 City Council, October 17, 2022; Agenda Item #5; SR #14463, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=81947&dbid=0&repo=PaloAlto Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 2 Packet Pg. 65 of 291 The proposed Project location for Task 1 is Juana Briones Park (609 Maybell Avenue). The Project concept focuses on constructing a vegetated GSI measure in the portion of the park that has an existing “bowl-like” topography that receives water. The design will also improve the aesthetics of the park by installing plants and other features for sitting and enjoying the park (e.g., large boulders or other materials). The estimated drainage area is 14.8 acres, meaning that the Project, if constructed at this location, would receive and treat stormwater runoff from a 14.8 acre portion of the surrounding neighborhood. Of the 14.8 acres, 6.6 acres are impervious surface, which supports meeting the MRP requirement. ANALYSIS Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 3 Packet Pg. 66 of 291 Table 1: Summary of RFP Process Proposal Description/Number Design and Outreach for a City Park-Green Stormwater Infrastructure Project / RFP 194015 Date of Solicitation Issued June 3, 2025 Pre-Proposal Meeting Date June 11, 2025 Date Solicitation Closed July 3, 2025 Proposed Length of Project 25 months Number of vendors notified through City’s eProcurement system 3,721 Total Days to Respond to Proposal 30 Number of Pre-Proposal Meeting Attendees at Mandatory Pre-Proposal Meeting 27 attendees from 17 firms Number of Proposals Received 3 Range of Proposal Amounts for Base Work With 10% Contingency $627,308-$764,422 Project Overview Under the recommended contract (Attachment A), Geosyntec will develop the engineering design and lead a community engagement process. The contract includes proposed conceptual and final designs for a GSI measure at Juana Briones Park, and construction bid documents, construction cost estimates, and community engagement during the design process. The community engagement process will include two public meetings that will be held during the design process, and three presentations to the PRC to review the conceptual design and public feedback. Once the Project’s 35% design is completed, staff will prepare a Park Improvement Ordinance for consideration by City Council before the design is further developed. The planned completion date for the design is May 2027. The EPA grant deadline for all tasks is September 30, 2028. If the proposed park location cannot be used due to public feedback or a physical constraint, the City may choose to investigate alternative locations through approval of Optional Services. A similar public process to be conducted for the proposed Juana Briones location would need to be conducted with the alternative proposed location. FISCAL/RESOURCE IMPACT The total cost of Contract No. C26194015 with Geosyntec Consultants, Inc. is $795,965, which includes $659,968 for basic services ($599,971 plus a 10% contingency) and $135,997 for optional services should an alternate park location require evaluation and design. A total of $400,000 from the U.S. Environmental Protection Agency (EPA) Water Quality Improvement Fund grant is available to support this contract. The remaining grant funds in the available grant budget are already allocated to other components of the larger EPA-funded Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 4 Packet Pg. 67 of 291 project as described in Staff Report 14463.3 The balance of this contract cost, $395,965, will be funded by the remaining budget already allocated to this Capital Project (CIP SD-22001). At this time, no additional funding is required. If additional funding is required, it will be subject to the Council’s approval through the standard budget appropriation process. These expenses fall within the scope of the City’s ongoing stormwater and green infrastructure program and are consistent with planned expenditures for the current grant cycle. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS Attachment A: Geosyntec Consultants, Inc. Contract C26194015 APPROVED BY: Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 5 Packet Pg. 68 of 291 Professional Services Rev. Oct 16,2024 Page 1 of 40 CITY OF PALO ALTO CONTRACT NO. C26194015 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF PALO ALTO AND GEOSYNTEC CONSULTANTS, INC. This Agreement for Professional Services (this “Agreement”) is entered into as of the 2nd day of March, 2026 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and GEOSYNTEC CONSULTANTS, INC., a Florida corporation, located at 1340 Treat Boulevard, Suite 208, Walnut Creek, CA 94597 (“CONSULTANT”). The following recitals are a substantive portion of this Agreement and are fully incorporated herein by this reference: RECITALS A. CITY intends to construct a Stormwater Treatment System (also known as Green Stormwater Infrastructure) in a City Park (the “Project”) and desires to engage a consultant to provide engineering design services in connection with the Project (the “Services,” as detailed more fully in Exhibit A). B. CONSULTANT represents that it, its employees and subconsultants, if any, possess the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C. CITY, in reliance on these representations, desires to engage CONSULTANT to provide the Services as more fully described in Exhibit A, entitled “SCOPE OF SERVICES”. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree as follows: SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. Optional On-Call Provision (This provision only applies if checked and only applies to on-call agreements.) CITY may elect to, but is not required to, authorize on-call Services up to the maximum compensation amount set forth in Section 4 (Not to Exceed Compensation). CONSULTANT shall provide on-call Services only by advanced, written authorization from CITY as detailed in this Section. On-call Services, if any, shall be authorized by CITY, as needed, with a Task Order assigned and approved 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. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 6 Packet Pg. 69 of 291 Professional Services Rev. Oct 16,2024 Page 2 of 40 Compensation for on-call Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum. To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative total compensation due to CONSULTANT for all Task Orders issued under this Agreement shall not exceed the amount of compensation set forth in Section 4. CONSULTANT shall only be compensated for on-call Services performed under an authorized Task Order and only up to the maximum compensation amount set forth in Section 4. Performance of and payment for any on-call Services are subject to all requirements and restrictions in this Agreement. SECTION 2. TERM. The term of this Agreement shall be from the effective date of this agreement through March 31, 2028 unless terminated earlier pursuant to Section 19 (Termination) of this Agreement. SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit B, entitled “SCHEDULE OF PERFORMANCE.” Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Six Hundred Fifty-Nine Thousand Nine Hundred Sixty-Eight Dollars ($659,968). 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 One Hundred Thirty-Five Thousand Nine Hundred Ninety-Seven Dollars ($135,997) 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 Seven Hundred Ninety-Five Thousand Nine Hundred Sixty-Five Dollars ($795,965), as detailed in Exhibit C. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 7 Packet Pg. 70 of 291 Professional Services Rev. Oct 16,2024 Page 3 of 40 “Additional Services” means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A. CITY may elect to, but is not required to, authorize Additional Services up to the maximum amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. Additional Services, if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES TASK ORDER”. Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for Additional Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum. To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative total compensation to CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for Additional Services in this Section 4. Performance of and payment for any Additional Services are subject to all requirements and restrictions in this Agreement. SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 8 Packet Pg. 71 of 291 Professional Services Rev. Oct 16,2024 Page 4 of 40 SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be deemed at all times to be an independent contractor and shall be wholly responsible for the manner in which CONSULTANT performs the Services requested by CITY under this Agreement. CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its employees. CONSULTANT will be responsible for all obligations and payments, whether imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and CONSULTANT or any agent or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 9 Packet Pg. 72 of 291 Professional Services Rev. Oct 16,2024 Page 5 of 40 SECTION 12. SUBCONTRACTING. Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Services to be performed under this Agreement without the prior written authorization of the City Manager or designee. In the event CONSULTANT does subcontract any portion of the work to be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and omissions of subcontractors. Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that subcontractors may be used to complete the Services. The subcontractors authorized by CITY to perform work on this Project are: WRA Environmental Consultants, Inc. - Landscape Architecture and Public Outreach Towill, Inc. - Land Survey CONSULTANT shall be responsible for directing the work of any subcontractors and for any compensation due to subcontractors. CITY assumes no responsibility whatsoever concerning compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcontractors. CONSULTANT shall change or add subcontractors only with the prior written approval of the City Manager or designee. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Miguel Parames, PE, QSD/P as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day-to-day performance of the Services. If circumstances cause the substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project Manager and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s Project Manager. CONSULTANT, at CITY’s request, shall promptly remove CONSULTANT personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Services or a threat to the safety of persons or property. CITY’s Project Manager is Pam Boyle Rodriguez, Public Works Department, Environmental Services Division, Palo Alto, CA, zipcode: 94303, Telephone: (650) 329-2421. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the Scope of Services. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 10 Packet Pg. 73 of 291 Professional Services Rev. Oct 16,2024 Page 6 of 40 SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later. SECTION 16. INDEMNITY. [Option A applies to the following design professionals pursuant to Civil Code Section 2782.8: architects; landscape architects; registered professional engineers and licensed professional land surveyors.] 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all third party demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) to the extent that such Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. CITY will reimburse CONSULTANT for the proportionate percentage of defense costs exceeding CONSULTANT’s proportionate percentage of fault as determined by the final judgment of a court of competent jurisdiction. [Option B applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8.] 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of, or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its officers, employees, agents or contractors under this Agreement. 16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 11 Packet Pg. 74 of 291 Professional Services Rev. Oct 16,2024 Page 7 of 40 SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy. SECTION 18. INSURANCE. 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided under this Agreement Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 12 Packet Pg. 75 of 291 Professional Services Rev. Oct 16,2024 Page 8 of 40 or at law, the City Manager may terminate this Agreement sooner upon written notice of termination. Upon receipt of any notice of suspension or termination, CONSULTANT will discontinue its performance of the Services on the effective date in the notice of suspension or termination. 19.2. In event of suspension or termination, CONSULTANT will deliver to the City Manager on or before the effective date in the notice of suspension or termination, any and all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Ownership of Materials). 19.3. In event of suspension or termination, CONSULTANT will be paid for the Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services provided in material conformity with this Agreement as such determination is made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30. 19.4. 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 Agreement, unless made in accordance with Section 17 (Waivers). SECTION 20. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: 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 CONSULTANT: Attention of the Project Manager at the address of CONSULTANT recited on the first page of this Agreement. CONSULTANT shall provide written notice to CITY of any change of address. SECTION 21. CONFLICT OF INTEREST. 21.1. In executing this Agreement, CONSULTANT 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 the Services. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 13 Packet Pg. 76 of 291 Professional Services Rev. Oct 16,2024 Page 9 of 40 21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subcontractors or other persons or parties having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any conflict arises. 21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act of 1974, as amended from time to time. SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA. 22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code 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. 22.2. CONSULTANT understands and agrees that pursuant to the Americans Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate against persons with disabilities in the provision of services, benefits or activities provided under this Agreement. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby incorporated by reference and as amended from time to time. CONSULTANT shall 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, CONSULTANT shall comply with the following Zero Waste requirements: (a) All printed materials provided by CONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall 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 shall be a minimum of 30% or greater post-consumer material and printed with vegetable-based inks. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 14 Packet Pg. 77 of 291 Professional Services Rev. Oct 16,2024 Page 10 of 40 (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code Section 4.62.060. SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) 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 Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS. 26.1. This Project is not subject to prevailing wages and related requirements. CONSULTANT is not required to pay prevailing wages and meet related requirements under the California Labor Code and California Code of Regulations in the performance and implementation of the Project if the contract: (1) is not a public works contract; (2) is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or (3) is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j). OR 26.1. This Project is subject to prevailing wages and related requirements as a “public works” under California Labor Code Sections 1720 et seq. and related regulations. CONSULTANT is required to pay general prevailing wages as defined in California Labor Code Section 1773.1 and Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as amended from time to time. Pursuant to Labor Code Section 1773, the CITY has obtained the general prevailing rate of per diem wages and the general rate for holiday and Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 15 Packet Pg. 78 of 291 Professional Services Rev. Oct 16,2024 Page 11 of 40 overtime work in this locality for each craft, classification, or type of worker needed to execute the contract for this Project from the State of California Department of Industrial Relations (“DIR”). Copies of these rates may be obtained at the CITY’s Purchasing Department office. The general prevailing wage rates are also available at the DIR, Division of Labor Statistics and Research, web site (see e.g. http://www.dir.ca.gov/DLSR/PWD/index.htm) as amended from time to time. CONSULTANT shall post a copy of the general prevailing wage rates at all Project job sites and shall pay the adopted prevailing wage rates as a minimum. CONSULTANT shall comply with all applicable provisions of Division 2, Part 7, Chapter 1 of the California Labor Code (Labor Code Section 1720 et seq.), including but not limited to Sections 1725.5, 1771, 1771.1, 1771.4, 1773.2, 1774, 1775, 1776, 1777.5, 1782, 1810, 1813 and 1815, and all applicable implementing regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq. (8 CCR Section 16000 et seq.), as amended from time to time. CONSULTANT shall comply with the requirements of Exhibit E, entitled “DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS”, for any contract for public works construction, alteration, demolition, repair or maintenance, including but not limited to the obligations to register with, and furnish certified payroll records directly to, DIR. SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 27, a “9204 Public Works Project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”. This Project is a 9204 Public Works Project and is required to comply with the claims procedures set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”. OR This Project is not a 9204 Public Works Project. SECTION 28. CONFIDENTIAL INFORMATION. 28.1. In the performance of this Agreement, CONSULTANT may have access to CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose. CONSULTANT will maintain reasonable and appropriate administrative, technical and physical safeguards to ensure the security, confidentiality and integrity of the Confidential Information. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality and security obligations of this Agreement. 28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 16 Packet Pg. 79 of 291 Professional Services Rev. Oct 16,2024 Page 12 of 40 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or intangible, provided or otherwise made available to CONSULTANT by CITY, directly or indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY. 28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing so), to give CITY an opportunity to oppose or otherwise respond to such order. 28.4. CONSULTANT will notify City promptly upon learning of any breach in the security of its systems or unauthorized disclosure of, or access to, Confidential Information in its possession or control, and if such Confidential Information consists of Personal Information, CONSULTANT will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time. 28.5. Prior to or upon termination or expiration of this Agreement, CONSULTANT will honor any request from the CITY to return or securely destroy all copies of Confidential Information. All Confidential Information is and will remain the property of the CITY and nothing contained in this Agreement grants or confers any rights to such Confidential Information on CONSULTANT. 28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions. SECTION 29. MISCELLANEOUS PROVISIONS. 29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions. 29.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California. 29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 17 Packet Pg. 80 of 291 Professional Services Rev. Oct 16,2024 Page 13 of 40 29.4. This Agreement, including all exhibits, constitutes the entire and integrated agreement between the parties with respect to the subject matter of this Agreement, and supersedes all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time. 29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect. 29.6. In the event of a conflict between the terms of this Agreement and the exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control. 29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement. 29.8. All section headings contained in this Agreement are for convenience and reference only and are not intended to define or limit the scope of any provision of this Agreement. 29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement. 29.10 This Agreement will be funded, at least in part, with grant funds from the United States Environmental Protection Agency (EPA). CONSULTANT must comply with all applicable requirements of the grant, including applicable requirements for non-federal entity contracts under federal awards as specified in 2 CFR Appendix II to Part 200. These include: a) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended— CONSULTANT must comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). b) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non- Federal award. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 18 Packet Pg. 81 of 291 Professional Services Rev. Oct 16,2024 Page 14 of 40 c) In the performance of this contract, the CONSULTANT shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired competitively within a timeframe providing for compliance with the contract performance schedule; meeting contract performance requirements; or at a reasonable price. Information about this requirement, along with the list of EPA-designated items, is available at EPA’s Comprehensive Procurement Guidelines webpage: https://www.epa.gov/smm/comprehensive-procurement-guideline- cpgprogram. The Contractor also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act. d) Domestic Preference for Procurements: As appropriate, and to the extent consistent with law, the CONSULTANT should, to the greatest extent practicable, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States. This includes, but is not limited to iron, aluminum, steel, cement, and other manufactured products. For purposes of this clause, “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States. “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer- based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber. e) The contractor shall not discriminate on the basis of race, color, national origin or sex in the performance of this contract. The contractor shall carry out applicable requirements of 40 CFR part 33 in the award and administration of contracts awarded under EPA financial assistance agreements. Failure by the contractor to carry out these requirements is a material breach of this contract which may result in the termination of this contract or other legally available remedies. SECTION 30. EXHIBITS. Each of the following exhibits, if the check box for such exhibit is selected below, is hereby attached and incorporated into this Agreement by reference as though fully set forth herein: EXHIBIT A: SCOPE OF SERVICES EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER EXHIBIT B: SCHEDULE OF PERFORMANCE EXHIBIT C: COMPENSATION EXHIBIT C-1: SCHEDULE OF RATES EXHIBIT D: INSURANCE REQUIREMENTS EXHIBIT E: DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS EXHIBIT F: GRANT AGREEMENT BETWEEN CITY OF PALO ALTO AND U.S. EPA EXHIBIT G: U.S. EPA GENERAL TERMS AND CONDITIONS THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 19 Packet Pg. 82 of 291 Professional Services Rev. Oct 16,2024 Page 15 of 40 CONTRACT No. C26194015 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written. CITY OF PALO ALTO ____________________________ City Manager APPROVED AS TO FORM: __________________________ City Attorney or designee GEOSYNTEC CONSULTANTS, INC. Officer 1 By: ________________________________ Name: ______________________________ Title: _______________________________ Officer 2 By: ________________________________ Name: ______________________________ Title: _______________________________ Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Senior Service Director Christopher Wessel Lisa Van Tassell Vice President, Senior Principal Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 20 Packet Pg. 83 of 291 Professional Services Rev. Oct 16,2024 Page 16 of 40 EXHIBIT A SCOPE OF SERVICES BACKGROUND The City of Palo Alto was awarded a grant in January 2021 from the U.S. Environmental Protection Agency’s (EPA) San Francisco Bay Water Quality Improvement Fund in the amount of $1,216,351. The grant provides water quality benefits through construction of green stormwater infrastructure (GSI), supports continuous improvement in GSI construction and maintenance, and promotes community engagement and learning about GSI through four tasks: • EPA Grant Task 1: constructing GSI at one site in each of two cities – Palo Alto (Project) and Santa Clara. • EPA Grant Task 2: developing a “lessons learned” document that provides guidance for managing GSI projects with multiple goals such as improving green spaces and pedestrian safety in areas surrounding GSI. The Lessons Learned document will also build on existing guidance and design specifications and document water quality benefits. • EPA Grant Task 3: training grant partners on proper maintenance of GSI features and producing a memorandum describing a framework for a GSI work force development program. • EPA Grant Task 4: educating and engaging local communities, including students, regarding Project co-benefits, stormwater quality, and stormwater and GSI maintenance. This scope focuses on Tasks 1 and Task 4 to provide engineering design of GSI in a City park and associated public outreach and support for a Park Improvement Ordinance process. The tentative Project location is Juana Briones Park (609 Maybell Avenue) with parcel size and estimated tributary area of 4.6 ac and 14.8 ac, respectively. The preliminary plan is to divert flows from the storm drainpipe along Maybell Ave. to the tentative location. Overflows would be directed to the storm drain line on Arastradero Rd. The City anticipates a “stormwater park ” with minimal to no infrastructure at which park visitors could spend time during non-rainy periods. However, the design should be community-driven and meet the needs and interests of the park users. The ultimate location of the Project is dependent upon public feedback and passage of a City Park Improvement Ordinance. The City may choose through approval of Additional Services to investigate alternative locations through that have been previously evaluated. A similar public process that was conducted for the proposed Briones location would need to be conducted with the alternative proposed location. SCOPE SUMMARY The CONSULTANT shall support the City in designing a GSI Project in a City park. City staff from Watershed Protection will work closely with the CONSULTANT to provide in-house task assistance. Public Works Engineering staff will serve in an advisory role as needed. In addition to the preparation of the Project design and bid documents, the CONSULTANT will support City Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 21 Packet Pg. 84 of 291 Professional Services Rev. Oct 16,2024 Page 17 of 40 staff through a thorough public process. The process will include two public meetings and three Parks and Recreation Commission (PRC) meetings. The PRC must recommend this Project 35% design) to City Council through a Parks Improvement Ordinance (PIO), and City Council must adopt the Ordinance before the Project can move forward to a more detailed design. Watershed Protection staff will assist obtaining internal feedback from key City staff, including Fire, Urban Forestry, Public Works Engineering, Public Works Public Services, and Community Services. CONSULTANT to provide one meeting seeking feedback during Task 2 from a list of staff provided by the City. Task 1: Kick-Off Meeting and Work Plan CONSULTANT shall: 1.1 Assist with agenda for Project Kick-off Meeting. 1.2 Support and attend a 2-hr Project Kick-Off Meeting with City staff and provide meeting notes for the City to review and approve. 1.3 Prepare a workplan for all contract tasks and obtain City’s approval of the work plan before performing the subsequent tasks. CONSULTANT will provide one round of review and consolidated comments of draft and final versions of Work Plan. Deliverables: 1. Kick-off agenda 2. Meeting notes 3. Draft workplan, including a task schedule 4. Final workplan, including a task schedule Task 2: Conceptual Engineering Design The CONSULTANT shall produce a conceptual engineering design for the Project, assuming it will be constructed at Juana Briones Park (see Additional Services of this Exhibit). The CONSULTANT shall include design of a pumping system if needed. The CONSULTANT shall plan a total of four site visits/meetings, three of which will be virtual. The fourth will be a site visit with City staff that may include a limited field survey. One meeting shall include preparation for the public meeting and for the PRC meeting and another should focus on seeking feedback from a variety of City staff across relevant groups. All data collected from the field shall be provided to the City for their records. CONSULTANT shall perform all necessary assessments and investigations to determine the existing conditions and propose recommendations to the City for the Project. The CONSULTANT shall conduct the following subtasks under Task 2. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 22 Packet Pg. 85 of 291 Professional Services Rev. Oct 16,2024 Page 18 of 40 2.1 Contact and coordinate with all regulatory agencies that will affect the proposed work to determine applicable codes and ordinances. 2.2 Meet with City staff to obtain as-builts and additional information and input as needed. One (virtual) meeting will serve to obtain feedback from an array of staff across the City. 2.3 Obtain necessary field measurements to determine storm drain line elevations and other information needed to determine flow quantities and pumping needs. 2.4 Request necessary records from City Utilities Department. The purpose of the collection of utility information is to identify ownership of surface features that will be impacted by the work, and also to identify if there are any high-risk utilities within the Project limits that may be impacted by the work. 2.5 Prepare concept plans. The concept plans shall include preliminary site plan, design criteria and constraints, preliminary layouts and typical cross sections as necessary for presentation to the public meetings to obtain feedback and review by the City staff. Provide concept plans to the City in electronic format. 2.6 Prepare a Basis of Design Memo that will accompany the concept plan and summarize: • Design criteria and assumptions, including MRP Provision C.3.d sizing methodology • LID feasibility assessment per MRP Provision C.3.c • Regulatory considerations and permitting implications identified • Topographic and hydraulic constraints based on field data • Summary of input received from City staff and interdepartmental coordination • Construction and phasing considerations • Identification of potential construction constraints and phasing considerations, including: o Conflicts with existing utilities or surface features o Access limitations 2.7 Develop a preliminary cost estimate based on the conceptual design. Assumptions: 1. City will provide as-builts and other available data, including City-owned utility information 2. The concept plan will include a single layout plan based on direction from City staff 3. Up to four (4) 1-hour meetings with City staff, which will include three 1-hr virtual meetings and one 2-hr, in-person meeting. Deliverables: 1. Meeting notes for meetings and site visits with City staff identifying main points of agreement and action items 2. Draft conceptual engineering plans and sections, design criteria, calculations, and basis of design summary (PDF and AutoCAD) 3. Final conceptual engineering plans and sections, design criteria, calculations, and basis of design summary (PDF and AutoCAD) 4. Basis of Design memo (PDF) Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 23 Packet Pg. 86 of 291 Professional Services Rev. Oct 16,2024 Page 19 of 40 5. Preliminary cost estimate (Excel and PDF) Task 3: 35% Engineering Design CONSULTANT shall provide a 35% engineering design of the Project. The CONSULTANT shall conduct one site visit and three virtual meetings with City staff. Once meeting shall include preparation for the public meeting, and one shall include preparation for the PRC meeting. When a conceptional engineering design has received feedback from the public and the PRC (see Tasks 4-5) that will allow the Project to Proceed, the CONSULTANT shall incorporate feedback into a 35% engineering design. CONSULTANT shall: 3.1 Conduct one site visit with City staff. 3.2 Perform a detailed topographic survey to support completion of the detailed design. 3.2 Develop site plan and cross sections showing existing and new grades, topography, location of trees, utilities, lights and other park structures, as applicable. Plans shall be in AutoCAD format. CONSULTANT shall provide two (2) hard copy sets and 22”x34” (ANSI D) size electronic copy of the topographic survey and 35% design plans. 3.3 Attend three, 2-hour virtual meetings with City staff and produce meeting notes. 3.4 Conduct necessary geotechnical investigation, including multiple CPTs and analysis. 3.5 Produce a 35% engineering design that has incorporated feedback from the public review of the conceptual (10%) design and includes a preliminary selection of materials and systems. 3.6 Develop Project schedule. Schedule shall include all needed times to complete all tasks, including City’s review times, permitting process, and construction period. 3.7 Update cost estimate based on 35% design. Deliverables: 1. Meeting notes for meetings and site visit with City staff identifying main points of agreement and action items 2. Geotechnical Report 3. Two (2) hard copy sets and 24”x36” electronic copies of the topographic survey and 35% design plans 4. Updated Basis of Design Memo and supporting calculations to include (Word or PDF): • Summary of design approach, and identification of design issues • Preliminary selections of materials and systems • Definition of the facility sufficient to identify all major elements required, and the verification of feasibility of the design; and a list of permit requirements 5. Specification outline (Word) Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 24 Packet Pg. 87 of 291 Professional Services Rev. Oct 16,2024 Page 20 of 40 6. 35% engineering plans and calculations and geotechnical investigation results 7. Updated cost estimate (Excel) 8. Project schedule (PDF and MS Project) Task 4: Public Outreach The City intends to hold two public meetings: the first at conceptual design and the second at 35% design. Public meetings will be held in a hybrid format in which the CONSULTANT and City will host the meeting in person and the public may participate in person or virtually. The City’s public outreach process will include two press releases, one fact sheet, Project announcement post cards to surrounding residents and businesses for each of the two public meetings, email announcements (three) to existing City distribution lists , social media postings (four), and a Project webpage. CONSULTANT assistance will be needed to provide content for the press releases, fact sheet, post cards, email announcements, and the webpage (initial posting and updates). CONSULTANT design assistance will be needed for the fact sheet, postcards, and email announcements. The webpage will be part of the City web site and will be uploaded by City staff. City staff will also prepare content for and upload social media postings. Depending on the impact of the Project (e.g., if the public requests physical infrastructure as part of the Project), City staff may need to present the Project design to the Architectural Review Board (ARB). If needed, the ARB process would occur in parallel with requesting PIO recommendation from the Parks and Recreation Commission and CONSULTANT assistance may be requested in preparing materials. CONSULTANT shall: 4.1 Review applicable federal requirements for public outreach accessibility and nondiscrimination and ensure they are addressed throughout the outreach process. 4.2 Develop a draft and final outreach plan and schedule that complies with applicable codes, ordinances, and federal rules and regulations and per City input. The Public Outreach Plan will be developed in close coordination with City staff and will: • Establish goals and objectives • Provide a community profile identifying key stakeholders and summarizing Juana Briones Park’s surrounding community • Summarize how the plan meets applicable codes, ordinances, and federal rules and regulations for public outreach accessibility and nondiscrimination • Detail public outreach activities with roles and responsibilities • Provide a schedule of public outreach activities with key milestones 4.3 Attend two, 1-hr virtual meetings and produce meeting notes with City staff to obtain City input on the outreach plan and edit the outreach plan accordingly. One meeting will occur during the development of the Draft Public Outreach Plan, and one after the Draft Public Outreach Plan is delivered. Agendas and notes will be provided to the City. Following City review of the Draft Public Outreach Plan, the CONSULTANT will make one round of edits and deliver a Final Public Outreach Plan with a schedule. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 25 Packet Pg. 88 of 291 Professional Services Rev. Oct 16,2024 Page 21 of 40 4.4 In parallel to working on the conceptual design, provide the following for Public Meeting #1: • Content for one press release • Content for one fact sheet • Content for one postcard announcement • Content for one email announcement • Content for Project webpage. Provide design assistance as needed for the postcard and fact sheet. 4.5 CONSULTANT will prepare for and participate in Public Meeting #1, which will occur after the completion of the conceptual design and before work commences on the 35% design. In the meeting, CONSULTANT will provide a brief summary of the project components, their locations, footprints, and reasoning for inclusion. If there are alternatives for certain components which would need to be selected prior to completing the 35% Design and require public feedback, these will be presented as well. The interdisciplinary design team will answer community questions relating to the major project design components, document and summarize all community input provided at the meeting, and propose design changes to the City before proceeding with developing the PRC Meeting #1 presentation or 35% Design. 4.6 In parallel to working on the 35% design, provide the following for Public Meeting #2: • Content for one press release • Content for one postcard announcement • Content for one email announcement • Updated content for Project webpage. The design templates used for Public Meeting #1 will be used. 4.5 CONSULTANT will prepare for and participate in Public Meeting #2, which will occur after the completion of the 35% design. In the meeting, CONSULTANT will present the 35% Design set to the community. CONSULTANT will pose a set of limited questions to the community to allow for community involvement and co-creation in the decision- making for the 65% design. This will include questions relating to the location and type of educational materials, aesthetic components such as fencing and landscaping, and community access (as appropriate). CONSULTANT will answer community questions relating to the major project design components, document and summarize all community input provided at the meeting, and propose design changes to the City before proceeding with developing the Parks and Recreation Commission (PRC) Meeting #2 presentation (see Task 5) or 65% Design. If public feedback indicates that the Project cannot proceed at Juana Briones Park, CONSULTANT shall produce a conceptual engineering design (Task 2) for the Project at one of four alternate locations previously identified by City and CONSULTANTS. Public outreach shall be conducted regarding this new location per the subtasks listed above. See Additional Services. Assumptions: • Two, 1-hour virtual meetings with the City for Public Outreach Plan development Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 26 Packet Pg. 89 of 291 Professional Services Rev. Oct 16,2024 Page 22 of 40 • Up to two, 1-hour virtual meetings with the City for Public Meeting preparation • Two hybrid Public Meetings (CONSULTANT will attend in person) City staff will provide embedded comments on the Draft Public Outreach Plan (Word) one week after the draft is delivered • City will be responsible for distributing public outreach materials and setting up the project website Deliverables: 1. Draft outreach plan and schedule with summary of how the plan meets applicable codes, ordinances, and federal rules and regulations (Word) 2. Final outreach plan and schedule with summary of how the plan meets applicable codes, ordinances, and federal rules and regulations (Word and PDF) 3. Attendance, notes, outcome summaries, and photographs from two public meetings 4. Development of content of outreach materials associated with both Public Meetings (see Tasks 4.4 and 4.6). Design of postcard and fact sheet. Written summary of outreach outcomes from two public meetings, including public comments received in person and virtually Task 5: Park Improvement Ordinance Process and Updates to Parks and Recreation Commission City staff will attend up to three PRC meetings: the first at conceptual design, the second at 35% design for PIO recommendation, and the third at 65% design. After obtaining a PIO recommendation, City staff will request PIO adoption from the City Council before proceeding with the 65% design. City staff will seek assistance from the CONSULTANT in preparing presentations for the PRC meetings, and the CONSULTANT shall attend the PRC meetings virtually to respond to questions. CONSULTANT shall: 5.1 Provide PowerPoint presentations for each of the three PRC meetings. Presentations will provide an overview of the Project designs and a summary of the public feedback. 5.2 Attend three PRC meetings virtually to respond to technical questions, if needed. 5.3 In the event that the City presents the Project design to the Architectural Review Board (ARB), CONSULTANT will assist with preparing ARB meeting materials by making minor revisions to materials produced for Public Meetings (Task 4) and PRC Meetings. Assumptions: • Up to three, 30-minute virtual meetings with the City for PRC Meeting preparation • Up to three hybrid PRC Meetings (CONSULTANT will attend virtually) Deliverables: 1. Meeting agendas and notes from virtual meetings with City staff 2. Three presentations for three PRC meetings Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 27 Packet Pg. 90 of 291 Professional Services Rev. Oct 16,2024 Page 23 of 40 Virtual attendance at three PRC meetings Task 6: 65% Design and Construction Documents Once the Park Improvement Ordinance is adopted by City Council, CONSULTANT shall prepare and provide the 65% design and construction documentation package. Plans shall conform to City’s Design Criteria. CONSULTANT shall: 6.1 Develop the 65% engineering design and construction documentation package for the City’s review. CONSULTANTS shall follow City’s design details and requirements from the Public Works and Utilities’ Departments and Parks and Recreation guidelines among other City required formats and regulations. CONSULTANT shall include a: Site Plan, Existing Conditions, Proposed Improvements, including but not limited to utilities design and landscaping, Traffic Control Plan, Details, and other pertinent information for the City to review and provide comments. The existing conditions site plan shall show fences, gates, pedestrian pathways, structures, property lines, trees, topographic survey, and existing utilities within the site and surrounding areas. Improvement plans will include major design components, including proposed storm drain improvements, proposed grading, proposed utilities or utility relocation, landscaping, and irrigation. If pumping is required to divert storm water from Maybell Avenue, a pump station improvement plan will be provided which includes mechanical, electrical, and instrumentation components. 6.3 Prepare draft technical specifications organized according to the Construction Specifications Institute (CSI) format (Divisions 00–33) to accompany the 65% design. Specifications are anticipated to include: • Division 00 and 01 General Requirements (provided by the City) • Draft sections for relevant Divisions (e.g., 02–33), including: Storm drain piping and structures • Earthwork and concrete • Landscape, signage, and irrigation systems • Utilities • GSI media, liners, and overflow elements • Pump system components (if applicable) 6.4 Prepare a detailed Engineer’s Opinion on Probable Construction Cost (OPCC) using updated quantities and information from the 65% Design Plans. The Project estimate shall be organized as an itemized list of bid items and be based upon current construction pricing and escalated to mid-point (or other as determined by City during design process) of construction. CONSULTANT shall review recent City and regional cost estimates and its own cost estimating resources and will provide assumptions and supporting documentation used to prepare the estimate. CONSULTANT will contact vendors, suppliers, and contractors as necessary to develop a cost estimate based on references and information from within the last three calendar years. Risks such as long lead time items, economic Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 28 Packet Pg. 91 of 291 Professional Services Rev. Oct 16,2024 Page 24 of 40 trends (to the extent foreseeable), and bid and construction schedules among others will be noted in the cost estimate. 6.5 Conduct a quality control (QC) review of design documents (Plans, Specifications, and Engineer’s Cost Estimates). The review will include a technical review of design calculations and drawings to verify conformance with City standards, consistency with MRP Provisions C.3.c and C.3.d, and constructability. Draft specifications will be cross - checked with design plans and cost estimates. A QC review log will be prepared to document reviewer, comments, and resolution. 6.6 Submit 65% design package to City staff for review. City will circulate the submittal package to internal City departments for review and comments. City to provide comments to CONSULTANT to be organized in a matrix. CONSULTANT to begin addressing comments from each reviewer prior to hosting the 65% design review meeting (2-hr length) with City staff. CONSULTANT to provide a response to comments matrix to City staff after each review cycle. Resolve comments and address unresolved comments regarding the 65% design. CONSULTANT shall be responsible for resolving comments from each commenter and shall identify to City any comments that cannot be resolved. CONSULTANT shall conduct a 65% comments review meeting with City to discuss comments on the submittal package, to identify any significant design issues, and gain concurrence as to how the submittal shall be revised as appropriate to incorporate City’s comments. 6.7 Provide 65% design package to a list of external stakeholders provided by City staff. CONSULTANT to obtain stakeholder comments and prepare written responses to all comments received. All redlined drawings shall be returned with CONSULTANT’S responses on the redlined drawings. 6.8 Attend five, one-hr bi-weekly meetings with City staff to facilitate coordination across City departments, provide design progress updates, discuss technical issue or design decisions, and track and resolve outstanding action items. CONSULTANT shall produce meeting notes with action items for all meetings. 6.9 Coordinate identification and marking of all utilities. Contact Underground Service Alert to mark all utilities locations. All potential utility conflicts shall be discussed with the City and coordinated with each respective utility agency to clear all conflicts. The Project plan shall clearly identify all existing utilities that will be and potentially be impacted during construction. Assumptions: • City will provide AutoCAD title block • City will provide standard construction details and technical specifications • City will coordinate other department invitees to the bi-weekly meetings • City will facilitate consolidation of comments from City departments to provide to CONSULTANT Deliverables: 1. 65% plans, specifications, and cost estimate 2. 65% design review meeting notes, response to comments matrix Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 29 Packet Pg. 92 of 291 Professional Services Rev. Oct 16,2024 Page 25 of 40 3. Meeting notes from five meetings Task 7: 95% Construction Documents Following the submission of the 65% design documents and the subsequent design review meeting with City staff, the project will enter a formal design freeze. At this point, the design direction, layout, and major infrastructure elements will be considered fixed for the purposes of advancing to 95% and 100% construction documents. Any substantial changes requested by the City or other stakeholders after this milestone, including but not limited to changes in GSI footprint, diversion routing, utility alignments, or major grading modifications, will be considered a change in condition. Such changes may require additional scope, schedule adjustments, and/or budget modifications, and will be addressed through a formal change order process in coordination with the City. CONSULTANT will advance the 65% design into a 95% construction document package that will incorporate all feedback received from City staff during the 65% design review and will prepare the project for final design and bidding. CONSULTANT shall: 7.1 Prepare 95% construction documents and supporting information for the City’s review and approval that incorporates comments received during the 65% plan review period. Documents shall include: • Title sheets • General sheets • Construction details • Construction notes • Updated technical specifications to reflect 95% design • Modified sections to City standard specifications and supplementary conditions specifications to suit Project. Modified sections include, but not be limited to, general information, summary of work, measurement and payment for bid items, permitting and agency regulatory requirements, etc. • Assumptions and exclusions. 7.2 Prepare an updated engineering cost estimate and include any updated materials, quantities, and unit costs. 7.3 Prepare an updated Project schedule. 7.4 Provide final version of written response matrix to City’s comments on 65% PS&E (Plans, Specifications, and Engineer’s Cost Estimates). 7.5 Conduct a quality control (QC) review of design documents (i.e., Plans, Specifications, and Engineer’s Cost Estimates). Prepare a QC review log to document reviewer, comments, and respective resolutions. 7.6 Submit 95% design package to City staff for review. City will circulate the submittal package to internal City departments for review and comments. City to provide comments Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 30 Packet Pg. 93 of 291 Professional Services Rev. Oct 16,2024 Page 26 of 40 to CONSULTANT to be organized in a matrix. CONSULTANT to address comments from each reviewer prior to hosting the 95% design review meeting with City staff. 7.7 Attend three, one-hr bi-weekly meetings with City staff to facilitate coordination across City departments, provide design progress updates, discuss technical issue or design decisions, and track and resolve outstanding action items. CONSULTANT shall produce meeting notes. 7.8 CONSULTANT shall facilitate a formal 2-hr, design review meeting following receipt of consolidated City comments on the 95% design package. CONSULTANT shall prepare a comprehensive response to comments table. Assumptions: • City will not provide additional comments after the 65% design review until the review of the 95% design plans. • City will coordinate City department invites to bi-weekly meetings. • City will provide consolidated comments from City departments prior to 95% design review meeting. • Geosyntec will plan, coordinate, schedule, attend meetings, and produce meeting notes with action items for all meetings with the City as deemed necessary to efficiently complete this phase in a timely manner. • Geosyntec will provide a written response matrix to City’s comments on 65% PS&E (Plans, Specifications, and Engineer’s Cost Estimates). • Geosyntec will conduct a quality control (QC) review of design documents (i.e., Plans, Specifications, and Engineer’s Cost Estimates). • A design freeze (i.e., City staff will not provide comments) will take place following the 65% PSE submittal. Deliverables: 1. 95% plans, specifications, and cost estimate 2. Updated project schedule 3. Quality control log for 95% design submittal 4. Written response matrix on 65% PS&E 5. Meeting notes from three bi-weekly meetings and 95% design review meeting 6. Required information for the City’s Project Specific Specification Book Task 8: 100% Construction/Bid Documents Based on City’s comments and direction on the 95% PS&E, CONSULTANT shall revise the 95% PS&E to produce the 100% PS&E, which will be included in the City’s bid solicitation package. CONSULTANT shall: 8.1 Prepare 100% construction documents, including plan specifications and supporting information, based on feedback regarding the 95% design provided by the City. Construction/bid documents to be stamped and signed by CONSULTANT’S Project Engineer. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 31 Packet Pg. 94 of 291 Professional Services Rev. Oct 16,2024 Page 27 of 40 8.3 Prepare a final cost estimate with backups and justifications for unit pricing. 8.4 Prepare a final project schedule. 8.5 Provide written response matrix to City’s comments on 95% PS&E. 8.6 Provide list of potential bidders including company name, email address, contact number, and address of business. 8.7 Provide the 100% Design Submittal Package (plans, specifications, engineer’s cost estimate, and project bid and construction schedule) to City to ensure that all comments and issues have been rectified. After the 100% Design Submittal Package has been deemed acceptable, City staff will then submit the 100% Design Submittal Package to the Building Division and Fire Department for review and approval. Rectify any issues regarding the 100% Design Submittal Package identified by staff. CONSULTANT to resolve comments from other City departments. A meeting will be held with City staff to review the submittal. Assumptions: • City will coordinate review by City departments Deliverables: 1. 100% design plans, specifications, and cost estimate 2. Meeting notes from a meeting to resolve remaining comments (if meeting is held) 3. List of potential bidders 4. Written response matrix Task 9: Bid and Award Phase Assistance CONSULTANT shall assist the City during the bidding and award phase, answer questions from bidders, and help and prepare exhibits for addenda when needed. The City will provide the following assistance during the Bid and Construction phases: • Bid solicitation process: advertisement, bidders list, assistance in obtaining bid document review comments, and reproduction of copies of the bid and construction documents to contractors. • General and supplementary conditions and City’s boilerplate specifications (work hours, duration, truck routes, etc.). CONSULTANT is responsible for reviewing and verifying all supplied information. • Review of bids, identification of the responsible bidders, and preparation of the award construction contract. CONSULTANT shall: 9.1 Attend one Pre-bid Conference/Site Visit. 9.2 Spend up to 14 hours assisting the City with responses to bidders’ inquiries through the City’s Project Manager. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 32 Packet Pg. 95 of 291 Professional Services Rev. Oct 16,2024 Page 28 of 40 9.3 Spend up to 14 hours assisting the City with addenda to the construction documents as needed to respond to bidder’s inquiries and clarify the intent of bid documents. 9.4 Spend up to 10 hours preparing Conformed Set of design (in PDF or other format if requested) Assumptions: • City will assemble and solicit all bid materials • City will coordinate, provide materials to bidders, and lead the Pre-bid Conference • CONSULTANT will provide all deliverables in PDF format via email • CONSULTANT to spend up to 14 hours assisting the City with responses to bidders’ inquiries • CONSULTANT to spend up to 14 hours assisting the City with addenda to the construction documents • CONSULTANT to spend up to 10 hours preparing Conformed Set of design Deliverables: 1. Written responses to bidder’s inquiries 2. Support information for addenda 3. Conformed Set Task 10: Compliance and Reporting CONSULTANT shall comply with the U.S. EPA Grant Agreement (Exhibit F), EPA General Terms and Conditions (Exhibit G), and federal contract requirements (Exhibit E). CONSULTANT shall provide quarterly progress reports for work conducted by the Geosyntec Team within 30 calendar days after the end of each Federal fiscal quarter. Quarterly progress reports will contain information required by the EPA Grant Agreement, including a discussion of activities conducted, progress towards milestones, problems encountered and their resolution, activities planned, financial accounting of costs incurred during the quarter, and cumulative project costs. Deliverables: Up to seven quarterly reports as required by the EPA Grant Agreement and General Terms and Conditions and the federal regulations cited therein (MS Word format) Task 11: Additional Services / Alternate Design at City of Palo Alto Request As detailed in Task 2, Juana Briones Park has been determined as the most feasible and beneficial location for the Project and the CONSULTANT will provide the conceptual engineering services for the Green Stormwater Infrastructure at Juana Briones Park. However, if public feedback at the conceptual engineering phase indicates that the Project cannot proceed at Juana Briones Park, the CONSULTANT shall produce a conceptual engineering design at one of four alternate locations Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 33 Packet Pg. 96 of 291 Professional Services Rev. Oct 16,2024 Page 29 of 40 previously identified by CONSULTANT and City. City shall select the alternate site from this previously identified list within two weeks of Public Meeting #1. The location shall be pre- approved by the City. A similar public process would need to be conducted with the alternative proposed location. This optional service will also include development of a new project schedule. This optional conceptual engineering task can only be performed at City’s request and upon City’s approval. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 34 Packet Pg. 97 of 291 Professional Services Rev. Oct 16,2024 Page 30 of 40 EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK ORDER NO.: 2. CONSULTANT NAME: 3. PERIOD OF PERFORMANCE: START: COMPLETION: 4 TOTAL TASK ORDER PRICE: $__________________ BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________ 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________ 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE: SERVICES AND DELIVERABLES TO BE PROVIDED SCHEDULE OF PERFORMANCE MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________ I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 35 Packet Pg. 98 of 291 Professional Services Rev. Oct 16,2024 Page 31 of 40 EXHIBIT B SCHEDULE OF PERFORMANCE 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. Tasks Timeline 1. Kick-off Meeting and Work Plan March 2 - March 13, 2026 2. Conceptual (10%) Engineering Design March 9 - May 15 , 2026 3. 35% Engineering Design June 24 - September 22, 2026 4. Public Outreach 4.5 Public Meeting #1 4.7 Public Meeting #2 March 16 – October 27, 2026 May 27, 2026 October 7, 2026 5. Park Improvement Ordinance Process and Updates to Parks and Recreation Commission 5.2 PRC Meeting #1 PRC Meeting #2 PRC Meeting #3 June 23, 2026 - March 23, 2027 June 23, 2026 October 27, 2026 March 23, 2027 6. 65% Engineering Design and Construction Documents November 17, 2026 - March 23, 2027 7. 95% Construction Documents March 24 - June 7, 2027 8. 100% Construction Documents June 8 - July 19, 2027 9. Bid and Award Phase Assistance July 20 - October 11, 2027 10. Compliance and Reporting April 29, 2026 – October 11, 2027 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: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 36 Packet Pg. 99 of 291 Professional Services Rev. Oct 16,2024 Page 32 of 40 EXHIBIT C COMPENSATION 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 (Kick-off Meeting and Work Plan) $12,805 Task 2 (Conceptual (10%) Engineering Design) $62,572 Task 3 (35% Engineering Design) $145,774 Task 4 (Public Outreach) $42,140 Task 5 (Park Improvement Ordinance Process and Updates to Parks and Recreation Commission) $18,480 Task 6 (65% Engineering Design and Construction Documents) $148,803 Task 7 (95% Construction Documents) $97,243 Task 8 (100% Construction Documents) $37,103 Task 9 (Bid and Award Phase Assistance) $21,672 Task 10 (Compliance and Reporting) $13,379 Sub-total for Services $599,971 Reimbursable Expenses (if any) $0 Total for Services and Reimbursable Expenses $599,971 10% Contingency $59,997 Total including Contingency $659,968 Task 11: Additional Services / Alternate Design at City of Palo Alto Request (if any, per Section 4) $135,997 Maximum Total Compensation $795,965 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 Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 37 Packet Pg. 100 of 291 Professional Services Rev. Oct 16,2024 Page 33 of 40 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: NONE up to the not-to-exceed amount of: $0.00. 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. B. Long distance telephone service charges, cellular phone service charges, facsimile transmission and postage charges, if specified as reimbursable, will be reimbursed at actual cost. All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 38 Packet Pg. 101 of 291 Professional Services Rev. Oct 16,2024 Page 34 of 40 EXHIBIT C-1 SCHEDULE OF RATES CONSULTANT’s schedule of rates is as follows: Geosyntec Consultants Position/Job Title Hourly Rates Staff Professional …………………………$181 Senior Staff Professional ………………….$206 Professional ……………………………….$234 Project Professional ……………………….$262 Senior Professional ………………………..$294 Principal …………………………………...$320 Senior Principal ……………………………$340 Technician I ………………………………..$99 Technician II ………………………………$109 Senior Technician I ………………………..$119 Senior Technician II ……………………….$129 Site Manager I ……………………………..$140 Site Manager II ……………………………$160 Construction Manager I ……………………$170 Construction Manager II ……………………$186 Senior Designer ……………………………$222 Designer ……………………………………$186 Senior Drafter/Senior CADD Operator ……$170 Drafter/CADD Operator/Artist …………….$155 Project Administrator ………………………$101 Clerical ……………………………………..$83 WRA Environmental Consultants Position/Job Title Hourly Rates Director/Principal ......................................... $313 Senior Associate .......................................... $272 Associate ...................................................... $229 Senior Scientist............................................. $209 Scientist ........................................................ $192 Senior Technician ......................................... $165 Technician .................................................... $136 Landscape Design Sr Associate Landscape Architect ............... $272 Associate Landscape Architect ................... $229 Landscape Architect .................................... $209 Landscape Designer III ................................ $192 Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 39 Packet Pg. 102 of 291 Professional Services Rev. Oct 16,2024 Page 35 of 40 Landscape Designer II ................................. $165 Landscape Designer I .................................. $144 Environmental Planning Environmental Planning Director .................$313 Senior Environmental Planner ......................$289 Sr Associate Environmental Planner ............$272 Associate Environmental Planner .................$229 Environmental Planner II ..............................$209 Environmental Planner I ...............................$192 Assistant Environmental Planner II ..............$165 Assistant Environmental Planner .................$144 Conservation Strategies Conservation Strategies Sr Project Mgr. ......$289 Conservation Strategies Sr Associate ..........$272 Conservation Strategies Associate ...............$246 Conservation Strategies Sr Scientist ............$219 Conservation Strategies Scientist ................$197 Conservation Strategies Sr Technician ........$177 Conservation Strategies Technician .............$154 Engineering Senior Engineer ...........................................$289 Sr Associate Engineer ..................................$281 Associate Engineer .......................................$246 Engineer II / Geomorphologist II .................$219 Engineer I / Geomorphologist I ....................$197 Assistant Engineer II ....................................$177 Assistant Engineer .......................................$154 GIS Mapping & Analysis GIS Manager ...............................................$272 GIS Professional III ....................................$219 GIS Professional II .....................................$209 GIS Professional ........................................$192 GIS Sr Technician ......................................$165 GIS Technician...........................................$144 Field Specialists Senior Field Technician .............................$192 Field Technician ........................................$144 Compliance Monitoring (OT = Rate x 1.5) Senior Project Biologist .............................$134 Project Biologist ........................................$112 Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 40 Packet Pg. 103 of 291 Professional Services Rev. Oct 16,2024 Page 36 of 40 Grant Cultivation & Administration Community Resilience Team ....................$90-202 Clerical Support .........................................$100 Expert Witness ...........................................Rate x 1.5 Towill Surveying Position/Job Title Hourly Rates Principal Land Surveyor …………………..$267.00 Geomatics Principal Manager……………..$267.00 Senior Land Surveyor ……………………..$257.00 Senior Project Manager ……………………$257.00 Survey Project Manager…………………....$225.00 Project Surveyor …………………………...$190.00 Associate Surveyor ………………………...$175.00 Survey Technician (Office) ………….…….$149.00 CADD Technician …………………………$115.00 Project Safety Specialist / Coordinator ……$150.00 Project Coordinator ………………………..$99.00 Project Assistant …………………………...$80.00 Prevailing Wage Invoicing Rates by Field Survey Crew Classifications One-Person …………………………………$190.00 Two-Person ………………………………....$340.00 Three-Person ……………………………….$470.00 Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 41 Packet Pg. 104 of 291 Professional Services Rev. Oct 16,2024 Page 37 of 40 EXHIBIT D INSURANCE REQUIREMENTS CONSULTANTS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM 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 HEREIN. REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS EACH OCCURRENCE AGGREGATE YES YES WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORY STATUTORY 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 - EACH PERSON - 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 YES 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: CONSULTANT, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONSULTANT AND ITS SUBCONSULTANTS, 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. I. INSURANCE COVERAGE MUST INCLUDE: A. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONSULTANT’S AGREEMENT TO INDEMNIFY CITY. II. THE CONSULTANT MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING EMAIL: PURCHASINGSUPPORT@PALOALTO.GOV III. ENDORSEMENT PROVISIONS WITH RESPECT TO THE INSURANCE AFFORDED TO ADDITIONAL INSUREDS: A. 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. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 42 Packet Pg. 105 of 291 Professional Services Rev. Oct 16,2024 Page 38 of 40 B. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL 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 CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF PALO ALTO SENT TO THE FOLLOWING EMAIL: PURCHASINGSUPPORT@PALOALTO.GOV Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 43 Packet Pg. 106 of 291 Professional Services Rev. Oct 16,2024 Page 39 of 40 EXHIBIT E DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS This Exhibit shall apply only to a contract for public works construction, alteration, demolition, repair or maintenance work, CITY will not accept a bid proposal from or enter into this Agreement with CONSULTANT without proof that CONSULTANT and its listed subcontractors are registered with the California Department of Industrial Relations (“DIR”) to perform public work, subject to limited exceptions. City requires CONSULTANT and its listed subcontractors, if any, to comply with all applicable requirements of the California Labor Code including but not limited to Labor Code Sections 1720 through 1861, and all applicable related regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as amended from time to time. This Exhibit E applies in addition to the provisions of Section 26 (Prevailing Wages and DIR Registration for Public Works Contracts) of the Agreement. CITY provides notice to CONSULTANT of the requirements of California Labor Code Section 1771.1(a), which reads: “A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.” This Project is subject to compliance monitoring and enforcement by DIR. All contractors must be registered with DIR per Labor Code Section 1725.5 in order to submit a bid. All subcontractors must also be registered with DIR. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with DIR. Additional information regarding public works and prevailing wage requirements is available on the DIR web site (see e.g. http://www.dir.ca.gov) as amended from time to time. CITY gives notice to CONSULTANT and its listed subcontractors that CONSULTANT is required to post all job site notices prescribed by law or regulation. CONSULTANT shall furnish certified payroll records directly to the Labor Commissioner (DIR) in accordance with Subchapter 3, Title 8 of the California Code of Regulations Section 16461 (8 CCR Section 16461). CITY requires CONSULTANT and its listed subcontractors to comply with the requirements of Labor Code Section 1776, including but not limited to: 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 Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 44 Packet Pg. 107 of 291 Professional Services Rev. Oct 16,2024 Page 40 of 40 diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, CONSULTANT and its listed subcontractors, in connection with the Project. The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of CONSULTANT and its listed subcontractors, respectively. At the request of CITY, acting by its Project Manager, CONSULTANT and its listed subcontractors shall make the certified payroll records available for inspection or furnished upon request to the CITY Project Manager within ten (10) days of receipt of CITY’s request. CITY requests CONSULTANT and its listed subcontractors to submit the certified payroll records to CITY’s Project Manager at the end of each week during the Project. If the certified payroll records are not provided as required within the 10-day period, then CONSULTANT and its listed subcontractors shall be subject to a penalty of one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker, and CITY shall withhold the sum total of penalties from the progress payment(s) then due and payable to CONSULTANT. Inform CITY’s Project Manager of the location of CONSULTANT’s and its listed subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to CITY’s Project Manager within five (5) business days of any change of location of those payroll records. Eight (8) hours labor constitutes a legal day’s work. CONSULTANT shall forfeit as a penalty to CITY, $25.00 for each worker employed in the execution of the Agreement by CONSULTANT or any subcontractor for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day or forty (40) hours in any one calendar week in violation of the provisions of the Labor Code, and in particular, Sections 1810 through 1815 thereof, except that work performed by employees of CONSULTANT or any subcontractor in excess of eight (8) hours per day, or forty (40) hours during any one week, shall be permitted upon compensation for all hours worked in excess of eight (8) hours per day, or forty (40) hours per week, at not less than one and one-half (1&1/2) times the basic rate of pay, as provided in Section 1815. CONSULTANT shall secure the payment of workers’ compensation to its employees as provided in Labor Code Sections 1860 and 3700 (Labor Code 1861). CONSULTANT shall sign and file with the CITY a statutorily prescribed statement acknowledging its obligation to secure the payment of workers’ compensation to its employees before beginning work (Labor Code 1861). CONSULTANT shall post job site notices per regulation (Labor Code 1771.4(a)(2)). CONSULTANT shall comply with the statutory requirements regarding employment of apprentices including without limitation Labor Code Section 1777.5. The statutory provisions will be enforced for penalties for failure to pay prevailing wages and for failure to comply with wage and hour laws. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 45 Packet Pg. 108 of 291 W9 - 98T20101 - 0 Page 1 RECIPIENT TYPE:Send Payment Request to: Municipal Contact EPA RTPFC at: rtpfc-grants@epa.gov RECIPIENT:PAYEE: 98T20101GRANT NUMBER (FAIN): W9 PAYMENT METHOD: ASAP DATE OF AWARD MAILING DATE ACH# 10/04/2021 PEND U.S. ENVIRONMENTAL PROTECTION AGENCY Grant Agreement MODIFICATION NUMBER: PROGRAM CODE:09/27/2021 TYPE OF ACTION New 0 EIN: City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 94-6000389 250 Hamilton Avenue City of Palo Alto Palo Alto, CA 94301 PROJECT MANAGER EPA PROJECT OFFICER EPA GRANT SPECIALIST Pamela Boyle Rodriguez Erica Yelensky Danielle Carr 2501 Embarcadero Way 75 Hawthorne Street, WTR-2-2 Grants Branch, MSD-6 Palo Alto, CA 94303 San Francisco, CA 94105 75 Hawthorne Street pamela.boylerodriguez@cityofpaloalto.orgE-Mail:San Francisco, CA 94105E-Mail:yelensky.erica@epa.gov 650-329-2421Phone:Phone:E-Mail:415-972-3021 carr.danielle@epa.gov Phone:415-972-3871 The project will provide water quality benefits by constructing green stormwater infrastructure (GSI) retrofits at two existing parking lots in Palo Alto and Santa Clara, CA. Additionally, the Project will develop a Guidebook for Greener Parking Facility Design and a certified workforce training framework for GSI maintenance, and provide community outreach and maintenance by trained partners and city staff. Anticipated deliverables include training materials, a quality assurance Project plan, quarterly reports, and as built drawings. Expected outcomes include providing an average of 282,000 gallons per year of stormwater retention and treating 13.4-20 mg/year of PCBs, 18-25 mg/year of Hg, and 1.9-2.8 million particles per year of microplastics. The intended beneficiaries include the cities of Palo Alto and Santa Clara California and improved water quality in San Francisco Bay. This assistance agreement provides full federal funding in the amount of $1,216,351.00. SAN FRANCISCO BAY AREA WATER QUALITY IMPROVEMENT FUND PROJECT TITLE AND DESCRIPTION $2,432,703.00 TOTAL PROJECT PERIOD COSTBUDGET PERIOD 10/01/2021 - 12/31/2025 $2,432,703.0010/01/2021 - 12/31/2025 TOTAL BUDGET PERIOD COSTPROJECT PERIOD NOTICE OF AWARD Based on your Application dated 05/13/2020 including all modifications and amendments, the United States acting by and through the US Environmental Protection Agency (EPA) hereby awards $1,216,351.00. EPA agrees to cost-share 50.00% of all approved budget period costs incurred, up to and not exceeding total federal funding of $1,216,351.00. Recipient's signature is not required on this agreement. The recipient demonstrates its commitment to carry out this award by either: 1) drawing down funds within 21 days after the EPA award or amendment mailing date; or 2) not filing a notice of disagreement with the award terms and conditions within 21 days after the EPA award or amendment mailing date. If the recipient disagrees with the terms and conditions specified in this award, the authorized representative of the recipient must furnish a notice of disagreement to the EPA Award Official within 21 days after the EPA award or amendment mailing date. In case of disagreement, and until the disagreement is resolved, the recipient should not draw down on the funds provided by this award/amendment, and any costs incurred by the recipient are at its own risk. This agreement is subject to applicable EPA regulatory and statutory provisions, all terms and conditions of this agreement and any attachments. U.S. EPA, Region 9 Grants Branch, MSD-6 San Francisco, CA 94105 75 Hawthorne Street San Francisco, CA 94105 THE UNITED STATES OF AMERICA BY THE U.S. ENVIRONMENTAL PROTECTION AGENCY ISSUING OFFICE (GRANTS MANAGEMENT OFFICE) ORGANIZATION / ADDRESS 75 Hawthorne Street AWARD APPROVAL OFFICE ORGANIZATION / ADDRESS 09/27/2021 DATECarolyn Truong - Grants Management Officer U.S. EPA, Region 9, Water Division, WTR-1 R9 - Region 9 Digital signature applied by EPA Award Official EXHIBIT F U.S. EPA GRANT AGREEMENT WITH CITY OF PALO ALTO Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 46 Packet Pg. 109 of 291 W9 - 98T20101 - 0 Page 2 EPA Funding Information FUNDS FORMER AWARD THIS ACTION AMENDED TOTAL $0 $1,216,351EPA Amount This Action $1,216,351 $0 $0EPA In-Kind Amount $0 $0 $0Unexpended Prior Year Balance $0 $0 $0Other Federal Funds $0 $0 $1,216,352Recipient Contribution $1,216,352 $0 $0State Contribution $0 $0 $0Local Contribution $0 $0 $0Other Contribution $0 $0 $2,432,703Allowable Project Cost $2,432,703 Clean Water Act: Sec. 32066.126 - San Francisco Bay Water Quality Improvement Fund Statutory Authority Regulatory AuthorityAssistance Program (CFDA) 2 CFR 200, 2 CFR 1500 and 40 CFR 33 Fiscal Site Name Req No FY Approp. Code Budget Oganization PRC Object Class Site/Project Cost Organization Obligation / Deobligation - $1,216,351-4158000BK409L2B21222109W32011- $1,216,351 Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 47 Packet Pg. 110 of 291 W9 - 98T20101 - 0 Page 3 Total Approved Allowable Budget Period Cost Budget Summary Page $939,814 $1,216,351 $2,432,703 $1,216,351 $0 $0 $0 $10,686 $1,028,666 Table A - Object Class Category (Non-Construction) $0 $446,366 $7,171 $1,216,351 $2,432,703 $0 1. Personnel 2. Fringe Benefits 3. Travel 4. Equipment 5. Supplies 6. Contractual 7. Construction 11. Total (Share: Recipient ______ % Federal ______ %) 8. Other 9. Total Direct Charges 12. Total Approved Assistance Amount 13. Program Income 14. Total EPA Amount Awarded This Action 15. Total EPA Amount Awarded To Date 10. Indirect Costs: 0.00 % Base 50.0050.00 Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 48 Packet Pg. 111 of 291 W9 - 98T20101 - 0 Page 4 Administrative Conditions General Terms and Conditions The recipient agrees to comply with the current EPA general terms and conditions available at: https://www.epa.gov/grants/epa-general-terms-and-conditions-effective-november-12-2020-or-later. These terms and conditions are in addition to the assurances and certifications made as a part of the award and the terms, conditions, or restrictions cited throughout the award. The EPA repository for the general terms and conditions by year can be found at: https://www.epa.gov/grants/grant-terms- and-conditions#general. A. Federal Financial Reporting (FFR) For awards with cumulative project and budget periods greater than 12 months, the recipient will submit an annual FFR (SF 425) covering the period from "project/budget period start date" to September 30 of each calendar year to the EPA Finance Center in Research Triangle Park, NC. The annual FFR will be submitted electronically to rtpfc-grants@epa.gov no later than December 30 of the same calendar year. (NOTE: The grantee must submit the Final FFR to rtpfc-grants@epa.gov within 120 days after the end of the project period.) B. Procurement The recipient will ensure all procurement transactions will be conducted in a manner providing full and open competition consistent with 2 CFR Part 200.319. In accordance 2 CFR Part 200.324 the grantee and subgrantee(s) must perform a cost or price analysis in connection with applicable procurement actions, including contract modifications. State recipients must follow procurement procedures as outlined in 2 CFR Part 200.317. C. MBE/WBE Reporting, 40 CFR, Part 33, Subpart E (EPA Form 5700-52A) The recipient agrees to submit a “MBE/WBE Utilization Under Federal Grants and Cooperative Agreements” report (EPA Form 5700-52A) annually for the duration of the project period. The current EPA Form 5700-52A with instructions can be found at https://www.epa.gov/grants/epa-form-5700-52a-united-states-environmental-protection-agency-minority-business This provision represents an approved exception from the MBE/WBE reporting requirements as described in 40 CFR Section 33.502. Reporting is required for assistance agreements where funds are budgeted for procuring construction, equipment, services and supplies (including funds budgeted for direct procurement by the recipient or procurement under subawards or loans in the “Other” category) with a cumulative total that exceed the Simplified Acquisition Threshold (SAT) currently, set at $250,000 (the dollar threshold will be automatically revised whenever the SAT is adjusted; See 2 CFR Section 200.1), including amendments and/or modifications. When reporting is required, all procurement actions are reportable, not just the portion which exceeds the SAT. Recipients with expended and/or budgeted funds for procurement are required to report annually whether the planned procurements take place during the reporting period or not. If no budgeted procurements take place during the reporting period, the recipient should check the box in section 5B when completing the form. When completing the annual report, recipients are instructed to check the box titled “annual” in section 1B of the form. For Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 49 Packet Pg. 112 of 291 W9 - 98T20101 - 0 Page 5 the final report, recipients are instructed to check the box indicated for the “last report” of the project in section 1B of the form. For section 2B, the Region 9 EPA DBA Coordinator is Fareed Ali, email: GrantsRegion9@epa.gov, phone: 415-972- 3665. The annual reports are due by October 30th of each calendar year and the final report is due within 120 days after the end of the project period, whichever comes first. The recipient will submit the MBE/WBE report(s) and/or questions to GrantsRegion9@epa.gov and the EPA Grants Specialist identified on page 1 of the award document. D. Indirect Costs The Cost Principles under 2 CFR Part 200, Subpart E apply to this award. Since there are no indirect costs included in the assistance budget, they are not allowable under this Assistance Agreement. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 50 Packet Pg. 113 of 291 W9 - 98T20101 - 0 Page 6 Programmatic Conditions a.] Performance Reporting and Final Performance Report The recipient shall submit submit quarterly progress reports to the EPA Project Officer within 30 calendar days after the end of each Federal fiscal quarter (January 31, April 30, July 31, and October 31).The progress reports should include: - a discussion of the activities conducted during the two quarters (including a comparison of actual accomplishments with the anticipated outputs and outcomes specified in the workplan), - progress towards milestones, - problems encountered with achieving outputs and outcomes, and their resolution, - activities planned for the next two quarters, - a financial accounting of costs incurred during the reporting period, - cumulative project costs (EPA and match amounts) since the beginning of the project, by task, and - identification of any special EPA assistance needed, and an explanation of any cost overruns. The recipient will notify the EPA Project Officer if something materially impairs their ability to complete the tasks and deliver the products, outputs and outcomes identified in the workplan. Within 120 days of the end of the project period, the recipient must submit 1 hardcopy of the final report, documenting project activities over the entire project period and the recipient's achievements with respect to the project's purposes and objectives. The final report must also be submitted electronically (by Email) to the EPA Project Officer. Subaward Reporting The recipient must report on its subaward monitoring activities under 2 CFR 200.331(d). Examples of items that must be reported if the pass-through entity has the information available are: 1. Summaries of results of reviews of financial and programmatic reports. 2. Summaries of findings from site visits and/or desk reviews to ensure effective subrecipient performance. 3. Environmental results the subrecipient achieved. 4. Summaries of audit findings and related pass-through entity management decisions. 5. Actions the pass-through entity has taken to correct deficiencies such as those specified at 2 CFR 200.331(e), 2 CFR 200.207 and the 2 CFR Part 200.338 Remedies for Noncompliance. b.] Grant Source Recognition The recipient should publicly acknowledge the US EPA San Francisco Bay Water Quality Improvement Fund as the funding vehicle for the projects when the grantee is asked by public entities, federal agencies or state and local agencies about the projects and on-going results. c.] Competency of Organizations Generating Environmental Measurement Data In accordance with Agency Policy Directive Number FEM-2012-02, Policy to Assure the Competency of Organizations Generating Environmental Measurement Data under Agency-Funded Assistance Agreements, recipient agrees, by entering into this agreement, that it has demonstrated competency prior to award, or alternatively, where a pre-award demonstration of competency is not practicable, the recipient agrees to demonstrate competency prior to carrying out any activities under the award involving the generation or use of environmental data. The recipient shall maintain competency for the duration of the agreement’s period of performance, and this will be documented during the annual reporting process. A copy of the Policy is available online at http://www.epa.gov/fem/lab_comp.htm, or a copy may also be requested by contacting the EPA project officer for this award. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 51 Packet Pg. 114 of 291 W9 - 98T20101 - 0 Page 7 d.] Quality Assurance Project Plan In accordance with 2 CFR 1500.11, the recipient must develop and implement quality assurance and quality control procedures, specifications and documentation that are sufficient to produce data of adequate quality to meet project objectives. Recipients implementing environmental programs within the scope of the assistance agreement must submit to the EPA Project Officer an approvable Quality Assurance Project Plan (QAPP) at least 60 days prior to the initiating of data collection or data compilation. The Quality Assurance Project Plan (QAPP) is the document that provides comprehensive details about the quality assurance, quality control, and technical activities that must be implemented to ensure that project objectives are met. Environmental programs include direct measurements or data generation, environmental modeling, compilation of date from literature or electronic media, and data supporting the design, construction, and operation of environmental technology. The QAPP should be prepared in accordance with EPA QA/R-5: EPA Requirements for Quality Assurance Project Plans. No environmental data collection or data compilation may occur until the QAPP is approved by the EPA Project Officer and Quality Assurance Regional Manager. When the recipient is delegating the responsibility for an environmental data collection or data compilation activity to another organization, the EPA Regional Quality Assurance Manager may allow the recipient to review and approve that organization's QAPP. Additional information on these requirements can be found at the EPA Office of Grants and Debarment Web Site: https://www.epa.gov/grants/implementation-quality-assurance-requirements-organizations-receivingepafinancial e.] Cybersecurity (a) The recipient agrees that when collecting and managing environmental data under this assistance agreement, it will protect the data by following all State or Tribal law cybersecurity requirements as applicable. (b)(1) EPA must ensure that any connections between the recipient’s network or information system and EPA networks used by the recipient to transfer data under this agreement, are secure. For purposes of this Section, a connection is defined as a dedicated persistent interface between an Agency IT system and an external IT system for the purpose of transferring information. Transitory, user-controlled connections such as website browsing are excluded from this definition. If the recipient’s connections as defined above do not go through the Environmental Information Exchange Network or EPA’s Central Data Exchange, the recipient agrees to contact the EPA Project Officer (PO) no later than 90 days after the date of this award and work with the designated Regional/Headquarters Information Security Officer to ensure that the connections meet EPA security requirements, including entering into Interconnection Service Agreements as appropriate. This condition does not apply to manual entry of data by the recipient into systems operated and used by EPA’s regulatory programs for the submission of reporting and/or compliance data. (b)(2) The recipient agrees that any subawards it makes under this agreement will require the subrecipient to comply with the requirements in (b)(1) if the subrecipient’s network or information system is connected to EPA networks to transfer data to the Agency using systems other than the Environmental Information Exchange Network or EPA’s Central Data Exchange. The recipient will be in compliance with this condition: by including this requirement in subaward agreements; and during subrecipient monitoring deemed necessary by the recipient under 2 CFR 200.332(d), by inquiring whether the subrecipient has contacted the EPA Project Officer. Nothing in this condition requires the recipient to contact the EPA Project Officer on behalf of a subrecipient or to be involved in the negotiation of an Interconnection Service Agreement between the subrecipient and EPA. ***** END OF DOCUMENT ***** Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 52 Packet Pg. 115 of 291 Page 1 of 29 EXHIBIT G U.S. EPA GENERAL TERMS AND CONDITIONS EFFECTIVE NOVEMBER 12, 2020 1.Introduction (a)The recipient and any sub-recipient must comply with the applicable EPA general terms and conditions outlined below. These terms and conditions are in addition to the assurances and certifications made as part of the award and terms, conditions, and restrictions reflected on the official assistance award document. Recipients must review their official award document for additional administrative and programmatic requirements. Failure to comply with the general terms and conditions outlined below and those directly reflected on the official assistance award document may result in enforcement actions as outlined in 2 CFR 200.339 and 200.340. (b)If the EPA General Terms and Conditions have been revised, EPA will update the terms and conditions when it provides additional funding (incremental or supplemental) prior to the end of the period of performance of this agreement. The recipient must comply with the revised terms and conditions after the effective date of the EPA action that leads to the revision. Revised terms and conditions do not apply to the recipient’s expenditures of EPA funds or activities the recipient carries out prior to the effective date of the EPA action. EPA will inform the recipient of revised terms and conditions in the action adding additional funds. 2.Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards This award is subject to the requirements of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards; Title 2 CFR, Parts 200 and 1500. 2 CFR 1500.1, Adoption of 2 CFR Part 200, states Environmental Protection Agency adopts the Office of Management and Budget (OMB) guidance Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards to Non- Federal Entities (subparts A through F of 2 CFR Part 200), as supplemented by 2 CFR Part 1500, as the Environmental Protection Agency (EPA) policies and procedures for financial assistance administration. 2 CFR Part 1500 satisfies the requirements of 2 CFR 200.110(a) and gives regulatory effect to the OMB guidance as supplemented by 2 CFR Part 1500. This award is also subject to applicable requirements contained in EPA programmatic regulations located in 40 CFR Chapter 1 Subchapter B. 2.1. Effective Date and Incremental or Supplemental Funding. Consistent with the OMB Frequently Asked Questions at https://cfo.gov/cofar on Effective Date and Incremental Funding, any new funding through an amendment (supplemental or incremental) on or after December 26, 2014, and any unobligated balances (defined at 2 CFR 200.1) remaining on the award at the time of the amendment, will be subject to the requirements of the Uniform Administrative Requirements, Cost Principles and Audit Requirements (2 CFR Parts 200 and 1500). 3.Termination Consistent with 2 CFR 200.340, EPA may unilaterally terminate this award in whole or in part: a. if a recipient fails to comply with the terms and conditions of the award including statutory or regulatory requirements; or b. if the award no longer effectuates the program goals or agency priorities. Situations in which EPA may terminate an award under this provision include when: (i) EPA obtains evidence that was not considered in making the award that reveals that specific award objective(s) are ineffective at achieving program goals and EPA determines that it is in the government’s interest to terminate the award; Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 53 Packet Pg. 116 of 291 Page 2 of 29 (ii) EPA obtains evidence that was not considered in making the award that causes EPA to significantly question the feasibility of the intended objective(s) of the award and EPA determines that it is in the government’s interest to terminate the award; (iii) EPA determines that the objectives of the award are no longer consistent with funding priorities for achieving program goals. Financial Information 4. Reimbursement Limitation EPA's financial obligations to the recipient are limited by the amount of federal funding awarded to date as reflected on the award document. If the recipient incurs costs in anticipation of receiving additional funds from EPA, it does so at its own risk. See 2 CFR 1500.9. 5. Automated Standard Application Payments (ASAP) and Proper Payment Draw Down Electronic Payments. Recipients must be enrolled or enroll in the Automated Standard Application for Payments (ASAP) system to receive payments under EPA financial assistance agreements unless: • EPA grants a recipient-specific exception or the assistance program has received a waiver from this requirement; • The recipient is exempt from this requirement under 31 CFR 208.4; or, • The recipient is a fellowship recipient pursuant to 40 CFR Part 46. EPA will not make payments to recipients until the ASAP enrollment requirement is met unless the recipients fall under one of the above categories. Recipients may request exceptions using the procedures below but only EPA programs may obtain waivers. To enroll in ASAP, complete the ASAP Initiate Enrollment form located at: https://www.epa.gov/financial/forms and email it to rtpfc-grants@epa.gov or mail it to: US Environmental Protection Agency RTP-Finance Center (Mail Code AA216-01) 4930 Page Rd. Durham, NC 27711 Under this payment mechanism, the recipient initiates an electronic payment request online via ASAP, which is approved or rejected based on the amount of available funds authorized by EPA in the recipient’s ASAP account. Approved payments are credited to the account at the financial institution of the recipient organization set up by the recipient during the ASAP enrollment process. Additional information concerning ASAP and enrollment can be obtained by contacting the EPA Research Triangle Park Finance Center (RTPFC), at rtpfc-grants@epa.gov or 919-541-5347, or by visiting: https://www.fiscal.treasury.gov/asap/. EPA will grant exceptions to the ASAP enrollment requirement only in situations in which the recipient demonstrates to EPA that receiving payment via ASAP places an undue administrative or financial management burden on the recipient or EPA determines that granting the waiver is in the public interest. Recipients may request an exception to the requirement by following the procedures specified in RAIN-2018-G06-R. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 54 Packet Pg. 117 of 291 Page 3 of 29 Proper Payment Drawdown (for recipients other than states) a. As required by 2 CFR 200.305(b), the recipient must draw funds from ASAP only for the minimum amounts needed for actual and immediate cash requirements to pay employees, contractors, subrecipients or to satisfy other obligations for allowable costs under this assistance agreement. The timing and amounts of the drawdowns must be as close as administratively feasible to actual disbursements of EPA funds. Disbursement within 5 business days of drawdown will comply with this requirement and the recipient agrees to meet this standard when performing this award. b. Recipients may not retain more than 5% of the amount drawn down, or $1,000 whichever is less, 5 business days after drawdown to materially comply with the standard. Any EPA funds subject to this paragraph that remain undisbursed after 5 business days must be fully disbursed within 15 business days of draw down or be returned to EPA. c. If the recipient draws down EPA funds in excess of that allowed by paragraph b., the recipient must contact rtpfc-grants@epa.gov for instructions on whether to return the funds to EPA. Recipients must comply with the requirements at 2 CFR 200.305(b)(8) and (9) regarding depositing advances of Federal funds in interest bearing accounts. d. Information on how to repay EPA via check is available at https://www.epa.gov/financial/makepayment. Instructions on how to return funds to EPA electronically via ASAP are available at https://www.fiscal.treasury.gov/asap/ e. Failure on the part of the recipient to materially comply with this condition may, in addition to EPA recovery of the un-disbursed portions of the drawn down funds, lead to changing the payment method from advance payment to a reimbursable basis. EPA may also take other remedies for noncompliance under 2 CFR 200.208 and/or 2 CFR 200.339. f. If the recipient believes that there are extraordinary circumstances that prevent it from complying with the 5- business day disbursement requirement throughout the performance period of this agreement, recipients may request an exception to the requirement by following the procedures specified in RAIN-2018-G06-R. EPA will grant exceptions to the 5-business day disbursement requirement only if the recipient demonstrates that compliance places an undue administrative or financial management burden or EPA determines that granting the exception is in the public interest. Selected Items of Cost 6. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment This term and condition implements 2 CFR 200.216 and is effective for obligations and expenditures of EPA financial assistance funding on or after 8/13/2020. As required by 2 CFR 200.216, EPA recipients and subrecipients, including borrowers under EPA funded revolving loan fund programs, are prohibited from obligating or expending loan or grant funds to procure or obtain; extend or renew a contract to procure or obtain; or enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Public Law 115-232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). Recipients, subrecipients, and borrowers also may not use EPA funds to purchase: a. For the purpose of public safety, security of government facilities, physical security surveillance of critical Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 55 Packet Pg. 118 of 291 Page 4 of 29 infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). b. Telecommunications or video surveillance services provided by such entities or using such equipment. c. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. Consistent with 2 CFR 200.471, costs incurred for telecommunications and video surveillance services or equipment such as phones, internet, video surveillance, and cloud servers are allowable except for the following circumstances: a. Obligating or expending EPA funds for covered telecommunications and video surveillance services or equipment or services as described in 2 CFR 200.216 to: (1) Procure or obtain, extend or renew a contract to procure or obtain; (2) Enter into a contract (or extend or renew a contract) to procure; or (3) Obtain the equipment, services, or systems. Certain prohibited equipment, systems, or services, including equipment, systems, or services produced or provided by entities identified in section 889, are recorded in the System for Award Management exclusion list. 7. Consultant Cap EPA participation in the salary rate (excluding overhead) paid to individual consultants retained by recipients or by a recipient's contractors or subcontractors shall be limited to the maximum daily rate for a Level IV of the Executive Schedule, available at: https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/, to be adjusted annually. This limit applies to consultation services of designated individuals with specialized skills who are paid at a daily or hourly rate. This rate does not include transportation and subsistence costs for travel performed (the recipient will pay these in accordance with their normal travel reimbursement practices). Subagreements with firms for services which are awarded using the procurement requirements in Subpart D of 2 CFR Part 200 are not affected by this limitation unless the terms of the contract provide the recipient with responsibility for the selection, direction and control of the individuals who will be providing services under the contract at an hourly or daily rate of compensation. See 2 CFR 1500.10. 8. Establishing and Managing Subawards If the recipient chooses to pass funds from this assistance agreement to other entities, the recipient must comply with applicable provisions of 2 CFR Part 200 and the EPA Subaward Policy, which may be found at: https://wcms.epa.gov/grants/grants-policy-issuance-gpi-16-01-epa-subaward-policy-epa-assistance- agreement-recipients. As a pass-through entity, the recipient agrees to: 1. Be responsible for selecting subrecipients and as appropriate conducting subaward competitions using a system for properly differentiating between subrecipients and procurement contractors under the standards at 2 CFR 200.331 and EPA’s supplemental guidance in Appendix A of the EPA Subaward Policy. (a) For-profit organizations and individual consultants, in almost all cases, are not eligible Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 56 Packet Pg. 119 of 291 Page 5 of 29 subrecipients under EPA financial assistance programs and the pass-through entity must obtain prior written approval from EPA’s Award Official for subawards to these entities unless the EPA- approved budget and work plan for this agreement contain a precise description of such subawards. (b) Stipends and travel assistance for trainees (including interns) and similar individuals who are not are not employees of the pass-through entity must be classified as participant support costs rather than subawards as provided in 2 CFR 200.1 Participant support costs, 2 CFR 200.1 Subaward, and EPA’s Guidance on Participant Support Costs. (c) Subsidies, rebates and similar payments to participants in EPA funded programs to encourage environmental stewardship are also classified as Participant support costs as provided in 2 CFR 1500.1 and EPA’s Guidance on Participant Support Costs. 2. Establish and follow a system that ensures all subaward agreements are in writing and contain all of the elements required by 2 CFR 200.332(a). EPA has developed a template for subaward agreements that is available in Appendix D of the EPA Subaward Policy. 3. Prior to making subawards, ensure that each subrecipient has a “unique entity identifier.” This identifier is required for registering in the System for Award Management (SAM) and by 2 CFR Part 25 and 2 CFR 200.332(a)(1). The unique entity identifier currently is the subrecipient’s Data Universal Numbering System (DUNS) number. Information regarding obtaining a DUNS number and registering in SAM is available in the General Condition of the pass-through entity’s agreement with EPA entitled “Central Contractor Registration/System for Award Management and Universal Identifier Requirements” T&C of the pass- through entity’s agreement with the EPA. 4. Ensure that subrecipients are aware that they are subject to the same requirements as those that apply to the pass-through entity’s EPA award as required by 2 CFR 200.332(a)(2). These requirements include, among others: (a) Title VI of the Civil Rights Act and other Federal statutes and regulations prohibiting discrimination in Federal financial assistance programs, as applicable. (b) Reporting Subawards and Executive Compensation under Federal Funding Accountability and Transparency Act (FFATA) set forth in the General Condition pass- through entity’s agreement with EPA entitled “Reporting Subawards and Executive Compensation.” (c) Limitations on individual consultant fees as set forth in 2 CFR 1500.10 and the General Condition of the pass-through entity’s agreement with EPA entitled “Consultant Fee Cap.” (d) EPA’s prohibition on paying management fees as set forth in General Condition of the pass-through entity’s agreement with EPA entitled “Management Fees.” (e) The Procurement Standards in 2 CFR Part 200 including those requiring competition when the subrecipient acquires goods and services from contractors (including consultants). EPA provides general information on other statutes, regulations and Executive Orders on the Grants internet site at www.epa.gov/grants. Many Federal requirements are agreement or program specific and EPA encourages pass-through entities to review the terms of their assistance agreement carefully and Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 57 Packet Pg. 120 of 291 Page 6 of 29 consult with their EPA Project Officer for advice if necessary. 5. Ensure, for states and other public recipients, that subawards are not conditioned in a manner that would disadvantage applicants for subawards based on their religious character. 6. Establish and follow a system for evaluating subrecipient risks of noncompliance with Federal statutes, regulations and the terms and conditions of the subaward as required by 2 CFR 200.332(b) and document the evaluation. Risk factors may include: Prior experience with same or similar subawards; (a) Results of previous audits; (b) Whether new or substantially changed personnel or systems, and; (c) Extent and results of Federal awarding agency or the pass-through entity’s monitoring. 7. Establish and follow a process for deciding whether to impose additional requirements on subrecipients based on risk factors as required by 2 CFR 200.332(c). Examples of additional requirements authorized by 2 CFR 200.208 include: (a) Requiring payments as reimbursements rather than advance payments; (b) Withholding authority to proceed to the next phase until receipt of evidence of acceptable performance within a given period of performance; (c) Requiring additional, more detailed financial reports; (d) Requiring additional project monitoring; (e) Requiring the non-Federal entity to obtain technical or management assistance, and (f) Establishing additional prior approvals. 8. Establish and follow a system for monitoring subrecipient performance that includes the elements required by 2 CFR 200.331(d) and report the results of the monitoring in performance reports as provided in the reporting terms and conditions of this agreement. 9. Establish and maintain an accounting system which ensures compliance with the $25,000 limitation at 2 CFR 200.1, Modified Total Direct Costs, if applicable, on including subaward costs in Modified Total Direct Costs for the purposes of distributing indirect costs. Recipients with Federally approved indirect cost rates that use a different basis for distributing indirect costs to subawards must comply with their Indirect Cost Rate Agreement. 10. Work with EPA’s Project Officer to obtain the written consent of EPA’s Office of International and Tribal Affairs (OITA), prior to awarding a subaward to a foreign or international organization, or a subaward to be performed in a foreign country even if that subaward is described in a proposed scope of work. 11. Obtain written approval from EPA’s Award Official for any subawards that are not Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 58 Packet Pg. 121 of 291 Page 7 of 29 described in the approved work plan in accordance with 2 CFR 200.308. 12. Obtain the written approval of EPA’s Award Official prior to awarding a subaward to an individual if the EPA-approved scope of work does not include a description of subawards to individuals. 13. Establish and follow written procedures under 2 CFR 200.302(b)(7) for determining that subaward costs are allowable in accordance with 2 CFR Part 200, Subpart E and the terms and conditions of this award. These procedures may provide for allowability determinations on a pre-award basis, through ongoing monitoring of costs that subrecipients incur, or a combination of both approaches provided the pass-through entity documents its determinations. 14. Establish and maintain a system under 2 CFR 200.332(d)(3) and 2 CFR 200.521 for issuing management decisions for audits of subrecipients that relate to Federal awards. However, the recipient remains accountable to EPA for ensuring that unallowable subaward costs initially paid by EPA are reimbursed or mitigated through offset with allowable costs whether the recipient recovers those costs from the subrecipient or not. 15. As provided in 2 CFR 200.333, pass-through entities must obtain EPA approval to make fixed amount subawards. EPA is restricting the use of fixed amount subawards to a limited number of situations that are authorized in official EPA pilot projects. Recipients should consult with their EPA Project Officer regarding the status of these pilot projects. By accepting this award, the recipient is certifying that it either has systems in place to comply with the requirements described in Items 1 through 14 above or will refrain from making subawards until the systems are designed and implemented. 9. Management Fees Management fees or similar charges in excess of the direct costs and approved indirect rates are not allowable. The term "management fees or similar charges" refers to expenses added to the direct costs in order to accumulate and reserve funds for ongoing business expenses; unforeseen liabilities; or for other similar costs which are not allowable under this assistance agreement. Management fees or similar charges may not be used to improve or expand the project funded under this agreement, except to the extent authorized as a direct cost of carrying out the scope of work. 10. Federal Employee Costs The recipient understands that none of the funds for this project (including funds contributed by the recipient as cost sharing) may be used to pay for the travel of Federal employees or for other costs associated with Federal participation in this project unless a Federal agency will be providing services to the recipient as authorized by a Federal statute. 11. Foreign Travel EPA policy requires that all foreign travel must be approved by its Office of International and Tribal Affairs. The recipient agrees to obtain prior EPA approval before using funds available under this agreement for international travel unless the trip(s) are already described in the EPA approved budget for this agreement. Foreign travel includes trips to Mexico and Canada but does not include trips to Puerto Rico, the U.S. Territories or possessions. Recipients that request post-award approval to travel frequently to Mexico and Canada by motor vehicle (e.g. for sampling or meetings) may describe their proposed travel in general terms in their request for EPA approval. Requests for prior approval must be submitted to the Project Officer for this agreement. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 59 Packet Pg. 122 of 291 Page 8 of 29 12. The Fly America Act and Foreign Travel The recipient understands that all foreign travel funded under this assistance agreement must comply with the Fly America Act. All travel must be on U.S. air carriers certified under 49 U.S.C. Section 40118, to the extent that service by such carriers is available even if foreign air carrier costs are less than the American air carrier. 13. Combating Race and Sex Stereotyping (Added December 9, 2020) By accepting this award, the recipient certifies that no federal funds awarded, or funds used to satisfy a cost share requirement, for this assistance agreement will be used to promote the concepts (including by conducting research premised upon these concepts) identified in Section 5 of the Executive Order on Combating Race and Sex Stereotyping issued on September 22, 2020. Reporting and Additional Post-Award Requirements 14. System for Award Management and Universal Identifier Requirements 14.1. Requirement for System for Award Management (SAM) Unless exempted from this requirement under 2 CFR 25.110, the recipient must maintain current information in the SAM. This includes information on the recipient’s immediate and highest level owner and subsidiaries, as well as on all the recipient’s predecessors that have been awarded a Federal contract or Federal financial assistance within the last three years, if applicable, until the submittal of the final financial report required under this award or receipt of the final payment, whichever is later. This requires that the recipient reviews and updates the information at least annually after the initial registration, and more frequently if required by changes in the information or another award term. 14.2. Requirement for Unique Entity Identifier. If the recipient is authorized to make subawards under this award, the recipient: a. Must notify potential subrecipients that no entity (see definition in paragraph 14.3 of this award term) may receive a subaward unless the entity has provided its Unique Entity Identifier. b. May not make a subaward to an entity unless the entity has provided its Unique Entity Identifier. Subrecipients are not required to obtain an active SAM registration, but must obtain a Unique Entity Identifier. 14.3. Definitions. For the purposes of this award term: a. System for Award Management (SAM) means the Federal repository into which an entity must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the SAM Internet site: https://www.sam.gov/SAM/. b. Unique Entity Identifier means the identifier assigned by SAM to uniquely identify business entities. c. Entity includes non-Federal entities as defined at 2 CFR 200.1 and also includes all of the following: 14.3.c.1. A foreign organization; 14.3.c.2. A foreign public entity; 14.3.c.3. A domestic for-profit organization; and 14.3.c.4. A domestic or foreign for-profit organization; and 14.3.c.5. A Federal agency. d. Subaward is defined at 2 CFR 200.1. e. Subrecipient is defined at 2 CFR 200.1. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 60 Packet Pg. 123 of 291 Page 9 of 29 15. Reporting Subawards and Executive Compensation 15.1. Reporting of first-tier subawards. a. Applicability. Unless the recipient is exempt as provided in paragraph 15.4. of this award term, the recipient must report each action that obligates $30,000 or more in Federal funds for a subaward to a non-Federal entity or Federal agency (see definitions in paragraph 15.5 of this award term). b. Where and when to report. (1) The recipient must report each obligating action described in paragraph 15.1.a of this award term to www.fsrs.gov. (2) For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made on any date during the month of November of a given year, the obligation must be reported by no later than December 31 of that year.) c. What to report. The recipient must report the information about each obligating action as described in the submission instructions available at: http://www.fsrs.gov. 15.2. Reporting Total Compensation of Recipient Executives. a. Applicability and what to report. The recipient must report total compensation for each of their five most highly compensated executives for the preceding completed fiscal year, if: 15.2.a.1. the total Federal funding authorized to date under this award is $30,000 or more; 15.2.a.2. in the preceding fiscal year, the recipient received: (i.) 80 percent or more of their annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); (ii.) and $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and 15.2.a.3. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at: http:// www.sec.gov/answers/execomp.htm. ) b. Where and when to report. The recipient must report executive total compensation described in paragraph 15.2.a of this award term: (i.) As part of the registration Central System for Award Management profile available at https://www.sam.gov/SAM/ (ii.) By the end of the month following the month in which this award is made, and annually thereafter. 15.3. Reporting of Total Compensation of Subrecipient Executives. a. Applicability and what to report. Unless exempt as provided in paragraph 15.4. of this award term, for each first-tier non-Federal entity subrecipient under this award, the recipient shall report the names and total compensation of each of the subrecipient’s five most highly compensated executives for the subrecipient’s preceding completed fiscal year, if: 15.3.a.1. in the subrecipient's preceding fiscal year, the subrecipient received: (i.) 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and (ii.) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards); and 15.3.a.2. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 61 Packet Pg. 124 of 291 Page 10 of 29 Exchange Commission total compensation filings at: http://www.sec.gov/answers/execomp.htm.) b. Where and when to report. The recipient must report subrecipient executive total compensation described in paragraph 15.3.a. of this award term: 15.3.b.1. To the recipient. 15.3.b.2. By the end of the month following the month during which the recipient makes the subaward. For example, if a subaward is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), the recipient must report any required compensation information of the subrecipient by November 30 of that year. 15.4. Exemptions a. If, in the previous tax year, the recipient had gross income, from all sources, under $300,000, the recipient is exempt from the requirements to report: 15.4.a.1. (i) subawards, and (ii) the total compensation of the five most highly compensated executives of any subrecipient. 15.5. Definitions. For purposes of this award term: a. Federal agency means a Federal agency as defined at 5 U.S.C. 551(1) and further clarified by 5 U.S.C 552(f). b. Non-Federal entity means all of the following, as defined in 2 CFR Part 25: (i.) A Governmental organization, which is a State, local government, or Indian tribe; (ii.) A foreign public entity; (iii.) A domestic or foreign nonprofit organization; and (iv.) A domestic or foreign for-profit organization. c. Executive means officers, managing partners, or any other employees in management positions. d. Subaward: 15.5.d.1. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. 15.5.d.2. The term does not include procurement of property and services needed to carry out the project or program (for further explanation, see 2 CFR 200.331). 15.5.d.3. A subaward may be provided through any legal agreement, including an agreement that the recipient or a subrecipient considers a contract. e. Subrecipient means a non-Federal entity or Federal agency that: 15.5.e.1. Receives a subaward from the recipient under this award; and 15.5.e.2. Is accountable to the recipient for the use of the Federal funds provided by the subaward. f. Total compensation means the cash and noncash dollar value earned by the executive during the recipient’s or subrecipient’s preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)): 15.5.f.1. Salary and bonus. 15.5.f.2. Awards of stock, stock options and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. 15.5.f.3. Earnings for services under non-equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees. 15.5.f.4. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans. 15.5.f.5. Above-market earnings on deferred compensation which is not tax-qualified. 15.5.f.6. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds $10,000. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 62 Packet Pg. 125 of 291 Page 11 of 29 16. Recipient Integrity and Performance Matters - Reporting of Matters Related to Recipient Integrity and Performance 16.1. General Reporting Requirement If the total value of your currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of this Federal award, then you as the recipient during that period of time must maintain the currency of information reported to the System for Award Management (SAM) that is made available in the designated integrity and performance system (currently the Federal Awardee Performance and Integrity Information System (FAPIIS)) about civil, criminal, or administrative proceedings described in paragraph 2 of this award term and condition. This is a statutory requirement under section 872 of Public Law 110- 417, as amended (41 U.S.C. 2313). As required by section 3010 of Public Law 111-212, all information posted in the designated integrity and performance system on or after April 15, 2011, except past performance reviews required for Federal procurement contracts, will be publicly available. 16.2. Proceedings About Which You Must Report Submit the information required about each proceeding that: a. Is in connection with the award or performance of a grant, cooperative agreement, or procurement contract from the Federal Government; b. Reached its final disposition during the most recent five-year period; and c. Is one of the following: 16.2.c.1. A criminal proceeding that resulted in a conviction, as defined in paragraph 5 of this award term and condition; 16.2.c.2. A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more; 16.2.c.3. An administrative proceeding, as defined in paragraph 5. of this award term and condition, that resulted in a finding of fault and liability and your payment of either a monetary fine or penalty of $5,000 or more or reimbursement, restitution, or damages in excess of $100,000; or 16.2.c.4. Any other criminal, civil, or administrative proceeding if: 16.2.c.4.1. It could have led to an outcome described in paragraph 16.2.c.1, 16.2.c.2, or 16.2.c.3 of this award term and condition; 16.2.c.4.2. It had a different disposition arrived at by consent or compromise with an acknowledgment of fault on your part; and 16.2.c.4.3. The requirement in this award term and condition to disclose information about the proceeding does not conflict with applicable laws and regulations. 16.3. Reporting Procedures Enter in the SAM Entity Management area the information that SAM requires about each proceeding described in paragraph 2 of this award term and condition. You do not need to submit the information a second time under assistance awards that you received if you already provided the information through SAM because you were required to do so under Federal procurement contracts that you were awarded. 16.4. Reporting Frequency During any period of time when you are subject to the requirement in paragraph 16.1 of this award term and condition, you must report proceedings information through SAM for the most recent five year period, either to report new information about any proceeding(s) that you have not reported previously or affirm that there is no new information to report. Recipients that have Federal contract, grant, and cooperative agreement awards with a cumulative total value greater than $10,000,000 must disclose semiannually any information about the criminal, civil, and administrative proceedings. 16.5. Definitions For purposes of this award term and condition: a. Administrative proceeding means a non-judicial process that is adjudicatory in nature in order to make a determination of fault or liability (e.g., Securities and Exchange Commission Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 63 Packet Pg. 126 of 291 Page 12 of 29 Administrative proceedings, Civilian Board of Contract Appeals proceedings, and Armed Services Board of Contract Appeals proceedings). This includes proceedings at the Federal and State level but only in connection with performance of a Federal contract or grant. It does not include audits, site visits, corrective plans, or inspection of deliverables. b. Conviction, for purposes of this award term and condition, means a judgment or conviction of a criminal offense by any court of competent jurisdiction, whether entered upon a verdict or a plea, and includes a conviction entered upon a plea of nolo contendere. c. Total value of currently active grants, cooperative agreements, and procurement contracts includes— 16.5.c.1. Only the Federal share of the funding under any Federal award with a recipient cost share or match; and 16.5.c.2. The value of all expected funding increments under a Federal award and options, even if not yet exercised. 17. Federal Financial Reporting (FFR) Pursuant to 2 CFR 200.328 and 2 CFR 200.344, EPA recipients must submit the Federal Financial Report (SF-425) at least annually and no more frequently than quarterly. EPA’s standard reporting frequency is annual unless an EPA Region has included an additional term and condition specifying greater reporting frequency within this award document. EPA recipients must submit the SF-425 no later than 30 calendar days after the end of each specified reporting period for quarterly and semi-annual reports and 90 calendar days for annual reports. Final reports are due no later than 120 calendar days after the end date of the period of performance of the award Extension of reporting due dates may be approved by EPA when requested and justified by the recipient. The FFR form is available on the internet at: https://www.epa.gov/financial/forms. All FFRs must be submitted to the Research Triangle Park Finance Center (RTPFC) via email at rtpfc- grants@epa.gov or mail it to: US Environmental Protection Agency RTP-Finance Center (Mail Code AA216-01) 4930 Page Rd. Durham, NC 27703 The RTPFC will make adjustments, as necessary, to obligated funds after reviewing and accepting a final Federal Financial Report. Recipients will be notified and instructed by EPA if they must complete any additional forms for the closeout of the assistance agreement. 18. Indirect Cost Rate Agreements This term and condition provides requirements for recipients using EPA funds for indirect costs and applies to all EPA assistance agreements unless there are statutory or regulatory limits on IDCs. See also EPA’s Indirect Cost Policy for Recipients of EPA Assistance Agreements (IDC Policy). In order for the assistance agreement recipient to use EPA funding for indirect costs, the IDC category of the recipient’s assistance agreement award budget must include an amount for IDCs and at least one of the following must apply: • With the exception of “exempt” agencies and Institutions of Higher Education as noted below, all recipients must have one of the following current (not expired) IDC rates, including IDC rates that have been extended by the cognizant agency: • Provisional; • Final; • Fixed rate with carry-forward; • Predetermined; Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 64 Packet Pg. 127 of 291 Page 13 of 29 • 10% de minimis rate authorized by 2 CFR 200.414(f) • EPA-approved use of an expired fixed rate with carry-forward on an exception basis, as detailed in section 6.4.a. of the IDC Policy. • “Exempt” state or local governmental departments or agencies are agencies that receive up to and including $35,000,000 in Federal funding per the department or agency’s fiscal year, and must have an IDC rate proposal developed in accordance with 2 CFR Part 200, Appendix VII, with documentation maintained and available for audit. • Institutions of Higher Education must use the IDC rate in place at the time of award for the life of the assistance agreement (unless the rate was provisional at time of award, in which case the rate will change once it becomes final). As provided by 2 CFR Part 200, Appendix III(C)(7), the term “life of the assistance agreement”, means each competitive segment of the project. Additional information is available in the regulation. IDCs incurred during any period of the assistance agreement that are not covered by the provisions above are not allowable costs and must not be drawn down by the recipient. Recipients may budget for IDCs if they have submitted a proposed IDC rate to their cognizant Federal agency or requested an exception from EPA under subsection 6.4 of the IDC Policy. However, recipients may not draw down IDCs until their rate is approved, if applicable, or EPA grants an exception. IDC drawdowns must comply with the indirect rate corresponding to the period during which the costs were incurred. This term and condition does not govern indirect rates for subrecipients or recipient procurement contractors under EPA assistance agreements. Pass-through entities are required to comply with 2 CFR 200.332(a)(4)(i) and (ii) when establishing indirect cost rates for subawards. 19. Audit Requirements In accordance with 2 CFR 200.501(a), the recipient hereby agrees to obtain a single audit from an independent auditor, if their organization expends $750,000 or more in total Federal funds in their fiscal year beginning on or after December 26, 2014. The recipient must submit the form SF-SAC and a Single Audit Report Package within 9 months of the end of the recipient’s fiscal year or 30 days after receiving the report from an independent auditor. The SF-SAC and a Single Audit Report Package MUST be submitted using the Federal Audit Clearinghouse’s Internet Data Entry System available at: https://facides.census.gov/ For complete information on how to accomplish the single audit submissions, you will need to visit the Federal Audit Clearinghouse Web site: https://facweb.census.gov/ 20. Closeout Requirements Reports required for closeout of the assistance agreement must be submitted in accordance with this agreement. Submission requirements and frequently asked questions can also be found at: https://www.epa.gov/grants/frequent-questions-about-closeouts 21. Suspension and Debarment Recipient shall fully comply with Subpart C of 2 C.F.R. Part 180 entitled, “Responsibilities of Participants Regarding Transactions Doing Business With Other Persons,” as implemented and supplemented by 2 C.F.R. Part 1532. Recipient is responsible for ensuring that any lower tier covered transaction, as described in Subpart B of 2 C.F.R. Part 180, entitled “Covered Transactions,” and 2 C.F.R. § 1532.220, includes a term or condition requiring compliance with 2 C.F.R. Part 180, Subpart C. Recipient is responsible for further requiring the inclusion of a similar term and condition in any subsequent lower tier covered transactions. Recipient acknowledges that failing to disclose the information required under 2 C.F.R. § 180.335 to the EPA office that is entering into the transaction with the recipient may result in the delay or negation of this assistance agreement, or pursuance of administrative remedies, including suspension and debarment. Recipients may access the Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 65 Packet Pg. 128 of 291 Page 14 of 29 System for Award Management (SAM) exclusion list at https://sam.gov/SAM/ to determine whether an entity or individual is presently excluded or disqualified. 22. Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law. This award is subject to the provisions contained in an appropriations act(s) which prohibits the Federal Government from entering into a contract, memorandum of understanding, or cooperative agreement with, make a grant to, or provide a loan or loan guarantee to any corporation having a delinquent Federal tax liability or a felony conviction under any Federal law, unless the agency has considered suspension or debarment of the corporation and has made a determination that this further action is not necessary to protect the interests of the Government. A “corporation” is a legal entity that is separate and distinct from the entities that own, manage, or control it. It is organized and incorporated under the jurisdictional authority of a governmental body, such as a State or the District of Columbia. A corporation may be a for-profit or non-profit organization. As required by the appropriations act(s) prohibitions, the Government will not enter into a contract, memorandum of understanding, or cooperative agreement with, make a grant to, or provide a loan or loan guarantee with any corporation that — (1) Has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, where the awarding agency is aware of the unpaid tax liability, unless an agency has considered suspension or debarment of the corporation and made a determination that suspension or debarment is not necessary to protect the interests of the Government; or (2) Was convicted of a felony criminal violation under any Federal law within the preceding 24 months, where the awarding agency is aware of the conviction, unless an agency has considered suspension or debarment of the corporation and made a determination that this action is not necessary to protect the interests of the Government. By accepting this award, the recipient represents that it is not a corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability; and it is not a corporation that was convicted of a felony criminal violation under a Federal law within the preceding 24 months. Alternatively, by accepting this award, the recipient represents that it disclosed unpaid Federal tax liability information and/or Federal felony conviction information to the EPA. The Recipient may accept this award if the EPA Suspension and Debarment Official has considered suspension or debarment of the corporation based on a tax liabilities and/or Federal felony convictions and determined that suspension or debarment is not necessary to protect the Government's interests. If the recipient fails to comply with this term and condition, EPA will annul this agreement and may recover any funds the recipient has expended in violation of the appropriations act(s) prohibition(s). The EPA may also pursue other administrative remedies as outlined in 2 CFR 200.339 and 2 CFR 200.340, and may also pursue suspension and debarment. 23. Disclosing Conflict of Interests 23.1. For awards to Non-federal entities and individuals (other than states and fellowship recipients under 40 CFR Part 46). As required by 2 CFR 200.112, EPA has established a policy (COI Policy) for disclosure of conflicts of interest (COI) that may affect EPA financial assistance awards. EPA’s COI Policy is posted at https://www.epa.gov/grants/epas-financial-assistance-conflict-interest-policy. The posted version of EPA’s COI Policy is applicable to new funding (initial awards, supplemental and incremental funding) awarded on or after October 1, 2015. This COI term Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 66 Packet Pg. 129 of 291 Page 15 of 29 and condition supersedes prior COI terms and conditions for this award based on either EPA’s May 22, 2015 Revised Interim COI Policy or December 26, 2014 Interim COI Policy. For competitive awards, recipients must disclose any competition related COI described in section 4.0(a) of the COI Policy that are discovered after award to the EPA Grants Specialist listed on the Assistance Agreement/Amendment within 30 calendar days of discovery of the COI. The Grants Specialist will respond to any such disclosure within 30 calendar days. EPA’s COI Policy requires that recipients have systems in place to address, resolve and disclose to EPA COIs described in sections 4.0(b), (c) and/or (d) of the COI Policy that affect any contract or subaward regardless of amount funded under this award. The recipient’s COI Point of Contact for the award must disclose any COI to the EPA Grants Specialist listed on the Assistance Agreement/Amendment within 30 calendar days of the discovery of the potential COI and their approach for resolving the COI. EPA’s COI Policy requires that subrecipients have systems in place to address, resolve and disclose COI’s described in section 4.0(b)(c) and (d) of the COI Policy regardless of the amount of the transaction. Recipients who are pass-through entities as defined at 2 CFR 200.1 must require that subrecipients being considered for or receiving subawards disclose COI to the pass-through entities in a manner that, at a minimum, is in accordance with sections 5.0(d) and 7.0(c) of EPA’s COI Policy. Pass-through entities must disclose the subrecipient COI along with the approach for resolving the COI to the EPA Grants Specialist listed on the Assistance Agreement/Amendment within 30 calendar days of receiving notification of the COI by the subrecipient. EPA only requires that recipients and subrecipients disclose COI’s that are discovered under their systems for addressing and resolving COI. If recipients or subrecipients do not discover a COI, they do not need to advise EPA or the pass-through entity of the absence of a COI. Upon notice from the recipient of a potential COI and the approach for resolving it, the Agency will then make a determination regarding the effectiveness of these measures within 30 days of receipt of the recipient’s notice unless a longer period is necessary due to the complexity of the matter. Recipients may not request payment from EPA for costs for transactions subject to the COI pending notification of EPA’s determination. Failure to disclose a COI may result in cost disallowances. Disclosure of a potential COI will not necessarily result in EPA disallowing costs, with the exception of procurement contracts that the Agency determines violate 2 CFR 200.318(c)(1) or (2), provided the recipient notifies EPA of measures the recipient or subrecipient has taken to eliminate, neutralize or mitigate the conflict of interest when making the disclosure. 23.2. For awards to states including state universities that are state agencies or instrumentalities As required by 2 CFR 200.112, EPA has established a policy (COI Policy) for disclosure of conflicts of interest (COI) that may affect EPA financial assistance awards. EPA’s COI Policy is posted at: https://www.epa.gov/grants/epas-financial-assistance-conflict-interest-policy. The posted version of EPA’s COI Policy is applicable to new funding (initial awards, supplemental, incremental funding) awarded on or after October 1, 2015. This COI term and condition supersedes prior COI terms and conditions for this award based on either EPA’s May 22, 2015 Revised Interim COI Policy or December 26, 2014 Interim COI Policy. For competitive awards, recipients must disclose any competition related COI described in section 4.0(a) Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 67 Packet Pg. 130 of 291 Page 16 of 29 of the COI Policy that are discovered after award to the EPA Grants Specialist listed on the Assistance Agreement/Amendment within 30 calendar days of discovery of the COI. The Grants Specialist will respond to any such disclosure within 30 calendar days. States including state universities that are state agencies and instrumentalities receiving funding from EPA are only required to disclose subrecipient COI as a pass-through entity as defined by 2 CFR 200.1. Any other COI are subject to state laws, regulations and policies. EPA’s COI Policy requires that subrecipients have systems in place to address, resolve and disclose COIs described in section 4.0(b)(c) and (d) of the COI Policy that arise after EPA made the award regardless of the amount of the transaction. States who are pass-through entities as defined at 2 CFR 200.1 must require that subrecipients being considered for or receiving subawards disclose COI to the state in a manner that, as a minimum, in accordance with sections 5.0(d) and 7.0(c) of EPA’s COI Policy. States must disclose the subrecipient COI along with the approach for resolving the COI to the EPA Grants Specialist listed on the Assistance Agreement/Amendment within 30 calendar days of receiving notification of the COI by the subrecipient. EPA only requires that subrecipients disclose COI’s to state pass-through entities that are discovered under their systems for addressing, resolving, and disclosing COI. If subrecipients do not discover a COI, they do not need to advise state pass-through entities of the absence of a COI. Upon receiving notice of a potential COI and the approach for resolving it, the Agency will make a determination regarding the effectiveness of these measures within 30 days of receipt of the state’s notice of a subrecipient COI unless a longer period is necessary due to the complexity of the matter. States may not request payment from EPA for costs for transactions subject to the COI pending notification of EPA’s determination. A subrecipient’s failure to disclose a COI to the state and EPA may result in cost disallowances. Disclosure of a potential subrecipient COI will not necessarily result in EPA disallowing costs, with the exception of procurement contracts that the Agency determines violate 2 CFR 200.318(c)(1) or (2), provided the subrecipient has taken measures that EPA and the state agree eliminate, neutralize or mitigate the conflict of interest. 24. Transfer of Funds Applicable to all assistance agreements other than Continuing Environmental Program Grants subject to 40 CFR 35.114 and 40 CFR 35.514 when EPA’s share of the total project costs exceeds the Simplified Acquisition Threshold. Simplified Acquisition Threshold is defined at 2 CFR 200.1 and is currently set at $250,000 but the amount is subject to adjustment. (1) As provided at 2 CFR 200.308(f), the recipient must obtain prior approval from EPA’s Grants Management Officer if the cumulative amount of funding transfers among direct budget categories or programs, functions and activities exceeds 10% of the total budget. Recipients must submit requests for prior approval to the Grant Specialist and Grants Management Officer with a copy to the Project Officer for this agreement. (2) Recipients must notify EPA’s Grant Specialist and Project Officer of cumulative funding transfers among direct budget categories or programs, functions and activities that do not exceed 10% of the total budget for the agreement. Recipients must also notify the EPA Grant Specialist and Project Officer when transferring funds from direct budget categories to the indirect cost category or from the indirect cost category to the direct cost category. Prior approval by EPA’s Grant Management Officer is required if the transfer involves any of the items listed in 2 CFR 200.407 that EPA did not previously approve at time of award or in response to a previous post-award request by the recipient. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 68 Packet Pg. 131 of 291 Page 17 of 29 Applicable to Continuing Environmental Program Grants subject to 40 CFR 35.114 and 40 CFR 35.514. when EPA’s share of the total project costs exceeds the Simplified Acquisition Threshold. Simplified Acquisition Threshold is defined at 2 CFR 200.1 and is currently set at $250,000 but the amount is subject to adjustment. Recipients of continuing environmental program grants subject to 40 CFR 35.114 and 40 CFR 35.514 must notify the EPA Grant Specialist and Project Officer of funding transfers among direct budget categories, programs, functions and activities or transfers that change amounts budgeted for indirect costs, but prior EPA approval is not required unless the transfer results in significant changes to work plan commitments. Recipients must obtain prior written approval if the transfer involves any of the items listed in 2 CFR 200.407 that EPA did not previously approve at time of award, in response to a previous post-award request by the recipient, or is subject to an EPA waiver of prior approval under 40 CFR 35.114(d) or 40 CFR 35.514(d). 25. Electronic/Digital Signatures on Financial Assistance Agreement Form(s)/Document(s) Throughout the life of this assistance agreement, the recipient agrees to ensure that any form(s)/document(s) required to be signed by the recipient and submitted to EPA through any means including but not limited to hard copy via U.S. mail or express mail, hand delivery or through electronic means such as e-mail are: (1) signed by the individual identified on the form/document, and (2) the signer has the authority to sign the form/document for the recipient. Submission of any signed form(s)/document(s) is subject to any provisions of law on making false statements (e.g. 18 U.S.C. 1001). 26. Extension of Project/Budget Period Expiration Date EPA has not exercised the waiver option to allow automatic one-time extensions for non-research grants under 2 CFR 200.308(e)(2). Therefore, if a no-cost time extension is necessary to extend the period of availability of funds, the recipient must submit a written request to the EPA prior to the budget/project period expiration dates. The written request must include: a justification describing the need for additional time, an estimated date of completion, and a revised schedule for project completion including updated milestone target dates for the approved workplan activities. In addition, if there are overdue reports required by the general, administrative, and/or programmatic terms and conditions of this assistance agreement, the recipient must ensure that they are submitted along with or prior to submitting the no-cost time extension request. 27. Utilization of Disadvantaged Business Enterprises GENERAL COMPLIANCE, 40 CFR, Part 33 The recipient agrees to comply with the requirements of EPA's Disadvantaged Business Enterprise (DBE) Program for procurement activities under assistance agreements, contained in 40 CFR, Part 33. The following text either provides updates to 40 CFR, Part 33 based upon the associated class exception or highlights a requirement. 1. EPA MBE/WBE CERTIFICATION, 40 CFR, Part 33, Subpart B EPA no longer certifies entities as Minority-Owned Business Entities (MBEs) or Women-Owned Business Entities (WBEs) pursuant to a class exception issued in October 2019. The class exception was authorized pursuant to the authority in 2 CFR, Section 1500.3(b). 2. SIX GOOD FAITH EFFORTS, 40 CFR, Part 33, Subpart C Pursuant to 40 CFR Section 33.301, the recipient agrees to make good faith efforts whenever procuring construction, equipment, services and supplies under an EPA financial assistance agreement, and to require that sub-recipients, loan recipients, and prime contractors also comply. Records documenting compliance with the six good faith efforts shall be retained. The specific six good faith efforts can be found at: 40 CFR Section 33.301 (a)-(f). Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 69 Packet Pg. 132 of 291 Page 18 of 29 However, in EPA assistance agreements that are for the benefit of Native Americans, the recipient must solicit and recruit Native American organizations and Native American-owned economic enterprises and give them preference in the award process prior to undertaking the six good faith efforts (40 CFR Section 33.304). If recruiting efforts are unsuccessful, the recipient must follow the six good faith efforts. 3. CONTRACT ADMINISTRATION PROVISIONS, 40 CFR Section 33.302 The recipient agrees to comply with the contract administration provisions of 40 CFR Section 33.302 (a)- (d) and (i). 4. BIDDERS LIST, 40 CFR Section 33.501(b) and (c) Recipients of a Continuing Environmental Program Grant or other annual reporting grant, agree to create and maintain a bidders list. Recipients of an EPA financial assistance agreement to capitalize a revolving loan fund also agree to require entities receiving identified loans to create and maintain a bidders list if the recipient of the loan is subject to, or chooses to follow, competitive bidding requirements. Please see 40 CFR Section 33.501 (b) and (c) for specific requirements and exemptions. 5. FAIR SHARE OBJECTIVES, 40 CFR, Part 33, Subpart D In October 2019, a class exception to the entire Subpart D of 40 CFR, Part 33 has been authorized pursuant to the authority in 2 CFR Section 1500.3(b). Notwithstanding Subpart D of 40 CFR, Part 33, recipients are not required to negotiate or apply fair share objectives in procurements under assistance agreements. 6. MBE/WBE REPORTING, 40 CFR, Part 33, Subpart E When required, the recipient agrees to complete and submit a “MBE/WBE Utilization Under Federal Grants and Cooperative Agreements” report (EPA Form 5700-52A) on an annual basis. The current EPA Form 5700-52A can be found at the EPA Grantee Forms Page at https://www.epa.gov/sites/production/files/2020-06/documents/epa_form_5700_52a_fill-sign.pdf. Reporting is required for assistance agreements where funds are budgeted for procuring construction, equipment, services and supplies (including funds budgeted for direct procurement by the recipient or procurement under subawards or loans in the “Other” category) with a cumulative total that exceed the Simplified Acquisition Threshold (SAT) (currently, $250,000 however the threshold will be automatically revised whenever the SAT is adjusted; See 2 CFR Section 200.1), including amendments and/or modifications. When reporting is required, all procurement actions are reportable, not just the portion which exceeds the SAT. Annual reports are due by October 30th of each year. Final reports are due 120 days after the end of the project period. This provision represents an approved exception from the MBE/WBE reporting requirements as described in 40 CFR Section 33.502. 7. MBE/WBE RECORDKEEPING, 40 CFR, Part 33, Subpart E The recipient agrees to comply with all recordkeeping requirements as stipulated in 40 CFR, Part 33, Subpart E including creating and maintaining a bidders list, when required. Any document created as a record to demonstrate compliance with any requirement of 40 CFR, Part 33 must be maintained pursuant to the requirements stated in this Subpart. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 70 Packet Pg. 133 of 291 Page 19 of 29 Programmatic General Terms and Conditions 28. Sufficient Progress EPA will measure sufficient progress by examining the performance required under the workplan in conjunction with the milestone schedule, the time remaining for performance within the project period and/or the availability of funds necessary to complete the project. EPA may terminate the assistance agreement for failure to ensure reasonable completion of the project within the project period. 29. Copyrighted Material and Data In accordance with 2 CFR 200.315, EPA has the right to reproduce, publish, use and authorize others to reproduce, publish and use copyrighted works or other data developed under this assistance agreement for Federal purposes. Examples of a Federal purpose include but are not limited to: (1) Use by EPA and other Federal employees for official Government purposes; (2) Use by Federal contractors performing specific tasks for [i.e., authorized by] the Government; (3) Publication in EPA documents provided the document does not disclose trade secrets (e.g. software codes) and the work is properly attributed to the recipient through citation or otherwise; (4) Reproduction of documents for inclusion in Federal depositories; (5) Use by State, tribal and local governments that carry out delegated Federal environmental programs as “co-regulators” or act as official partners with EPA to carry out a national environmental program within their jurisdiction and; (6) Limited use by other grantees to carry out Federal grants provided the use is consistent with the terms of EPA’s authorization to the other grantee to use the copyrighted works or other data. Under Item 6, the grantee acknowledges that EPA may authorize another grantee(s) to use the copyrighted works or other data developed under this grant as a result of: • the selection of another grantee by EPA to perform a project that will involve the use of the copyrighted works or other data or; • termination or expiration of this agreement. In addition, EPA may authorize another grantee to use copyrighted works or other data developed with Agency funds provided under this grant to perform another grant when such use promotes efficient and effective use of Federal grant funds. 30. Patents and Inventions Rights to inventions made under this assistance agreement are subject to federal patent and licensing regulations, which are codified at Title 37 CFR Part 401 and Title 35 USC Sections 200-212. Pursuant to the Bayh-Dole Act (set forth in 35 USC 200-212), EPA retains the right to a worldwide, nonexclusive, nontransferable, irrevocable, paid-up license to practice the invention owned by the assistance agreement holder, as defined in the Act. To streamline the invention reporting process and to facilitate compliance with the Bayh-Dole Act, the recipient must utilize the Interagency Edison extramural invention reporting system at iEdison.gov . Annual utilization reports must be submitted through the system. The recipient is required to notify the Project Officer identified on the award document when an invention report, patent report, or utilization report is filed at iEdison.gov. EPA elects not to require the recipient to provide a report prior to the close-out of a funding agreement listing all subject inventions or stating that there were none. In accordance with Executive Order 12591, as amended, government owned and operated laboratories can enter into cooperative research and development agreements with other federal laboratories, state and local governments, universities, and the private sector, and license, assign, or waive rights to intellectual property “developed by the laboratory either under such cooperative research or development agreements and from within individual laboratories.” Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 71 Packet Pg. 134 of 291 Page 20 of 29 31. Acknowledgement Requirements for Non-ORD Assistance Agreements The recipient agrees that any reports, documents, publications or other materials developed for public distribution supported by this assistance agreement shall contain the following statement: "This project has been funded wholly or in part by the United States Environmental Protection Agency under assistance agreement (number) to (recipient). The contents of this document do not necessarily reflect the views and policies of the Environmental Protection Agency, nor does the EPA endorse trade names or recommend the use of commercial products mentioned in this document.” Recipients of EPA Office of Research Development (ORD) research awards must follow the acknowledgement requirements outlined in the research T&Cs available at: https://www.nsf.gov/awards/managing/rtc.jsp. A Federal-wide workgroup is currently updating the Federal-Wide Research Terms and Conditions Overlay to the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards and when completed recipients of EPA ORD research must abide by the research T&Cs. 32. Electronic and Information Technology Accessibility Recipients are subject to the program accessibility provisions of Section 504 of the Rehabilitation Act, codified in 40 CFR Part 7, which includes an obligation to provide individuals with disabilities reasonable accommodations and an equal and effective opportunity to benefit from or participate in a program, including those offered through electronic and information technology (“EIT”). In compliance with Section 504, EIT systems or products funded by this award must be designed to meet the diverse needs of users (e.g., U.S. public, recipient personnel) without barriers or diminished function or quality. Systems shall include usability features or functions that accommodate the needs of persons with disabilities, including those who use assistive technology. At this time, the EPA will consider a recipient’s websites, interactive tools, and other EIT as being in compliance with Section 504 if such technologies meet standards established under Section 508 of the Rehabilitation Act, codified at 36 CFR Part 1194. While Section 508 does not apply directly to grant recipients, we encourage recipients to follow either the 508 guidelines or other comparable guidelines that concern accessibility to EIT for individuals with disabilities. Recipients may wish to consult the latest Section 508 guidelines issued by the U.S. Access Board or W3C’s Web Content Accessibility Guidelines (WCAG) 2.0 (see https://www.access-board.gov/guidelines-and- standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards). 33. Human Subjects Human subjects research is any activity that meets the regulatory definitions of both research AND human subject. Research is a systematic investigation, including research development, testing and evaluation, designed to develop or contribute to generalizable knowledge. Human subject means a living individual about whom an investigator (whether professional or student) conducting research obtains (1) data through intervention or interaction with the individual, or (2) identifiable private information. [40 CFR 26.102 (d)(f)] No research involving human subjects will be conducted under this agreement without prior written approval of the EPA to proceed with that research. If engaged in human subjects research as part of this agreement, the recipient agrees to comply with all applicable provisions of EPA Regulation 40 CFR 26 (Protection of Human Subjects). This includes, at Subpart A, the Basic Federal Policy for the Protection of Human Research Subjects, also known as the Common Rule. It also includes, at Subparts B, C, and D, prohibitions and additional protections for children, nursing women, pregnant women, and fetuses in research conducted or supported by EPA. The recipient further agrees to comply with EPA’s procedures for oversight of the recipient’s compliance with 40 CFR 26, as given in EPA Order 1000.17 Change A1 (Policy and Procedures on Protection of Human Research Subjects in EPA Conducted or Supported Research). As per this order, no human subject may be involved in any research conducted under this assistance agreement, including recruitment, until the research Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 72 Packet Pg. 135 of 291 Page 21 of 29 has been approved or determined to be exempt by the EPA Human Subjects Research Review Official (HSRRO) after review of the approval or exemption determination of the Institutional Review Board(s) (IRB(s)) with jurisdiction over the research under 40 CFR 26. For HSRRO approval, the recipient must forward to the Project Officer: (1) copies of all documents upon which the IRB(s) with jurisdiction based their approval(s) or exemption determination(s), (2) copies of the IRB approval or exemption determination letter(s), (3) copy of the IRB-approved consent forms and subject recruitment materials, if applicable, and (4) copies of all supplementary IRB correspondence. Following the initial approvals indicated above, the recipient must, as part of the annual report(s), provide evidence of continuing review and approval of the research by the IRB(s) with jurisdiction, as required by 40 CFR 26.109(e). Materials submitted to the IRB(s) for their continuing review and approval are to be provided to the Project Officer upon IRB approval. During the course of the research, investigators must promptly report any unanticipated problems involving risk to subjects or others according to requirements set forth by the IRB. In addition, any event that is significant enough to result in the removal of the subject from the study should also be reported to the Project Officer, even if the event is not reportable to the IRB of record. 34. Animal Subjects The recipient agrees to comply with the Animal Welfare Act of 1966 (P.L. 89-544), as amended, 7 USC 2131- 2156. Recipient also agrees to abide by the “U.S. Government Principles for the Utilization and Care of Vertebrate Animals used in Testing, Research, and Training.” (Federal Register 50(97): 20864-20865. May 20,1985). The nine principles can be viewed at https://olaw.nih.gov/policies-laws/phs-policy.htm. For additional information about the Principles, the recipient should consult the Guide for Care and Use of Laboratory Animals, prepared by the Institute of Laboratory Animal Resources, National Research Council and can be accessed at: http://www.nap.edu/readingroom/books/labrats/. 35. Light Refreshments and/or Meals APPLICABLE TO ALL AGREEMENTS EXCEPT STATE CONTINUING ENVIRONMENTAL PROGRAMS (AS DESCRIBED BELOW): Unless the event(s) and all of its components are described in the approved workplan, the recipient agrees to obtain prior approval from EPA for the use of grant funds for light refreshments and/or meals served at meetings, conferences, training workshops and outreach activities (events). The recipient must send requests for approval to the EPA Project Officer and include: (1) An estimated budget and description for the light refreshments, meals, and/or beverages to be served at the event(s); (2) A description of the purpose, agenda, location, length and timing for the event; and, (3) An estimated number of participants in the event and a description of their roles. Costs for light refreshments and meals for recipient staff meetings and similar day-to-day activities are not allowable under EPA assistance agreements. Recipients may address questions about whether costs for light refreshments, and meals for events may be allowable to the recipient’s EPA Project Officer; however, the Agency Award Official or Grant Management Officer will make final determinations on allowability. Agency policy prohibits the use of EPA funds for receptions, banquets and similar activities that take place after normal business hours unless the recipient has provided a justification that has been expressly approved by EPA's Award Official or Grants Management Officer. EPA funding for meals, light refreshments, and space rental may not be used for any portion of an event where alcohol is served, purchased, or otherwise available as part of the event or meeting, even if EPA funds are not Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 73 Packet Pg. 136 of 291 Page 22 of 29 used to purchase the alcohol. Note: U.S. General Services Administration regulations define light refreshments for morning, afternoon or evening breaks to include, but not be limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins. (41 CFR 301-74.7) FOR STATE CONTINUING ENVIRONMENTAL PROGRAM GRANT RECIPIENTS EXCLUDING STATE UNIVERSITIES: If the state maintains systems capable of complying with federal grant regulations at 2 CFR 200.432 and 200.438, EPA has waived the prior approval requirements for the use of EPA funds for light refreshments and/or meals served at meetings, conferences, and training, as described above. The state may follow its own procedures without requesting prior approval from EPA. However, notwithstanding state policies, EPA funds may not be used for (1) evening receptions, or (2) other evening events (with the exception of working meetings). Examples of working meetings include those evening events in which small groups discuss technical subjects on the basis of a structured agenda or there are presentations being conducted by experts. EPA funds for meals, light refreshments, and space rental may not be used for any portion of an event (including evening working meetings) where alcohol is served, purchased, or otherwise available as part of the event or meeting, even if EPA funds are not used to purchase the alcohol. By accepting this award, the state is certifying that it has systems in place (including internal controls) to comply with the requirements described above. 36. Tangible Personal Property 36.1 Reporting Pursuant to 2 CFR 200.312 and 200.314, property reports, if applicable, are required for Federally-owned property in the custody of a non-Federal entity upon completion of the Federal award or when the property is no longer needed. Additionally, upon termination or completion of the project, residual unused supplies with a total aggregate fair market value exceeding $5,000 not needed for any other Federally-sponsored programs or projects must be reported. For Superfund awards under Subpart O, refer to 40 CFR 35.6340 and 35.6660 for property reporting requirements. Recipients should utilize the Tangible Personal Property Report form series (SF-428) to report tangible personal property. 36.2 Disposition 36.2.1 Most Recipients. Consistent with 2 CFR 200.313, unless instructed otherwise on the official award document, this award term, or at closeout, the recipient may keep the equipment and continue to use it on the project originally funded through this assistance agreement or on other federally funded projects whether or not the project or program continues to be supported by Federal funds. 36.2.2 State Agencies. Per 2 CFR 200.313(b), state agencies may manage and dispose of equipment acquired under this assistance agreement in accordance with state laws and procedures. 36.2.3 Superfund Recipients. Equipment purchased under Superfund projects is subject to specific disposal options in accordance with 40 CFR Part 35.6345. 37. Dual Use Research of Concern (DURC) The recipient agrees to conduct all life science research* in compliance with EPA’s Order on the Policy and Procedures for Managing Dual Use Research of Concern (EPA DURC Order) and United States Government Policy for Institutional Oversight of Life Sciences Dual Use Research of Concern (iDURC Policy). If the recipient is an institution within the United States that receives funding through this agreement, or from any other source, the recipient agrees to comply with the iDURC Policy if they conduct or sponsor research involving any of the agents or toxins identified in Section 6.2.1 of the iDURC Policy. If the institution is outside the United States and receives funding through this agreement to conduct or sponsor research involving any of those same agents or toxins, the recipient agrees to comply with the iDURC Policy. The recipient agrees to provide any additional information that may be requested by EPA regarding DURC and iDURC. The recipient Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 74 Packet Pg. 137 of 291 Page 23 of 29 agrees to immediately notify the EPA Project Officer should the project use or introduce use of any of the agents or toxins identified in the iDURC Policy. The recipient’s Institution/Organization must also comply with USG iDURC policy and EPA DURC Order and will inform the appropriate government agency if funded by such agency of research with the agents or toxins identified in Section 6.2.1 of the iDURC Policy. If privately funded the recipient agrees to notify the National Institutes of Health at DURC@od.nih.gov. *“Life Sciences Research,” for purposes of the EPA DURC Order, and based on the definition of research in 40 CFR §26.102(d), is a systematic investigation designed to develop or contribute to generalizable knowledge involving living organisms (e.g., microbes, human beings, animals, and plants) and their products. EPA does not consider the following activities to be research: routine product testing, quality control, mapping, collection of general-purpose statistics, routine monitoring and evaluation of an operational program, observational studies, and the training of scientific and technical personnel. [Note: This is consistent with Office of Management and Budget Circular A-11.] 38. Research Misconduct In accordance with 2 CFR 200.329, the recipient agrees to notify the EPA Project Officer in writing about research misconduct involving research activities that are supported in whole or in part with EPA funds under this project. EPA defines research misconduct as fabrication, falsification, or plagiarism in proposing, performing, or reviewing research, or in reporting research results [65 FR 76262. I], or ordering, advising or suggesting that subordinates engage in research misconduct. The recipient agrees to: (1) Immediately notify the EPA Project Officer who will then inform the EPA Office of Inspector General (OIG) if, at any time, an allegation of research misconduct falls into one of the categories listed below: A. Public health or safety is at risk. B. Agency resources or interests are threatened. C. Circumstances where research activities should be suspended. D. There is a reasonable indication of possible violations of civil or criminal law. E. Federal action is required to protect the interests of those involved in the investigation. F. The research entity believes that the inquiry or investigation may be made public prematurely so that appropriate steps can be taken to safeguard evidence and protect the rights of those involved. G. Circumstances where the research community or public should be informed. [65 FR 76263.III] (2) Report other allegations to the OIG when they have conducted an inquiry and determined that there is sufficient evidence to proceed with an investigation. [65 FR 76263. III] 39. Scientific Integrity Terms and Conditions The recipient agrees to comply with EPA’s Scientific Integrity Policy when conducting, supervising, and communicating science and when using or applying the results of science. For purposes of this award condition scientific activities include, but are not limited to, computer modelling, economic analysis, field sampling, laboratory experimentation, demonstrating new technology, statistical analysis, and writing a review article on a scientific issue. The recipient agrees to: 39.1 Scientific Products 39.1.1 Produce scientific products of the highest quality, rigor, and objectivity, by adhering to applicable EPA information quality guidelines, quality policy, and peer review policy. 39.1.2 Prohibit all recipient employees, contractors, and program participants, including scientists, managers, and other recipient leadership, from suppressing, altering, or otherwise impeding the timely release of scientific findings or conclusions. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 75 Packet Pg. 138 of 291 Page 24 of 29 39.1.3 Adhere to EPA’s Peer Review Handbook, 4th Edition, for the peer review of scientific and technical work products generated through EPA grants or cooperative agreements which, by definition, are not primarily for EPA’s direct use or benefit. 39.2 Scientific Findings 39.2.1 Require that reviews regarding the content of a scientific product that are conducted by the project manager and other recipient managers and the broader management chain be based only on scientific quality considerations, e.g., the methods used are clear and appropriate, the presentation of results and conclusions is impartial. 39.2.2 Ensure scientific findings are generated and disseminated in a timely and transparent manner, including scientific research performed by employees, contractors, and program participants, who assist with developing or applying the results of scientific activities. 39.2.3 Include, when communicating scientific findings, an explication of underlying assumptions, accurate contextualization of uncertainties, and a description of the probabilities associated with both optimistic and pessimistic projections, if applicable. 39.2.4 Document the use of independent validation of scientific methods. 39.2.5 Document any independent review of the recipient’s scientific facilities and testing activities, as occurs with accreditation by a nationally or internationally recognized sanctioning body. 39.2.6 Make scientific information available online in open formats in a timely manner, including access to data and non-proprietary models. 39.3 Scientific Misconduct 39.3.1 Prohibit intimidation or coercion of scientists to alter scientific data, findings, or professional opinions or non-scientific influence of scientific advisory boards. In addition, recipient employees, contractors, and program participants, including scientists, managers, and other leadership, shall not knowingly misrepresent, exaggerate, or downplay areas of scientific uncertainty. 39.3.2 Prohibit retaliation or other punitive actions toward recipient employees who uncover or report allegations of scientific and research misconduct, or who express a differing scientific opinion. Employees who have allegedly engaged in scientific or research misconduct shall be afforded the due process protections provided by law, regulation, and applicable collective bargaining agreements, prior to any action. Recipients shall ensure that all employees and contractors of the recipient shall be familiar with these protections and avoid the appearance of retaliatory actions. 39.3.3 Require all recipient employees, contractors, and program participants to act honestly and refrain from acts of research misconduct, including publication or reporting, as described in EPA’s Policy and Procedures for Addressing Research Misconduct, Section 9.C. Research misconduct does not include honest error or differences of opinion. While EPA retains the ultimate oversight authority for EPA-supported research, grant recipients conducting research bear primary responsibility for prevention and detection of research misconduct and for the inquiry, investigation, and adjudication of research misconduct alleged to have occurred in association with their own institution. 39.3.4 Take the actions required on the part of the recipient described in EPA’s Policy and Procedures for Addressing Research Misconduct, Sections 6 through 9, when research misconduct is suspected or found. 39.4 Additional Resources For more information about the Scientific Integrity Policy, an introductory video can be accessed at: https://youtu.be/FQJCy8BXXq8. A training video is available at: https://youtu.be/Zc0T7fooot8. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 76 Packet Pg. 139 of 291 Page 25 of 29 Public Policy Requirements 40. Civil Rights Obligations This term and condition incorporates by reference the signed assurance provided by the recipient’s authorized representative on: 1) EPA Form 4700-4, “Preaward Compliance Review Report for All Applicants and Recipients Requesting EPA Financial Assistance”; and 2) Certifications and Representations in Sam.gov or Standard Form 424D, as applicable. These assurances and this term and condition obligate the recipient to comply fully with applicable civil rights statutes and implementing federal and EPA regulations. a. Statutory Requirements i. In carrying out this agreement, the recipient must comply with: 1. Title VI of the Civil Rights Act of 1964, which prohibits discrimination based on race, color, and national origin, including limited English proficiency (LEP), by entities receiving Federal financial assistance. 2. Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination against persons with disabilities by entities receiving Federal financial assistance; and 3. The Age Discrimination Act of 1975, which prohibits age discrimination by entities receiving Federal financial assistance. ii. If the recipient is an education program or activity (e.g., school, college or university) or if the recipient is conducting an education program or activity under this agreement, it must also comply with: 1. Title IX of the Education Amendments of 1972, which prohibits discrimination on the basis of sex in education programs and activities operated by entities receiving Federal financial assistance. For further information about your compliance obligations regarding Title IX, see 40 CFR Part 5 and https://www.justice.gov/crt/title-ix iii. If this agreement is funded with financial assistance under the Clean Water Act (CWA), the recipient must also comply with: 1. Section 13 of the Federal Water Pollution Control Act Amendments of 1972, which prohibits discrimination on the basis of sex in CWA-funded programs or activities. b. Regulatory Requirements i. The recipient agrees to comply with all applicable EPA civil rights regulations, including: 1. For Title IX obligations, 40 C.F.R. Part 5; and 2. For Title VI, Section 504, Age Discrimination Act, and Section 13 obligations, 40 CFR Part7. 3. For statutory and national policy requirements, including those prohibiting discrimination and those described in Executive Order 13798 promoting free speech and religious freedom, 2 CFR 200.300. 4. As noted on the EPA Form 4700-4 signed by the recipient’s authorized representative, these regulations establish specific requirements including maintaining compliance information, establishing grievance procedures, designating a Civil Rights Coordinator and providing notices of non-discrimination. c. TITLE VI – LEP, Public Participation and Affirmative Compliance Obligation i. As a recipient of EPA financial assistance, you are required by Title VI of the Civil Rights Act to provide meaningful access to LEP individuals. In implementing that requirement, the recipient agrees to use as a guide the Office of Civil Rights (OCR) document entitled "Guidance to Environmental Protection Agency Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons." The guidance can be found at: Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 77 Packet Pg. 140 of 291 Page 26 of 29 https://www.federalregister.gov/documents/2004/06/25/04-14464/guidance-to- environmental-protection-agency-financial-assistance-recipients-regarding-title-vi ii. If the recipient is administering permitting programs under this agreement, the recipient agrees to use as a guide OCR’s Title VI Public Involvement Guidance for EPA Assistance Recipients Administering Environmental Permitting Programs. The Guidance can be found at: https://www.govinfo.gov/content/pkg/FR-2006-03-21/pdf/06-2691.pdf iii. In accepting this assistance agreement, the recipient acknowledges it has an affirmative obligation to implement effective Title VI compliance programs and ensure that its actions do not involve discriminatory treatment and do not have discriminatory effects even when facially neutral. The recipient must be prepared to demonstrate to EPA that such compliance programs exist and are being implemented or to otherwise demonstrate how it is meeting its Title VI obligations. 41. Drug-Free Workplace The recipient organization of this EPA assistance agreement must make an ongoing, good faith effort to maintain a drug-free workplace pursuant to the specific requirements set forth in Title 2 CFR Part 1536 Subpart B. Additionally, in accordance with these regulations, the recipient organization must identify all known workplaces under its federal awards, and keep this information on file during the performance of the award. Those recipients who are individuals must comply with the drug-free provisions set forth in Title 2 CFR Part 1536 Subpart C. The consequences for violating this condition are detailed under Title 2 CFR Part 1536 Subpart E. Recipients can access the Code of Federal Regulations (CFR) Title 2 Part 1536 at www.ecfr.gov/. 42. Hotel-Motel Fire Safety Pursuant to 15 USC 2225a, the recipient agrees to ensure that all space for conferences, meetings, conventions or training seminars funded in whole or in part with federal funds complies with the protection and control guidelines of the Hotel and Motel Fire Safety Act (PL 101-391, as amended). Recipients may search the Hotel-Motel National Master List at https://apps.usfa.fema.gov/hotel/ to see if a property is in compliance, or to find other information about the Act. 43. Lobbying Restrictions a) This assistance agreement is subject to lobbying restrictions as described below. Applicable to all assistance agreements: i) The chief executive officer of this recipient agency shall ensure that no grant funds awarded under this assistance agreement are used to engage in lobbying of the Federal Government or in litigation against the U.S. unless authorized under existing law. The recipient shall abide by the Cost Principles available at 2 CFR Part 200 which generally prohibits the use of federal grant funds for litigation against the U.S. or for lobbying or other political activities. ii) The recipient agrees to comply with Title 40 CFR Part 34, New Restrictions on Lobbying. The recipient shall include the language of this provision in award documents for all subawards exceeding $100,000 and require that subrecipients submit certification and disclosure forms accordingly. iii) In accordance with the Byrd Anti-Lobbying Amendment, any recipient who makes a prohibited expenditure under Title 40 CFR Part 34 or fails to file the required certification or lobbying forms Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 78 Packet Pg. 141 of 291 Page 27 of 29 shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure. iv) Contracts awarded by a recipient shall contain, when applicable, the anti-lobbying provision as stipulated in the Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards. v) By accepting this award, the recipient affirms that it is not a nonprofit organization described in Section 501(c)(4) of the Internal Revenue Code of 1986 as required by Section 18 of the Lobbying Disclosure Act; or that it is a nonprofit organization described in Section 501(c)(4) of the Code but does not and will not engage in lobbying activities as defined in Section 3 of the Lobbying Disclosure Act. Nonprofit organizations exempt from taxation under section 501(c)(4) of the Internal Revenue Code that engage in lobbying activities are ineligible for EPA subawards. b) Applicable to assistance agreements when the amount of the award is over $100,000: i) By accepting this award, the recipient certifies, to the best of its knowledge and belief, that: (1) No Federal appropriated funds have been or will be paid, by or on behalf of the recipient, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, or any employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the recipient shall complete and submit the linked Standard Form -- LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The recipient shall require that the language of this certification be included in the award documents for all subawards exceeding $100,000 at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. ii) This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each failure. 44. Recycled Paper When directed to provide paper documents, the recipient agrees to use recycled paper and double-sided printing for all reports which are prepared as a part of this agreement and delivered to EPA. This requirement does not apply to reports prepared on forms supplied by EPA. Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 79 Packet Pg. 142 of 291 Page 28 of 29 45. Resource Conservation and Recovery Act Consistent with goals of section 6002 of RCRA (42 U.S.C. 6962), State and local institutions of higher education, hospitals and non-profit organization recipients agree to give preference in procurement programs to the purchase of specific products containing recycled materials, as identified in 40 CFR Part 247. Consistent with section 6002 of RCRA (42 U.S.C. 6962) and 2 CFR 200.323, State agencies or agencies of a political subdivision of a State and its contractors are required to purchase certain items made from recycled materials, as identified in 40 CFR Part 247, when the purchase price exceeds $10,000 during the course of a fiscal year or where the quantity of such items acquired in the course of the preceding fiscal year was $10,000 or more. Pursuant to 40 CFR 247.2 (d), the recipient may decide not to procure such items if they are not reasonably available in a reasonable period of time; fail to meet reasonable performance standards; or are only available at an unreasonable price. 46. Trafficking in Persons a. Provisions applicable to a recipient that is a private entity. i. The recipient, the recipient’s employees, subrecipients under this award, and subrecipients’ employees may not— 1. Engage in severe forms of trafficking in persons during the period of time that the award is in effect; 2. Procure a commercial sex act during the period of time that the award is in effect; or 3. Use forced labor in the performance of the award or subawards under the award. ii. We as the Federal awarding agency may unilaterally terminate this award, without penalty, if the recipient or a subrecipient that is a private entity— 1. Is determined to have violated a prohibition in paragraph a of this award term; or 2. Has an employee who is determined by the agency official authorized to terminate the award to have violated a prohibition in paragraph a of this award term through conduct that is either— a. Associated with performance under this award; or b. Imputed to the recipient or subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR Part 180, ‘‘OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement),’’ as implemented by our Agency at 2 CFR Part 1532. b. Provision applicable to a recipient other than a private entity. EPA may unilaterally terminate this award, without penalty, if a subrecipient that is a private entity— i. Is determined to have violated an applicable prohibition in paragraph a. of this award term; or ii. Has an employee who is determined by the agency official authorized to terminate the award to have violated an applicable prohibition in paragraph a of this award term through conduct that is either— 1. Associated with performance under this award; or 2. Imputed to the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR Part 180, ‘‘OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement),” as implemented by EPA at 2 CFR Part 1532. c. Provisions applicable to any recipient. i. The recipient must inform the EPA immediately of any information received from any source alleging a violation of a prohibition in paragraph a of this award term. ii. Our right to terminate unilaterally that is described in paragraph a and b: Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 80 Packet Pg. 143 of 291 Page 29 of 29 1. Implements section 106(g) of the Trafficking Victims Protection Act of 2000 (TVPA), as amended (22 U.S.C. 7104(g)), and 2. Is in addition to all other remedies for noncompliance that are available to us under this award. iii. The recipient must include the requirements of paragraph a of this award term in any subaward made to a private entity. d. Definitions. For purposes of this award term: i. ‘‘Employee’’ means either: 1. An individual employed by you or a subrecipient who is engaged in the performance of the project or program under this award; or 2. Another person engaged in the performance of the project or program under this award and not compensated by you including, but not limited to, a volunteer or individual whose services are contributed by a third party as an in-kind contribution toward cost sharing or matching requirements. ii. ‘‘Forced labor’’ means labor obtained by any of the following methods: the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. iii. ‘‘Private entity’’: 1. Means any entity other than a State, local government, Indian tribe, or foreign public entity, as those terms are defined in 2 CFR 175.25. 2. Includes: a. A nonprofit organization, including any nonprofit institution of higher education, hospital, or tribal organization other than one included in the definition of Indian tribe at 2 CFR 175.25(b). b. A for-profit organization. iv. ‘‘Severe forms of trafficking in persons,’’ ‘‘commercial sex act,’’ and ‘‘coercion’’ have the meanings given at section 103 of the TVPA, as amended (22 U.S.C. 7102). Docusign Envelope ID: 9522220A-B875-471E-85A1-F3DE409AEE01 Item 7 Attachment A - Geosyntec Consultants, Inc. Contract C26194015 Item 7: Staff Report Pg. 81 Packet Pg. 144 of 291 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 Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 1 Packet Pg. 145 of 291 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 Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 2 Packet Pg. 146 of 291 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 Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 3 Packet Pg. 147 of 291 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 Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 4 Packet Pg. 148 of 291 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 Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 5 Packet Pg. 149 of 291 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 Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 6 Packet Pg. 150 of 291 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 Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 7 Packet Pg. 151 of 291 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 Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 8 Packet Pg. 152 of 291 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. Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 9 Packet Pg. 153 of 291 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.) Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 10 Packet Pg. 154 of 291 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. Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 11 Packet Pg. 155 of 291 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. Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 12 Packet Pg. 156 of 291 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) Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 13 Packet Pg. 157 of 291 Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 9 of 9 Task 7 (Bicycle and Pedestrian Plan Document) Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 14 Packet Pg. 158 of 291 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. Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 15 Packet Pg. 159 of 291 Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 16 Packet Pg. 160 of 291 Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 17 Packet Pg. 161 of 291 Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 18 Packet Pg. 162 of 291 Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 19 Packet Pg. 163 of 291 Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 20 Packet Pg. 164 of 291 Item 8 Attachment A - Kittelson & Associates, Contract C23185922 Amendment 3 Item 8: Staff Report Pg. 21 Packet Pg. 165 of 291 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Planning and Development Services Meeting Date: March 9, 2026 Report #:2601-5829 TITLE FIRST READING: Adoption of an Ordinance Adding a New Section 18.70.105 (Noncomplying facility - De minimis exceptions) to Chapter 18.70 (Nonconforming Uses and Noncomplying Facilities) of Title 18 (Zoning) of the Palo Alto Municipal Code; CEQA Status: Exempt Pursuant to CEQA Guidelines Section 15061(b)(3) (Common Sense Exemption). RECOMMENDATION Staff recommends that the City Council (Council) adopt the draft Ordinance (Attachment A) amending Palo Alto Municipal Code (PAMC) Title 18 (Zoning) regulations to add a new section regarding noncomplying facilities de minimis exceptions. EXECUTIVE SUMMARY On September 15, 2025, Council directed staff to prepare a text amendment within six months authorizing the Director of Planning and Development Services to approve de minimis exceptions from noncomplying facility regulations and similar minor adjustments that are not impactful to adjacent properties or public realm for residential properties. The proposed ordinance amending PAMC Chapter 18.70 to add a new code section for a de minimis exception for modifications to noncomplying facilities responds to Council’s direction. The proposed ordinance limits this exception to allow minor relocations of non-complying floor area for single-family homes as detailed further in this report. On January 14, 2026, the Planning and Transportation Commission (PTC) unanimously recommended approval of the ordinance with minor modifications for clarity. BACKGROUND On May 8, 2025, the Director of Planning and Development Services issued a formal interpretation of PAMC Chapter 18.70, concluding that noncomplying gross floor area (GFA) may not be removed and replaced elsewhere on a site, even where total GFA is not increased. Item 9 Item 9 Staff Report Item 9: Staff Report Pg. 1 Packet Pg. 166 of 291 This interpretation was prompted by a minor remodel of a single-family home that remains over the district’s GFA limit. 1) reflects the most reasonable and consistent application of the Municipal Code and that it supports the broader policy goal of reducing noncomplying conditions over time. While the proposal in the appellant’s case was minor, permitting it would have rendered portions of the code meaningless and could have created a precedent for larger changes inconsistent with the Code’s purpose. 2 ANALYSIS 18.70.105 Noncomplying facility - De minimis exception 1 September 15, 2025, Council Staff Report: https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id=9235&meetingTemplateType=2&comp iledMeetingDocumentId=16839 2 September 15, 2025, Council Summary Minutes: https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=16227&compileOutputType =1 Item 9 Item 9 Staff Report Item 9: Staff Report Pg. 2 Packet Pg. 167 of 291 Notwithstanding the requirements of Sections 18.70.080, 18.70.090, and 18.70.100, up to 250 square feet of non-complying floor area (i.e. floor area associated with a non-complying feature) may be relocated as follows, provided that the degree and manner of non-compliance is not increased: Six-month turnaround for code amendment; Align with the meaning of “de minimis” – trivial or minor; Avoid additional process/delay/appeals; Preventing impacts on neighboring properties; Align with other floor area thresholds existing in the code; and Allow flexibility for projects similar in scale to the one proposed by the appellant. FISCAL/RESOURCE IMPACT Item 9 Item 9 Staff Report Item 9: Staff Report Pg. 3 Packet Pg. 168 of 291 within an existing building permit review process and would therefore be absorbed within the department budget and resources. If a project were to require Individual Review, per PAMC Section 18.12.110, then standard application fees would apply. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 9 Item 9 Staff Report Item 9: Staff Report Pg. 4 Packet Pg. 169 of 291 *NOT YET APPROVED* 0160183_20260202_ay16 1 Ordinance No. ______ Ordinance of the Council of the City of Palo Alto Amending Title 18 (Zoning) of the Palo Alto Municipal Code to Amend Requirements Relating to Accessory Dwelling Units and Junior Accessory Dwelling Units The Council of the City of Palo Alto does ORDAIN as follows: SECTION 1. Section 18.70.105 (Noncomplying facility – de minimis exception) of Chapter 18.70 (Nonconforming Uses and Noncomplying Facilities) of Title 18 (Zoning) of the Palo Alto Municipal Code is added to read as follows: 18.70.105 Noncomplying facility - De minimis exception Notwithstanding the requirements of Sections 18.70.080, 18.70.090, and 18.70.100, up to 250 square feet of non-complying floor area (i.e. floor area associated with a non-complying feature) may be relocated as follows, provided that the degree and manner of non-compliance is not increased: (a) The non-complying facility houses a single-family residential use in a low-density residential zone district; and (b) Any proposal to relocate non-complying floor area will comply with the following: (1) Projects that include relocation of 150 to 250 square feet to a location above the ground floor shall be subject to Section 18.10.040, subd. (i), or 18.12.110, as applicable; or (2) Projects that include relocation of less than 150 sf above the ground floor and that are therefore not subject to Individual Review, shall comply with the objective standards for single-family development as applicable to the proposed relocation. SECTION 2. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any portion of the ordinance would be subsequently declared invalid or unconstitutional. SECTION 3. The Council finds that the adoption of this Ordinance is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21080.17 and CEQA Guidelines sections 15061(b)(3), 15301, 15302 and 15305 because it constitutes minor adjustments to the City’s zoning ordinance to implement State law requirements related to accessory dwelling units as established in Government Code Section 65852.2, and these changes are also likely to result in few additional dwelling units dispersed throughout the City. As such, it can be seen with certainty that the proposed action will not have the potential for causing a significant effect on the environment. Item 9 Attachment A - Draft Ordinance Amending PAMC Chapter 18.70 Item 9: Staff Report Pg. 5 Packet Pg. 170 of 291 *NOT YET APPROVED* 0160183_20260202_ay16 2 SECTION 4. This ordinance shall be effective on the thirty-first date after the date of its adoption. INTRODUCED: PASSED: AYES: NOES: ABSENT: NOT PARTICIPATING: ATTEST: _______________________________ __________________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: _______________________________ __________________________________ Assistant City Attorney City Manager __________________________________ Director of Planning & Community Environment Item 9 Attachment A - Draft Ordinance Amending PAMC Chapter 18.70 Item 9: Staff Report Pg. 6 Packet Pg. 171 of 291 City Council Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: Planning and Development Services Meeting Date: March 9, 2026 Report #:2602-5893 TITLE Receive Update and Provide Direction to Staff on the Implementation of Senate Bill 79 (2025) and Work Related to the Downtown Housing Plan. CEQA Status: Exempt Under CEQA Guidelines Section 15262. RECOMMENDATION Staff recommends that the City Council: Consider the implications of Senate Bill (SB) 79 in the identified transit-oriented development (TOD) areas and the potential approaches towards its implementation; and Provide direction on the preferred approach for the citywide implementation of SB 79 and the Downtown Housing Plan initiative. EXECUTIVE SUMMARY SB 79 will take effect on July 1, 2026. The legislation is intended to facilitate the upzoning of land located in proximity to qualifying transit stations, thereby promoting TOD through the establishment of new minimum standards for building height, residential density, and floor area. In the City of Palo Alto, numerous parcels are located within the influence areas of three qualifying transit stations: two Caltrain stations within the City of Palo Alto and one Caltrain station in the City of Mountain View adjacent to the City and are therefore subject to the provisions of SB 79. This report provides an overview of the implications of SB 79 and outlines the next potential steps for the citywide implementation of State law, including a range of policy options for City Council consideration and direction. Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 1 Packet Pg. 172 of 291 BACKGROUND 1 staff provided the City Council an update on the Downtown Housing Plan and an overview of SB 79 and requested direction on the implementation of the State law. The classification of qualifying transit stops, and key statutory provisions discussed in that report are highlighted below: Distance from Pedestrian Access Point to a TOD Stop Tier 1 TOD Stop (Caltrain)Development Standard Up to ¼-mile Up to ½-mile “Adjacent” (within 200’) Bonus Height, Density, and Residential FAR Height2 Density Residential Floor Area Ratio (FAR) ANALYSIS 1 October 22, 2025 City Council Staff Report https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=18007 2 Note that a qualifying project may use the standards in SB 79 as its base density under state density bonus law; however, if the project exceeds the City’s height limit due to the provisions of SB 79, the City is not required to grant an additional height waiver. Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 2 Packet Pg. 173 of 291 region’s designated Metropolitan Planning Organization, to prepare and publish official maps identifying applicable TOD zone boundaries, City staff have not yet received these maps. Key Takeaways Lack of data from MTC and HCD: SB 79 significantly reshapes development near transit: SB 79 establishes state-mandated minimums for height, density, and FAR on qualifying parcels near Caltrain stations, substantially limiting the City’s discretion under existing zoning and adopted planning frameworks. Cities can adopt an Ordinance temporarily exempting sites that are: within a Very High Fire Hazard Severity Zone, subject to Flooding, are Historic Resources listed in the local register, or that are zoned for high density residential use providing at least 50% of the capacity required by SB 79. Downtown Housing Plan Scope Is Smaller Than SB 79 Impact Area: While the University Avenue/Downtown Priority Development Area encompasses approximately 206 acres, the Downtown Housing Plan covers only 76 acres. In contrast, SB 79 affects a much larger area; approximately 325.23 acres, around the Downtown/University Avenue Caltrain Station. This includes the Downtown Housing Plan area, South of Forest Avenue (SOFA) areas, the transit center, and Stanford Shopping Center. Historic resources require consideration: Downtown Palo Alto and the San Antonio Road area contain a high concentration of historic properties or properties within historic districts. SB 79 includes limited provisions for historic resources. The City is allowed to adopt an ordinance to temporarily ensure these resources are protected. Ongoing protection is achievable only by adopting, prior to January 31, 2032, a TOD Alternative Plan; even then, protected historic resources cannot exceed 10% of the area of a TOD zone. SB 79 currently does not provide express guidance on the Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 3 Packet Pg. 174 of 291 treatment of historic districts, but it appears that a local ordinance may protect historic districts in addition to individual historic structures. This is subject to change with additional guidance from HCD. Small parcel sizes limit realistic redevelopment potential: Feasibility analysis indicates that parcels smaller than approximately 5,200 square feet are less likely to redevelop, unless multiple parcels are combined. This reduces development potential particularly in the Downtown/University Avenue area, limiting the number of sites that can realistically take advantage of SB 79 standards. Historically, there has been little interest for lot consolidation in Palo Alto, even with development incentives. Redevelopment is likely to occur on a limited subset of eligible land: Although SB 79 enables substantial theoretical housing capacity across all three station areas, the realistic capacity is substantially lower and difficult to translate into future unit production. To illustrate potential housing growth over the next 25 years within these TOD areas, staff conducted a screening-level analysis that excluded parcels less likely to redevelop, including those with historic resource designations, properties redeveloped within the last 25 years, small lots that would not support feasible redevelopment or meet SB 79 unit density standards, public facility and planned community zoned properties, transit-owned land, sites with condominium subdivision maps, and properties with office development exceeding 1.5 times the parcel area. After applying these filters, staff estimates a more realistic picture of redevelopable property as follows: Downtown/University Avenue Transit Station Area: Approximately 163 acres California Avenue Transit Station Area: Approximately 222 acres San Antonio Transit Station Area: Approximately 32 acres Further discounting is necessary, however, because redevelopment is costly and carries risk for developers. Many property owners will be satisfied leaving their properties as-is despite the potential for increased housing development. Staff anticipates that the vast majority of single-family homeowners are unlikely to pursue apartment buildings on their property, though some may choose to do so. A review of development activity over the past 25 years shows that only ten percent of all parcels redeveloped, with exceedingly few single-family zoned properties converting to multifamily housing. Applying a ten percent redevelopment factor consistent with this historical activity, and a one percent factor for single-family zoned property, staff can estimate a theoretical range of future housing production from SB 79 for each transit station area over the next 25 years. These figures are not a projection or formal estimate; they are simply a calculation based on screening criteria and existing Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 4 Packet Pg. 175 of 291 baseline data, and are subject to numerous variables that cannot be fully accounted for through this type of screening-level analysis. Downtown/University Avenue Transit Station Area: Approximately 1600 units California Avenue Transit Station Area: Approximately 900 units San Antonio Transit Station Area: Approximately 200 units The above analysis does not account for recent changes to state law that promote greater development potential including exemptions to the California Environmental Quality Act, allowances for taller buildings, greater floor area, reduced parking requirements, and state density bonus concessions and waivers and application streamlining. These measures add greater predictability to the development process and may encourage additional property owners to consider redevelopment. California Avenue faces the greatest zoning shift: The California Avenue SB 79 area contains a substantial proportion of single-family zoned property, including larger 10,000-square-foot lots in the Old Palo Alto neighborhood that would not require land consolidation to support apartment development. New construction built to SB 79 standards may appear contextually inconsistent with the historic development pattern northeast of the Caltrain station. The commercial areas along and near California Avenue have seen little significant redevelopment in recent years, due in part to small lot sizes and the former requirement for on-site parking, both of which made redevelopment economically impractical. The interaction of SB 79 with other state laws could catalyze future housing or mixed-use development, with uncertain implications for the area's retail environment. New development may also lack coordinated design or placemaking, with larger parcels likely proving more attractive for redevelopment than smaller ones. San Antonio Road area raises unique historic district uncertainties: San Antonio Road area includes large concentrations of Eichler homes and a designated historic district. SB 79’s treatment of historic districts, where individual properties are not separately listed, may be the subject of additional guidance from HCD. Because exclusion of historic sites is limited to 10% of TOD land area after January 31, 2032, not all historic sites can be protected in the long term. The Economic Feasibility Analysis prepared for the Downtown Housing Plan remains relevant: Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 5 Packet Pg. 176 of 291 While SB 79 provides development opportunities to owners of qualifying properties, the feasibility of such projects depends on current market conditions, broader market trends, site constraints, competing uses, impact fees, and inclusionary housing requirements. This is outlined in the Economic Feasibility Analysis prepared for the Downtown Housing Plan, which was included as Attachment A to the October 22, 2025, City Council Staff Report.5 State Density Bonus Law: SB 79 projects are eligible to use State Density Bonus Law6 to seek a density bonus, incentives or concessions, waivers or reductions for development standards and parking ratios. The density allowed under SB 79 serves as the base density for calculating the density bonus. However, a project proposing a height allowed by SB 79 that is in excess of the local height limit is ineligible for a waiver for additional height beyond that specified in SB 79. This does not apply for 100% affordable projects located within one-half mile of a major transit stop. Assembly Bill (AB) 130 (2025): AB 130 (2025)7 significantly streamlines housing development approvals in urban communities by creating a new statutory exemption from CEQA for qualifying infill residential projects. This means that qualifying residential or mixed-use infill projects (generally up to 20 acres) that are consistent with either applicable Comprehensive Plan or zoning regulations (as modified by SB 79 and/or state density bonus law) could bypass CEQA review entirely, with an accelerated permitting timeline. The exemption applies to projects meeting minimum density thresholds, and site qualifications (i.e., not located in floodplains, fault zones, wetlands, or very high fire severity zones, not a hazardous waste site, and not demolishing a historic structure). AB 130 amends the Permit Streamlining Act by imposing strict timelines for City review and approval. If the City does not act within 30 days following its objective standards review and the required tribal consultation, a project may be deemed automatically approved. This substantially reduces staff’s ability to present projects for review by the ARB, PTC, or City Council. Developers must comply with the new labor standards for 100% affordable housing projects and buildings over 85 feet in height, meet air quality requirements, and perform 5 October 22, 2025 City Council Staff Report: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=18007 6 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=65915&lawCode=GOV 7 https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=202520260AB130 Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 6 Packet Pg. 177 of 291 contamination cleanup as appropriate. The law does not alter State Density Bonus Law provisions, including waivers and parking reductions. This means that in addition to the increased FAR permitted under SB 79, developers could seek to waive maximum lot size limitations in residential zones, setbacks, open space requirements, site coverage, daylight plane requirements, or even retail preservation requirements through the State Density Bonus Law. Assembly Bill (AB) 2097 (2022): AB 2097 (2022)11 eliminates minimum parking requirements for new development (residential, commercial, and most other uses) located within one-half mile of high-quality transit service (i.e., major transit stops such as the Caltrain Station). This essentially prohibits local governments from enforcing minimum parking requirements for qualifying projects. In Palo Alto, the State law is applicable to all properties that lie within one-half mile radius of the University Avenue, California Avenue, and San Antonio Road Caltrain Stations. It is unclear at this time whether the applicable area for AB 2097 will be identical to the applicable area for SB 79, as the two statutes have slightly different language regarding the one-half mile radius. Downtown Housing Plan/SB 79 Implementation Ad Hoc Committee: On January 27, 2026, staff presented four potential approaches to implementing SB 79 to the Ad Hoc Committee, each reflecting varying levels of effort and scope. These approaches considered: Existing and ongoing planning initiatives; Anticipated additional workload and its potential impact on City Council priorities for the current year; Expected near term planning initiatives; Staff capacity and available resources; Fiscal implications; Opportunities for community engagement; and Review and approval timeline established by HCD pursuant to the state law. While all four approaches advance the State’s pro-housing objectives, they differ in the degree to which the City exercises local control. The City may choose to allow SB 79 to preempt local codes, adopt an ordinance clarifying how SB 79 applies locally, including exclusion of historic properties, and/or prepare a Transit-Oriented Development (TOD) Alternative Plan, based on 11 https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=202120220AB2097 Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 7 Packet Pg. 178 of 291 the considerations outlined above. Both an ordinance and a TOD Alternative Plan may require environmental analysis and are subject to HCD review. Approach 1: No action on SB 79 Approach 2: Adopt an Ordinance Approach 3: Rezone all TOD eligible sites to allow 50 percent of the SB 79 development potential Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 8 Packet Pg. 179 of 291 Given the anticipated timeline for environmental review, Planning and Transportation Commission consideration, and City Council adoption, it is unlikely that the rezoning could be adopted prior to July 1, 2026. As a result, there would be an interim period during which SB 79 default standards would apply until the rezoning becomes effective, likely twelve months after receiving direction to proceed. Approach 4: Prepare a TOD Alternative Plan Under this approach, the default SB 79 standards would take effect on July 1, 2026, while the City concurrently prepares a TOD Alternative Plan applicable to all TOD zones. The TOD Alternative Plan could include targeted development standards, infrastructure planning, and a structured community outreach process. Adoption of a TOD Alternative Plan would render planning efforts such as the Downtown Housing Plan redundant and may overlap to some degree with other work related to Housing Element Program 3.7: Objective Design Standards for the SOFA area. The approach, however, provides greater local control and public input, but would require several hundred thousand dollars for consultant work and significant staff resources, both of which are currently unaccounted for and resourced. The TOD Alternative Plan would be subject to HCD review and approval. As suggested, continuing with the Downtown Housing Plan with Approach 4 is not recommended, but remains an option for the other approaches. NEXT STEPS Based on Council direction, staff will proceed with implementation efforts for SB 79 and the required environmental analysis as directed. For Approach 4, staff would need to return to Council with a scope of work and cost estimate before seeking consultant solicitation for the planning and environmental work. For Approaches 1-3 staff will engage the Council ad hoc as necessary. Based on guidance for the Downtown Housing Plan – if the initiative continues, staff will engage the Council ad hoc throughout the remainder of the year to strategize on continued analysis and community engagement and strive to complete the project, likely in 2027. FISCAL/RESOURCE IMPACT Fiscal and resource impacts will vary based on Council direction and the associated level of effort. Approaches 1 and 2 would not result in additional fiscal nor resource impacts. Approach 3 would require preparation of an environmental analysis, necessitating consultant support and associated costs. However, these costs are not anticipated to exceed existing funding available within the department’s budget. Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 9 Packet Pg. 180 of 291 If Council directs staff to pursue Approach 4, staff will return with a detailed scope of work and cost estimate. Preliminary estimates indicate that the effort would cost approximately $500,000 in additional funds beyond those already allocated for the Downtown Housing Plan, including the grant funding from MTC. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 10 Packet Pg. 181 of 291 City Council Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: City Manager Meeting Date: March 9, 2026 Report #:2602-6021 TITLE Approval of City Council Values (as Recommended by Policy & Services Committee), 2026 Objectives, Ad Hoc Purpose Statements, and Committee Workplans RECOMMENDATION Staff recommends that the City Council approve: (a) Revised Council Values, as recommended by the Policy & Services Committee, (b) 2026 City Council Group 1 Objectives, and (c) Ad Hoc Purpose Statements and Committee Workplans. EXECUTIVE SUMMARY At its January 24, 2026 annual retreat, the City Council adopted a refined framework for establishing priorities and objectives that emphasizes clarity, focus, and implementation. Under this approach, City Council Values represent enduring policy commitments; Priorities identify a limited number of areas requiring heightened focus; and Objectives define specific, measurable actions to advance both values and priorities. This structure is intended to strengthen accountability, align resources with Council direction, and ensure meaningful progress within the year. This report presents: (a) recommended revised City Council Values as recommended by the Policy & Services Committee; (b) the proposed 2026 Group 1 Objectives aligned with the adopted Priorities; and (c) Ad Hoc Purpose Statements and Committee Workplans for City Council consideration and adoption. Objectives are organized into three categories: Group 1 (mission-critical and requiring City Council engagement), Group 2 (value-adding initiatives with flexible timing), and Staff Not Recommended. While all Group 1 and Group 2 objectives will be tracked for progress, quarterly reporting will focus on Group 1 objectives to align with City Council’s highest priorities. The Policy & Services Committee reviewed and consolidated proposed revisions to the City Council Values and unanimously recommends adoption of an updated set of values. Item 11 Item 11 Staff Report Item 11: Staff Report Pg. 1 Packet Pg. 182 of 291 It should be noted that the objectives and timeframes described here were developed prior to the identification of potential near-term changes being considered at railroad grade crossings. The effort required to address this issue may impact timelines of other priority objectives. BACKGROUND 1. City Council distinguished between enduring Council Values, time-bound priorities, and actionable objectives, noting that values should reflect long-standing policy commitments, while priorities should represent a limited number of areas requiring heightened Council attention in the near term. Several policy areas previously treated as annual priorities were recognized as ongoing in nature and more appropriately reflected as values, allowing annual priorities to be more targeted and strategic. This refined approach remains consistent with the Council’s Policies and Protocols Handbook. Achieve Near-Term Priority Housing Milestones Cubberley Acquisition and Renovation Funding Enhance Business Vibrancy Government Efficiency The Palo Alto City Council has universally shared values that help guide our decision and the work we do. These values include: 1. We will make decisions that balance revenues and expenses, now and in the future. 2. We will make decisions that are environmentally sustainable, now and in the future. 3. We will integrate equity into our decisions, considering how decisions affect people differently based on their identity or circumstances. 4. We will make decisions that create a healthy, safe and welcoming community for all. 5. We will safeguard public trust through transparent practices and open communication. 1 January 24, 2026 City Council Retreat: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=18520 Item 11 Item 11 Staff Report Item 11: Staff Report Pg. 2 Packet Pg. 183 of 291 6. We embrace innovation. This report outlines the reorganized proposed 2026 Objectives within the adopted Priorities and City Council Values, incorporating City Council feedback and the refined priority framework. It also includes ad hoc purpose statements and committee workplans for City Council consideration and adoption, as well as the recommended City Council Values refined by the Policy & Services Committee for City Council consideration. ANALYSIS City Council Values On February 10, 2026, the Policy & Services Committee discussed the City Council referral to refine the City Council Values and considered proposed revisions submitted by City Councilmembers Burt, Reckdahl, and Mayor Veenker.3 The Committee noted that the proposals were mostly aligned, with differences primarily related to wording, organization and level of specificity. The Committee emphasized readability, clarity, succinctness, and ensuring that the final values incorporated key themes raised in all the suggested drafts, including economic development, fiscal stewardship, equity, belonging, innovation, climate action and adaptation, transparency, and community well-being. Following revisions and consensus on language, the Committee agreed on a consolidated set of seven City Council Values and voted unanimously to recommend that the City Council adopt the updated values: 1.Vibrant Community. Cultivate a dynamic community by fostering retail vibrancy, economic development, engaging public spaces, and a high quality of life for all. 2.Fiscal Responsibility. Exercise disciplined financial management to ensure city revenues and expenses remain balanced and sustainable, and are fiscally strategic and responsible. 3.Accountable Governance. Earn public trust through transparent leadership, inclusive engagement, and open communication. 4.Strategic Innovation. As the birthplace of Silicon Valley, embrace innovation in the public and private sectors to optimize efficiency and outcomes. 5.Equity and Shared Prosperity. Center equity in every decision, and advance housing, workforce, and social policies that promote inclusion, socioeconomic diversity, and opportunity. 6.Climate Leadership and Environmental Stewardship. Lead with urgency on climate action and adaptation, sustainability, and environmental protection for current and future generations. 7.Community Well-Being & Belonging. Foster a safe, healthy, and welcoming community where everyone belongs and can thrive physically, mentally, and socially. 3 February 10, 2026 Policy & Services Meeting: https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id=10899&meetingTemplateType=2&com piledMeetingDocumentId=18478 Item 11 Item 11 Staff Report Item 11: Staff Report Pg. 3 Packet Pg. 184 of 291 Proposed 2026 Objectives Group 1 objectives are categorized as mission-critical, and must be achieved to meet legal, operational, safety, or strategic requirements. Objectives in this group will require City Council engagement. These are captured in Attachment A. Group 2 objectives are value-adding initiatives that are important, improve quality of life or advance longer-term goals, but flexible in timing and dependent on capacity or completion of Group 1 priorities. These do not create immediate risk if delayed. Many of the objectives captured in this category are already underway and will not require Council action to be completed. These are captured in Attachment B. Staff Not Recommended objectives include projects that are not recommended to be part of the 2026 list of objectives, for a variety of reasons including feasibility challenges, or work is already underway as part of a greater effort, such as the draft proposed Business Retention, Expansion, and Attraction (BRE/A) strategy in Attachment G. A narrative for each objective not being recommended is summarized in Attachment C. Priority Group 1 Group 2 Staff Not Recommended Total 42 24 14 Item 11 Item 11 Staff Report Item 11: Staff Report Pg. 4 Packet Pg. 185 of 291 Ad Hoc Purpose Statements and Committee Workplans Rail Committee (Brown Act) Rail Safety/Youth Mental Health Ad Hoc Cubberley Ad Hoc Economic Development Ad Hoc (Brown Act) Climate Action & Sustainability Ad Hoc (Brown Act) Oversized Vehicles Impacts & Services Ad Hoc Downtown Housing Plan and SB79 Ad Hoc Valley Water Shoreline Funding Allocation Ad Hoc- the purpose of this ad hoc was fulfilled in 2025. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT Item 11 Item 11 Staff Report Item 11: Staff Report Pg. 5 Packet Pg. 186 of 291 The City uses the International Association for Public Participation (IAP2) as a guide to structure community participation and align that participation with the type of input or feedback needed based on the project/issue. Workplan engagement typically fit within these general focus areas: Inform: Fact sheets, webpages, blog posts, information sessions, open houses, frequently asked questions, community briefings, and website feedback forms Consult & Involve: Surveys, focus groups, questions and answer sessions, office hours, public meetings like community meetings, town halls, panel discussions, workshops, and polling Collaborate & Empower: Working groups, ad hoc groups, feedback groups, boards, commissions and committee meetings, community advisory panels, advisory groups, digital engagement platforms, and voter ballot measures. ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 11 Item 11 Staff Report Item 11: Staff Report Pg. 6 Packet Pg. 187 of 291 ATTACHMENT A 1 2 3 4 5 6 7 8 9 10 11 B C D E F G H I J K L M 2026 DRAFT CITY COUNCIL PRIORITIES AND OBJECTIVES AN P H M CA & R F EB V GE $'s Achieve Near‐Term Priority Housing Milestones (ANTPHM)‐ 15 Total x Adopt an updated Accessory Dwelling Unit (ADU) ordinance to comply with State law and implement additional policy alternatives, including increased allowable square footage and condominium conversions, consistent with City Council direction (05.15.23). Milestone: Planning and Transportation Commission recommendation and City Council consideration of draft ordinance.x 1 x Evaluate opportunities that make multi‐family housing an attractive alternative to commercial office development, consistent with Housing Element Program 3.9A. Milestones: Feedback from Policy & Services Committee in Q1 and advance ordinance to Council in Q2.x 1 x Partner with Santa Clara County Housing Authority to achieve construction timeline milestones for the Palo Alto Homekey project (which will provide transitional housing and services for unhoused residents). Milestone: Formal opening of the Palo Alto Homekey facility at 1237 San Antonio Rd.x 1 x Receive a Prohousing Designation from the California Department of Housing and Community Development in order to enhance the City's competitive advantage for qualifying grants. Milestone: Apply to HCD in Q1; receive approval in Q2. x x Select a preferred alternative for the San Antonio Road Area Plan land use and transportation alternatives based on community input and City Council direction. Milestones : Stakeholder input for alternatives (PTC, community, and advisory bodies') in Q1, Council selection of preferred alternative(s) in Q2, Environmental Impact Review in Q3, and Council review of policy recommendations in Q4.x 1 x Develop and adopt Objective Development Standards for the South of Forest Area Coordinated Area Plan (SOFA), and present plan amendment options to replace subjective standards with objective standards for Planning and Transportation Commission and City Council consideration, consistent with Housing Element Program 3.7. Explore alignment opportunities with SB 79 work and Downtown Housing Plan. Milestones: Planning and Transportation Commission recommendation and City Council consideration of amended SOFA CAP and/or municipal code amendments by end of 2026. x 1 x Codify the R1/SB 9 interim ordinance by establishing objective development standards and increasing the maximum floor area for SB 9 units from 800 to 1,200 square feet, consistent with Housing Element Program 6.3A, and evaluate implications for R1 and SB 9 projects within the City’s Individual Review Program. Milestones: Planning and Transportation consideration of draft ordinance in Q3; Council consideration in Q4.x 1 Priority CC Va l u e # OBJECTIVES (42 Total) Sorted by: Council Priority, Group #, estimated completion date, and finally by additional resource needs.Q1 Q2 Q3 Q4 Gr o u p # Attachment A - Page 1 of 6 Item 11 Attachment A - City Council 2026 Priorities Objectives- Group 1 Item 11: Staff Report Pg. 7 Packet Pg. 188 of 291 ATTACHMENT A 1 2 3 B C D E F G H I J K L M 2026 DRAFT CITY COUNCIL PRIORITIES AND OBJECTIVES AN P H M CA & R F EB V GE $'s Priority CC Va l u e # OBJECTIVES (42 Total) Sorted by: Council Priority, Group #, estimated completion date, and finally by additional resource needs.Q1 Q2 Q3 Q4 Gr o u p # 12 13 14 15 16 17 x Conduct and complete a study of short‐term rentals and adopt housing and neighborhood preservation regulations that prioritize long‐term occupancy, consistent with Housing Element Programs 4.2D–E (anticipates ordinance adoption by July, 2027). Milestones: report to City Council in Q3; prepare alternatives for Council and Planning and Transportation Commission review in Q4, 2026 or Q1, 2027, if requested.x 1 x Receive Council direction on optional SB 79 implementation strategies and, as appropriate, present scenario Downtown Housing Plan scenarios to Council and initiate environmental review. Milestones: Work with SB 79 and Downtown Housing Plan City Council Ad‐Hoc Committee on next steps in Q1 and Q2 based on SB 79 implementation approach; advance Downtown Housing Plan based on direction received from City Council through Q4.x 1 x Adopt zoning incentives and development standards that support innovative housing typologies, including micro‐units, intergenerational housing, housing for aging adults, students, and lower‐income households, consistent with Housing Element Program 6.5B. Milestones : Study session with Planning and Transportation Commission in Q1; recommendations for Architectural Review Board consideration in Q2; Planning and Transportation Commission recommendation and City Council consideration of draft ordinance in Q4.x 1 x Update and adopt development impact fees for public safety, government facilities, housing, transportation, parks, and community services, including completion of nexus and feasibility studies and establishment of fee waivers for low‐income inclusionary units. (Housing Element Programs 2.1B; 3.1B & C). Milestone: Present development scenarios and growth assumptions to Council for feedback by Q2. Adopt Parks, Library & Community Facility Fee Updates by Q3. Adopt additional fee updates by Q1 2027.x 1 x Issue Requests for Information or Requests for Proposals (RFI/P) to develop approximately 218 affordable or workforce housing units on City‐owned surface parking lots. (Housing Element Program 1.4A). Milestone: Review draft RFI/P with Policy & Services Committee by Q3 2026 to issue the solicitation process by year end.x 1 x Identify and designate additional Housing Element site capacity to maintain RHNA compliance and buffer by evaluating new opportunity sites to address anticipated capacity shortfalls in 2026, including impacts from development on faith‐based sites and downtown parking lots. Milestones : Select consultant to provide technical analysis in Q1; Planning and Transportation Commission recommendation and City Council consideration of replacement Housing Element sites in Q3.x 1 $‐$$ Attachment A - Page 2 of 6 Item 11 Attachment A - City Council 2026 Priorities Objectives- Group 1 Item 11: Staff Report Pg. 8 Packet Pg. 189 of 291 ATTACHMENT A 1 2 3 B C D E F G H I J K L M 2026 DRAFT CITY COUNCIL PRIORITIES AND OBJECTIVES AN P H M CA & R F EB V GE $'s Priority CC Va l u e # OBJECTIVES (42 Total) Sorted by: Council Priority, Group #, estimated completion date, and finally by additional resource needs.Q1 Q2 Q3 Q4 Gr o u p # 18 19 20 21 22 23 24 25 26 x Implement Oversized Vehicles (OSV) Phase 1 work, including options for RV buyback and storage, new recruiting safe parking and enforcement/signage relating to detached/inoperable vehicles prohibition. Milestones: In coordination with the OSV Ad hoc, seek Council direction on preferred option(s) on RV buyback and storage in Q2. Implement signage and enforce detached/inoperable vehicles prohibition in Q2. Work with OSV Ad Hoc on recruiting new safe parking and bring any potential projects to Council for consideration in Q3. (related to 2025 Objective 3.3.4). x 1 $$‐ $$$ x Initiate and advance Oversized Vehicles Phase 2 work, including oversized vehicle permit pilot (e.g., collecting count data, designing permit process & terms, conducting informal RFI/Q to operate pilot). Milestone : Develop OSV permit pilot, including enhanced services and bring to Council for consideration. (related to 2025 Objective 3.3.4).x 1 $$‐ $$$ Cubberley Acquisition and Renovation Funding (CA&RF)‐ 2 Total Continue to advance the Cubberley Project focusing on anticipated purchase of 7 acres from PAUSD and community polling for potential placement of a measure on the November 2026 ballot and other funding source(s). x 1 Continue to explore and develop partnership opportunities with community nonprofit organizations to advance certain elements of the master concept plan through a combination of city and private investments.x 1 Enhance Business Vibrancy (EBV)‐ 5 Total x Develop a formal business retention/expansion/attraction program focused on supporting existing Palo Alto businesses seeking to diversify the local economy, increase the tax base that pays for essential public services, job creation, support placemaking and special events, and branding opportunities. Milestone: With the Economic Development Ad Hoc Committee, review and solidify for Council approval a Business Retention, Expansion, and Attraction (BRE/A) Strategy with various implementation actions; an initial draft is attached to this staff report.x 1 x Adopt an ordinance expanding retail opportunities and strengthening retail resiliency, including refining retail and retail‐like definitions and updating the retail preservation ordinance. Milestone: PTC review and recommendation in Q2; City Council review and action in Q3. Continued engagement with stakeholders prior to implementation. X 1 x Implement the California Avenue near‐term signage plan replacing the El Camino Real (October 2026) and Oregon Expressway (August 2026) signs—by completing their procurement and installation. x 1 Attachment A - Page 3 of 6 Item 11 Attachment A - City Council 2026 Priorities Objectives- Group 1 Item 11: Staff Report Pg. 9 Packet Pg. 190 of 291 ATTACHMENT A 1 2 3 B C D E F G H I J K L M 2026 DRAFT CITY COUNCIL PRIORITIES AND OBJECTIVES AN P H M CA & R F EB V GE $'s Priority CC Va l u e # OBJECTIVES (42 Total) Sorted by: Council Priority, Group #, estimated completion date, and finally by additional resource needs.Q1 Q2 Q3 Q4 Gr o u p # 27 28 29 30 31 32 33 34 35 x Continue design work on new parking structure in Downtown core (Lot D). Milestone: Complete entitlement process and design development phase by the end of 2026.x 1 x Secure City Council approval for the California Avenue Outdoor Activation Guidelines. These guidelines will be finalized through continued stakeholder engagement that includes a representative mix of business owners and residents and a formal Architectural Review Board (ARB) review.x 1 $ Government Efficiency (GE)‐ 8 Total x Develop and balance FY 2027 budget by June 30 prioritizing government efficiency, ongoing solutions and balancing fiscal impacts of policies and practices including consultant contracts, downtown parking and general fund subsidies, nonprofit partnerships and revenue enhancements.x 1 x Implement a standardized Citywide Consultant Stewardship Framework—covering the lifecycle from the decision to outsource and scope drafting to contract close‐ out—to develop and manage scope of services and enhanced reporting on use of professional services.x 1 x Improve City processes by streamlining approval of revised procurement thresholds and contract authority.x 1 x x Improve and streamline staff work on homelessness, housing and services for vulnerable residents. Milestones: Centralize in City Manager's Office, Identify and implement ways to improve processes and reporting (e.g., consolidating contracts, standardizing reporting, HSRAP).x 1 x Leverage the Palo Alto 311 staff working group workplan, vendor support and City Auditor benchmarking advice to improve clarity and timing of constituent response and satisfaction, and enhance staff efficiencies by aligning report categories with constituent expectations, and implementing vendor‐proposed 2026 system upgrades—including integrating AI tools.x 1 x Modify the municipal code to remove the requirement for planning entitlement approval (such as architectural review) or compliance with zoning regulations and procedures for capital improvement or other city‐initiated projects on publicly owned right of way and land. x 1 Attachment A - Page 4 of 6 Item 11 Attachment A - City Council 2026 Priorities Objectives- Group 1 Item 11: Staff Report Pg. 10 Packet Pg. 191 of 291 ATTACHMENT A 1 2 3 B C D E F G H I J K L M 2026 DRAFT CITY COUNCIL PRIORITIES AND OBJECTIVES AN P H M CA & R F EB V GE $'s Priority CC Va l u e # OBJECTIVES (42 Total) Sorted by: Council Priority, Group #, estimated completion date, and finally by additional resource needs.Q1 Q2 Q3 Q4 Gr o u p # 36 37 38 39 40 41 42 43 44 45 x Explore options to streamline delivery of low‐cost, high‐value (aka quick build) traffic safety improvements and update the City’s Traffic Calming Policy to align with Safety Action Plan, Bicycle/Pedestrian Transportation Plan (BPTP) and Safe Routes to School. Milestone: Council review of existing program, policy needs and approaches.x 1 x Relocate City operations in Utilities and the Development Center back to City Hall in order to reduce rent expense to third party landlords, maximizing revenue to the General Fund, and consolidating property and facility management within City owned land.x 1 Council Values‐ 12 Total 3,4 Open 429 Bryant Street Community Center. Complete construction and any necessary partnership agreements to begin La Comida Senior Lunch Program at the facility by end of July, 2026; plan further work for general community center operations concurrently. x 1 3,4 Execute MOU with Santa Clara County for assignment of clinician to PD Psychiatric Emergency Response Team (PERT) in Jan 2026.x 1 2 Adopt ordinance updates establishing additional Green Building Standards and Energy Reach Codes. Milestone: City Council consideration of ordinance for adoption by June 2026.x 1 2 Complete 2026 Bicycle and Pedestrian Transportation Plan (BPTP) with City Council adoption of the plan. x 1 2 Advance recommendations for the Regional Water Quality Control Plant Biosolids Facility Plan. Milestone: Conduct community engagement, refine and review recommendations with Council Committee in 2026, and further develop implementation strategies in preparation for Council acceptance of the Biosolids Facility Plan in 2027. x 1 2 Advance design of Grade Separation projects at Charleston Road, Meadow Drive and Churchill Avenue. Milestone: Complete 15% design and select Locally Preferred Alternative for 35% design at each crossing. x 1 4 Update the Safety Element and develop an Evacuation Plan pursuant to SB 99, AB 747, and AB 1409. Milestones: contract with consultant to develop evacuation plan, present draft Safety Element amendments to Planning and Transportation Commission and City Council consideration with final submittal to state for review in Q3. x 1 Attachment A - Page 5 of 6 Item 11 Attachment A - City Council 2026 Priorities Objectives- Group 1 Item 11: Staff Report Pg. 11 Packet Pg. 192 of 291 ATTACHMENT A 1 2 3 B C D E F G H I J K L M 2026 DRAFT CITY COUNCIL PRIORITIES AND OBJECTIVES AN P H M CA & R F EB V GE $'s Priority CC Va l u e # OBJECTIVES (42 Total) Sorted by: Council Priority, Group #, estimated completion date, and finally by additional resource needs.Q1 Q2 Q3 Q4 Gr o u p # 46 47 48 49 50 51 3,4 Support Community Mental Health through provision of support for all ages through community partnerships, programs, and initiatives. Milestone: continue work with the Jed Foundation engagement to support youth mental health and suicide prevention efforts.x 1 2 Implement the strategies contained in the 2026‐2027 Sustainability and Climate Action Plan Work Plan. Milestone: Complete progress on strategies implementation in substantial alignment with the Target Completion Dates contained in the Work Plan.x 1 4 Pursue a natural grass athletic field pilot project to determine the best management practices to enhance playability and durability. Milestones : Q1 work with the Parks and Recreation Commission (PRC) to develop a workplan for the Turf Pilot. Q2 seek Council approval of work plan and funding. Q3 Conduct enhanced maintenance pilot and feasibility study at two locations. Q4 Conduct stakeholder engagement on conceptual designs and present to PRC. Funding and construction of high performing grass fields to be completed in 2027‐28 pending Council review and approval.x 1 $$‐ $$$ 2 Develop and recommend for Council approval a multi‐year grid modernization capital improvement plan focused on improving reliability and facilitating city‐wide customer electrification by upgrading sub‐transmission, substation, and distribution infrastructure. Issue the first tranche of debt financing in 2026.x 1 $$$$ 4 Advance Quiet Zones at Palo Alto Avenue, Churchill Avenue, Meadow Drive, and Charleston Road Rail Crossings. Milestone: Council approval of Notice of Establishment and Quiet Zone implementation at Palo Alto Avenue; and identification of funding and procurement of professional services for design of required improvements to establish Quiet Zones at Churchill, Meadow and Charleston.x 1 $$$$ $ = up to 50K; $$ = 51‐499K, $$$ = 500K‐999k, $$$$ = 1M + Attachment A - Page 6 of 6 Item 11 Attachment A - City Council 2026 Priorities Objectives- Group 1 Item 11: Staff Report Pg. 12 Packet Pg. 193 of 291 ATTACHMENT B 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 B C D E F G H I J K L MG 2026 DRAFT CITY COUNCIL PRIORITIES AND OBJECTIVES AN P H CA & R F EB V GE $'s Achieve Near‐Term Priority Housing Milestones (ANPHM)‐ 6 Total x Present initial data from the first year rental registry program to Policy and Services for discussion and an information report update to City Council. x 2 x Present to Policy and Services an analysis related to anti‐rent gouging and forward Committee recommendations to the City Council. x 2 x Adopt a renter protection “fair chance” ordinance, including findings and implementing regulations. (Housing Element Program 6.6I). Milestones: City Council Policy and Services Committee consideration in Q2 of ordinance revised based on City Council direction; City Council consideration upon P&S recommendation in Q3. x 2 x Release a Request for Proposals for development of the one‐acre site near Matadero Creek dedicated to the City under the 2023 Sobrato/City Development Agreement. Milestone: Issue RFP by end of 2026.x 2 x Expand and implement the Safe Parking Program in commercial areas by increasing geographic coverage and service availability citywide. (Housing Element Program 6.4A and Council assigned 12.04.23). Milestones: Initiate draft of zoning text amendment by end of 2026.x 2 x Organize an initial review of sources and methods to raise funding to support new affordable housing production for future evaluation.x 2 Cubberley Acquisition and Renovation Funding (CA&RF)‐ 0 Total Enhance Business Vibrancy (EBV)‐ 7 Total x Complete stable car free street improvements on Ramona Street, e.g. bollards and barriers, signage, and parking regulations. Milestone: Implementation of updated parking signage and painted curbs, and installation of spherical bollards, vehicular barriers, and updated signage.x 2 x Modernize Downtown parking policy to increase availability of premium parking, reduce operating subsidies, encourage development and economic diversity and vibrancy, and reduce fossil fuel dependency. Milestone: Council review of options to modernize parking policy.x 2 Priority CC Va l u e # OBJECTIVES (24 Total) Sorted by: Council Priority, Group #, estimated completion date, and finally by additional resource needs.Q1 Q2 Q3 Q4 Gr o u p # Attachment B - Page 1 of 3 Item 11 Attachment B - City Council 2026 Priorities Objectives- Group 2 Item 11: Staff Report Pg. 13 Packet Pg. 194 of 291 ATTACHMENT B 1 2 3 B C D E F G H I J K L MG AN P H CA & R F EB V GE $'s 2026 DRAFT CITY COUNCIL PRIORITIES AND OBJECTIVES Priority CC Va l u e # OBJECTIVES (24 Total) Sorted by: Council Priority, Group #, estimated completion date, and finally by additional resource needs.Q1 Q2 Q3 Q4 Gr o u p # 17 18 19 20 21 22 23 24 25 26 27 x Extend the existing interim ordinance or adopt a new ordinance that restores and implements subjective wireless communication facility regulations. Milestones: Present an ordinance to the City Council in Q4.x 2 x Begin feasibility analysis of Assessment District for University Avenue Streetscape. Conduct analysis to determine practicality of an assessment district or similarly funding strategy as a funding mechanism for capital enhancements to University Avenue Streetscape. x 2 $$ x Design and provide funding appropriations to improve the car free portion of California Ave for bike and pedestrian markings and calming and minor physical environment adjustments to reduce friction with the outdoor dining guidelines (e.g. movement of bike racks). x 2 $$$ x Engage stakeholders to develop design proposals for Car‐Free Ramona Street and present to Council for necessary funding appropriations to implement initial phase(s). Begin Historic Resource Board and Architectural Review Board review of activation guidelines in late 2026/early 2027. x 2 $$$ x Initiate process for Development of the Comprehensive Plan Update. Milestone : Confirm a more limited scope for the upcoming 2030 Comprehensive Plan to inform the release of an RFP by Q4 2026 to select a consultant to support the limited scope refresh; consultant funding will be necessary. x 2 $$$ Government Efficiency (GE)‐ 0 Total N/A Council Values‐ 11 Total 2 Adopt Bird‐Friendly Design standards. Milestones: City Council consideration in March/April 2026 of ordinance recommended by PTC in late 2025. x 2 2 Adopt an ordinance updating Stream and Creek Corridor Setback requirements. Milestone: PTC consideration of revised draft ordinance in Q2, 2026; Council consideration of draft ordinance in Q3, 2026. x 2 2,4 Update the City's Natural Environment Element Update to comply with recent state law. Milestone: Prepare draft revisions for review by the Parks and Recreation Commission, Planning and Transportation Commission, and City Council by Q3, 2026. Present Comp Plan amendments to PRC, PTC, and City Council by the Q4 of 2026. x 2 Attachment B - Page 2 of 3 Item 11 Attachment B - City Council 2026 Priorities Objectives- Group 2 Item 11: Staff Report Pg. 14 Packet Pg. 195 of 291 ATTACHMENT B 1 2 3 B C D E F G H I J K L MG AN P H CA & R F EB V GE $'s 2026 DRAFT CITY COUNCIL PRIORITIES AND OBJECTIVES Priority CC Va l u e # OBJECTIVES (24 Total) Sorted by: Council Priority, Group #, estimated completion date, and finally by additional resource needs.Q1 Q2 Q3 Q4 Gr o u p # 28 29 30 31 32 33 34 35 36 2,4 Advance design on South Palo Alto Bikeway project to increase walking and biking and enhance safety. Milestone: Initiate work on pilot bikeway project.x 2 2,4 Complete concept design for additional east‐west bicycle/pedestrian crossing of railroad tracks in the southern part of the City. Milestone: Council review of draft report on South Palo Alto Connectivity.x 2 2 Continue to implement 3‐phase plan presented to Council in September 2024 for phasing out leaded fuel at Palo Alto Airport. Milestone: Initiate lead air monitoring program in Q1, work with the new fuel provider and supplier to inform tenants and encourage the use of unleaded fuel, and provide a progress update to City Council. x 2 4 Restart and make progress on the Palo Alto Airport master planning process. Milestone: Develop updated alternatives informed by Council feedback from September 2024, conduct public stakeholder meetings, and conduct a study session with Council to review progress.x 2 4 Develop and adopt updates to the City’s seismic risk mitigation ordinance. Milestone: Seek policy guidance from Policy and Services Committee, review draft ordinance with Policy and Services Committee, and Council consideration of ordinance updates by Q4 2026. x 2 2,3 Launch new Palo Alto education and rebate program for electric stoves and cooktops, with a goal of 50 electric cooktop conversions from gas. Milestone: Program is available to customers by the end of Q2 2026.x 2 2 Implement Quarry Road Extension in Partnership with Stanford University, Caltrans and VTA. Milestone: Execute grant agreement with MTC and submit initial engineering package to Caltrans to confirm process. x 2 6 Complete build‐out of fiber‐to‐the‐premises (FTTP) pilot Phase 1 and begin provision of beta service for a municipal high speed fiber service. Establish internet service provider operations and through iterative customer engagement, and provision services to residents in the initial pilot area.x 2 $ = up to 50K; $$ = 51‐400K, $$$ = 500K‐999k, $$$$ = 1M + Attachment B - Page 3 of 3 Item 11 Attachment B - City Council 2026 Priorities Objectives- Group 2 Item 11: Staff Report Pg. 15 Packet Pg. 196 of 291 ATTACHMENT C 1 0 5 6 7 Staff Not Recommended Objectives For various reasons, including staff capacity to advance, feasibility challenges, or that work is already underway, some objectives from the 2025 Priority Objectives list, previous Council suggestions, or the Annual Retreat suggestions are not recommended to become priority objectives for 2026. Staff will be prepared to respond to any Councilmember’s questions. 12. Begin implementation of the City Facility Electrification Plan. Milestone: Council approval of design consultant contract and procurement of a contractor to construct projects at first two buildings. This objective will continue as a staff priority but is not recommended for inclusion as a standalone project, as it is already incorporated into the 2026–2027 Sustainability and Climate Action Plan Work Plan. Instead, staff has added a broader objective focused on implementing the Work Plan items overall, which encompasses this initiative. 15. Pilot electrification as a service, charging as a service, or creative financing programs to complement the City' s single-family, multi-family, and/or non-residential electrification programs, that can be scaled. Milestone: At least one new financing program is available to single-family, multi-family, and/or non- residential customers by the end of 2026. This objective will continue as a staff priority but is not recommended for inclusion as a standalone project, as it is already incorporated into the 2026–2027 Sustainability and Climate Action Plan Work Plan. Instead, staff has added a broader objective focused on implementing the Work Plan items overall, which encompasses this initiative. 16. Develop long-term Climate Action funding and financing strategies and scenarios for Council consideration. Milestone: Present strategies and scenarios to the Council Committee for consideration by December 2026. This objective will continue as a staff priority but is not recommended for inclusion as a standalone project, as it is already incorporated into the 2026–2027 Sustainability and Climate Action Plan Work Plan. Instead, staff has added a broader objective focused on implementing the Work Plan items overall, which encompasses this initiative. 54. Implement Senate Bill 79 by developing and presenting implementation options and advancing a recommended approach for City Council adoption. Seek direction from SB 79 and Downtown Housing Plan City Council Ad-Hoc Committee on next steps in Q1 and Q2; present recommendations for City Council consideration and next steps on SB 79 implementation before July 1, 2026; develop SB 79 alternative plan if directed by City Council. Objective has been combined and updated with Objective #50. 82. Implement a gas-powered leaf blower ban citywide, based on recommendation from Policy and Services Committee. Staff is not recommending this project at this time due to limited resources and the need to prioritize other Council-directed initiatives currently underway. Item 11 Attachment C - Staff Not Recommended Objectives Item 11: Staff Report Pg. 16 Packet Pg. 197 of 291 ATTACHMENT C 1 0 5 6 7 83. Develop and implement strategies to activate vacant commercial storefronts, including establishing regulatory tools and streamlined permitting for temporary pop-up stores. Staff is not recommending this project at this time due to limited resources and the need to prioritize other Council-directed initiatives currently underway. Staff is not recommending this project at this time due to limited resources and the need to prioritize other Council-directed initiatives currently underway. Staff is not recommending this project at this time due to limited resources and the need to prioritize other Council-directed initiatives currently underway. Staff is not recommending this project at this time due to limited resources and the need to prioritize other Council-directed initiatives currently underway. Staff is not recommending this project at this time due to limited resources and the need to prioritize other Council-directed initiatives currently underway. Staff is not recommending this project at this time due to limited resources and the need to prioritize other Council-directed initiatives currently underway. Staff is not recommending this project at this time due to limited resources and the need to prioritize other Council-directed initiatives currently underway. Moreover, the interested parties can file a text amendment application to initiate this process. Item 11 Attachment C - Staff Not Recommended Objectives Item 11: Staff Report Pg. 17 Packet Pg. 198 of 291 ATTACHMENT C 1 0 5 6 7 90. Council consideration of a design option for California Avenue. Continue engaging stakeholders to refine alternative street designs for California Avenue and present to Council for discussion and action, including funding appropriations to pursue a street design in late Q2/early Q3 2026. Staff is not recommending this project at this time due to limited human and financial resources. Suspending the project will allow staff to focus on completing the California Avenue Outdoor Activation Guidelines and supporting businesses in their requests and plans for improvements. To activate this project funding would be necessary both for staff and professional services ($$$). These efforts are being incorporated into the proposed Business Retention, Expansion, and Attraction (BRE/A) Strategy. Item 11 Attachment C - Staff Not Recommended Objectives Item 11: Staff Report Pg. 18 Packet Pg. 199 of 291 ATTACHMENT D 2026 Ad Hoc Committee Purpose Statements And Tentative meeting schedules Rail Committee To meet every other month The Rail Committee reviews the projects and provides recommendations to the City Council based on the Rail Guiding principles adopted by the City Council (August 8, 2022). The projects include: the grade separations and safety improvements at existing crossings, additional east-west bicycle and pedestrian railroad crossings, and quiet zone improvements. Rail committee will review and advance projects for Council approval. Rail Safety/Youth Mental Health Meeting as needed The Rail Safety/Youth Mental Health Ad Hoc Committee will facilitate Council decision-making on near- term modifications to rail crossings in response to and for prevention of youth and other suicides. This Ad Hoc Committee will also support communication with other agencies such as Caltrain. City Council involvement and coordination with the JED Foundation’s ongoing postvention engagement is handled by the City/Schools Liaison Committee. Cubberley Ad Hoc Committee To meet monthly or as necessary to meet the project schedule The Cubberley Ad Hoc will facilitate City Council review and approval of the master plan process and serve as the Council ambassador for engagement with the community and building community support for development for a new community center at the Cubberley site. This includes making recommendations to the Council on the future operating model (e.g. services available, recommend to Finance Committee an approach to fees & charges, space allocation) and master plan that will successfully receive voter support in 2026. Coordination with PAUSD on Cubberley will occur through this committee rather than the City Schools Liaison Committee. Operations, funding, and ballot measure work (including polling) may be heard by the Finance Committee rather than the Cubberley Ad Hoc for recommendations to the full City Council. Economic Development Ad Hoc Committee To meet every other month The Economic Development Committee will provide a regular forum for business and community stakeholders to engage with Council members on implementation of the City’s economic development strategy. The Economic Development Committee will make recommendations to the City Council and provide ongoing engagement on approved economic development priorities to enhance business vibrancy efforts, including business retention, expansion, and attraction. Item 11 Attachment D - 2026 Ad Hoc Committee Purpose Statements Item 11: Staff Report Pg. 19 Packet Pg. 200 of 291 ATTACHMENT D Climate Action & Sustainability Ad Hoc Committee To meet monthly The Climate Action & Sustainability Committee facilitates implementation of the Climate Action workplan items of the 2026/2027 Sustainability and Climate Action Plan (S/CAP) Workplan and the 2026 Council Priority Objectives which fall under the Council values on environmental sustainability. Oversized Vehicles Impacts & Services Ad Hoc Meeting as needed The Oversized Vehicles (OSV) Ad Hoc Committee was created at the October 20, 2025 Council Meeting. The Committee is tasked with 1) recommending details on increased enforcement; 2) sharing recommendations on other issues related to the implementation of the Oct. 20 Council motion on OSVs (including safe parking street cleaning, urgency ordinances for detached trailers and “vanlording,” and considering options for buyback or parking program); 3) evaluating Phase 2 activities; and 4) participating with staff in further engagement. To date, meeting frequency has been weekly, with few exceptions. Downtown Housing Plan and SB 79 Ad Hoc Meeting as needed Established late 2025, the purpose of the ad hoc is to explore options to implement SB 79, including no additional action, and support staff’s continued work on the Downtown Housing Plan through the balance of calendar year 2026. Meeting frequency will vary throughout the year with more meetings initially and fewer meetings toward the end of the year averaging out to approximately one meeting every two months. Valley Water Shoreline Funding Allocation Ad Hoc Meeting as needed The Valley Water Shoreline Funding Allocation Ad Hoc was announced at the February 24, 2025 City Council meeting, in response to a Valley Water proposal to shift funding for addressing sea level rise in the north County to a south County project. The committee was announced with an expectation of being active for approximately 60 days. Valley Water ultimately deferred taking the action in 2025, and proceeded with making process improvements to support better communications and consultation for future proposals affecting project funding. The purpose of this ad hoc was fulfilled in 2025. Item 11 Attachment D - 2026 Ad Hoc Committee Purpose Statements Item 11: Staff Report Pg. 20 Packet Pg. 201 of 291 City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA I www.paloalto.gov – February 2026 POLICY & SERVICES TENTATIVE TOPICS CALENDAR 2026 Tentative as of February 10, 2026 January •Nonprofit Workplan item •Referral (2024): Establish a frequency for joint City Council meetings or Policy & Services meeting with Boards and Commissions, Youth Council, and meetings with Boards and Commissions Chairs; - Kept referral per P&S on Dec. 9, 2025 February •Council referral (from Jan 24, 2026 retreat): Update City Council Values and Consider Renaming them (linked to adopted values on November 7, 2022 – https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=2269&dbid=0&repo=PaloAlto •SB 707 Brown Act Updates •Seismic Ordinance Follow up discussion Note: All items listed for the following months are tentative in date at this time. Items will be moved around based on item readiness and agenda capacity in partnership with Committee Chair closer to the actual meeting date. March •Nonprofit Partnership Phase I Improvements •Consider Policy Tool Options to Encourage Multi-Family Development in Mixed-Use Districts (2023- 2031 Housing Element Program 3.9(A)). •Audit: Utilities Reserves April •Discussion of Local Residential Rental Market Data and Recommendation regarding whether to Pursue a Rent Stabilization Program •Present initial data from the first-year rental registry program to Policy and Services for discussion and an information report update to City Council. •Legislative Update •Fair Chance in Housing Ordinance •Incentives at Strategic Locations to Shift the Economic Benefit of Redevelopment from Commercial Toward Home Building (2023-2031 Housing Element Program 3.9(A)). •Auditor Report: Junior Museum and Zoo •Auditor Report: Annual Follow-up on Audit Recommendations Item 11 Attachment E - Policy Services Committee Workplan Item 11: Staff Report Pg. 21 Packet Pg. 202 of 291 City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA I www.paloalto.gov – February 2026 May •Referral Follow Up: Discussion and Recommendation to Council Regarding Potential New Procedure for Councilmembers to Make Referrals to Staff Besides Colleagues’ Memo •Auditor Task Orders •Auditor Report: Public Safety Overtime •Auditor Risk Assessment •Quarterly Audit Status Report June •Review of Proposed Amendments to Seismic Risk Mitigation Ordinance •Present to Policy and Services an analysis related to anti-rent gouging and forward Committee recommendations to the City Council. •(other items carried forward from April or May) July – No meeting; Council break August •Tentative: Auditor Report •Legislative Update (State and Federal) September •Tentative: Auditor Report •Review RFI/P solicitation related to Housing Element Program 1.4A October 29 •Tentative: Auditor Report November 19 •Legislative Agenda and Guidelines; and Brief Legislative update •Tentative: Nonprofit workplan •2027 City Council Priorities Discussion (focused on process, the retreat and submitted ideas) December 9 •Tentative: Auditor report •No Procedures & Protocols Handbook Discussion (every other year and this is an off year) •Informational: Report out on Status of Committee Referrals Items removed: •Referral (2024): Policy & Services to review and make recommendations for any initiatives to support and strengthen neighborhood programs (linked to discussions in 2021) Removed from referral list at Dec. 9, 2025 P&S Meeting 1 as the spirit of the referral has been accomplished 1 P&S Discussion, December 9, 2025, Item #5, Link: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=16351 Item 11 Attachment E - Policy Services Committee Workplan Item 11: Staff Report Pg. 22 Packet Pg. 203 of 291 City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA I www.paloalto.gov – February 2026 Referrals from February 9, 2026: 1. Refer to staff and subsequently the Policy & Services Committee for a recommendation to the full City Council on the permissible and recommended practices relating to an item going to more than one standing committee when appropriate (Procedures Section 1.2(a)2). 2. Refer to staff to return with recommended language regarding if staff should provide briefings, respond to Councilmember questions, collaborate with Councilmembers to support City Council representatives on regional bodies. (Not required to come to P&S, but could if needed) 3. Refer to staff and return to Council on the use of verbatim transcripts for PTC and UAC Board minutes using AI. (Not required to come to P&S, but could if needed) Further Work Requested Related to these Referrals: 1. Discussion of the Creation of the Advisory Committee regarding Council Compensation (Previous Committee action completed. P&S Committee requested on Dec. 9, 2025 to keep this item on the list to bring back) 2. Initial Discussion Regarding Potential New Procedure for Councilmembers Referrals to Staff Item 11 Attachment E - Policy Services Committee Workplan Item 11: Staff Report Pg. 23 Packet Pg. 204 of 291 City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org ATTACHMENT F FINANCE COMMITTEE TENTATIVE TOPICS CALENDAR 2026 As of January 30, 2026 The Municipal Code states that the role of the Council Finance Committee is to consider and make recommendations on matters referred to it by the Council relating to finance, budget, financial audits, capital planning and debt. (§2.04.210). See the end of the document for information on the completed 2025 referrals as well as the outstanding and on hold referrals to date. January (6th) (Special Meeting) Update and Adoption of the Investment Policy (to be done by June 30 per code) Mayor appoints Committee and designates Chair; usually no FC meeting February (3rd & 17th) Feb 3 ‐‐ No Meeting, City Council meetings schedules for January impacts March (3rd & 17th) Utilities Advisory Commission Rate Forecasts and Five‐Year Financial Plans: Water, Wastewater Collection Storm Water Management Fee April (7th & 21st) Utilities Advisory Commission Rate Forecasts and Five‐Year Financial Plans: Gas, Electric. Planning & Development Services ‐ Electrification State caps & fee subsidies City Fee Updates (various) Grid Mod Financing (Tentative) May (5th, 6th, & 19th) Annual Budget Review: Operating and Five‐year Capital Improvement Plan Alternative meeting times (9:00am – 5:00pm) May 5 and May 6 Including Nonprofit Partnership Workplan Phase I funding June (2nd & 16th) Third Quarter Fiscal Year 2025 Financial Report July No meeting; Council Break Item 11 Attachment F - Finance Committee Workplan Item 11: Staff Report Pg. 24 Packet Pg. 205 of 291 Finance Committee Tentative Topics, Calendar 2026 As of January 2026 August Grid modernization financing September Accept California Public Employees’ Retirement System (CalPERS) Pension Annual Valuation. Reports as of June 30, 2024. Retiree Benefit Policy – review and update, if necessary. October November Informational: Report out on Status of Committee Referrals Discussion and Recommendation to the City Council to Accept the Macias Gini & O'Connell's Audit of the City of Palo Alto's Financial Statements as of June 30, 2026 and Management Letter Discussion and Recommendation to Approve the Fiscal Year (FY) 2026 Annual Comprehensive Financial Report (ACFR) and Approve Budget Amendments in Various Funds December Review and Forward the FY 2028 ‐ FY 2037 Long Range Financial Forecast First Quarter Fiscal Year 2026 Financial Report Preliminary Utility Rate Forecast Review Referred Topics: A full report on the status of Finance Committee referrals and the status can be found on Item 2 on the November 18, 2025 agenda1. Completed Referrals 1) Planning and Development Services Fee Study and Update 2) Parking Permits Pricing and Parking Permit Funds Financial Status. [scheduled for Council consideration Spring 2026] 3) Ability Path financial support [addressed in FY 2025 Mid‐Year Report] 4) Fire Emergency Medical Response Fee Analysis and Update. 5) Fire Emergency Medical Reponses; Supplemental Resources – Approved 12‐Hour Peak Ambulance with Single Role Staff (Implementation in 2026) 6) Active Recruitment Digital Marketing Services (Contract Services) – Staff discontinued request due to financial situation, available workforce due to layoffs (federal level and local tech) and limitations on digital marketing into the hard to recruit industries. 1 https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=16320 Item 11 Attachment F - Finance Committee Workplan Item 11: Staff Report Pg. 25 Packet Pg. 206 of 291 Finance Committee Tentative Topics, Calendar 2026 As of January 2026 7) Establish Organizational Development & Safety Division – Without adding headcount, Staff created a merged division of organizational development and HRIS to support. 8) Explore financial, outreach, and policy processes for adding East Palo Alto to resident rates for the golf course – East Palo Alto added to resident rates for golf course, effective July 1, 2025. In Progress/Pending Referrals: 9) Review Parks Restroom Prioritization; Specifically, Pardee Park – Incorporated into FY22026 CIP that was approved by Council on June 16, 2025, CIP PG‐19000 anticipated to begin mid‐ 2026. 10) Increasing Revenue‐ Generating CSD Programming to Meet Demand\Cost recovery policy 100% ‐‐ Further analysis and review in Spring 2026 11) Cost Recovery Policy – Update to include new 100% Category ‐ Spring 2026 12) Update Fee Cost Recovery Category for current fee cost categories – update fee categories and fees as a part of budget development – Spring 2026 13) Risk Mgt, General Liability and Insurance – Update Council on risk management, safety policies and risk transfer and claim analysis and mitigation strategies – going to Council February 2026 Item 11 Attachment F - Finance Committee Workplan Item 11: Staff Report Pg. 26 Packet Pg. 207 of 291 1 0 5 8 1 City of Palo Alto - 2026 City Council Priorities At the January 24, 2026 meeting, the Palo Alto City Council reached consensus on adopting a 2026 Economic Development priority titled, “Enhance Business Vibrancy.” The City Council acknowledges the importance of Economic Development and the intersection between a healthy local economy and the City’s long-term fiscal sustainability. The City of Palo Alto continues to build from the current Economic Development Strategy to achieve the City Council’s goals and priorities. Economic Development is taking a proactive approach to advocating for Palo Alto’s business and entrepreneurial ecosystem that is reflective of the population it serves. Economic Development is a concerted effort by the City of Palo Alto’s City Council to ensure that the business climate is healthy. As such, the Economic Development team recommends that the Economic Development Ad Hoc Committee (formerly Retail Ad Hoc Committee) and City Council proceed with a formal Business Retention, Expansion, and Attraction (BRE/A) Strategy. A Business Retention, Expansion, and Attraction (BRE/A) Strategy will formalize Economic Development’s Work Plan for calendar year 2026. A BRE/A Strategy consists of identifying key industries for retention, expansion, and attraction, proactive business engagement to build strategic partnerships, determining areas where the City of Palo Alto can gain a competitive advantage, and providing support for a favorable business environment that can lead to increased employment opportunities and overall economic prosperity. The BRE/A Strategy will result in preserving and enhancing the local business climate to ensure the City is fiscally stable to provide essential services that the Palo Alto community deserves. The BRE/A Strategy includes two tactical categories: Enhance Business Vibrancy and Engagement and Promotions. While two 2026 City Council priority objectives are included in the BRE/A such as #29 to develop a formal business retention, expansion, and attraction program and #34 focused on activation activities and events, other key components include strengthening the tax base, developing a competitive advantage, real estate assets, business and community engagement, and promotions and marketing. Performance Metrics are specific, measurable, achievable, relevant, and timely. Item 11 Attachment G - Draft BREA Strategy Item 11: Staff Report Pg. 27 Packet Pg. 208 of 291 1 0 5 8 1 Business Retention, Expansion and Attraction (BRE/A) Strategy – Enhancing Business Vibrancy is a 2026 City Council priority and includes priorities #29 and #34. Strengthening the Tax Base o Sales tax, property tax, and transient occupancy tax revenue bases - Establish a formal Corporate Visitation Program. Review quarterly data for sales/transient occupancy tax revenues and bi-annually for property tax revenues to identify and respond to changing trends. Performance Metric: Convene up to five of the top twenty-five sales tax generators by the end of 2026 with the goal of retaining businesses that enhance the City’s long-term fiscal sustainability on a quarterly basis. o New Investment Opportunities - Encourage new investments that create economic impact, multiplier effects and sales tax revenue. Performance Metric: Staff will explore financial and non-financial incentives and develop a list to support, retain, and grow business opportunities to drive economic vitality by Quarter 3 2026, and present to the Economic Development Ad Hoc Committee for review and feedback. Competitive Advantage o Venture Capital, Incubators, and Accelerators - IDA Ireland, Japan Innovation Campus (JIC), Consulate General and Innovation Centre Denmark, Nordic Innovation House, Flanders Investment and Trade (FIT), The Hive, Archimedes Labs, StartX, Venture Dock, etc. Performance Metric: Meet with at least four Venture Capital investment firms, incubators, and accelerators to develop foreign direct investment (FDI) opportunities and continue to cultivate the innovation and entrepreneurial ecosystem by the end of calendar year 2026. o Business Technical Assistance - Performance Metric: Partner with the Silicon Valley Small Business Development Center (SV SBDC), Small Business Administration (SBA), SCORE, Chamber of Commerce, etc. to host two small business (live and virtual) training workshops in 2026. Real Estate Assets o Real Estate Network - Property Owners, Real Estate Brokerage, Property Managers, and Development Community Network to foment relationships to fill vacant spaces and attract a mix of retail, office, and industrial businesses to enhance diversity of businesses for a broader customer base. Performance Metric: Economic Development will host a Real Estate Broker roundtable by Quarter 4 2026 to learn about new opportunities, market trends, new uses, permit processes, and align development efforts with market needs. Item 11 Attachment G - Draft BREA Strategy Item 11: Staff Report Pg. 28 Packet Pg. 209 of 291 1 0 5 8 1 o City Real Estate Assets – Leverage City’s real estate assets for revenue generation. Performance Metric: Economic Development will execute a lease with Nobu for the use of 20 valet services parking spaces in Parking Lot Q by April 2026 to generate new revenues for the City. Engagement and Promotions Business and Community Engagement o Public-Private Partnerships - Engagement fosters trust and collaboration, allowing for effective partnerships that leverage resources for community projects - Performance Metric: Economic Development will promote the Retail Vibrancy Ordinance reflecting flexibility in land use/zoning to the real estate network starting in Quarter 2, and establish two office hour events on California Avenue and Downtown for additional business and community engagement opportunities by Quarter 3 2026. o Open Container Resolution and Entertainment Zone - Performance Metric: Economic Development will present to the Economic Development Ad Hoc Committee to obtain a recommendation for the City Council’s consideration of a California Avenue Entertainment Zone Ordinance in April/May 2026. Promotions and Marketing o 2026 Activities and Events - Performance Metric: Economic Development will partner with businesses, Palo Alto Recreation Foundation, and Chamber on at least 3 California Avenue activities (3rdThursday/FIFA World Cup) and promote the hospitality sector (digital/print) during the 2026 sporting events (March Madness Tournament/FIFA World Cup) from March through July 2026. The BRE/A Strategy is bounded by two strategic categories: Enhance Business Vibrancy and Engagement and Promotions. The two categories are supported by nine new Economic Development focused implementation actions for calendar year 2026. Economic Development staff will continue to lead, co-lead, and/or monitor 2025 City Council priority projects currently underway including: #30 Retail Vibrancy Ordinance, #31 California Avenue Signage, and #33 California Avenue Outdoor Activation Guidelines. Economic Development staff recommends suspending #35 Car-free street improvements on Ramona Street. And, obtain City Council feedback on whether to proceed with #39 California Avenue Design and Funding given that lack of financial resources and to directly focus on the aforementioned 2025 on-going projects and the new BRE/A Strategy. Item 11 Attachment G - Draft BREA Strategy Item 11: Staff Report Pg. 29 Packet Pg. 210 of 291 1 0 5 8 1 The BRE/A Strategy lays a foundation for creating a vibrant, resilient, inclusive, and diversified economic future. Notwithstanding, the BRE/A Strategy highlights the need for a future Economic Development Strategy that serves as a policy document that will guide the City of Palo Alto’s economic development activities for a designated period. Should the City Council consider a new Economic Development Strategy, it would align with the City’s Comprehensive Plan and the Economic Development Element, Sustainability and Climate Action Plan (S/CAP), and other City policy documents. A new Economic Development Strategy will serve as Palo Alto’s road map to grow and diversify the local economy, support businesses and workers, and improve the quality of life for Palo Altans. Item 11 Attachment G - Draft BREA Strategy Item 11: Staff Report Pg. 30 Packet Pg. 211 of 291 City Council Staff Report From: City Manager Report Type: INFORMATION REPORTS Lead Department: City Manager Meeting Date: March 9, 2026 Report #:2512-5589 TITLE Informational Report: Report from the National Policing Institute Regarding Palo Alto's RIPA Data (Racial and Identity Profiling Act of 2015); CEQA – Not a Project RECOMMENDATION Staff recommends that the City Council accept this informational report containing the report from the National Policing Institute regarding Palo Alto’s Racial and Identity Profiling Act of 2015 (RIPA) data as well as information from City staff as context related to the report. BACKGROUND Assembly Bill 953, the Racial and Identity Profiling Act of 2015 (RIPA), requires all California law enforcement agencies to collect specific information on certain types of police contacts (detentions and contacts during which a person is searched). It also requires that this data be reported to the California Department of Justice (DOJ) and publicly shared. RIPA also requires the Attorney General to issue regulations for the collection and reporting of this stop data (statewide). (Gov. Code, § 12525.5, subd. (e)). The implementation timeline for law enforcement agencies varied based on the number of sworn officers employed by the agencies. The first wave of agencies required to start data collection were those with 1,000 or more officers; this data collection began mid-2018. The second wave of agencies, with 500-999 officers started data collection in January 2020. The third wave of agencies, with 250-499 officers started data collection in January 2021. The last wave of agencies, with fewer than 250 officers, started data collection in January 2022. Palo Alto was in the fourth wave of agencies for implementation and began the first year of RIPA data collection, per state law, in 2022. Thus, the data shared with the National Policing Institute (NPI) for analysis was the full year data of 2022 and 2023, both of which were also publicly available on the City’s RIPA data dashboard. The City’s RIPA dashboard published the first round of data in 2023. The information in the dashboard has been available for public review through an interactive RIPA data dashboard Item A Item A Staff Report Item A: Staff Report Pg. 1 Packet Pg. 212 of 291 that display that same data by applying user-defined filters. In addition to the data dashboard, the public can also download the raw data. The dashboard is one of the only RIPA data dashboards among nearby law enforcement agencies. Cultivating Experiences and Appreciation Fostering a Welcoming Environment Applying an Equity Lens: Strategic Review of the Organization through an Equity Lens Item A Item A Staff Report Item A: Staff Report Pg. 2 Packet Pg. 213 of 291 ANALYSIS Palo Alto’s RIPA data is entered by officers at the completion of their interaction with the person/contact. The data required to be collected includes: The date, time, duration, and location of the stop Information about the stopped person, as perceived by the officer: Race or ethnicity Gender Age If the officer perceived the person to be LGBT[QIA+] If the officer perceived the person as having limited or no English fluency If the officer perceived the person as having a disability The reason for the stop If the stop was made in response to a call for service Actions taken by the officer during the stop The basis for any search and if property was seized If any contraband or evidence was discovered The result of the stop The officer's unique identification number, years of experience at the time of the stop, and assignment at the time of the stop At the end of each calendar year, Palo Alto staff compile the data and submit it for review to the California Department of Justice for certification. Upon certification of the data, the City uploads the data to the City’s website and makes it available on the City’s RIPA Dashboard. The City asked NPI to work collaboratively with the City to assist in understanding the context of police encounters with members of the public during stops and to advise the City on the interpretation and policy implications of RIPA data from analysis findings. The City also asked NPI to examine the public dashboard and to recommend any enhancements. The key findings in the report, found on report pages 34-36 in more detail, are: - Expand and improve data collection - Implement ongoing trend monitoring - Improve the utility of the RIPA Dashboard - Integrate officer and community perspectives Regarding the Dashboard, the key findings are: - Clean and pre-process data before publication - Enhance visualizations and functionality - Expand methodological documentation The recommendations related to the Dashboard are intended to improve the Dashboard usefulness and functionality. As stated in the Police Department responses (Attachment B), the Item A Item A Staff Report Item A: Staff Report Pg. 3 Packet Pg. 214 of 291 Police Department will seek to implement some aspects of these recommendations. It is noteworthy that the NPI report references the Dashboard as a compliance tool for State law. However, the State RIPA requirement is for an agency to collect the data, report it to DOJ, and then make the data publicly available. The Palo Alto Dashboard goes beyond State RIPA data requirements by having a publicly available interactive data dashboard. Of all the cities in the State, Palo Alto is one of the few cities with a dashboard and is one of the smallest cities with a dashboard. The Dashboard recommendations are suggestions to make the existing dashboard more user friendly and better able to assist individuals that are seeking to interact with the data differently. The Police Department will continue to improve the Dashboard as resources allow. Attachment A and responses from the Palo Alto Police Department regarding the recommendations and key findings are in Attachment B. In addition to those responses, staff also wanted to provide some additional information below as considerations when reviewing the report. Next Steps: FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT Item A Item A Staff Report Item A: Staff Report Pg. 4 Packet Pg. 215 of 291 ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item A Item A Staff Report Item A: Staff Report Pg. 5 Packet Pg. 216 of 291 AN ANALYSIS OF POLICE STOP DATA Prepared for the City of Palo Alto, California January 2026 Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 6 Packet Pg. 217 of 291 This project was supported by Grant No. 15 PBJA - 21 - GK - 04011 - JAGT awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the U.S. Department of Justice’ s Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the SMART Office. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U. S. Department of Justice. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 7 Packet Pg. 218 of 291 ABOUT THE KNOWLEDGE LAB The Knowledge Lab is a trusted resource for law enforcement and the communities they serve. It supports public safety by identifying and disseminating fair and effective policing practices and technical assistance. The Knowledge Lab collaborates with stakeholder organizations, researchers, and agencies to leverage and share resources and guidance already developed within these professional networks and works to create resources where they are needed. Learn more about the Knowledge Lab at www.leknowledgelab.org. ABOUT NPI The National Policing Institute (NPI) is an independent, nonpartisan, nonprofit research and training institute committed to addressing policing’s most complex challenges through evidence-informed, innovative solutions. By translating research and lessons learned into practice, NPI assists law enforcement organizations in adopting and adapting the most effective programs, resources, and tools available to serve their communities. Learn more at www.policinginstitute.org. ABOUT PALO ALTO POLICE DEPARTMENT The Palo Alto Police Department (PAPD) serves a diverse and engaged community of approximately 68,000 residents covering 24 square miles in the heart of Silicon Valley. The department’s jurisdiction includes residential neighborhoods, a dynamic downtown business district, Stanford University, and several major transit corridors. PAPD has 150 employees and provides a full range of law enforcement services, including patrol, investigations, traffic enforcement, and community policing initiatives. AUTHOR ACKNOWLEDGEMENT This report was written by Colby Dolly, Ph.D., Director of Science & Innovation; Ryan Fisher, Ph.D., Senior Research Manager; Sarah Lawrence, Senior Program Manager; Jie Gao, Research Data Scientist; and Murat Yildirim, M.S., Research Data Manager, at the National Policing Institute. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 8 Packet Pg. 219 of 291 TABLE OF CONTENTS ABOUT THE KNOWLEDGE LAB 2 ABOUT NPI 2 ABOUT PALO ALTO POLICE DEPARTMENT 2 AUTHOR ACKNOWLEDGEMENT 2 INTRODUCTION 1 DATA AND METHODOLOGY 1 RIPA DATA 1 PAPD DATA ANALYSIS RESULTS 7 PAPD STOP PATTERNS 7 SUMMARY OF FINDINGS 33 RECOMMENDATIONS 34 REFERENCES 37 APPENDIX A: RE-CLASSIFYING PAPD RIPA CODES 38 Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 9 Packet Pg. 220 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 1 INTRODUCTION The City of Palo Alto requested assistance from the Law Enforcement Knowledge Lab (the Lab) to analyze their Racial and Identity Profiling Act (RIPA) data and public dashboard, including analyzing stop patterns throughout the city. Data collected by the Palo Alto Police Department (PAPD) from 2022 to 2023 under California’s state-mandated RIPA were analyzed by the Lab’s research team. The PAPD serves a diverse community of approximately 68,000 residents, encompassing residential neighborhoods, Stanford University, and several major commercial corridors. As part of statewide efforts to promote transparency and accountability in policing, the department routinely records detailed information on stops, including demographic details, reasons for stops, searches conducted, and stop outcomes. The City was interested in questions related to when, where, and how stops were occurring. The primary goal of this work was to support the PAPD in assessing and strengthening its collection, analysis, and presentation of stop data reported under RIPA. PAPD asked the Knowledge Lab for a detailed audit of the department’s stop records, a comprehensive analysis of stop patterns, and an evaluation of the public-facing dashboard. The project aimed to help the City, including the Police Department and its stakeholders, better understand how this data can be interpreted, identify appropriate benchmarks, and provide clear, recommendations to improve the quality, transparency, and utility of stop data moving forward. The analysis employed descriptive and inferential statistics to identify patterns in Palo Alto’s stops. Specifically, PAPD asked the Knowledge Lab to examine the frequency of stops by time of day, geographic mapping of stops by street and police beat, and evaluating differences in stop reasons and outcomes by race and ethnicity. A veil of darkness analysis—commonly used to detect potential racial disparities in policing—was conducted to explore whether stop likelihood varied by time of day. The approach is useful in identifying potential racial disparities but in and of itself does not conclusively explain why disparities are present. . By systematically examining PAPD stop patterns and characteristics, the report aims to highlight trends, inform policy discussions, and support ongoing efforts to evaluate equitable policing practices that emphasize public safety. While this analysis does not make causal determinations, it identifies areas where further review may be warranted based on observed disparities or enforcement patterns. DATA AND METHODOLOGY RIPA Data Under the Racial and Identity Profiling Act (RIPA) of 2015, California law enforcement agencies are required to collect information on certain types of police contacts, including detentions and contacts during which a person is searched. The data items collected include: Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 10 Packet Pg. 221 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 2 • Date, time, duration, and location of the stop • Demographic Information about the stopped person, as perceived by the officer: • Race or ethnicity • Gender • Age • If the officer perceived the person to be LGBT • If the officer perceived the person as having limited or no English fluency • If the officer perceived the person as having a disability • Reason for the stop • If the stop was made in response to a call for service • Actions taken by the officer during the stop • Basis for any search and if property was seized • If any contraband or evidence was discovered • Result of the stop • Officer's unique identification number, years of experience at the time of the stop, and assignment at the time of the stop DATA CLEANING AND PREPARATION Stop Data The PAPD provided the Lab’s research team with two RIPA data files (submitted to and verified by the California Department of Justice) for 2022 and 2023 reported stops. This data includes traffic and pedestrian stops made by the PAPD, either as a result of officer-initiated activity or a call for service. The files were merged to create a master stops file that included 10,509 records with 170 fields. Of these 10,509, over 83% resulted from officer-initiated activity (8,686). The initial data files were provided at the stop level and included instances where multiple people were present for a single stop. The Lab’s research team created two files for the analysis: a stop- level file and an individual-level file. This allowed researchers to examine stops without double- counting incidents for which more than one person was present and examine the demographics of individuals involved in stops. As part of the data cleaning process, the perceived race and ethnicity of stopped individuals needed to be recoded since it was a multiple-selection field (allowing officers to record multiple race or ethnicity categories per individual). The Lab research team used the race and ethnicity coding structure that the California RIPA Board reports have been using in their reporting. Thus, when an individual was recorded with multiple race and ethnicity designations, that individual was coded as “multi-racial” (219 total records). All other race and ethnicity codes were single- selection, and this is reflected in the race and ethnicity analyses presented below (with the exception of six missing race and ethnicity records). Preliminary analyses indicated that several racial and ethnic groups (e.g., Multi-racial, Native American, Pacific Islander, Unknown) represented fewer than 5% of total stops. Due to these groups’ limited representation, and to maintain clarity and interpretability in visualizations and analyses throughout this report, these categories have not been included in detailed figures and tables. Their overall representation and counts are provided below for transparency. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 11 Packet Pg. 222 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 3 Table 1- Race and Ethnicity Stop Counts (2022 to 2023) Race and Ethnicity Number of Stops Percentage White 3423 32.57% Hispanic 3289 31.30% Black 1262 12.01% Asian 1232 11.72% Middle Eastern/South Asian 826 7.86% Other 1 252 2.40% Multi -racial 219 2.08% Missing 6 0.06% Additional data fields allowed for multiple selections, including the actions taken and stop results fields, which required cleaning and preparation for analysis. As the multiple selections were all included in a single field and separated by commas, recoding was done to make the data usable for analysis. The Lab research team separated each value to create two different variable types for each field: a hierarchical variable code and a series of dichotomous variables to capture each code associated with the recorded activity. The hierarchical classifications created by the Lab research team are in Appendix A. The recoding process involved classifying officer stop actions and results of stops by severity, with the most serious types superseding all others regardless of the number of codes present. For example, if both a chemical spray was used and a person was searched during the stop, then chemical spray was recorded as the most severe action taken during that stop, being “Use of Non-Lethal Force” for our analyses. For ease of analysis moving forward, the PAPD should explore the feasibility of fixing this multi-response issue by allowing 1 This includes individuals coded as Native American, Pacific Islander, or Unknown. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 12 Packet Pg. 223 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 4 D ES C R I P T I V E A N A LY S I S each response to be its own field. This will provide analytical clarity for any analyses moving forward and aid with interpretation and transparency in the public dashboard. These classifications were developed using a combination of legal reasoning, use-of-force policy frameworks, and empirical logic. Each action code was assigned to a broader category reflecting its relative severity, intrusiveness, or impact on individual liberty, informed by nationally recognized frameworks such as the National Institute of Justice (NIJ) use-of-force continuum and guiding principles from the Police Executive Research Forum (PERF). Actions involving physical control, weapon use, or evidence collection were assigned higher severity. The stop result hierarchy reflects the legal weight and practical consequences of each outcome for the stopped individuals (e.g., arrests involve the deprivation of liberty and are subject to the highest level of legal scrutiny vs. a warning or infraction). The classification also aligns with standard reporting and accountability frameworks used by state agencies and civil rights organizations to monitor law enforcement outcomes. These hierarchical frameworks are intended to support descriptive comparisons and statistical modeling by capturing the escalating legal, physical, or procedural implications of officer decisions. While the categorizations required subjective judgment, they were refined in consultation with agency partners to ensure they accurately reflect officer behavior. Spatial Data The PAPD provided beats, reporting districts, and neighborhood shapefiles. The RIPA stop data were geocoded using the PAPD-provided address location fields and spatially joined with beats, reporting districts, and neighborhood shapefiles. The address field in the RIPA data was typically represented at the hundred-block level, masking some location specificity. While valuable for identifying broad patterns, analyses using hundred-block address aggregation can create artificial clustering effects. Understandably, officers may need to identify the closest intersection or point of interest during some stops. However, this does lead to multiple stops being clustered at specific points and obscuring some of the micro-differences that more precise location reporting would provide. Recognizing this issue, the research team created additional spatial datasets to try and disentangle this issue and better represent the clustering of stop activity. This data collection issue and its implications for analysis are discussed further in the spatiotemporal analysis methodology section below. Methodology To better understand police enforcement actions and their impact on disparities, the first step is to describe the available data and examine its patterns and trends. Descriptive analysis involves summarizing outcome data to provide a clear and concise overview of key characteristics and patterns within a dataset, allowing for insights into the data's central tendencies, variability, and distribution (Witte and Witte, 2017). Descriptive analyses, including crosstabulations, help facilitate understanding of basic patterns and distributions in the data and cannot be used to explain or Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 13 Packet Pg. 224 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 5 P A P D R I P A D A T A D A S H BOA R D R E V I E W V E IL O F D A R K N E S S A N A L Y S IS predict trends. Such analyses are typically a precursor to more complex statistical techniques (Shadish et al., 2002; Witte and Witte, 2017). In addition to the quantitative analysis of stop data, the project team conducted a focused review of the department’s public-facing RIPA dashboard. This review assessed the dashboard’s structure, content accuracy, user navigation, and visual presentation. The team evaluated how effectively the dashboard communicated stop data trends to different audiences and compared its design and functionality against similar tools used by peer agencies. Findings from this assessment informed a set of targeted recommendations aimed at enhancing the dashboard’s clarity, accessibility, and utility for both public transparency and internal decision-making. The veil of darkness technique, developed by Grogger and Ridgeway (2006), tests for potential racial and ethnic bias in vehicle stops by exploiting variations in natural lighting conditions. This method compares the racial distribution of vehicle stops made during daylight versus in darkness during the "inter-twilight period"—times of day that are light during certain parts of the year and dark during others due to seasonal variation in sunset times. The underlying logic is that if officers use race in stop decisions, this behavior would be more difficult during darkness when drivers' race is less visible, leading to different racial distributions between daylight and darkness stops made during the same clock times. The implementation of the veil of darkness test involves several key analytical steps. First, the appropriate inter-twilight window based on local sunset times throughout the year is identified. This typically includes those evening hours transitioning between light and dark as seasons change. Next, stops within this window are coded for lighting conditions based on precise sunset times for each date. Finally, a statistical analysis (typically logistic regression) compares the odds of non-white drivers being stopped during daylight versus darkness while controlling for location, day of week, and seasonal patterns. The primary output of the analysis is an odds ratio that quantifies the relationship between lighting conditions and the racial distribution of stops. An odds ratio greater than 1.0 indicates that non-white drivers are likelier to be stopped during daylight hours, potentially suggesting bias in stop decisions. Conversely, a ratio of less than 1.0 indicates that non-white drivers are more likely to be stopped during darkness. The statistical significance of these ratios helps determine whether observed differences reflect systematic patterns rather than random variation. While the veil of darkness test represents a methodologically rigorous approach to analyzing potential bias, it relies on several key assumptions to consider when interpreting results. The method assumes that driving patterns by race and ethnicity remain consistent between daylight and darkness during comparable clock times and that the visibility of the driver by officers is the primary factor that changes between lighting conditions. Similarly, this analysis assumes that officers do not consider the condition or type of vehicle as a proxy for race (Baumgartner et al., Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 14 Packet Pg. 225 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 6 S P A T IO T E MP O R A L A N A L Y S IS AN OVERVIEW OF THE RESEARCH 2017). Additionally, the analysis is limited to vehicle stops during inter-twilight, which may not represent patterns and practices in all enforcement activity. Furthermore, the increased presence of artificial lighting in some areas may reduce the distinction between daylight and nighttime conditions. Despite these limitations, the veil of darkness technique provides valuable insights by controlling for many confounding factors that complicate other approaches to measuring enforcement disparities. A series of geographic and time-of-day analyses examined the geographic and hourly patterns in officially recorded PAPD stops. First, all PAPD-provided official data sources that included addresses or latitude and longitude coordinates were geocoded to their nearest street segment using ArcGIS Pro, a geographical analysis software system. The geocoding results consistently demonstrated a hit rate of over 90%, well above the established standard of 85% (Chainey and Ratcliffe, 2005). Spatial data was analyzed using ArcGIS Pro to create density and heat maps to examine associations among PAPD activity datasets and the underlying environment.2 Administrative datasets that included incident time information were rounded to the nearest hour in a 24-hour period and visualized using radar plots to examine what times of day had the highest number of events to examine differences across police activity and racial and ethnic groups. 2 Due to the PAPD's reporting methods for location data, addresses are typically recorded at the hundred-block level (e.g., 1200 Main St rather than 1234 Main St.), which can create artificial hot spots of data as slightly different addresses may all be classified into a single point. Thus, an additional analytical step was taken to join all geocoded event points to Palo Alto street segments and then calculate the density of police activity per the street segment length to better approximate and visualize official police activity at the street segment level. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 15 Packet Pg. 226 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 7 PAPD DATA ANALYSIS RESULTS The Lab research team’s findings are presented below. They begin with descriptive statistics and then present the more sophisticated approaches discussed above. PAPD Stop Patterns PAPD’s monthly stops from January 2022 through December 2023 were examined, as shown below in Figure 1, revealing fluctuations in enforcement activity over time. During this time period, the number of monthly stops averaged 438 per month. The number of stops remained relatively stable for much of 2022 before increasing sharply in late 2022 and early 2023. The highest number of stops occurred in March 2023, with 686 recorded stops. After this peak, stop frequency declined throughout the remainder of 2023. Ridgeway, 2006; Smith et al., 2017; 2021). However, these advanced techniques often Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 16 Packet Pg. 227 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 8 Figure 1- PAPD Monthly Stops (January 2022 to December 2023) Figure 2 shows stop patterns by racial and ethnic groups. The trends for these groups followed a general overall pattern, with an apparent increase in stops leading up to early 2023, peaking in March/April of 2023 and followed by a decline to roughly 100 monthly stops. Stops of individuals perceived as Black, Asian, and Middle Eastern/South Asian remained lower in absolute numbers and exhibited less pronounced fluctuations over time. The data suggest that the overall volume of stops and their distribution by race changed over time in ways that may be relevant for further examination. The period of increased stops in early 2023 and the subsequent decline may warrant a closer review to understand what factors coincided with these shifts. The department might consider examining whether the increased stop activity in early 2023 corresponds with specific enforcement initiatives, shifts in policing priorities, seasonal variations in community activity, or changes in staffing and resource deployment. Additional data, such as calls-for-service, crime incident reports, community events calendars, or officer deployment schedules, could be integrated into analyses to better contextualize these patterns. Linking stop data to other operational datasets would enable the department to determine whether these trends align with specific operational decisions or community dynamics, providing a deeper understanding of the observed fluctuations in enforcement activity. In addition, qualitative research via interviews or focus groups with PAPD staff and community members may reveal other critical contextual factors that may have impacted these patterns. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 17 Packet Pg. 228 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 9 Figure 2- PAPD Monthly Stops by Race/Ethnicity (January 2022 to December 2023) Figure 3 presents stops by police beat for 2022 and 2023. Beat 2 recorded the highest number of stops in both years and increased from 1,908 in 2022 to 2,636 in 2023, a 38% increase. Beat 3 also experienced an increase between 2022 and 2023, with stops increasing from 753 to 1,378, an 83% increase year over year. Beats 1 and 4 were relatively more stable, with Beat 1 increasing 9% from 860 to 936 stops, and Beat 4 decreasing 6% from 548 to 515. These differences suggest enhanced enforcement activity between 2022 and 2023 in Beats 2 and 3 but not in Beats 1 and 4. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 18 Packet Pg. 229 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 10 Figure 3- PAPD Stops by Police Beat (2022 vs. 2023) Figure 4 examines stop patterns by police beat and perceived race and ethnicity3. Across all beats and both years, individuals perceived as white or Hispanic experienced the highest number of stops. In Beat 2, the number of stops increased notably for nearly all racial and ethnic groups: stops of white individuals rose from 616 in 2022 to 832 in 2023 (a 35% increase); Hispanic individuals increased 40% from 604 to 844; Asian individuals from 149 to 326 (119% increase); and Middle Eastern/South Asian individuals from 130 to 251 (93% increase). Interestingly, stops of Black individuals in Beat 2 remained stable (290 to 292) across both years. In Beat 3, there were substantial increases in stops across all racial and ethnic groups, particularly for Asian and Middle Eastern/South Asians, which more than doubled with a 177% and 105% increase, respectively. In contrast, white (72%), Hispanic (87%), and Black (58% ) stops rose more moderately. The sharp increases in stop volume in Beats 2 and 3 may benefit from further exploration. In contrast, the relative stability or decline in Beats 1 and 4 suggests that there may be important contextual differences between the increasing and decreasing beats. Further examining these geographic differences could provide additional insight into the factors influencing stop distribution across Palo Alto (e.g., specific land uses, crime and call-for-service data, or PAPD enforcement priorities). It should be noted that these could also result from changes in reporting 3 Use caution when comparing across racial and ethnic groups, as each has a slightly different maximum value on the y-axis. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 19 Packet Pg. 230 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 11 practices between the two years and that additional years of data may display more stable trends moving forward. Figure 4- PAPD Stops by Police Beat and Race/Ethnicity (2022 vs. 2023) Figure 5 presents the reasons for stops and reveals that traffic violations accounted for the majority of stops, with 7,712 recorded instances (74%). The second most common reason was reasonable suspicion that an individual was engaged in criminal activity, which accounted for 1,848 stops. Stops for traffic violations occurred at more than four times the rate of the next highest category—stops based on reasonable suspicion of criminal activity (a ratio of just over 4:1). Stops related to outstanding arrest warrants was the next most common type at 489 stops, followed by consensual encounters (331 stops). Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 20 Packet Pg. 231 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 12 Figure 5- PAPD Stops by Reason Provided (2022 to 2023) Figure 6 shows the two most frequent stop reasons by perceived race and ethnicity, revealing notable differences in the distribution of stops across demographic groups. The chart on the left shows that stops for traffic violations were most frequently associated with individuals perceived as Hispanic (34.2%) and white (31.3%), followed by Asian (14.6%), Black (10.3%), and Middle Eastern/South Asian (9.7%) individuals. The chart on the right shows a different distribution for stops based on reasonable suspicion of criminal activity. White individuals comprised the largest share (42.1%) of these stops, followed by Hispanic (28.4%) and Black (18.0%) individuals. Asian (7.1%) and Middle Eastern/South Asian (4.4%) individuals represented smaller proportions. These comparisons highlight differences in the racial and ethnic makeup of stops depending on the stated reason for the stop. To better understand what may be driving these differences, further analysis could examine whether geographic areas, types of encounters, or enforcement assignments are associated with each stop reason. An in-depth examination of these types of stops, specifically via case reports, interviews with officers, or analysis of additional administrative datasets (e.g., calls for service, suspect and victimization data), may provide additional insight into the causes of these patterns. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 21 Packet Pg. 232 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 13 Figure 6- PAPD Stops by Reason by Race/Ethnicity (2022 to 2023) PAPD Stop Outcomes STOP ACTIONS TAKEN BY RACE/ ETHNICITY 2022 -2024 An analysis of the most serious action undertaken during a stop is presented in Table 2. As mentioned in the methodology section, multiple actions could be taken within a stop, and actions were coded into a hierarchy of seriousness, with the most serious action being used (See Appendix A). The stop actions in Table 2 reveal that most stops resulted in no action being recorded, accounting for 7,525 of all stops across racial groups (excluding those in “Other” and “Multi-racial” categories). Notably, Asian (83.2%) and Middle Eastern (80.5%) individuals had the highest proportion of stops resulting in no action, while Black individuals had the lowest proportion at 60.3%. Among stops that did result in further action, detention and restraint was the most common type of action taken, occurring in 1,968 stops. Black individuals experienced the highest rate of detention and restraint (26.7%), compared to other groups, followed by white (19.7%), Hispanic (18.3%), Middle Eastern (14.0%), and Asian (13.4%) individuals. Search and seizure occurred in 682 stops, again disproportionately impacting Black individuals (9.6%) compared to white (7.6%), Hispanic (6.9%), Middle Eastern (2.7%), and Asian (1.9%) individuals. Other actions—including non- physical actions, firearm pointing, physical contact without force, and use of non-lethal force— occurred less frequently, with firearm pointing and use of non-lethal force being particularly rare. The observed differences in the proportion of stops leading to more intrusive outcomes, particularly detention and search activity among Black individuals, highlight areas where further exploration into enforcement practices and community interactions may be beneficial. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 22 Packet Pg. 233 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 14 Table 2- PAPD Actions Taken during Stop by Race/Ethnicity (2022 to 2023) Action Taken Stops Asian Black Hispanic Eastern White None 7,525 1,025 760 2,354 665 2,365 1,968 Search and Seizure 682 276 Firearm Pointing 18 15 7 Percentages denote the number of stops relative to the total number of stops in each group. STOP RESULTS BY RACE/ ETHNICITY More than half of the stops across these racial and ethnic groups (~57%4 during 2022 and 2023) resulted in no action or minimal intervention, including written and verbal warnings (see Table 3). Approximately 28% resulted in administrative actions, and 12% resulted in an arrest. Table 3 indicates that the distribution of stop results also varied by race. Again, stop results were re- classified into higher-order categories to provide clarity and improve analysis and interpretation5. Hispanic individuals (59.9%) and Middle Eastern individuals (58.7%) had the highest proportion of stops resulting in no action or minimal intervention, followed closely by Asian (55.4%), white (54.5%), and Black (53.6%) individuals. Administrative actions, which include citations and other formal processes, were more common among Asian individuals (36% of their stops) compared to different groups, followed by Middle Eastern (32%), white (27.2%), Hispanic (26.1%), and Black (20.8%) individuals. Arrests also occurred disproportionately among Black individuals (21.6%), compared to white (12.7%), Hispanic (12%), Middle Eastern (6.1%), and Asian (5.5%) individuals. The disparities in stops, particularly in relation to disparities seen in the actions taken during stops (e.g., firearm pointing, detention, and restraint) and the stop outcomes (e.g., arrests), highlight notable differences in the results of enforcement actions across demographic groups. The PAPD 4 Total stops for these five racial and ethnic groups equals 10,029, as it excludes the “Other” and “Multi-Racial” groups. Including those groups produced similar percentages. 5 212 stops were re-classified using the stop result hierarchy in Appendix A. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 23 Packet Pg. 234 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 15 may want to further investigate, monitor, and report these demographic trends to examine changes and patterns. Qualitative research, including interviews or focus groups with officers and community members, coupled with policy review, may provide additional context to these patterns. Additional administrative datasets could allow for more in-depth and complex statistical analysis, especially if the department could link stop data with calls for service, arrest, and crime data to include additional contextual information about the circumstances surrounding stops. Table 3- PAPD Stop Result by Race/Ethnicity (2022 to 2023) Stop Result Stops Asian Black Hispanic Eastern White No Action or Minimal Intervention 5682 683 (55.4%) 677 (53.6%) 1971 (59.9%) 485 (58.7%) 1866 (54.5%) Administrative Actions 2757 Arrests 1220 Interventions 370 35 (2.8%) 50 (4%) (2%) (3.3%) (5.6%) number of stops relative to the total stops in each group. PERCENTAGE OF MONTHLY STOPS WITH SEARCH CONDUCTED An examination of search activity across stops, presented in Figure 7, reveals fluctuations in the proportion of stops that resulted in a search. Analyzing monthly trends in stops involving searches is crucial for understanding variations in police practices over time, identifying potential disparities, and evaluating the consistency and effectiveness of search decisions. Examining data across a two-year period provides sufficient detail to detect meaningful patterns and trends, ensuring a more comprehensive analysis than shorter time frames. On average, 16.8% of stops involved a search, though this percentage varied over time. The highest search rate occurred in August 2022, when 27.3% of stops included a search. While the search rate showed periods of increase and decline, it generally remained within a range of 10% to 20% in most months. When disaggregated by race and ethnicity, as in Figure 8, Black individuals consistently experienced the highest monthly percentage of stops involving searches, with frequent peaks approaching or exceeding 30%. In comparison, search rates for Hispanic and white individuals were lower but often mirrored each other closely, typically between 10% and 25%. Asian and Middle Eastern/South Asian individuals consistently had the lowest search rates, generally below 15%. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 24 Packet Pg. 235 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 16 Supporting these findings, the average monthly search rate over the two years varied significantly by race and ethnicity. Black individuals had the highest average monthly search rate of 27.1%, substantially exceeding those of other groups. White and Hispanic individuals experienced searches on ~18% of their average monthly stops, while Asian and Middle Eastern/South Asian individuals were subject to searches on roughly 8% of their monthly stops. For Black, white, and Hispanic individuals, their monthly search percentage exceeded their average at least 33% of the months during the two-year period, while Asian and Middle Eastern/South Asian individuals only exceeded their monthly average 25% of the time. These fluctuations indicate that PAPD may want to continuously monitor search and hit rates over time to ensure that spikes and troughs in these patterns reflect strategic public safety needs and priorities. Figure 7- PAPD Percentage of Monthly Stops with Search Conducted (January 2022 to December 2023) Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 25 Packet Pg. 236 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 17 Figure 8- PAPD Percentage of Monthly Stops with Search Conducted by Race/Ethnicity (January 2022 to December 2023) HIT RATE ANALYSIS BY RACE/ ETHNICITY The search hit rate, or the percentage of searches that resulted in the discovery of contraband or evidence, varied across racial groups and is presented in Table 4. Searches of white individuals had the highest hit rate at 12.4%, followed by Hispanic individuals at 10.3%, Black individuals at 8.3%, Asian individuals at 5.7%, and Middle Eastern/South Asian individuals at 4.9%. Searches of white individuals were more likely to yield contraband or evidence compared to searches of other racial and ethnic groups. Figure 9 provides additional insights by comparing search effectiveness, or "hit rates," for non- white groups relative to white individuals across police beats. The diagonal dashed line represents equal hit rates between white individuals and another racial/ethnic group. Points above the diagonal line indicate that the non-white group had a higher search hit rate than white individuals in that police beat; points below the line indicate that white individuals had a higher hit rate than the non-white group6. For Asian individuals, only police Beat 1 showed higher hit rates compared to white individuals during 2022 and 2023. For Black individuals, three out of four beats (Beats 1, 2, and 3) showed 6 Where points fall along the X-axis for the non-white groups, this indicates that no searches were conducted for that group in that beat. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 26 Packet Pg. 237 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 18 points clearly below the parity line, indicating consistently lower search hit rates than white individuals. The pattern for Hispanic individuals showed two beats (Beats 1 and 2) below the diagonal line, indicating lower hit rates than white individuals, with Beats 3 and 4 slightly above parity. Finally, the pattern for Middle Eastern/South Asian individuals had all hit rates falling below the parity line, although 3 of these were the result of zero searches in those beats. Taken collectively, Figure 9 indicates that searches involving Black, Hispanic, and particularly Middle Eastern/South Asian individuals typically yielded lower hit rates compared to searches of white individuals across most police beats. This pattern raises questions about the effectiveness of searches across different racial groups and whether search criteria result in different success rates in discovering contraband or evidence. Again, qualitative research or the inclusion of additional quantitative administrative datasets could provide important insights into the context surrounding stop and search activity by PAPD. Table 4- Search Hit Rates by Race/Ethnicity (2022 to 2023) Race/Ethnicity Search Hit Rate Black 8.3% Middle Eastern/South Asian 4.9% Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 27 Packet Pg. 238 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 19 Figure 9- PAPD Search Hit Rates by Police Beat and Race/Ethnicity (2022 to 2023) VEIL OF DARKNESS ANALYSIS The Veil of Darkness (VoD) analysis is a statistical method used to assess whether drivers of different racial groups are stopped at different rates depending on whether it is daylight or nighttime. The underlying idea is that during low-light conditions, such as after sunset, it becomes more difficult for officers to visually identify a driver’s race before initiating a stop. If racial disparities in stop rates are driven by visual identification of race, we would expect non-white drivers to be stopped more frequently during daylight (when race is visible) and less frequently after dark (when race identification is difficult). This difference in stop rates between daylight and darkness can serve as evidence of racial bias in traffic enforcement. Important limitations of VoD analysis should be noted. The method assumes that driver behavior, traffic patterns, and the likelihood of committing traffic violations are similar across racial and ethnic groups during both daylight and nighttime hours. If different groups have systematically different driving patterns, locations, or behaviors during these time periods, this could confound the results. Additionally, VoD analysis cannot establish direct causation and should be interpreted alongside other evidence when assessing potential bias in traffic enforcement. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 28 Packet Pg. 239 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 20 The VoD analysis results presented below use an odds ratio to compare the likelihood of a traffic stop occurring under different lighting conditions for drivers of different racial groups. The odds ratio represents how much more or less likely a driver is to be stopped during darkness compared to daylight. An odds ratio of 1.0 means no difference between daylight and darkness; an odds ratio below 1.0 indicates lower likelihood of being stopped during darkness (suggesting higher stop rates during daylight when race is visible), while an odds ratio above 1.0 indicates higher likelihood of being stopped during darkness. When the analysis of non-white driver stops show odds ratios significantly below 1.0, this pattern suggests that racial cues visible during daylight may be influencing stop decisions. Table 5 below displays the results of the Veil of Darkness tests for all race and ethnicity groups. For Black drivers (compared to white drivers), the odds ratios of 0.62 (without controlling for police beat) and 0.54 (when controlling for police beat) are both statistically significant (p < .05) as shown in Table 5. This means that Black drivers were significantly less likely to be stopped at nighttime than during daytime, with the likelihood of being stopped during darkness being about 38% lower (0.62) to 46% lower (0.54) than during daylight. The odds ratio of 0.54 after controlling for police beat suggests an even more substantial effect. Put differently, this indicates that Black drivers experience higher stop rates during daylight hours when their race is more easily identifiable to officers. This difference in stop rates between lighting conditions warrants further investigation to understand the underlying factors contributing to this pattern. In contrast, the odds ratios for Hispanic and white drivers were 0.86 in both models, and these results were not statistically significant. Similarly, Asian drivers showed odds ratios close to 1.0 (0.96 without control, 0.84 with control), neither statistically significant, indicating no strong relationship between lighting condition and stops. Middle Eastern/South Asian individuals also had odds ratios close to 1.0 (1.02 in both models), demonstrating no significant relationship between darkness conditions and their likelihood of being stopped. This suggests that there was no meaningful difference in the likelihood of stops for other non-white and white drivers based on whether the stop occurred during daylight or nighttime hours. The significant difference in odds ratios observed for Black drivers but not for Hispanic drivers may warrant further examination. While the VoD analysis does not establish direct causation, the significantly lower odds of Black drivers being stopped during darkness (when race identification is difficult) compared to daylight represents a notable pattern that differs from other racial groups analyzed. Palo Alto PD staff and city officials have noted that the city experiences significant commuter traffic that substantially changes the population dynamics throughout the day, which may contribute to differences in stop patterns between daylight and nighttime hours. This commuter presence could influence the demographic composition of drivers on the road during different time periods, potentially affecting the interpretation of VoD results. Additional review of stop activity via case reports and qualitative interviews or focus groups with officers may help to understand what factors contribute to these observed differences. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 29 Packet Pg. 240 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 21 Table 5- Veil of Darkness Results (2022 to 2023) Race Control for Police Beat Sample Size Odds Ratio Black and White Drivers No 1488 0.62* Black and White Drivers Yes 1488 0.54* Hispanic and White Drivers No 1093 0.85N.S. Hispanic and White Drivers Yes 1093 0.86N.S. Asian and White Drivers No 669 0.96N.S. Asian and White Drivers Yes 669 0.84N.S. No 663 1.02N.S. 663 1.02N.S. Spatiotemporal Analysis STOPS BY TIME OF DAY The circular bar chart in Figure 10 visualizes the distribution of stops across different hours of the day. The radial design means that each bar extends outward from the center, representing the total number of stops during each hour. The labels along the outer edge of the chart indicate the hour of the day, ranging from 0:00 (midnight) to 23:00 (11 PM). Longer bars correspond to more stops during that hour, while shorter bars indicate fewer stops. This format allows for an intuitive comparison of stop frequency across different times of the day. Figure 10 shows a peak in stop activity between 22:00 (10 PM) and 0:00 (midnight), with the highest number of stops occurring around 23:00 (11 PM). Stops declined after midnight through the early morning hours. The number of stops rose during the morning and increased steadily through the afternoon. A more pronounced increase occurred in the evening, leading to the late-night peak. Several factors could help understand this time-of-day pattern, such as enforcement strategies, changes in officer deployment schedules, or variations in traffic and pedestrian activity and behavior by time-of-day. The sharp increase in stops in the late evening, followed by a steep Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 30 Packet Pg. 241 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 22 decline after midnight, may be worth further exploration to assess whether this is a result of enforcement priorities, shift schedules, policy decisions, or calls for service that contribute to this observed pattern. Figure 10- PAPD Stops by Time of Day (2022 to 2023) The set of circular bar charts in Figure 11 visualizes the distribution of stops across different hours of the day, broken down by race and ethnicity. While all groups experience a notable concentration of stops in the late evening, primarily between 9:00 PM and midnight, the shape and intensity of these peaks differ across racial and ethnic categories. For instance, Hispanic individuals experience not only the highest total number of stops but also the most pronounced late-night concentration. White individuals similarly experience a notable late-evening peak, but their stop distribution also extends further into early morning hours compared to other groups. The distributions for Black and Middle Eastern/South Asian individuals reflect similar late-evening peaks, but these groups experience comparatively fewer stops overall. Asian individuals display a distinct pattern with fewer total stops and a narrower late-night peak. The lowest stop volumes for all racial and ethnic groups occurred in the early morning hours, particularly between 5:00 AM and 10:00 AM, before increasing throughout the afternoon and peaking again in the late evening. These differing temporal patterns raise questions about the underlying operational decisions, community behaviors, or geographic distributions that drive stop activity at different hours for these groups. Exploring these hourly stop distributions further by integrating additional data such as calls-for-service patterns, officer shift assignments, local event calendars, and geographic deployment strategies could shed valuable light on the observed disparities and similarities. Understanding these nuances may assist the department in evaluating enforcement strategies to ensure alignment with both community safety priorities and equitable policing objectives. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 31 Packet Pg. 242 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 23 Figure 11- PAPD Stops by Time of Day and Race/Ethnicity (2022 to 2023) PAPD STOP DENSITY HEATMAPS Figure 12 displays the geographic distribution of stops conducted by the PAPD across police beats from January 2022 through December 2023. The heat maps in this report are color-coded to represent ranges of stop density, with red and yellow areas representing the higher concentration of stops and blue and green areas indicating areas with lower stop density. The visualization reveals that stops were heavily concentrated in Beat 1 and Beat 2. The most prominent hotspots were in Beat 2 near the border with East Palo Alto and Menlo Park, the College Terrace area in Beat 1, and locations within Beat 2 closer to the border with Beat 3. These areas showed the highest densities of stops, suggesting significant enforcement activity in these regions. Beats 3 and 4 exhibited notably lower stop densities, with only a few scattered points of moderate activity. This suggests that enforcement activity was concentrated in specific zones. The spatial distribution of stops may warrant further examination to determine whether stop patterns correlate with factors such as traffic volume, business districts, residential areas, or specific law enforcement initiatives in these beats (as the geographic context varies by beat observed). Additionally, the concentration of stops in particular Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 32 Packet Pg. 243 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 24 locations could be relevant for discussions on resource allocation and community engagement efforts within Palo Alto. Figure 12- PAPD Stop Density Heat Map In contrast, Figure 13 offers a more detailed, zoomed-in perspective on the specific hotspots identified within these beats, providing greater clarity on the intensity and location of police enforcement activities. The detailed heatmap reveals highly concentrated enforcement in specific intersections and blocks, notably near downtown Palo Alto in Beat 2, and a significant cluster at a major intersection in the southern portion of Beat 1. Moderate clusters in Beat 2 also emerge distinctly, highlighting locations that received consistent but less intense enforcement attention. Conversely, enforcement activities within Beats 3 and 4 appear relatively sparse and dispersed, suggesting that stops in these areas may be related more to routine patrols rather than targeted enforcement initiatives. This detailed visualization reinforces the key insight that stop patterns are not evenly distributed throughout Palo Alto, prompting important questions regarding the factors behind concentrated enforcement in specific areas. However, interpreting these patterns requires caution due to PAPD data recording practices. Addresses often reflect approximate or commonly reported locations (e.g., intersections or landmarks), potentially inflating apparent stop densities in these mapped Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 33 Packet Pg. 244 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 25 hotspots. To enhance reliability and interpretability, stops were also aggregated at the street- segment level, allowing for a more nuanced understanding of enforcement concentrations along specific streets rather than isolated hotspots. The street-level analysis presented in Figures 14 and 15 can further inform discussions around resource allocation, strategic deployment, and community engagement by clarifying precisely which areas experience the most frequent and sustained police attention. Figure 13- PAPD Stop Density Detailed Heat Map PAPD STOP DENSITY BY STREET SEGMENT Figure 14 visualizes the density of stops per 1,000 feet of roadway in Palo Alto from 2022 to 2023, highlighting which streets experienced the highest concentration of stops. Aggregating the count of stops to specific street segments minimizes reporting issues and provides a more accurate representation of where stops occur at the street level. Streets are color-coded to reflect different levels of stop density, with darker red lines indicating areas with the highest concentration of stops, moderate red lines representing streets with mid-level stop density, and lighter-colored streets showing areas with lower stop activity. The data reveal that stops were most heavily concentrated along major corridors, such as University Avenue, Embarcadero Road, and El Camino Real. These thoroughfares, known for their high traffic volume and commercial activity (according to discussions with PAPD representatives), accounted for a significant portion of the stops recorded in the city. The central and northern parts of Palo Alto, particularly near downtown and the Stanford area, also exhibited high stop densities, Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 34 Packet Pg. 245 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 26 suggesting that enforcement efforts were focused along these busy streets. In contrast, the southern and more residential areas of Palo Alto saw noticeably lower stop densities. Many neighborhood streets experienced minimal stop activity compared to the main arterial roads. This pattern suggests most stops occurred along primary traffic routes rather than within residential zones. This map provides valuable insight into the distribution of enforcement activity across Palo Alto by illustrating the geographic concentration of stops. The precise concentration of stops along major roads, while residential streets saw fewer stops, highlights potential areas for PAPD to ensure that they align their stop activity with those areas that maximize public safety and community needs. In addition, coupling this analysis with geographic information about calls for service and crime would allow the PAPD to ensure that their stop activity is aligned with the underlying public safety needs of the community. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 35 Packet Pg. 246 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 27 Figure 14- PAPD Stop Density by Street Segment Finally, the Lab research team examined whether the concentration of nightly stops seen in the time-of-day analyses resulted in different spatial patterns along street segments. Figure 15 provides a breakdown of stop density by street for only those stops occurring between 9 PM and 12 AM from January 2022 to December 2023. Stop activity during this period was concentrated along Embarcadero Road, University Avenue, and sections of El Camino Real, which were indicated by PAPD staff to be among the busiest sections of roadway in the jurisdiction. Additional areas with moderate stop densities appeared along Hamilton Avenue, Channing Avenue, and Churchill Avenue. These roads likely represent high-traffic areas during nighttime hours, with greater pedestrian and vehicle activity. Compared to the broader stop density map covering all hours, this time-specific analysis highlights how late- Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 36 Packet Pg. 247 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 28 night enforcement efforts were concentrated along major thoroughfares but with a somewhat different distribution. While stops remained clustered along key roads, certain streets with high stop densities in the overall analysis showed reduced activity at night, suggesting variations in enforcement or travel patterns throughout the day. The concentration of stops along specific corridors between 9 PM and 12 AM may warrant further exploration into the factors contributing to this pattern, including nightlife activity, traffic enforcement priorities, and the relationship between stop frequency and areas with high vehicle or pedestrian presence during these hours. Additional data sources from other city and state agencies may highlight the types of ambient population movement that likely increase the likelihood of stops in these areas. Other types of PAPD administrative data may also provide helpful context around the general public safety environment in these areas during these times that may impact the probability of a stop being made. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 37 Packet Pg. 248 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 29 Figure 15- PAPD Stop Density by Street Segment (9PM to Midnight) Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 38 Packet Pg. 249 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 30 S T R A T E G I C R EC O M M E N D A T I O N S F O R D A S H B O A R D EN H A N C EM EN T PAPD RIPA Dashboard Analysis In August 2024, PAPD also asked the Knowledge Lab to provide an assessment of its public RIPA data dashboard (https://www.paloalto.gov/Departments/Police/Public-Information-Portal/Racial- and-Identity-Profiling-Act-RIPA-Data ). The Lab’s examination found that while the dashboard effectively presents required RIPA data, significant opportunities exist to transform it from a basic reporting tool into a valuable resource for both community members and department personnel. Specifically, improvements in usability, audience clarity, and contextual analysis would be beneficial. The current dashboard is primarily a data repository rather than an analytical tool, with minimal contextual information to guide interpretation. The following section outlines recommendations to enhance the dashboard’s effectiveness. DEFINE PURPOSE AND AUDIENCE As of the writing of this report, the RIPA dashboard lacks clarity regarding its intended audience and purpose, increasing the risk of misinterpretation of complex policing data. The absence of explicit interpretive guidance leaves stakeholders uncertain about how to appropriately use and understand the data. Recommendations: • Clearly articulate the dashboard's purpose on the landing page, specifying whether it is intended primarily for public transparency, community education, internal analysis, or a combination thereof. • Develop differentiated user pathways that guide stakeholders, such as community members, researchers, and department personnel, to visualizations and contexts most relevant to their needs. • Create separate, secure interfaces for internal operational analyses distinct from public transparency dashboards. • Provide interpretive text that clearly explains both what the data show and its inherent limitations, particularly in interpreting disparities or enforcement outcomes. • Clarify how dashboard insights could support strategic departmental goals and operational decision-making, clearly communicating this alignment within the dashboard's stated purpose. ENHANCE DATA COMPREHENSIVENESS AND CONTEXT While the dashboard effectively presents raw stop counts, the absence of comparative benchmarks or analytical context limits users' ability to interpret the data meaningfully. Additionally, certain data fields, such as "Action Taken" and "Multiple Basis" for searches, present ambiguity or redundancy, further complicating interpretation. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 39 Packet Pg. 250 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 31 Recommendations: • Incorporate carefully selected benchmarks to contextualize stop data, such as traffic patterns, calls-for-service data, or at least population demographics, accompanied by clear caveats explaining the limitations of these benchmarks. • Undertake thorough data cleaning and pre-processing, specifically addressing issues such as inconsistent "Action Taken" fields and the overly broad "Multiple Basis" category. • Incorporate dynamic, trend-focused visualizations that clearly illustrate changes over time rather than static annual snapshots. • Add geographic visualizations to display spatial patterns of enforcement clearly. • Include detailed methodological explanations describing how RIPA data are collected and processed, and the associated limitations for interpretation. • Allow users to download raw data for independent analysis and consider automating more frequent data updates to ensure timeliness and relevance. • Integrate performance metrics that directly relate dashboard findings to departmental objectives, facilitating the measurement of strategic policing goals. IMPROVE DASHBOARD DESIGN AND USER EXPERIENCE The existing two-tab structure (General and Individual) presents navigation challenges, and the current data presentation emphasizes dense tables over intuitive, interactive visualizations. Filtering capabilities are limited and do not persist across dashboard views, inhibiting comprehensive data exploration. Recommendations: • Restructure the dashboard around clearly defined, purpose-specific tabs, such as Overview, Stops, Searches, Outcomes, and Demographics. • Enhance filtering capabilities, ensuring user selections persist across multiple dashboard views to facilitate deeper data exploration. • Prioritize intuitive visualizations, such as interactive charts, graphs, and maps, complemented by interpretive context rather than relying solely on dense data tables. • Create interactive elements allowing users to explore targeted questions of interest. • Provide clear definitions of technical terms directly within the dashboard interface to support accurate interpretation. • Ensure the dashboard design is responsive and accessible across all device types, including mobile platforms. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 40 Packet Pg. 251 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 32 IMPLEMENTATION CONSIDERATIONS Effective implementation of these enhancements requires a commitment beyond technical development. They could be incorporated more broadly into PAPD's strategic priorities to further PAPD’s transparency and accountability efforts. Recommendations: • Engage community stakeholders throughout the dashboard redesign process to ensure the tool addresses public information needs as appropriate. • Develop a comprehensive communication strategy to educate users on the dashboard’s purpose, data limitations, and appropriate interpretation. • Establish regular review procedures to monitor and address data quality issues proactively. • Implement formal feedback mechanisms enabling users to suggest continuous improvements. • Clearly link dashboard data to broader departmental transparency and accountability initiatives. • Establish internal processes to routinely leverage dashboard data for operational decisions, ensuring alignment between enforcement practices and broader departmental goals. By implementing these recommendations, PAPD can significantly enhance its RIPA dashboard, transforming it into a dynamic resource that effectively communicates policing practices, fosters community trust through transparency, and provides actionable insights for continuous departmental improvement. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 41 Packet Pg. 252 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 33 G E N E R A L TR E N D S A N D P A T T E R N S SUMMARY OF FINDINGS An analysis of the Palo Alto Police Department's administrative data from January 2022 to December 2023 reveals several important patterns in the nature and distribution of PAPD activity. These findings, derived from various analytical approaches, provide insights into general enforcement patterns and traffic citations, including potential disparities that warrant attention. The analyses conducted by the Knowledge Lab can help inform the Palo Alto Police Department's strategic priorities and long-term planning as the department continues to collect this data (2024 data was not yet available at the time of analysis for this report). • After relative stability in 2022, the number of monthly stops significantly increased in early 2023, followed by a notable decrease in the second half of the year. An examination of stops by PAPD beats shows that the increase in early 2023 was driven by Beats 2 and 3. Beat 2 experienced a 38% increase in stops, and Beat 3 experienced an 83% increase between 2022 and 2023. Stops in Beats 1 and 4 were relatively more stable, increasing only by 9% and 6% during that period, suggesting enhanced enforcement activity in Beats 2 and 3 but not in Beats 1 and 4. • Of the 10,509 stops included in this analysis, 8,686 (over 83%) were recorded as resulting from officer-initiated activity rather than in response to a call. • When PAPD stops were examined by the reason for the stop, 74% were found to be for traffic violations during the two-year period. The second most frequent reason was reasonable suspicion that the person engaged in criminal activity at 18% of stops. • When PAPD stops were examined by the actions taken during the stop, most stops (over 70%) involved no action being recorded. Asian (83.2%) and Middle Eastern (80.5%) individuals had the highest proportion of stops resulting in no action, while Black individuals had the lowest proportion at 60.3%. • When PAPD stops were examined by the result of the stop, more than half of stops (~57%) resulted in no action or minimal intervention, including written and verbal warnings; 28% of stops resulted in administrative actions, and 12% resulted in an arrest. Disaggregating stop results by race/ethnicity shows that stops involving Black individuals were more likely to end with an arrest, and stops involving Asian individuals were more likely to end with a citation. • On average, 16.8% of stops involved a search during 2022 and 2023. Looking at monthly data, most months saw 10% to 20% of stops involving a search, with a peak occurring in August 2022, when 27.3% of stops included a search. • While monthly stops involving Black individuals generally had the highest percentage of searches (often over 30%) compared to other groups, stops involving Black individuals resulted in lower hit rates than white or Hispanic individuals. Searches of white individuals Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 42 Packet Pg. 253 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 34 had the highest hit rate at 12.4%. Searches of white individuals were more likely to yield contraband or evidence compared to searches of other racial and ethnic groups. • Veil of darkness tests (as described on page 5) indicated that Black drivers were significantly less likely to be stopped during nighttime hours compared to daytime stops, relative to white drivers. No meaningful difference was found in the likelihood of stops for Hispanic and white drivers based on whether the stop occurred during daylight or nighttime hours. • The majority of stops occurred during the evening hours. Stop activity peaked between 10 PM and midnight, with the highest number of stops occurring around 11 PM. This pattern was maintained across all groups when looking at the time of stops by race and ethnicity. • The shifting concentration of stops along specific corridors between 9 PM and 12 AM may warrant further exploration into the factors contributing to this pattern, including nightlife activity, traffic enforcement priorities, and the relationship between stop frequency and areas with high vehicle or pedestrian presence during these hours. RECOMMENDATIONS The City asked the Knowledge Lab to provide recommendations based on the data analysis and findings of this work. The following recommendations are grounded in the findings from the stop data audit, analysis of enforcement patterns, and review of the department's public-facing dashboard. They reflect best practices in law enforcement transparency, data quality, and performance management. The goal is to help the Palo Alto Police Department strengthen its data infrastructure, improve public accountability, and align enforcement activities with community needs. DATA INFRASTRUCTURE AND COLLECTION Expand and Improve Data Collection • Consider recording all police-citizen encounters: It is recommended that PAPD establish a process for documenting all police-public contacts, including those that do not result in citations or searches, to provide a complete picture of PAPD activity. • Detailed traffic violation coding: It is recommended that PAPD consider recording specific traffic violation types rather than general categories to support more precise analysis of stop patterns and enforcement priorities. • Improve accuracy and completeness of key fields: It is recommended that PAPD consider enhancing data entry quality, particularly for stop reasons, outcomes, and officer actions, to reduce ambiguity and support clearer interpretation by recording each action or stop reason/outcome in their own fields. The current data structure allows for multiple selections but does not separate the selections from one another, resulting in added complexity to interpret or analyze the data. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 43 Packet Pg. 254 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 35 • Improve location data reporting: It is recommended that PAPD consider recording exact addresses or intersections where stops occur to improve spatial analysis and limiting the use of general landmarks or business names to avoid clustering unrelated stops. • Create integrated operational datasets: It is recommended that PAPD consider linking stop data with calls-for-service, crime reports, and arrest records. This will support more holistic and sophisticated analysis of officer activity and improve understanding of whether stops are aligned with crime prevention and community safety objectives. STRATEGIC MONITORING AND ANALYSIS Implement Ongoing Trend Monitoring • Track changes over time: It is recommended that PAPD consider establishing routine internal monitoring of stop volumes, reasons, outcomes, and demographic breakdowns to detect meaningful changes or emerging trends and utilizing the current dashboard and RIPA data for operational decision-making and monitor trends in stops alongside other key department metrics. • Identify outliers and anomalies: It is recommended that PAPD consider using the ongoing monitoring mechanisms (e.g., dashboards and regular internal meetings) and data analysis to flag significant shifts in stop activity (e.g., surges in searches, increases in nighttime stops, or demographic disparities in outcomes) that may require operational or policy review. • Evaluate alignment with community priorities: It is recommended that PAPD consider periodically assessing whether stop activity corresponds to known crime or traffic concerns, helping ensure that enforcement is strategic and responsive to current trends and community needs. PUBLIC TRANSPARENCY AND DASHBOARD ENHANCEMENTS Improve the Utility of the RIPA Dashboard • Clean and pre-process data before publication: It is recommended that PAPD consider standardizing values and resolving inconsistencies or multiple coding options in key fields before presenting data on public dashboards to minimize confusion and complexity. • Enhance visualizations and functionality: It is recommended that PAPD consider improving interactivity and clarity of data displays and including filters that persist across views, incorporate more intuitive, engaging graphs and maps, and include explanatory text to guide interpretation. • Expand methodological documentation: It is recommended that PAPD consider providing clear explanations on the dashboard of how RIPA data is collected, processed, and where it is limited, helping community users understand what the data can and cannot say. COMMUNITY ENGAGEMENT AND QUALITATIVE RESEARCH Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 44 Packet Pg. 255 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 36 Integrate Officer and Community Perspectives • Conduct interviews or focus groups: It is recommended that PAPD consider engaging officers and community members to explore perceptions of stop activity, contextual factors influencing enforcement decisions, and opportunities for improvement. These perspectives can complement quantitative analysis and provide deeper insight into the meaning behind the numbers. These recommendations will position PAPD to make its stop data more actionable, interpretable, and meaningful. Enhanced data infrastructure and monitoring can support more effective internal decision-making. Improving transparency and community engagement will build public trust and ensure that policing practices are equitable and evidence-based. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 45 Packet Pg. 256 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 37 REFERENCES Baumgartner, F. R., Christiani, L., Epp, D. A., Roach, K., & Shoub, K. (2017). Racial Disparities in Traffic Stop Outcomes. Duke Forum for Law & Social Change, 9(21). Chainey, S., & Ratcliffe, J. H. (2005). GIS and Crime Mapping. Chichester, West Sussex, England: Wiley. Geller, A., Goff, P. A., Lloyd, T., Haviland, A., Obermark, D., & Glaser, J. (2021). Measuring Racial Disparities in Police Use of Force: Methods Matter. Journal of Quantitative Criminology, 37(4), 1083–1113. https://doi.org/10.1007/s10940-020-09471-9 Grogger, J., & Ridgeway, G. (2006). Testing for Racial Profiling in Traffic Stops From Behind a Veil of Darkness. Journal of the American Statistical Association. https://doi.org/10.1198/016214506000000168 Knox, D., & Mummolo, J. (2020a). Making Inferences About Racial Disparities in Police Violence. Proceedings of the National Academy of Sciences, 117(3), 1261–1262. https://doi.org/10.1073/pnas.1919418117 Knox, D., & Mummolo, J. (2020b). Toward a General Causal Framework for the Study of Racial Bias in Policing. Journal of Political Institutions and Political Economy, 1(3), 341–378. Neil, R., & Winship, C. (2019). Methodological Challenges and Opportunities in Testing for Racial Discrimination in Policing. Annual Review of Criminology, 2(1), 73–98. https://doi.org/10.1146/annurev-criminol-011518-024731 Shadish, W. R., Cook, T. D., & Campbell, D. T. (2002). Experimental and Quasi-Experimental Designs for Generalized Causal Inference. (pp. xxi, 623). Houghton, Mifflin and Company. Smith, M. R., Rojek, J. J., Petrocelli, M., & Withrow, B. (2017). Measuring Disparities in Police Activities: A State of the Art Review. Policing: An International Journal of Police Strategies & Management, 40(2), 166–183. https://doi.org/10.1108/PIJPSM-06-2016-0074 Smith, M. R., Tillyer, R., Lloyd, C., & Petrocelli, M. (2021). Benchmarking Disparities in Police Stops: A Comparative Application of 2nd and 3rd Generation Techniques. Justice Quarterly, 38(3), 513– 536. https://doi.org/10.1080/07418825.2019.1660395 Swencionis, J. K., & Goff, P. A. (2017). The Psychological Science of Racial Bias and Policing. Psychology, Public Policy, and Law, 23(4), 398–409. https://doi.org/10.1037/law0000130 Withrow, B. L. (2004). A Comparative Analysis of Commonly Used Benchmarks in Racial Profiling: A Research Note. Justice Research and Policy, 6(1), 71–92. https://doi.org/10.3818/JRP.6.1.2004.71 Witte, R. S., & Witte, J. S. (2017). Statistics. Wiley. Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 46 Packet Pg. 257 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 38 C L A S S IF IC A T I O N S C HE M E FO R A C T I O NS T A K E N APPENDIX A: RE-CLASSIFYING PAPD RIPA CODES USE OF FORCE ( LETHAL) Code 9: Firearm discharged or used POINTING OF FIREARM Code 8: Firearm pointed at a person USE OF FORCE (NON- LETHAL) Code 7: Canine removed from vehicle or used to search Code 10: Electronic control device Code 11: Impact projectile discharged or used (e.g., blunt impact projectile, rubber bullets, or bean bag) Code 12: Canine bit or held person Code 13: Baton or other impact weapon used Code 14: Chemical spray used (e.g., pepper spray, mace, or other chemicals) DETENTION AND RESTRAINT Code 4: Curbside detention Code 5: Handcuffed or flex cuffed Code 6: Patrol car detention SEARCH AND SEIZURE Code 18: Search of person was conducted Code 20: Search of property was conducted Code 21: Property was seized Code 22: Vehicle impounded PHYSICAL CONTACT WITHOUT FORCE Code 2: Person removed from vehicle by physical contact Code 15: Other physical or vehicle contact Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 47 Packet Pg. 258 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 39 C L A S S I FI C A T I O N S C HE M E FO R R E S U L T O F T HE S T O P NON -PHYSICAL ACTIONS Code 1: Person removed from vehicle by order Code 3: Field sobriety test conducted Code 16: Person photographed Code 17: Asked for consent to search person Code 19: Asked for consent to search property Code 23: Admission or written statement obtained from student Code 24: None ARRESTS Code 5: Custodial arrest pursuant to outstanding warrant Code 6: Custodial arrest without warrant FEDERAL INVOLVEMENT Code 11: Contacted U.S. Department of Homeland Security (e.g., ICE or CBP) NON - CRIMINAL INTERVENTIONS Code 10: Psychiatric hold (W&I Code 5150 or 5585.20) Code 8: Noncriminal transport or caretaking transport (including transport by officer, ambulance, or other agency) Code 9: Contacted parent/legal guardian or other person responsible for the minor Code 12: Referral to school administrator Code 13: Referral to school counselor or other support staff ADMINISTRATIVE ACTIONS Code 3: Citation for infraction (use for local ordinances only) Code 4: In-field cite and release Code 7: Field interview card completed NO ACTION OR MINIMAL INTERVENTION Code 1: No action Code 2: Warning (verbal or written) Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 48 Packet Pg. 259 of 291 A N A N A L Y SI S O F P OL I C E STO P D A TA / 40 LEGAL AUTHORITY Code 3: Search warrant Code 10: Incident to arrest Code 4: Condition of parole/probation/PRCS/mandatory supervision SAFETY AND EXIGENT CIRCUMSTANCES Code 11: Exigent circumstances/emergency Code 2: Officer safety/safety of others EVIDENCE OF CRIME Code 9: Evidence of crime Code 5: Suspected weapons Code 6: Visible contraband Code 7: Odor of contraband Code 8: Canine detection CONSENT AND INVENTORY Code 1: Consent given Code 12: Vehicle inventory POLICY VIOLATIONS Code 13: Suspected violation of school policy C L A S S IF IC A T I O N S C H E ME O F B A S I S FO R S E A R C H C O DE S Item A Attachment A - National Policing Institute (NPI) RIPA Data Report, 2026 Item A: Staff Report Pg. 49 Packet Pg. 260 of 291 Palo Alto Police Department Responses to Recommendations from the National Policing Institute (NPI) Report February 2026 The following information is organized by recommendation as labeled by NPI. These are responses from the Palo Alto Police Department. Data Infrastructure and Collection The Palo Alto Police Department (“the Department”) collects data as legally required by the RIPA Act. Collecting RIPA-analogous demographic data for all police-public contacts is not practicable as it would be overly burdensome due to the many community interactions that officers have daily. Additionally, the brevity of many interactions (and the ubiquity of e-mail and telephonic interactions) makes collecting meaningful demographic data problematic. Consistent with the RIPA Act, for stops initiated due to a traffic violation, the Department already documents whether the violation is a moving violation, an equipment violation, or a non-moving violation, as well as the specific CA Vehicle Code section violated. The Department is exploring whether its RIPA Data Dashboard can be modified to allow the data set to be sorted at an even greater level of specificity. The RIPA Act sets forth a specific set of data points to be collected. The application that the Department uses to make RIPA data entries is an industry standard tool, used by a majority of CA agencies, that has been specifically designed to collect the prescribed data set. The Department cannot customize existing fields, and its ability to add non-mandatory fields is limited. Stop location data is captured via the computer-aided dispatch (CAD) system and derived from officer radio traffic or information provided by a reporting party (in the case of a dispatched call for service). When broadcasting the location of a stop, officers are trained to use landmarks, intersections, or 100 blocks for officer safety reasons (i.e., so that other officers can quickly locate the stop if help is needed). This practice does not diminish the precision of stop location data in a way that would meaningfully impact analysis. The Department’s CAD and report-writing systems are already integrated. The Department will explore whether further integration of these systems, and other disparate systems, is feasible, and whether future analysis could include this broader dataset. Item A Attachment B - Palo Alto Police Department Responses to NPI Recommendations Item A: Staff Report Pg. 50 Packet Pg. 261 of 291 Strategic Monitoring and Analysis Going forward, the Department will review year-over-year RIPA data sets on an annual basis, in order to better track changes over time, identify any outliers and anomalies, and to evaluate alignment with community priorities. Public Transparency and Dashboard Enhancements The data points prescribed by the RIPA Act changed from 2023 to 2024, making year-over- year data comparison (and visual representation) challenging for those years. The Department is hopeful that, going forward, the standardized data fields will alleviate these issues. Of note, the Department was the first (and continues to be the only) local law enforcement agency in the Bay Area to maintain a sortable RIPA data dashboard. The dashboard is not required by statute and goes beyond the state requirements to collect and post static data. The Department will continue to update the dashboard’s functionality annually, as resources permit, to improve the user interface and will use the recommendations from the report as suggestions. The Department will continue to maintain a dedicated RIPA webpage, which includes explanations of how RIPA data is collected and processed, and where it is limited. Community Engagement and Qualitative Research Per the recommendation in the NPI report to create a space for feedback, the Department has added to its dedicated RIPA webpage a “community feedback” function, which allows community members to submit questions, comments or concerns. Item A Attachment B - Palo Alto Police Department Responses to NPI Recommendations Item A: Staff Report Pg. 51 Packet Pg. 262 of 291 City Council Staff Report From: City Manager Report Type: INFORMATION REPORTS Lead Department: Public Works Meeting Date: March 9, 2026 Report #:2511-5441 TITLE Information Report on Sustainability and Climate Action Plan (S/CAP) Implementation, 2025 Quarters 3-4; CEQA Status - Not a Project RECOMMENDATION No City Council action is required. This is an update on Sustainability and Climate Action Plan (S/CAP) Implementation Progress in quarters three and four of calendar year 2025. It is provided to give the City Council and public an overview of S/CAP workplan items status since adopted by the City Council in June of 2023. EXECUTIVE SUMMARY The City is implementing the Sustainability and Climate Action Plan (S/CAP) to help meet its sustainability goals, including its goals of reducing greenhouse gas (GHG) emissions 80% below 1990 levels by 2030 (the “80 x 30” goal) and achieving carbon neutrality by 2030. Since the S/CAP was adopted in June 2023, staff has provided implementation updates covering progress from Q3 2023 through Q2 2025. This update covers progress in Q3 and Q4 2025. Highlights of Q3 and Q4 2025 progress include: Climate Action Served 152 utilities customers through the free online home electrification assessment service launched in January 2025 The City Council approved design guidelines for an Advanced Packaged HVAC Pilot Program serving commercial utilities customers Provided rebates that enabled projects providing electric vehicle charger access to 125 Alta Housing income-qualified apartments by the end of 2025 Completed the e-Mobility Strategic Roadmap, which the City Council accepted in August 2025 Conducted community engagement and began developing land use alternatives for the Bayshore Alma San Antonio Priority Area. This Priority Area is part of the San Antonio Road Area Plan, which has the potential to reduce emissions by creating cohesive mixed-use neighborhoods with improved mobility and interconnectivity Item B Item B Staff Report Item B: Staff Report Pg. 1 Packet Pg. 263 of 291 Identified preferred alternatives for the South Palo Alto Bike/Ped Connectivity Project Sustainability Began construction on the Local Advanced Water Purification System Project that could expand the use of recycled water of irrigation by improving the quality of recycled water Began construction of the Palo Alto Horizontal Levee Pilot Project, an innovative project intended to protect infrastructure from sea level rise while supporting biodiversity and water quality Conducted fuel management on 400 acres of Foothills and Arastradero Nature Preserves to mitigate potential risks from wildfires BACKGROUND In April 2016, the City Council adopted the goal of reducing GHG emissions 80% below 1990 levels by 2030 (the “80 x 20” goal),1 and in October 2022 the City Council adopted the ambitious goal of achieving carbon neutrality by 2030.2 Staff, with community and City Council input, referred to the 2016 Sustainability and Climate Action Plan (S/CAP) Framework and 2018- 2020 Sustainability Implementation Plan to create a comprehensive S/CAP and Three-Year S/CAP workplan.3 In June 2023, Council adopted the 2022 Sustainability and Climate Action Plan, certified the Comprehensive Plan Environmental Impact Report Addendum: Update to the Sustainability and Climate Action Plan, and accepted the 2023-2025 S/CAP Workplan. The S/CAP is an ambitious plan to reduce the City and community’s GHG emissions, while also guiding how Palo Alto uses land and natural resources in ways that ensure quality of life for future generations. The S/CAP aligns with several goals of the 2030 Comprehensive Plan Implementation Plan. All previous S/CAP Implementation progress reports can be found in the Sustainability and Climate Action Plan (S/CAP) Program Reports section of the Sustainability Actions and Accomplishments page of the City website.4 The 2022 S/CAP and 2023-2025 S/CAP Work Plan align closely with one of the four City Council Priorities for calendar year 2025: “Climate Action and Adaptation, and Natural Environment Protection.” In addition, there are several overlapping City Council Priority Objectives, the status of which can be found in the 2025 City Council Priority Objectives Q4 Report presented to Council on January 12, 2026.5 This report references the City Council Priority Objectives in parentheses where applicable. 1 City Council, April 18, 2016; Agenda Item #10; SR #6754, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=79086&dbid=0&repo=PaloAlto 2 City Council, October 3, 2022; Agenda Item #9; SR #14720, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82036&dbid=0&repo=PaloAlto 3 City Council, November 3, 2025; Agenda Item #14; SR #2505-4672, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83784&dbid=0&repo=PaloAlto 4 Sustainability and Climate Action Plan (S/CAP) Progress Reports; https://www.paloalto.gov/City- Hall/Sustainability/Emissions-Reduction-Goals-and-Progress/Sustainability-Actions-and-Accomplishments 5 City Council, January 12, 2026; Agenda Item #2; SR #2511-5583; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=85203&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 2 Packet Pg. 264 of 291 ANALYSIS The City is committed to a sustainable future. The City owns, operates, and maintains a full- service utilities portfolio that provides electric, natural gas, fiber, water, refuse, and wastewater services to residents and businesses in Palo Alto. Palo Alto’s continued leadership in advancing sustainability commitments has succeeded mainly because of the continued collaboration of community stakeholders, City departments, and the leadership of the City Council. The S/CAP Goals and Key Actions are divided into eight areas, four of which are climate-focused and include actions to achieve the City’s 80 x 30 and carbon neutrality by 2030 goals (Climate Action, Energy, Electric Vehicles, and Mobility) and four of which are focused on actions that create a sustainable natural environment and adapting to a warming climate (Water, Climate Adaptation and Sea Level Rise, Natural Environment, and Zero Waste). The Work Plan is similarly divided between climate-focused and sustainability-focused priorities. There are 23 City Council Priority Objectives in the 2025 City Council Priority Area Climate Action and Adaptation, & Natural Environment Protection (CA).11 This report addresses 18 of those City Council Priority Objectives, as well as one in City Council Priority Area Economic Development & Retail Vibrancy (ED), three in Implementing Housing Strategies for Social & Economic Balance (IHS), and one in Public Safety, Wellness & Belonging (PS), as shown in Table 1. One CA City Council Priority, "Implement plan for phaseout of leaded fuel at Palo Alto Airport,” was not addressed in the 2023-2025 S/CAP Implementation Work Plan. Table 1: 2025 City Council Priority Objectives Addressed in the S/CAP Informational Report Number City Council Priority Objective Economic Development & Retail Vibrancy (ED) ED 6 Council approval of funding to continue Downtown cleanliness enhancements and other medium-term investments such as a Mobility Hub. Climate Action and Adaptation, & Natural Environment Protection (CA) CA 13 Council Adoption of the Safe Streets for All (SS4A) Safety Action Plan. CA 14 Begin construction of the Newell Road Bridge Replacement project. CA 15 Complete construction of initial pilot area of electric grid modernization. CA 16 Begin construction of Hamilton Avenue storm drain system capacity upgrades project. CA 19 Council Adoption of the 2025 Bicycle and Pedestrian Transportation Plan (BPTP). CA 20 Develop and begin implementing a City Facility Electrification Plan. CA 22 Complete implementation of the Reliability and Resiliency Strategic Plan, including Strategy 4 – conducting a cost/benefit analysis of flexible energy resources such as battery storage and microgrids (including evaluation of the airport microgrid), and Strategy 5 – recommending potential programs for Council consideration. 11 City Council, August 18, 2025; Agenda Item #A; SR # 2508- 5034; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83560&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 3 Packet Pg. 265 of 291 CA 24 Refine Grade Separation Design Alternatives per Council Direction and Conduct Outreach to Support Rail Committee Review of Locally Preferred Alternatives. CA 25 Identify locations and design concepts for additional east-west bicycle and pedestrian crossings of the Caltrain railroad tracks in the southern part of the city. CA 26 Advocate for the San Francisquito Creek Flood Protection capital project (Reach 2) through Council’s JPA representation and any Council approvals involved. CA 27 Begin development of a Regional Shoreline Adaptation Plan meeting new standards approved by BCDC. CA 28 Initiate Preliminary Engineering and Environmental Clearance Work for Quarry Road Extension in Partnership with Stanford University, Caltrans, & VTA. CA 29 Complete deployment of 65,000 residential Advanced Metering Infrastructure (AMI) meters by end of FY 2025 and begin deployment of commercial AMI meters. CA 30 Complete E-Mobility Strategic Plan for Council acceptance. CA 34 Council approval for Phase 2 (full service program) of the Advanced Whole Home Electrification Pilot Program and begin implementation. CA 35 Develop an Advanced Commercial Rooftop HVAC Pilot Program proposal and review with the Climate Action and Sustainability Ad Hoc Committee for recommendation to Council. CA 36 Propose an updated multi-family EV charger program (EV 2.0) for Council approval. Implementing Housing Strategies for Social & Economic Balance (IHS) IHS 48 Present to Council the Downtown Housing Plan Community Assessment report and receive Council direction on draft housing plan scenarios. IHS 49 Initiate the San Antonio Road Area Plan. IHS 50 Advance affordable housing project on Downtown surface parking lot (Lot T). Public Safety, Wellness & Belonging (PS) PS 58 Council to adopt the updated Foothills Fire Management Plan and Community Wildfire Protection Plan. Climate Action Covering the S/CAP Areas of Climate Action, Energy, Electric Vehicles, and Mobility, this section reports on progress based on the Work Plan Climate Action Priority areas. This includes five priorities with various work items under each priority. This report notes where these work items have been designated as City Council Priority Objectives. P1. Grid Modernization P2. Launch Programs P2.1 Residential Emissions Reduction P2.2 Non-Residential Emissions Reduction P2.3 Citywide Mobility P2.4 Municipal Electrification P2.5 Electric Vehicle (EV) Strategic Plan P3. Build Awareness and Confidence P4. Additional Emissions Reductions P5. Funding Needs and Sources Item B Item B Staff Report Item B: Staff Report Pg. 4 Packet Pg. 266 of 291 P1. Grid Modernization Electric grid reliability and resilience will be important to inspire confidence in electrified homes and vehicles. The focus of Priority 1 is to preserve and enhance reliability, modernize the electric grid and replace aging infrastructure, increase electric grid capacity to accommodate electrification, and explore ways to enhance resiliency. Grid Modernization (Work Plan Item 1A; Council Priority Objective CA 1): Staff has been evaluating results from a pilot project that replaced and upgraded aging infrastructure serving approximately 1000 residents before determining how to most cost-efficiently continue the project. Staff is gathering feedback from the Utilities Advisory Commission (UAC) and Climate Action and Sustainability Committee (CASC) about the costs, pros, and cons of different approaches to grid modernization (a proactive replacement approach or a flexible approach of replacing as capacity is needed). More detail on these proposals can be found in the January 7, 2026 report to the UAC.13 Reliability & Resiliency Strategic Plan (Work Plan Items 1B, 1C; Council Priority Objective CA 4): In April 2024, the City Council accepted the Reliability and Resiliency Strategic Plan (RRSP). Staff has been implementing the plan and providing status updates to the UAC and CASC. The most recent updates to these bodies were December 3, 2025 and November 20, 2025 respectively.14,15 A status update will be provided to the City Council in March 2026. 16,17 13 Utilities Advisory Commission, January 7, 2026, Agenda Item #3, Fiscal Year 2026 Mid-Year Electric Grid Moderniz ation Update, Staff Report 2512-5638 ; https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id= 10311&meetingTemplateType=2&compiledMeetingDocumentId=18174 14 Utilities Advisory Commission, December 3, 2025; Agenda Item #2; SR #2508-5038; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=84166&dbid=0&repo=PaloAlto 15 Climate Action and Sustainability Committee, November 20, 2025; Agenda Item #3; SR #2507-5028; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83907&dbid=0&repo=PaloAlto 16 Utilities Advisory Commission, December 3, 2025; Agenda Item #2; SR #2508-5038; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=84166&dbid=0&repo=PaloAlto 17 Climate Action and Sustainability Committee, November 20, 2025; Agenda Item #3; SR #2507-5028; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83907&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 5 Packet Pg. 267 of 291 Few technologies analyzed showed a positive cost-benefit result that would merit incentives, but the CASC and the UAC identified the need for a continued focus on outreach, regular Item B Item B Staff Report Item B: Staff Report Pg. 6 Packet Pg. 268 of 291 updates to the analysis as costs and benefits may change, and barrier reduction in the areas of permitting, interconnection, and other barriers. The City Council will consider recommendations from the CASC and the UAC in March. Utility Rates and Fees (Work Plan Item 1D; Council Priority Objective CA 5): The City is on track to complete the advanced metering infrastructure project by the end of 2026. On June 4, 2025, the UAC recommended approval of time of use rates that customers could use to achieve savings by moving electric consumption to times of lower cost electricity.23 Modifications to transformer upgrade fees were adopted in late 2025 to avoid situations where the resident who triggers a transformer upgrade would pay the entire cost of that upgrade.24 P2. Launch Programs The focus of Priority 2 is to launch effective programs for emissions reductions with the highest impact and lowest cost such as single-family electrification, strategic promotion of EVs, commercial rooftop HVAC (heating, ventilation, and air conditioning), and expanded transportation alternatives. P2.1. Residential Emissions Reduction: The goals for residential emissions reduction embodied in the Work Plan include encouraging electric vehicle (EV) adoption for all residents, helping multi-family residents access EV charging, and facilitating building electrification of single-family homes and multi-family affordable housing. Advanced Heat Pump Water Heater Pilot (Work Plan Items 2.1D, 2.1E): The City launched the Advanced Heat Pump Water Heater Pilot Program in March 2023 with the goal to install 1,000 heat pump water heaters (HPWH). The City launched a new Emergency Water Heater Replacement program in September 2024. As of December 31, 2025, 745 residents had either completed installations or signed contracts to get a heat pump water heater installed through the City’s programs, with 100 of these projects applying for on-bill financing. The City has completed around 250 water heater conversions per year through the Advanced HPWH Pilot Program, equivalent to almost 20% of the water heaters estimated to be replaced each year. In addition, the City and State Energy Reach Codes encourage new construction and major renovations to be built all-electric, which adds another 100-200 new heat pump water heaters each year.25 The rate of HPWH retrofits has slowed in 2025 compared to the first year and a half of the program. The pilot has moved past the early adopters after the first 18 months. 23 Utilities Advisory Commission, June 4, 2025; Agenda Item #4; SR #2503-4361; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=61770&dbid=0&repo=PaloAlto 24 City Council, October 20, 2025, Staff Report #2505-4736, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83645&dbid=0&repo=PaloAlto&searchid=fe40954f- c0ac-49f4-b75f-daea4dc9bac7 25 City Council, June 3, 2024; Agenda Item #17; SR #2405-3073; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82875&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 7 Packet Pg. 269 of 291 Because the next wave of customers tends to be more cost-conscious and/or have more complex projects, they will need additional incentives or support to make the switch. Innovative marketing: launched a HPWH Giveaway campaign on Earth Day with the prize of a free HPWH installation to encourage residents to install a HPWH, as well as a new Refer-a-Neighbor program launched in October. Water Heater Safety stickers were mailed out in December, promoting the emergency replacement program. Facilitate rebate applications: continued the Rebate Hub that was launched the first half of 2025. Expert Consultation: continued the free expert consultation program that was launched in the first half of 2025 to help residents complete installations. Customer outreach: promoted HPWHs at community events and hosted two webinars on home electrification. The City also rented an “All-Electric Dream Home” display for the Municipal Service Center Open House in July, with over 200 residents touring this life-sized model. Ongoing outreach includes promotions through the City’s social media channels as well as Google ad campaigns. Whole Home Electrification (Work Plan Items 2.1G, 2.1H; Council Priority Objective CA 34): The City is launching its whole home electrification program in two phases. The first phase, launched in January 2025, offers new rebates and a contractor directory through the Rebate Hub, an online home electrification assessment tool, free phone consultation with an electrification expert, and financing through the state’s GoGreen program. As of December 31, 2025, the City had processed rebates for 89 heat pump HVAC projects, 17 electric panel upgrades, and 19 gas meter removal incentives. Additionally, 152 customers have completed the online home electrification assessment. The City expects to soft launch phase two in early 2026, with a full launch planned in spring 2026. Electric Vehicles and Charging (Work Plan Items 2.1A, 2.1C, 2.1J; Council Priority Objective CA 19): The City’s promotion of EV adoption and expansion of multi-family EV infrastructure continued. To promote the benefits of clean driving, the City offered 12 free EV activities to the public and one EV educational webinar for City staff in Q3 and Q4 2025. Over 1,150 people attended six online webinars about EVs and incentives. Events in Q3 and Q4 consisted of two new EV discount programs; two in-person EV and e-bike showcases at City facilities; two in- person EV showcases at community-gathering events; and three in-person EV workshop and showcase events at affordable housing properties. The City plans to continue offering additional EV showcases, free workshops, webinars, and discount programs in 2026, with a focus on residents at multi-family market-rate and affordable housing properties. Item B Item B Staff Report Item B: Staff Report Pg. 8 Packet Pg. 270 of 291 properties representing 1,324 housing units (about 12.4% of all multi-family units in Palo Alto) have installed a total of 325 EV charging ports and 48 EV-ready spaces (i.e. infrastructure to support additional charger installation at a later date) facilitated through the City's EV programs. Another 13 multi-family projects are in the permitting and installation phases and an additional 22 are in the project design phase (representing a total additional 1,753 residential units). 29 The EV 2.0 design guidelines are focused on: financial models aimed at scaling installations communitywide; serving different types of multi-family buildings with different levels of EV adoption utilizing a variety of EV charging technologies; deploying shared charging at low levels of adoption and individual chargers where demand supports them; grid-friendly installations and inclusion of active and shared transportation facilities where appropriate; and complementary programming to help drive adoption of e-mobility and use of active and shared transportation. Affordable Housing Electrification (Work Plan Item 2.1I; Council Priority Objective CA 19): The City continues to engage with multi-family affordable housing providers in Palo Alto on building electrification and EV charging. The City is working to design a program to provide incentives for electrification of dedicated affordable multi-family housing central and in-unit gas equipment, with program launch targeted in early 2026. As part of this effort, the City is coordinating with the State’s Low-Income Weatherization Program (LIWP) to align program enrollment processes and eligibility requirements and allow projects to leverage program technical assistance and LIWP incentives for energy efficiency and electrification alongside the City’s incentives planned to the greatest extent possible. 29 City Council, November 17, 2025; Agenda Item #3; SR #2508-5087; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83873&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 9 Packet Pg. 271 of 291 customers received a site assessment for a HPWH and are awaiting installation. Fourteen REAP customers received energy and water efficiency upgrades. P2.2. Non-Residential Emissions Reduction: The goals for non-residential emissions reduction embodied in the Work Plan include encouraging electrification of rooftop packaged HVAC units in commercial buildings, developing custom partnerships with major employers, and developing strategies to promote lower emissions commuting. Rooftop Packaged HVAC (Work Plan Items 2.2A, 2.2B; Council Priority Objective CA 24): In September 2024 the City launched an update to the commercial heat pump HVAC pilot with the goal of collecting additional data to inform the design of an advanced pilot program. To achieve this goal, the City is offering enhanced incentives to a limited group of 10 customers. In return, these customers are required to gather and provide detailed cost and project information to the City. Businesses that prefer not to share this data can still participate in the program at the original incentive level. 31 To ensure the program is cost-effective, legally viable, and scalable, the guidelines prioritize providing financing rather than up-front incentives, without increasing tenant utility bills. To facilitate electrification of nonresidential packaged HVAC units, staff will explore streamlining the permit process, providing technical and permitting assistance to program participants, developing a courtesy contractor list, and providing support to contractors on program rules. Major Employer Partnerships (Work Plan Item 2.2C): This work plan item focuses on building strategic partnerships with major employers to advance emissions reductions and support key facility projects across the community. At PAUSD, electrification efforts continue to advance meaningful decarbonization in school facilities. The ongoing heat pump retrofit project at El Carmelo Elementary School is replacing aging gas systems with high-efficiency electric equipment and is paired with domestic hot water system upgrades to further reduce fossil fuel reliance and improve site resiliency. Stanford Health Care and Stanford School of Medicine, which are within the City of Palo Alto and served by Palo Alto Utilities, also completed multiple high impact projects across the medical campus and surrounding facilities. Recent projects include extensive LED lighting upgrades at 900 Blake Wilbur, 875 Blake Wilbur, and multiple locations at Stanford Hospital, improving lighting quality while delivering substantial long-term electricity savings. Additional Stanford Health Care and Stanford School of Medicine campus 31 City Council, November 17, 2025; Agenda Item #4; SR #2508-5088; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83874&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 10 Packet Pg. 272 of 291 measures included chilled water system optimization, new building pumping controls, and chiller replacement each improving system efficiency, lowering operational energy use, and reducing lifecycle maintenance costs. Commuter/Visitor Emissions Reduction (Work Plan Items 2.2D, 2.2E): Following the adoption of the E- Mobility Strategic Roadmap (formerly titled “Electric Vehicle Strategic Plan” - see Priority 2.5, below) in the fall of 2025,33 the City plans to proceed with this work item in 2026. Work on commuter/visitor emissions reduction will be coordinated with updated multi-family EV charging programs. P2.3. Citywide Mobility: The goals for citywide mobility embodied in the Work Plan include both transportation-focused and land-use focused actions. Transportation and Land Use Policies and Programs (Work Plan Item 2.3A; Council Priority Objectives IHS 40, IHS 53): The Safe Routes to School (SRTS) program carried out a successful bike rodeo season in fall 2025 and recruited a new Safe Routes to School planner to fill a vacancy. The City made significant progress on two plans that are expected to reduce greenhouse gas emissions while also implementing the Housing Element.34 In Q3 and Q4 2025, staff moved forward the San Antonio Road Area Plan, which will guide redevelopment of a portion of the Bayshore Alma San Antonio Priority Development Area. The San Antonio Road Area Plan envisions creating cohesive mixed-use neighborhoods with improved mobility and interconnectivity when compared with existing conditions. The resulting integrated transportation network in the plan area is anticipated to reduce greenhouse gas emissions and the use of single-occupancy motor vehicles. Q3 included community engagement on initial plan goals, including discussions with the Planning and Transportation Commission, Architecture 33 City Council, August 18, 2025; Agenda Item #6; SR #2507-4943; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83554&dbid=0&repo=PaloAlto 34 2023-2031 City of Palo Alto Housing Element; https://www.paloalto.gov/files/assets/public/v/1/planning-amp- development-services/housing-element/housing-element_2023_2031/palo-alto-housing-element.pdf Item B Item B Staff Report Item B: Staff Report Pg. 11 Packet Pg. 273 of 291 Review Board, Pedestrian and Bicycle Advisory Committee, and City School Transportation Safety Committee. Feedback was also sought from the Community and Technical Advisory Groups. Q4 activities included a community workshop, online survey, and study session with City Council. Following the initial community feedback, the project team began developing transportation and land use alternatives to discuss with the public in 2026. Housing Element Adoption and Implementation (Work Plan Items 2.3C; Council Priority Objective IHS 44 and IHS 42): The City has made considerable progress in implementing the 110 program objectives in the 2023-2031 Housing Element. Implementation activities in Q3 and Q4 2025 include: In the second half of 2025, the City used grant-funded technical analysis to consider housing options for a future affordable housing development on land to be dedicated to the City from the 2023 Sobrato/City Development Agreement. City Council reviewed findings from the analysis on November 17, 2025.37 Based on City Council feedback, a draft RFP will be prepared for future City Council consideration. The City Council provided informal feedback on Alta Housing’s project proposal during a study session on October 22, 2025.38 Alta Housing and the City jointly hosted a community meeting to gather further project input on December 1, 2025. The proposed fully affordable housing project would develop a surface parking lot within one-half mile of the downtown Palo Alto Caltrain station into a 72-unit community serving families. Alta Housing intends to submit its formal planning application in January 2026. Staff made progress in 2025 towards implementing Program 6.5B of the Housing Element, which envisions creating zoning incentives or updating development standards to support various housing typologies, including micro-units, intergenerational housing, 37 City Council, November 17, 2025; Agenda Item #10; SR #2507-4927; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83868&dbid=0&repo=PaloAlto 38 City Council, October 22, 2025; Agenda Item #2; SR #2505-4745; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83672&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 12 Packet Pg. 274 of 291 aging adults, students, and lower-income units.41 Stakeholder outreach was completed in July 2025, and an analysis of opportunities and challenges was prepared in August 2025. The project team is currently refining the alternative approaches to be presented to the Architectural Review Board and the Planning and Transportation Commission in early 2026. Last Mile Solutions (Work Plan Items 2.3D, 2.3E; Council Priority Objectives CA 15, CA 18): The Office of Transportation continues to conduct the Shared Micromobility Feasibility study to understand local demand for micromobility and to identify if a micromobility program would be financially sustainable for the City. The study is scheduled to be completed in early 2026, after which staff will report on the study’s findings. The City Council previously approved a one-year micromobility pilot program, but the program was not implemented at the time due to the COVID-19 pandemic and staffing limitations.42 Bicycling Improvements (Work Plan Items 2.3A, 2.3F, 2.3G; Council Priority Objectives CA 13, CA 15, CA 16, CA 17): After staff incorporated input on draft recommendations for the 2026 Bicycle and Pedestrian Transportation Plan (BPTP) Update from the public, the Policy and Services Committee, and the Pedestrian and Bicycle Advisory Committee, the City Council reviewed the Draft Plan and near- term projects on December 1, 2025.43 City staff is now reviewing community and City Council feedback and preparing the Final 2026 BPTP Update document for presentation to the City Council in spring 2026. The City will begin procurement for a transportation planning firm to finalize the South Palo Alto Bikeways Demonstration Project street design when a project manager has been recruited to fill a recent vacancy. The South Palo Alto Bike/Ped Connectivity Project will identify locations and design concepts where new grade-separated bicycle and pedestrian pathways across the Caltrain corridor may be constructed in south Palo Alto (south of Oregon Expressway). Creating a path above or below the tracks will improve bicycle and pedestrian connectivity in support of the mobility and sustainability goals of the City. On December 1, 2025, the City Council reviewed eight shortlisted alternatives for the South Palo Alto Bike/Ped Connectivity Project and, based on recommendations from the Rail Committee and Staff, selected Alternative A (a crossing near El Dorado Avenue) as the preferred alternative, eliminating all other options from further 41 City of Palo Alto 2023-2031 Housing Element, 2024; https://www.paloalto.gov/files/assets/public/v/1/planning- amp-development-services/housing-element/housing-element_2023_2031/palo-alto-housing-element.pdf 42 City Council, March 2, 2020; Agenda Item #5; SR #11075; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=80712&dbid=0&repo=PaloAlto 43 City Council, December 1, 2025; Agenda Item #2; SR #2507-4967; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=84114&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 13 Packet Pg. 275 of 291 consideration.47 Two variants of Alternative A were advanced: A1 (signalized crossing of Alma Street at El Dorado Avenue) and A2 (tunnel under both Alma Street and the Caltrain tracks). The City Council passed a motion to focus evaluations on Alternatives A1 and A2, with a preference for A2. Staff will continue to focus evaluations on Alternatives A1 and A2, prioritizing Alternative A2 as directed by the City Council. Additional community engagement activities are planned for early 2026 to support the decision-making process and incorporate public feedback on the alternatives in the vicinity of El Dorado Avenue. Transportation Demand Management (Work Plan Item 2.3H): In 2025, the Palo Alto Transportation Management Association (PATMA) conducted essential outreach to businesses on El Camino Real regarding available transit, bike, and parking programs to support businesses following the parking changes to the corridor as part of the Caltrans repaving project, as funded by a $25,000 Santa Clara Valley Transportation Authority (VTA) Transit Oriented Communities Grant. In coordination with other local sustainable transportation advocates, PATMA held summertime community bike rides along the new protected bike lanes of El Camino Real with turnouts of 8-20 cyclists per week. PATMA completed an e-bike and e-scooter pilot program for five participants with funding from the City. In the fall, PATMA administered a commute survey for 2025 and received 920 completed responses with findings helping to shape programs in 2026. In 2025, PATMA distributed 38 free transit passes to workers at businesses along El Camino Real and 104 to workers at the Stanford Mall encouraging sustainable commutes. By the end of 2025, 453 workers in Palo Alto were using train and/or bus passes from PATMA. Parking (Work Plan Items 2.3I, 2.3J): The City and contractors continued installing Automated Parking Guidance Systems in downtown garages, which seek to limit the time that drivers spend circulating to find parking. Installation in the Civic Center Garage began in January 2025. Community engagement regarding proposed enhancements to parking facilities will proceed in early 2026, following the start of a new parking permit management vendor contract.48 Traffic Signals (Work Plan Item 2.3K): The City continually monitors, maintains, and optimizes traffic signal operations, and addresses concerns from the community daily. As funding and staffing allow, the City also works on a variety of capital improvement program projects to update and upgrade the current traffic signal network and keep up with changing standards, modernization, and intelligent transportation systems (ITS) technologies. These improvements are a key component to optimizing operations to reduce delays and GHG emissions from idling. 47 City Council, December 1, 2025; Agenda Item #18; SR #2507-4950; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=84110&dbid=0&repo=PaloAlto 48 City Council, December 15, 2025; Agenda Item #20; SR #2503-2330; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=84136&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 14 Packet Pg. 276 of 291 In Q3 and Q4 of 2025, the City made substantial progress on several projects and has completed modifications at the intersection of Alma Road/Churchill Avenue. The City completed procurement and testing and started installation/construction of hardware upgrades for systems at four intersections along Quarry Road. Included with the traffic signal program, the City has made vehicular safety and visibility upgrades and procured accessible pedestrian system push buttons to be installed in 2026. These pedestrian crossing improvements are essential in encouraging walking and alternative modes of transportation. The City also started the procurement process for updating the network communication switches for the city-wide traffic signal network. Mobility Hub (Work Plan Item 2.3D; Council Priority Objectives CA 12, ED 31): The City is working with Stanford University to initiate the design phase of the Quarry Road Transit Connection project that would reduce travel time to access the Palo Alto Transit Center. A cost-sharing agreement between Stanford and the City has enabled project design kick-off. Grant funding from the Metropolitan Transportation Commission and coordination with Caltrans are being pursued next to complete project design of the extension of Quarry Road between El Camino Real and the Transit Center. Separately, VTA has convened the Palo Alto University Avenue Mobility Hub Ad Hoc Committee to explore short- and long-term active transportation and other improvements to the Palo Alto Transit Center to activate the space. P2.4. Municipal Electrification: The City’s municipal electrification efforts include both facility and fleet electrification and are intended to show the community that the City will participate in the same electrification efforts it is encouraging the community to undertake. Facility Electrification (Work Plan Items 2.4A, 2.4B, 2.4C; Council Priority Objective CA 20): The City has reviewed the Facility Electrification Assessment reports and supporting data to identify five facilities for the initial Facility Electrification pilot program. This pilot is intended to validate electrification delivery methods, evaluate logistical and construction challenges, and identify best practices for future facility conversions. Outcomes from the pilot will help refine project scoping, scheduling, and procurement strategies, strengthening the City’s long-term facility electrification planning. Item B Item B Staff Report Item B: Staff Report Pg. 15 Packet Pg. 277 of 291 Shop/Restaurant, Ventura Community Center, Art Center, Downtown Library, and College Terrace Library.51 Fleet Electrification (Work Plan Items 2.4D, 2.4E): In Q3, the City replaced three internal combustion engine vehicles with four electric vehicles, consisting of one Ford E-Transit and three Chevrolet Silverado EVs. In Q4, two additional internal combustion engine vehicles were replaced with two Ford E-Transit EVs. As a result, the City fleet now includes 41 active electric vehicles, representing approximately 16% of passenger vehicles and light-duty trucks and vans. Publicly Owned Charger Planning (Work Plan Item 2.4F): There is no change in the number of City-owned chargers or charger ports since the previous S/CAP Progress Report.52 The e- Mobility Strategic Roadmap, accepted by the City Council in August 2025,53 will guide future publicly owned charger planning. P2.5. E-Mobility Strategic Plan (CA 18): The City Council accepted the e-Mobility Strategic Roadmap (formerly the EV Strategic Plan) in August 2025 following the CASC recommendation.54 The Roadmap will guide the promotion of e-mobility citywide and the integration of e-mobility into other City efforts, such as active transportation efforts. It was informed by the EV Charger Needs Assessment. A review of e-mobility electric grid impacts, EV charging benefits, mitigation strategies, and opportunities has been incorporated into the Reliability and Resiliency Strategic Plan (see Priority 1, Work Plan Items 1B/1C, above).55 P3. Build Awareness and Confidence Building Awareness of the Need for and Benefits of Climate Action (Work Plan Item 3.1A): The City continues to publish a monthly Climate Action Blog and Quarterly Sustainability Newsletter. In Q3 and Q4 2025, the City published Climate Blogs in July, September, October, November, and December, and Sustainability Newsletters in August and October. Historically, the Sustainability Newsletters have an average 56% open rate, which is the percentage of readers that open the e-mail sent to them. The average open rate for government e- newsletters is 19.4%.56 51 Climate Action and Sustainability Committee, December 12, 2025; Agenda Item #1; SR #2511-5575; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=84027&dbid=0&repo=PaloAlto 52 City Council, November 3, 2025; Agenda Item #A; SR #2505-4672; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83784&dbid=0&repo=PaloAlto 53 53 City Council, August 18, 2025; Agenda Item #6; SR #2507-4943; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83554&dbid=0&repo=PaloAlto 54 City Council, August 18, 2025; Agenda Item #6; SR #2507-4943; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83554&dbid=0&repo=PaloAlto 55 City Council, April 15, 2024; Agenda Item #4; SR #2401-2496; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82776&dbid=0&repo=PaloAlto 56 Campaign Monitor, 2022; https://www.campaignmonitor.com/resources/guides/email-marketing-benchmarks/ Item B Item B Staff Report Item B: Staff Report Pg. 16 Packet Pg. 278 of 291 In Q3 and Q4 2025, the City held one Municipal Services Center Open House (968 attendees), one City Hall Open House, three electric vehicle and e-bike webinars (125 total attendees), five EV and e-bike expos (370 attendees), two gardening and landscape events (68 total attendees), one home electrification webinar (54 attendees), one commercial heat pump water heater webinar, one firescaping 101 webinar (7 attendees), one Scare Faire and Costume Swap, and one heat pump water heater Happy Hour. The City also participated in the Midtown Ice Cream Social (200 attendees) and the California Avenue Third Thursday “Sustainability Fair”. 63 Participants discussed the insights from the S/CAP Funding Study, challenges it highlighted about community-wide electrification, and ideas being discussed around the region and among City staff to meet those challenges. There were 27 attendees (not including staff and Committee members), which included five students (high school and college) and a staff member from the Bay Area Air District. Staff and the Committee members heard a lot of great ideas about strategies for expanding electrification in Palo Alto that staff is eager to engage with in 2026, as well as positive feedback from attendees and Committee members who found the workshop engaging. S/CAP Reporting and Surveys (Work Plan Items 3.1C, 3.1D): The City continues to calculate an annual GHG emissions inventory. Both the 2023 and 2024 GHG emissions inventories will be presented to the City Council in March, 2026. P4. Additional Emissions Reductions 63 Climate Action and Sustainability Committee, December 13, 2025; Special Meeting Agenda; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=84040&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 17 Packet Pg. 279 of 291 publicly available data sources and on-site surveys of building equipment at multi-family and commercial buildings. CASC reviewed these studies in December 2025,65 and in January 2026 recommended that the City Council receive the studies. The studies will be provided to the City Council in March, 2026. P5. Funding Needs and Sources (CA 22) 66 The City Council will receive the reports in March, 2026. Water: Further Water Conservation Maximize Water Conservation and Efficiency (Work Plan Item 8.A): The City has offered an online water management tool, WaterSmart, to customers since 2022. The tool provides information on water consumption and personalized water conservation recommendations. As of December 2025, 36% of all single-family customers have accessed the portal – an increase from 33% as of June 2025. On a monthly basis, all single-family customers receive home water reports via email or regular mail if an email is not on file. The average open rate of home water report emails is 70%. Home water reports result in residential water savings of approximately 26.2 MG (3% savings) annually. Design and build a salt removal facility for the Regional Water Quality Control Plant (Work Plan Item 8.B): The City Council approved the construction contract for the Local Advanced Water Purification System Project at the Regional Water Quality Control Plant (RWQCP) in May,67 and the Project began construction in June 2025. Once construction is complete, the Project will improve recycled water quality by blending reverse osmosis permeate to encourage expanded use of recycled water for non-potable uses such as irrigation. 65 Climate Action and Sustainability Committee, December 13, 2025; Agenda Item #A; SR #2511-5579; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=84030&dbid=0&repo=PaloAlto 66 Climate Action and Sustainability Committee, November 20, 2025; Agenda Item #2; SR #2507-5028; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83907&dbid=0&repo=PaloAlto 67 City Council, May 19, 2025; Agenda Item #10; SR #2503-4327; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83405&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 18 Packet Pg. 280 of 291 Develop a “One Water” Portfolio for Palo Alto (Work Plan Item 8.C) and develop a tool for dynamic water planning in the future (Work Plan Item 8.D): The City has completed both of these items. Staff developed an Excel-based tool for water planning as part of One Water Plan Item B Item B Staff Report Item B: Staff Report Pg. 19 Packet Pg. 281 of 291 development. The results of these efforts, including feedback from the Utilities Advisory Commission, were presented to CASC on September 19, 2025.71 The City Council received the One Water Plan as an information report on October 20, 2025.72 Climate Adaptation and Sea Level Rise: Prepare for Climate Change Foothills Fire Management Plan and Collaboration on Reducing Wildfire Hazards (Work Plan Items 8.K, 8.L, 8.M, 8.N; Council Priority Objective PS 58): The City Council accepted the final 2025 Community Wildfire Protection Plan on November 3, 2025. The Foothills Fire Management Plan is now encompassed within the Community Wildfire Protection Plan. Also on November 3, the City Council received the Wildfire Preparedness Audit, with recommendations across many departments that the City could enact to make improvements to this program.73 In the second half of 2025, the City began planning the fire mitigation work for calendar year 2026 in collaboration with Los Altos Hills County Fire District, the Woodside Fire Protection District, as well as the Santa Clara County Firesafe Council (SCCFSC) and the San Mateo County Fire Safe Council. Additionally, staff extended the City’s contractual relationship with the SCCFSC to enable them to perform directed fire management tasks prescribed by the Foothills Fire Management Plan. The SSCFSC sub-contracted the fuel reduction/fire mitigation of Arastradero and Los Trancos Roads in August 2025, and Page Mill Road in September 2025, which resulted in a very aggressive reduction of vegetative fuels to enhance the shaded fuel break of Page Mill Road. City staff accomplished fuel management activities in Foothills and Arastradero Nature Preserves treating 400 acres of fuel reductions. This effort was aided by a rented Green Climber robotic mower which treated 26 additional acres and improved their ability to reach more difficult terrain and reduced staff overhead. This was a successful test of a new tool that can augment fuel management performance, in conjunction with CEQA requirements. Progress on the Foothills Fire Mitigation Project continues. The City has completed undergrounding 41,700 feet of power lines out of 49,200 feet. Cable installation and energization of 39,200 feet has been completed out of 49,200 feet. Overhead lines have been de-energized up to Foothills Nature Preserve with power running underground. Develop a Sea Level Rise Adaptation Plan (Work Plan Item 8.F; Council Priority Objective 8): The City has been working on sea level rise adaptation efforts for several years as discussed in 71 Climate Action and Sustainability Committee, September 19, 2025; Agenda Item #1; SR #2509-5164; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83901&dbid=0&repo=PaloAlto 72 City Council, October 20, 2025; Agenda Item #A; SR #2509-5258; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83667&dbid=0&repo=PaloAlto 73 City Council, November 3, 2025; Agenda Item #2; SR #2510-5338; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83775&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 20 Packet Pg. 282 of 291 previous S/CAP Progress Reports.77 Accomplishments to date include completing the “San Francisquito Creek Downstream Project” to protect the adjacent area from three feet of sea level rise and a 100-year storm, a Sea Level Rise Vulnerability Assessment, online mapping tools that help City engineers and project planners design for future sea level rise conditions, elevated equipment and the inclusion of sea level rise in the Long Range Facility Plan Update for the Regional Water Quality Control Plant, construction commencement for the Palo Alto Horizontal Levee Pilot Project, and the development of K-5 sea level rise school curricula. Begin Design Process for Levee Projects (Work Plan Item 8.G): Construction of the Palo Alto Horizontal Levee Pilot Project (PAHLPP) began in September 2025 and is set to finish in summer 2026. Horizontal levees are nature-based sea level rise adaptations with multiple benefits over traditional flood-control levees such as habitat enhancement, sea level rise adaptation, and additional wastewater treatment. The PAHLPP will be the first horizontal levee to be built in the Bay Area to be both irrigated with treated wastewater and hydrologically connected to San Francisco Bay. The project will provide much-needed data to inform the design of future horizontal levees around the greater San Francisco Bay Area. The City has also developed three interpretive signs, including one in partnership with the Association of Ramaytush Ohlone. Identify Protection Strategies from Significant Flood Events at Newell Road Bridge (Work Plan Item 8.H; Council Priority Objective CA 2): The Newell Road Bridge Replacement Project pre- construction activities began in summer 2025, with construction taking 1.5 years to complete. Identify Protection Strategies from Significant Flood Events (Work Plan Item 8.I, 8.J; Council Priority Objective CA 3, CA 11): There are no updates to this work plan item since the previous 77 All previous S/CAP reports are available on the City website: https://www.paloalto.gov/City- Hall/Sustainability/Emissions-Reduction-Goals-and-Progress/Sustainability-Actions-and-Accomplishments Item B Item B Staff Report Item B: Staff Report Pg. 21 Packet Pg. 283 of 291 S/CAP Progress Report.79 The San Francisquito Creek Joint Powers Authority (SFCJPA) is the project lead. The City will continue to provide assistance through review and City Councilmember participation in SFCJPA Board discussions. Hamilton Avenue Storm Drain Capacity Upgrades (CA 16): While the S/CAP work plan focuses on Pope Chaucer Bridge and San Francisquito Creek through the partnership with SFCJPA, a storm drain improvement project that also serves to mitigate Creek flooding is underway at Hamilton Avenue. The City awarded the construction contract for Hamilton Avenue Storm Drain Capacity Upgrades in fall 2025.80 Construction began in December 2025 and is expected to be completed within approximately one year. Natural Environment: Enhance Biodiversity Increase Palo Alto’s Tree Canopy and Ensure No Net Tree Canopy Loss (Work Plan Items 8.O, 8.P): The City will publish the new Tree and Landscape Technical Manual in early 2026. The manual is a companion document to the Tree Protection Ordinance and will provide guidance to residents, property owners, and industry professionals on both required and recommended practices regarding trees and landscaping.81 The primary focus is on preserving and growing urban canopy during development. Included in the new manual are an updated Model Water Efficient Landscape Ordinance process, revised tree replacement calculations that account for canopy size of the replacement tree(s), and updated in-lieu fees for when trees can not be planted on site. Coordinate Implementation of City Natural Environment-Related Plans (Work Plan Item 8.R): S/CAP has the goal of restoring and enhancing resilience and biodiversity of our natural environment throughout the City. Coordinating implementation and updates of City plans allows for achieving multiple benefits. A recent example of this coordination is the participation of multiple City departments in work on the San Antonio Road Area Plan, including contributions to the Existing Conditions Assessment presented to the City Council in October.82 The e-Mobility Strategic Roadmap is also an exemplar of coordination between programs and departments involved in implementing the S/CAP. Support the Green Stormwater Infrastructure (GSI) Plan and incorporate GSI in Municipal Projects (Work Plan Item 8.S): Staff will request that City Council approve a contract in early 79 City Council, November 3, 2025; Agenda Item #A; SR #2505-4672; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83784&dbid=0&repo=PaloAlto 80 City Council, October 6, 2025; Agenda Item #5, SR #2507-5009; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83624&dbid=0&repo=PaloAlto 81 Palo Alto Municipal Code Title 8; https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0- 65799 82 City Council, October 6, 2025; Agenda Item #3; SR #2509-5194; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83631&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 22 Packet Pg. 284 of 291 2026 to develop the design for a proposed GSI project in a City park. Completion of the design is expected in summer 2027. Zero Waste: Support Waste Reduction Encourage Commercial Food Waste Prevention and Provide Technical Assistance (Work Plan Items 8.T, 8.W): There are no updates on this work item since the previous S/CAP Progress Report.87 Promote Residential Food Waste Reduction (Work Plan Item 8.U): There are no updates to this item since the previous S/CAP Progress Report. The technical assistance, outreach, assessments of compliance with Senate Bill 1383 – the State’s Short-Lived Climate Pollutant legislation – and inspections are on-going. Champion Waste Prevention, Reduction, Reusables, and the Sharing Economy (Work Plan Item 8.V): There are no updates to this item since the previous S/CAP Progress Report. As of June 2025, the open rate for the Zero Waste Minute weekly e-newsletter averaged 52 to 54%. Prioritize Domestic Processing of Recyclable Materials (Work Plan Item 8.X): There are no updates to this item since the previous S/CAP Progress Report. Domestic processing for mixed paper and mixed rigid plastics began in April 2022. The City continues to review processing efforts. Eliminate Single-Use Disposable Containers (Work Plan Item 8.Y): The City is reviewing the strategy and timeline for expanding the Disposable Foodware Ordinance and preparing to evaluate the compliance of food services establishments with existing requirements. Expand the Deconstruction and Construction Materials Management Ordinance (Work Plan Item 8.Z): There are no updates to this item since the previous S/CAP Progress Report. The City continues to conduct outreach and educate homeowners, general contractors, and architects on the deconstruction ordinance requirements when building permit applications are submitted and when permits are issued. Number of projects and percentages of recovered, recycled, and landfilled materials are measured each fiscal year and reported in calendar year Q1-2 S/CAP Progress Reports. FISCAL/RESOURCE IMPACT 87 City Council, November 3, 2025; Agenda Item #A; SR #2505-4672; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83784&dbid=0&repo=PaloAlto Item B Item B Staff Report Item B: Staff Report Pg. 23 Packet Pg. 285 of 291 Some items in other work plans are also relevant to the S/CAP Work Plan. The Utilities Strategic Plan, for example, includes workforce development and advanced metering infrastructure (AMI) work items that are directly relevant to S/CAP. Some of these may involve future budget requests as well. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item B Item B Staff Report Item B: Staff Report Pg. 24 Packet Pg. 286 of 291 City Council Staff Report From: City Manager Report Type: INFORMATION REPORTS Lead Department: Administrative Services Meeting Date: March 9, 2026 Report #:2512-5665 TITLE Semi-annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees for the period of July 1, 2025, through December 31, 2025; CEQA Status- Not a Project. RECOMMENDATION This is an informational report and no action is required. EXECUTIVE SUMMARY Palo Alto Municipal Code (PAMC) Section 2.30.710(a)1 requires the City Manager to provide a semi-annual report to Council consisting of contracts awarded by the City Manager, Procurement Officer or other designated employees for: 1. Goods contracts $85,000 through $250,000 per year (Attachment A), and 2. Professional and General Services $25,000 through $85,000 and Public Works Contracts $85,000 through $250,000 per year (Attachment B). The contracts in Attachment A consist of fourteen (14) distinct awards for goods, and the contracts in Attachment B consist of forty-seven (47) distinct awards for a range of services. These awards are a core element of the efficient and effective provision of services by the City to our community and reflect extensive coordination and prudent decision-making. The PAMC section that sets forth the authority designated by Council to the Procurement Officer to award and sign contracts is PAMC 2.30.2002 and to the City Manager to award and sign contracts is PAMC 2.30.2103. 1 Palo Alto Municipal Code 2.30.710 City Manager reports 2 Palo Alto Municipal Code 2.30.200 Procurement officer contract award authority https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61873 3 Palo Alto Municipal Code 2.30.210 City Manager contract award authority https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61881 Item C Item C Staff Report Item C: Staff Report Pg. 1 Packet Pg. 287 of 291 Summary of Contract Definitions Per PAMC Chapter 2.30. The contracts included in this report are defined as follows: 1.Public Works (PAMC 2.30.100): Contracts for the construction, repair, or improvement of public buildings, utilities, streets, and parks. 2.Goods (PAMC 2.30.110): Purchase orders for supplies, equipment, and technology. This includes blanket purchase orders with set expenditure limits and labor incidental to the purchase, such as installation. 3.General Services (PAMC 2.30.120): Services not requiring specialized training, such as maintenance of public facilities, janitorial work, tree trimming, street sweeping and street sweeping. 4.Professional Services (PAMC 2.30.130): Services requiring professional discretion and specialized certification or expertise, such as engineering, architectural, financial, or information technology consulting. ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item C Item C Staff Report Item C: Staff Report Pg. 2 Packet Pg. 288 of 291 ATTACHMENT A Goods Contracts Awarded $85,000 through $250,000 per year July 1, 2025 through December 31,2025 Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description ANIXTER INC 8/27/2025 $229,528.47 3625/2 Assorted Electric Items CTOS CALIFORNIA LLC 11/12/2025 $247,547.94 2.30.360(j)2018 Freightliner M2106 Aerial Tree Truck GOLDEN GATE SYSTEMS LLC 8/21/2025 $218,073.87 2.30.360 (j)HP EliteBook 6 G1i 14 AI -Laptops GOLDEN GATE SYSTEMS LLC 12/9/2025 $236,060.04 2.30.360(j)HP Computer Workstations HASA INC 7/17/2025 $118,000.35 250/1 Pool Chemicals YR3 MOTOROLA SOLUTIONS, INC. 8/13/2025 $117,162.30 2.30.360 (j)Motorola Mobile Interoperability Equipment MOUNTAIN VIEW GARDEN CENTER 7/25/2025 $109,125.00 2.30.360(d) Concrete-Small Batches ONESOURCE SUPPLY SOLUTIONS LLC 11/12/2025 $145,672.81 3655/4 Assorted Electric Items ONESOURCE SUPPLY SOLUTIONS LLC 7/21/2025 $211,836.34 3572/2 Fault Indicators for Utilities SEL ENGINEERING SERVICES, INC 7/7/2025 $85,000.00 2.30.360(d) Schweitzer Engineering Laboratories Relays- Year 1 TEC OF CALIFORNIA INC 8/5/2025 $233,875.00 2.30.360 (j)One new 2025 Isuzu NRR EV TEREX SERVICES 12/22/2025 $194,280.69 2.30.360(j)TSE Model DPT30B Trailer Puller/Tensioner WEST COAST ENERGY SYSTEMS LLC 8/6/2025 $143,011.78 2.30.360(j)Lodge Lift Station Generator ZOLL MEDICAL CORPORATION 9/24/2025 $156,572.51 2.30.360(j)Critical Care and EMS Equipment Contract Type Count Total Award Amount Goods 14 $2,445,747.10 *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 1 of 1 Item CAttachment A - GoodsContracts Awarded $85,000through $250,000 per year Item C: Staff Report Pg. 3 Packet Pg. 289 of 291 ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description Contract Type CARAHSOFT TECHNOLOGY CORP 10/07/2025 51,813.64$ 2.30.360(j) Cloud Software Subscription License General Services CARAHSOFT TECHNOLOGY CORP 09/16/2025 49,390.20$ 2.30.360(j) Rubrik Disaster Recovery as a Service (DRaaS)- Cloud Solution General Services CARAHSOFT TECHNOLOGY CORP 09/16/2025 55,738.09$ 2.30.360(j) Splunk Cloud Subscription General Services DLT SOLUTIONS LLC 09/18/2025 39,164.56$ 3/3 Autodesk and AutoCAD licenses General Services EUNA SOLUTIONS INC 11/04/2025 30,908.10$ 1766/3 Sherpa: Budget Publishing Software General Services GE VERNOVA ELECTRIFICATION 10/14/2025 34,017.28$ 2.30.360(e) GE iFix Annual Support and Related Products General Services GE VERNOVA ELECTRIFICATION 12/16/2025 34,066.00$ 2.30.900 Water Solutions Pk 2008-iFIx 5-Maintenance Support General Services J MACK ENTERPRISES INC 09/09/2025 32,737.50$ 4/1 Brush cutter Rental General Services OWEN EQUIPMENT SALES 07/07/2025 45,070.47$ 2.30.360 (d) Auto Repair Services and Related Parts General Services PENINSULA CORRIDOR 12/03/2025 84,150.00$ 2.30.360(d) GoPass Peninsula Corridor JPB General Services PRECISELY SOFTWARE INCORPORATE 10/14/2025 28,618.43$ 3/3 Engage One Vault software-Renewal General Services SPATIAL BUSINESS SYSTEMS LLC 10/01/2025 35,750.00$ 2/3 13 AUD Named User licenses for UTL Team General Services STONS INC 07/31/2025 50,398.20$ 2.30.360(j) Monday.com Software Licenses General Services THOMSON REUTERS - THOMSON WEST 07/01/2025 58,094.00$ 2.30.360(d) Legal Research material Westlaw General Services AARC CONSULTANTS LLC 07/31/2025 84,899.00$ 3/1 Assessment and Response Report Professional Services AMY LANDESBERG ART & DESIGN IN 07/29/2025 33,939.23$ 2.30.360(i) Public Art Design Dev. Services for DT Garage Professional Services BENDER ROSENTHAL INC 12/23/2025 30,000.00$ 2.30.360(i) Appraisal Services Professional Services CITIZEN GROUP 07/02/2025 85,000.00$ 3538/9 Outreach and Graphic Design Services Professional Services CITIZEN GROUP 09/02/2025 85,000.00$ 3345/7 Sustainability and climate outreach-Year 1 Professional Services CITY OF SAN JOSE 07/25/2025 27,281.25$ 2.30.360(d) Minimum Wage Compliance Services Professional Services CITY OF SUNNYVALE 10/30/2025 40,000.00$ 2.30.360(k) Joint Fire Academy Tuition Professional Services CSWST2 09/05/2025 39,000.00$ 2.30.360(i) University Ave St Concept Plan Professional Services DAVID J POWERS & ASSOCIATES IN 09/15/2025 66,776.00$ 2.30.360(h) 300 Pasteur Dr - CEQA Professional Services GOOD CITY COMPANY 11/14/2025 49,500.00$ 2.30.360(i) OSV Program Phase 1 Professional Services GREENESPORT ASSOCIATION 11/13/2025 50,000.00$ 2.30.360(i) Middle School Athletics-Referees Professional Services HALEY & ALDRICH INC 12/17/2025 85,000.00$ 432/1 Dewatering Services-Year 1 Professional Services JOBTRAIN INC 12/29/2025 45,000.00$ 2.30.360(i) outreach services for Job Train in the community Professional Services JOHN STAURULAKIS LLC 08/13/2025 29,865.00$ 2.30.360(i) Broadband Internet offerings Consultant Services Professional Services KENNEDY/JENKS CONSULTANTS, INC 09/25/2025 50,000.00$ 2.30.360(i) HDPE Water Standards Revisions Consultant for Utilities Professional Services MARX I OBKUBO ASSOCIATES INC 07/08/2025 41,250.00$ 2.30.360(i) Property Condition Assessment Professional Services *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 1 of 2 Item CAttachment B - Professionaland General Services$25,000 through $85,000per year and Public WorksContracts $85,000 through$250,000 per year. Item C: Staff Report Pg. 4 Packet Pg. 290 of 291 ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description Contract Type NATIONAL ACADEMY OF ATHLETICS 07/30/2025 38,353.25$ 2.30.360(i) Summer Camps Professional Services PALO ALTO HISTORICAL ASSOCIATI 07/29/2025 51,001.00$ 2.30.360(d) City Archives/Historian Services Professional Services TRB AND ASSOCIATES, INC 08/21/2025 44,000.00$ 2.30.360(i) On-call Permitting & Fire/HazMat Plan Review Professional Services WBCP INC 12/22/2025 28,831.00$ 2.30.360(i) Recruitment Services for Principal Electrical Engineer Professional Services WORLD CUP SOCCER CAMPS & CLINICS 12/29/2025 25,000.00$ 2.30.360(i) Summer Camps Professional Services CARBON ACTIVATED CORPORATION 12/29/2025 27,405.00$ 4/1 Carbon Filter Replacement for Waste Water Public Works CONKLIN BROS OF SAN JOSE INC 10/22/2025 76,676.67$ 2.30.360(j) DCC Upstairs Flooring Project Public Works L D STROBEL CO INC 09/23/2025 47,645.66$ 5/4 Public Safety Building Motorola R56 Communications Project Public Works MAXIM CRANE WORKS, L.P. 07/22/2025 54,194.00$ 4/1 Crane Service-Elec Ops Maintance Services Public Works OB SPORTS GOLF MANAGEMENT 12/03/2025 66,000.00$ 2.30.360(b) Sand Topdressing-Baylands Golf Links Golf Course Public Works PRIMAL PAINT INC 09/23/2025 50,000.00$ 3/3 Lucie Stern Theatre Painting Project Public Works PUMP REPAIR SERVICE COMPANY INC. 08/26/2025 26,754.29$ 2.30.160 Pump Repair and Installation Public Works SAN JOSE BOILER WORKS 08/28/2025 27,281.26$ 3/2 Cubberley Community Center Boiler Replacement Public Works SMM FACILTIES INC 07/29/2025 42,032.00$ 3/1 Post Construction Cleaning Services-PSB Public Works TOCHI 09/08/2025 220,000.00$ 2.30.360(b) 445 Bryant Renovations Public Works TOCHI 08/20/2025 250,000.00$ 2.30.360(b) Construction Project for PSB Public Works Contract Type Count Total Award Amount General Services 14 $ 629,916.47 Professional Services 22 $ 1,029,695.73 Public Works 11 $ 887,988.88 Grand Total 47 $ 2,547,601.08 *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 2 of 2 Item CAttachment B - Professionaland General Services$25,000 through $85,000per year and Public WorksContracts $85,000 through$250,000 per year. Item C: Staff Report Pg. 5 Packet Pg. 291 of 291