HomeMy WebLinkAbout2026-03-23 City Council Agenda PacketCITY COUNCIL
Special Meeting
Monday, March 23, 2026
Council Chambers & Hybrid
5:00 PM
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 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:00 - 5:10 PM)
1.Proclamation Recognizing March as Women's History Month Late Packet Report added
AGENDA CHANGES, ADDITIONS AND DELETIONS
CONSENT CALENDAR (5:10 - 5:15 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
2.Approval of Minutes from March 9, 2026 Meeting
3.Approval of a Facility Agreement and Pet Addendum between the City of Palo Alto and
the American Red Cross for the use of designated city facilities during disasters. CEQA
Status – Not a Project Supplemental Report added
4.Approval of Purchase Order C26196995 with Insight Public Sector, Utilizing OMNIA
Cooperative Contract No. 23-6692-03 , to Procure Mimecast Subscription services,
including vendor maintenance, updates, and technical support services, for a 3-Year Term
with an Annual Amount of $93,383 for a Total Not-To-Exceed Amount of $281,093; CEQA
status - exempt under regulation 15601(b)(3).
5.Approval of Contract Amendment Number 4 to Contract S18165157 with Smart Energy
Water Inc. (SEW) in the Amount of $972,625 for an Additional Three Years and for a
Revised Not-to-Exceed Total of $2,002,771 for Licensing and Upgrade of the Utilities
MyCPAU Customer Portal; CEQA Status – Not a Project
2 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
ACTION ITEMS (5:15 - 6:00 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished
Business and Council Matters.
6.FIRST READING: Adoption of an Ordinance to Amend Chapter 9.73 of the Palo Alto
Municipal Code to Adopt a Local Policy to Implement the Foundational Principles of the
United Nations Convention on the Elimination of all forms of Discrimination Against
Women (CEDAW) as Recommended by the Policy and Services Committee; CEQA status –
Not a Project
BREAK (30 MINUTES)
SPECIAL ORDERS OF THE DAY - BOARDS, COMMISSIONS, AND COMMITTEE INTERVIEWS (6:30 -
9:00 PM)
7.Interview Candidates for Vacancies on the Human Relations Commission (HRC), Planning
& Transportation Commission (PTC), and Utilities Advisory Commission (UAC); CEQA
Status - Not a Project Supplemental Report added
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.Palo Alto Local Hazard Mitigation Plan Annual Update for Calendar Year 2025; CEQA
Status: Not a Project
B.Monthly Investment Report - February 2026 (Unaudited)
OTHER INFORMATION
Standing Committee Meetings this week
City Schools Liaison Committee March 26, 2026 CANCELED
Public Comment Letters
3 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
Schedule of Meetings
SUPPLEMENTAL / AMENDED AGENDA ITEMS
1.Proclamation Recognizing March as Women's History Month Late Packet Report added
3.Approval of a Facility Agreement and Pet Addendum between the City of Palo Alto and
the American Red Cross for the use of designated city facilities during disasters. CEQA
Status – Not a Project Supplemental Report added
7.Interview Candidates for Vacancies on the Human Relations Commission (HRC), Planning
& Transportation Commission (PTC), and Utilities Advisory Commission (UAC); CEQA
Status - Not a Project Supplemental Report added
4 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
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
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.
5 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
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 23, 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 23, 2026
Report #:2603-6121
TITLE
Proclamation Recognizing March as Women's History Month
This will be a late packet report published on Thursday, March 19, 2026.
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 1 Packet Pg. 7 of 128
City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: March 23, 2026
Report #:2603-6120
TITLE
Approval of Minutes from March 9, 2026 Meeting
RECOMMENDATION
Staff recommends that the City Council review and approve the minutes.
ATTACHMENTS
Attachment A: March 9, 2026 Draft Action Minutes
APPROVED BY:
Mahealani Ah Yun, City Clerk
Item 2
Item 2 Staff Report
Item 2: Staff Report Pg. 1 Packet Pg. 8 of 128
CITY COUNCIL
DRAFT ACTION MINUTES
Page 1 of 6
Regular Meeting
March 09, 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
Agenda Items Numbers AA1 and 12 Heard Out of Order.
Closed Session
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)
MOTION: Councilmember Lythcott-Haims moved, seconded by Councilmember Reckdahl to go
into Closed Session.
MOTION PASSED: 7-0
Council went into Closed Session at 5:36 P.M.
Council returned from Closed Session at 6:19 P.M.
Mayor Veenker announced that Council in closed session voted unanimously to authorize the
City Attorney to become a signatory for the city to become a signatory to future amicus briefs
in the four cases identified in the closed session agenda title.
Item 2
Attachment A - March 9,
2026 Draft Action Minutes
Item 2: Staff Report Pg. 2 Packet Pg. 9 of 128
DRAFT ACTION MINUTES
Page 2 of 6
City Council Meeting
Draft Action Minutes: 03/09/2026
Special Orders of the Day
1. Proclamation Recognizing March 2026 as Youth Arts Month
NO ACTION
Agenda Changes, Additions and Deletions
Public Comment
Council Member Questions, Comments and Announcements
Study Session
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.
NO ACTION
Consent Calendar
MOTION: Councilmember Reckdahl moved, seconded by Vice Mayor Stone to approve Agenda
Item Numbers 3-6, 8-9 (Agenda Item Number 7 Removed Off Agenda).
MOTION PASSED: 7-0
3. Approval of Minutes from February 23, 2026 Meeting
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.
Item 2
Attachment A - March 9,
2026 Draft Action Minutes
Item 2: Staff Report Pg. 3 Packet Pg. 10 of 128
DRAFT ACTION MINUTES
Page 3 of 6
City Council Meeting
Draft Action Minutes: 03/09/2026
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
Ed Shikada, City Manager
Action Items
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
Agenda Item Number 10 not heard.
11. Approval of City Council Values (as Recommended by Policy & Services Committee),
2026 Objectives, Ad Hoc Purpose Statements, and Committee Workplans
MOTION: Vice Mayor Stone moved, seconded by Mayor Veenker to approve the revised
Council Values, as recommended by the Policy & Services Committee, with the following
changes:
Item 2
Attachment A - March 9,
2026 Draft Action Minutes
Item 2: Staff Report Pg. 4 Packet Pg. 11 of 128
DRAFT ACTION MINUTES
Page 4 of 6
City Council Meeting
Draft Action Minutes: 03/09/2026
3. Accountable Governance. Earn public trust through transparent leadership, inclusive
engagement, [and] open communication, and centering equity in decision-making.
5. [Equity and] Shared Prosperity and Housing Leadership. [Center equity in every
decision, and] Advance housing, workforce, and social policies that promote inclusion,
socioeconomic diversity, and opportunity
FRIENDLY AMENDMENTS INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE
MAKER AND SECONDER
MOTION PASSED: 7-0
MOTION: Mayor Veenker moved, seconded by Vice Mayor Stone to approve the 2026 City
Council Group 1 Objectives, excluding objective 36 which will be referred to staff and returned
to Council.
MOTION PASSED: 7-0
MOTION SPLIT FOR THE PURPOSE OF VOTING
MOTION: Mayor Veenker moved, seconded by Vice Mayor Stone add an additional 2026 City
Council Group 1 Objective:
- Council support position allocation as a short-term pilot (6 to 12 months) funded
from the Council Contingency fund.
MOTION PASSED: 5-2, Reckdahl, Burt no
Closed Session
AA1. Public Employee Appointment
Title: City Attorney
Authority: Gov. Code Section 54957(b)
MOTION: Councilmember Reckdahl moved, seconded by Vice Mayor Stone to go into Closed
Session.
MOTION PASSED: 7-0
Council went into Closed Session at 10:12 P.M.
Council returned from Closed Session at 11:28 P.M.
Item 2
Attachment A - March 9,
2026 Draft Action Minutes
Item 2: Staff Report Pg. 5 Packet Pg. 12 of 128
DRAFT ACTION MINUTES
Page 5 of 6
City Council Meeting
Draft Action Minutes: 03/09/2026
Mayor Veenker announced the Council will be continuing agenda item number AA1 to resume
meeting at 5:15 P.M. on Wednesday, March 11, 2026.
Adjournment: The meeting was adjourned at 11:29 P.M. and will be continued on Wednesday,
March 11, 2026 at 5:15 P.M.
The City Council of the City of Palo Alto met on March 11, 2026 at 5:15 P.M. A continuation of
the March 9, 2026 meeting.
Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker
Present Remotely:
Absent:
Call to Order
Closed Session
AA1. Public Employee Appointment
Title: City Attorney
Authority: Gov. Code Section 54957(b)
MOTION: Vice Mayor Stone moved, seconded by Councilmember Lauing to go into Closed
Session.
MOTION PASSED: 7-0
Council went into Closed Session at 5:18 P.M.
Council returned from Closed Session at 7:30 P.M.
Mayor Veenker announced no reportable action.
Adjournment: The meeting was adjourned at 7:32 P.M. on Wednesday, March 11, 2026.
Item 2
Attachment A - March 9,
2026 Draft Action Minutes
Item 2: Staff Report Pg. 6 Packet Pg. 13 of 128
DRAFT ACTION MINUTES
Page 6 of 6
City Council Meeting
Draft Action Minutes: 03/09/2026
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 2
Attachment A - March 9,
2026 Draft Action Minutes
Item 2: Staff Report Pg. 7 Packet Pg. 14 of 128
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Office of Emergency Services
Meeting Date: March 23, 2026
Report #: 2602-5930
TITLE
Approval of a Facility Agreement and Pet Addendum between the City of Palo Alto and the
American Red Cross for the use of designated city facilities during disasters. CEQA Status – Not
a Project
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager to execute the Facility
Use Agreement (Attachment A) and the Pet Addendum (Attachment B) with the American Red
Cross to authorize the use of the Cubberley Community Center, Mitchell Park Community
Center, and Lucie Stern Community Center facilities, grounds and equipment for emergency
congregant shelters required during disasters and to meet the mass care needs of disaster
survivors. The Red Cross survey documents are included for the above, with the exception of
Lucie Stern, since that facility is not anticipated to be used for sheltering near-term, but could
have other supportive roles.
BACKGROUND
In 1973 the City of Palo Alto entered into an agreement with the American Red Cross to provide
disaster shelter at the Cubberley Community Center. This agreement benefited both the
City and Red Cross by providing City staff assistance and a City facility to serve the residents of
Palo Alto as a shelter during a disaster. The City updated this agreement in 20041 and again in
2008. It has not been updated since that time.
The identification and evaluation of all potential sheltering facilities and locations to serve as an
emergency congregant center was an objective listed in the City of Palo Alto’s Emergency
1 City Council, June 28, 2004; CMR: 300:04
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=77210&dbid=0&repo=PaloAlto&cr=1b
Item 3
Item 3 Staff Report
Item 3: Staff Report Pg. 1 Packet Pg. 15 of 128
Management Plan3 ). Each update of the City’s Emergency Operations Plan has identified
Shelter and Mass Care services as an emergency function the City should be ready to provide.
Since that time Cubberley Community Center has been the only city-owned property with a
facility agreement with the Red Cross for use as a disaster shelter.
The Cubberley Community Center served as an emergency congregant shelter during the 1998
flood, sheltering approximately 200 residents in the Pavilion building. There has not been a
significant disaster since 1998 requiring the activation of an emergency shelter, although there
have been times since then where small numbers of individuals have been housed in hotels
following periodic residential fires and flooding in 2023.
The American Red Cross maintains a national shelter database of all the facilities in the United
States with a facility agreement. This is known as the National Shelter System (NSS) and in Palo
Alto it includes not only city-owned properties, but also facilities owned by other agencies who
also have existing agreements.
ANALYSIS
4. When the need to establish Red Cross shelters arises, the City and the Red
Cross will coordinate the mass care needs of the community. When activated by the City’s
Director of Emergency Services, this agreement will allow the Red Cross the use of Cubberley
Community Center, and the Mitchell Park Community Center facilities, grounds and equipment
as an emergency congregant shelter and to support mass care needs for disaster survivors. This
agreement is inclusive of an addendum that grants permission to the Red Cross to permit its
clients while occupying a portion of the Premises (“Client”) to keep only those pet(s) as
specified in the addendum and in compliance with its terms and conditions.
3City Council, January 11, 1999; CMR: 379:98
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=64162&page=1&dbid=0&repo=PaloAlto&searchid=
91162235-a12a-47b1-b282-5e8fcd36b79b&cr=1
4 City of Palo Alto Emergency Operations Plan, 2025;
https://www.paloalto.gov/files/assets/public/v/1/oes/plans/palo-alto-2025-emergency-operations-plan-final.pdf
Item 3
Item 3 Staff Report
Item 3: Staff Report Pg. 2 Packet Pg. 16 of 128
The operation of emergency shelter locations is a joint responsibility of the City of Palo Alto and
the Red Cross. The Red Cross designates a Red Cross official to manage the activities at the
facility. The City of Palo Alto designates a Facility Coordinator to coordinate with the Red Cross
Manager. The City of Palo Alto will also provide staff and volunteer support within capabilities,
to augment the efforts of Red Cross volunteers.
The Red Cross agrees to reimburse the City for any damage to the facility during use and
replace foods or supplies that may be provided by the City and used by
the Red Cross in the conduct of its relief activities as a shelter.
The Memorandum of Understanding shall remain in effect until terminated with written notice
of non-renewal by either the City or the American Red Cross.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Item 3
Item 3 Staff Report
Item 3: Staff Report Pg. 3 Packet Pg. 17 of 128
LOG Facility Use Agreement Form V.6.0 2024-04-11 1
Facility Use Agreement
The American National Red Cross (“Red Cross”), a non-profit corporation chartered by the United States
Congress, provides services to individuals, families, and communities when disasters strike. The disaster
relief activities of the Red Cross are made possible by the American public, who support the Red Cross
with generous donations. The Red Cross’s disaster services are also supported by facility owners who
permit the Red Cross to use their buildings as shelters and other service delivery sites for disaster
victims. This agreement is between the Red Cross and a facility owner (“Owner”) so the Red Cross can
use the facility to provide services during a disaster. This agreement only applies when Red Cross
requests use of the facility and is managing the activity at the facility.
Parties and Facility
Owner:
Full Name of Owner
Address
24-Hour Point of Contact
Name and
Title Work
Address for Official
Notices (only if
Red Cross:
Chapter Name
Chapter Address
24-Hour Point of Contact
Name and
Title Work
Address for Official
Notices
American Red Cross, Disaster Cycle Services Logistics, 8550 Arlington
Blvd., Fairfax, VA 22031
Facility:
Insert name and complete street address of building or, if multiple buildings, write “See attached
facility list,” and attach facility list, including complete street address of each building that is part
of this agreement. If the Red Cross will use only a portion of a building, then describe the portion
of the building that the Red Cross will use.
City of Palo Alto
250 Hamilton Ave
Nathan Rainey
OES Coordinator
650-444-5350
250 Hamilton Ave, Palo Alto, CA 94301
American Red Cross Silicon Valley Chapter
2731 N. 1st Street, San Jose, CA 95134
Red Cross 24-Hr. Activation Line 866-272-2237
Cubberly Community Center, 4000 Middlefield Road, Palo Alto, CA 94303
Mitchell Park Community Center, 3700 Middlefield Road, Palo Alto, CA 94303
Lucie Stern Community Center, 1305 Middlefield Road, Palo Alto, CA 94301
* Refer to the latest shelter surveys for details on the spaces at these sites that can be used in a shelter operation.
Item 3
Attachment A - Facility Use
Agreement with the
American Red Cross
Item 3: Staff Report Pg. 4 Packet Pg. 18 of 128
LOG Facility Use Agreement Form V.6.0 2024-04-11 2
Terms and Conditions
1. Use of Facility: Upon request and if feasible, Owner will permit the Red Cross to use and
occupy the Facility on a temporary basis to conduct emergency, disaster-related activities. The
Facility may be used for the following purposes (both parties must initial all that apply):
Facility Purpose Owner Initials Red Cross
Initials
Intake)
2. Facility Management: The Red Cross will designate a Red Cross official to manage the
activities at the Facility (“Red Cross Manager”). The Owner will designate a Facility Coordinator
to coordinate with the Red Cross Manager regarding the use of the Facility by the Red Cross.
3. Condition of Facility: The Facility Coordinator and Red Cross Manager (or designee) will jointly
conduct a survey of the Facility before it is turned over to the Red Cross. They will use the first
page of the Red Cross’s Facility/Shelter Opening/Closing Form to record any existing
damage or conditions. The Facility Coordinator will identify and secure all equipment in the
Facility that the Red Cross should not use. The Red Cross will exercise reasonable care while
using the Facility and will not modify the Facility without the Owner’s express written approval.
4. Food Services (This paragraph applies only when the Facility is used as a shelter or service
center.): Upon request by the Red Cross, and if such resources are available, the Owner will
make the food service resources of the Facility, including food, supplies, equipment and food
service workers, available to feed the shelter occupants. The Facility Coordinator will designate a
Food Service Manager to coordinate meals at the direction of and in cooperation with the Red
Cross Manager. The Food Service Manager will establish a feeding schedule and supervise meal
planning and preparation. The Food Service Manager and Red Cross Manager will jointly
conduct a pre-occupancy inventory of the food and food service supplies before the Facility is
turned over to the Red Cross. When the Red Cross vacates the Facility, the Red Cross Manager
and Facility Coordinator or Food Service Manager will conduct a post-occupancy inventory of the
food and supplies used during the Red Cross’s activities at the Facility.
5. Custodial Services (This paragraph applies only when the Facility is used as a shelter or service
center.): Upon request of the Red Cross and if such resources are available, the Owner will make
its custodial resources, including supplies and workers, available to provide cleaning and
sanitation services at the Facility. The Facility Coordinator will designate a Facility Custodian to
coordinate these services at the direction of and in cooperation with the Red Cross Manager.
6. Security/Safety: In coordination with the Facility Coordinator, the Red Cross Manager, as he or
she deems necessary and appropriate, will coordinate with law enforcement regarding any
security and safety issues at the Facility.
7. Signage and Publicity: The Red Cross may post signs identifying the Facility as a site of Red
Cross operations in locations approved by the Facility Coordinator. The Red Cross will remove
such signs when the Red Cross concludes its activities at the Facility. The Owner will not issue
press releases or other publicity concerning the Red Cross’s activities at the Facility without the
ES CC
ES CC
ES CC
ES CC
Item 3
Attachment A - Facility Use
Agreement with the
American Red Cross
Item 3: Staff Report Pg. 5 Packet Pg. 19 of 128
LOG Facility Use Agreement Form V.6.0 2024-04-11 3
written consent of the Red Cross Manager. The Owner will refer all media questions about the
Red Cross activities to the Red Cross Manager.
8. Closing the Facility: The Red Cross will notify the Owner or Facility Coordinator of the date when
the Red Cross will vacate the Facility. Before the Red Cross vacates the Facility, the Red Cross
Manager and Facility Coordinator will jointly conduct a post-occupancy inspection, using the
second page of the Shelter/Facility Opening/Closing Form, to record any damage or conditions.
9. Fee (This paragraph does not apply when the Facility is used as a shelter. The Red Cross does
not pay fees to use facilities as shelters.): Both parties must initial one of the two statements
below:
a. Owner will not charge a fee for the use of the Facility.
Owner Initials _______ Red Cross Initials ______
b. The Red Cross will pay $ per: for the right to use and occupy the Facility
Owner Initials ________ Red Cross Initials ______
10. Reimbursement: Subject to the conditions in paragraph 10(e) below, the Red Cross will
reimburse the Owner for the following:
a. Damage to the Facility or other property of Owner, reasonable wear and tear excepted,
resulting from the operations of the Red Cross. Reimbursement for facility damage will
be based on replacement at actual cash value. The Red Cross, in consultation with the
Owner, will select from bids from at least three reputable contractors. The Red Cross is
not responsible for storm damage or other damage caused by the disaster.
b. Reasonable costs associated with custodial and food service personnel and supplies
which would not have been incurred but for the Red Cross’s use of the Facility. The
Red Cross will reimburse at per-hour, straight-time rate for wages actually incurred
but will not reimburse for (i) overtime or (ii) costs of salaried staff.
c. Reasonable, actual, out-of-pocket costs for the utilities indicated below, to the extent
that such costs would not have been incurred but for the Red Cross’s use of the
Facility. (Both parties must initial all utilities that may be reimbursed by the Red Cross):
Owner Initials Red Cross Initials
d. The Owner will submit any request for reimbursement to the Red Cross within 60 days
after the occupancy of the Red Cross ends. Any request for reimbursement must be
accompanied by supporting invoices. Any request for reimbursement for personnel
costs must be accompanied by a list of the personnel with the dates and hours
worked.
e. If the disaster is a Federally declared disaster and Owner is a municipal, county,
parish, or state government entity, then the Owner will work with appropriate
emergency management agencies to seek cost reimbursement through the Federal
Emergency Management Agency’s program for administering Public Assistance
Category B under the Robert T. Stafford Act. The Red Cross is not obligated to
ES CC
ES
ES CC
ES CC
ES CC
ES CC
Item 3
Attachment A - Facility Use
Agreement with the
American Red Cross
Item 3: Staff Report Pg. 6 Packet Pg. 20 of 128
LOG Facility Use Agreement Form V.6.0 2024-04-11 4
reimburse the Owner for costs covered by Public Assistance Category B.
11. Insurance: The Red Cross shall carry insurance coverage in the amounts of at least $1,000,000
per occurrence for Commercial General Liability and Automobile Liability. The Red Cross shall
also carry Workers’.
a. Compensation coverage with statutory limits for the jurisdiction within which the facility
is located and $1,000,000 in Employers’ Liability.
12. Indemnification: The Red Cross shall defend, hold harmless, and indemnify Owner against any
legal liability, including reasonable attorney fees, in respect to claims for bodily injury, death, and
property damage arising from the negligence of the Red Cross during the use of the Facility.
13. Term: The term of this agreement begins on the date of the last signature below and ends 30
days after written notice by either party.
Digital Signature: Each party agrees that either part's execution of this agreement by DIGITAL signature
(whether ELECTRONIC or encrypted) is expressly intended to authenticate this AGREEMENT and to
have the same force and effect as manual signatures. The term DIGITAL signature means any electronic
sound, symbol, or process attached to or logically associated with a record and executed and adopted by
a party with the intent to sign such record, including facsimile or email electronic signatures. The use of
digital signatures is intended to facilitate more efficient execution and delivery of signed documents.
The American National Red Cross
Owner (Legal Name) (Legal Name)
By (Signature) By (Signature)
Name (Printed) Name (Printed)
Title Title
Date Date
City of Palo Alto
Ed Shikada
City Manager
Casey Copp Digitally signed by Casey Copp
DN: cn=Casey Copp, o=American Red Cross, ou=NCCR,
email=casey.copp@redcross.org, c=US
Date: 2026.02.10 15:31:20 -08'00'
Casey Copp
Community Disaster Program Manager
2/11/2026
Item 3
Attachment A - Facility Use
Agreement with the
American Red Cross
Item 3: Staff Report Pg. 7 Packet Pg. 21 of 128
Page 1 of 3
PET ADDENDUM TO FACILITY USE AGREEMENT
This Pet Addendum to Facility Use Agreement (“Addendum”) is hereby annexed to and made a part of the
Facility Use Agreement (“Agreement”) having an effective date of ______, 20___, and entered into
between ________________ (“Owner”) and The American National Red Cross, a nonprofit corporation,
a Federally chartered instrumentality of the United States, and a body corporate under the laws of the
United State (36 U.S.C. §§ 300101-300111 (2007) (“Red Cross”). Owner and Red Cross are each sometimes
referred to herein as a “Party” and collectively, as “Parties”, as the context requires. Capitalized terms
used, but not defined herein have the meanings set forth in the “Agreement”.
Owner hereby grants permission to the Red Cross to permit its clients while occupying a portion of the
Premises (“Client”) to keep only those pet(s) described below upon the terms and conditions in this
Addendum. All pets are subject to the following general policies:
1. Clients’ household pets, including assistance/therapy animals (each as defined by
applicable law) are permitted to be kept on and in the area of the Facility designated on Exhibit A of
this Addendum (“Pet Area”), or other areas (designated by Owner) in the building.
2. Clients’ service and/or guide animals (as defined by applicable law) are permitted to be
kept in the same area of the Facility as the Client.
3. At all times when a client’s pet is outside the Pet Area, the pet must be secured by either
a leash, or in a carrier or other container and restrained in such a way so as not to cause any damage to
people or the Facility. Except for service and/or guide animals, no pet is permitted in any part of the
Facility, other than the Pet Area, or other areas designated and approved by Owner.
4. Owner’s personnel shall avoid physical contact with any pet and shall enter the Pet Area
only accompanied by the Red Cross Representative (identified in the Agreement) or Animal Welfare
Organization (AWO) providing care and/or support of the pet.
5. Red Cross agrees that it, acting through the AWO, shall be responsible for sheltering,
feeding, maintaining, and overseeing the welfare of the pets in compliance with all applicable laws and
regulations, including but not limited to all state law and local ordinances regarding pet ownership and
liability.
6. The Parties may execute and deliver this Addendum in counterparts.
7. Except as otherwise set forth in this Addendum, the terms of the Agreement remain in
effect.
8. The term of this Addendum shall be coterminous with the term of the Agreement.
The Parties have executed and delivered this Addendum as of the Effective Date.
[Signatures follow on next page]
City of Palo Alto, CA
26
Item 3
Attachment B - Pet
Addendum to Facility Use
Agreement
Item 3: Staff Report Pg. 8 Packet Pg. 22 of 128
Page 2 of 3
IN WITNESS WHEREOF, the Parties, acting through their duly authorized officers, have executed
this Contract, which shall come into force as of the latest date of the signatures below.
OWNER RED CROSS
Name: ____________________________
By: _____________________________________
Signature
Print Name: _____________________________
Title: ___________________________________
The American National Red Cross
By: _____________________________________
Signature
Print Name: _____________________________
Title: ___________________________________
City of Palo Alto
Ed Shikada Casey Copp
City Manager Community Disaster Program Mgr
Casey Copp
Digitally signed by Casey Copp
DN: cn=Casey Copp, o=American
Red Cross, ou=NCCR,
email=casey.copp@redcross.org,
c=US
Date: 2026.02.11 11:19:33 -08'00'
Item 3
Attachment B - Pet
Addendum to Facility Use
Agreement
Item 3: Staff Report Pg. 9 Packet Pg. 23 of 128
Page 3 of 3
Exhibit A
Diagram of Pet Area (include location of pet waste disposal bins/areas)
Item 3
Attachment B - Pet
Addendum to Facility Use
Agreement
Item 3: Staff Report Pg. 10 Packet Pg. 24 of 128
Shelter Facility Survey
BASIC SHELTER INFORMATION
Red
Cross
Site Name/
School District NSS ID#Date
Building #Name of
building of
Shelter address
Town/
City
County/
Parish State
Mailing Address
(if different)
FEMA DHS TSA SBC
Red Cross
managed
Red Cross
partner
Red Cross
supported Independent
Evacuation General Medical
Shelter Capacity (See Surveyor Instructions #1)
Total sq feet
Sq feet usable for
sleeping space
Other
Other
Evacuation
Post Impact
Other
usable sq ft ÷ 20 sq ft/person =
usable sq ft ÷ 40 sq ft/person =
usable sq ft ÷ sq ft/person =
person capacity
person capacity
person capacity
Shelter Capacity
Phone #WebsiteFax #
Shelter Facility Survey 1
General facility notes
Agency operating shelter
(check one)
Shelter agency type
(check one)
Shelter type (check all that apply)
Geographic Information
Latitude Longitude Elevation
Use major landmarks (e.g. highways, intersections, rivers, railroad crossings, etc.) that will be easily recognizable in a disaster.
Latitude and longitude coordinates can be found at online web sites, using a global positioning system device, or will auto
populate when the address is entered into the National Shelter System.
No NoYes Hurricane category or
evacuation areaYesIn storm surge/
evacuation
In flood
plain
year flood
impact
Directions to facility
Zip
Code
Town/
City
County/
Parish State Zip
Code
Use the calculations to calculate the capacity for sleeping space.
Rev. 8-15-2011
Cubberly Community Center 53635 2/19/2026
4000 Middlefield Road
Palo Alto Santa Clara CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility
map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster
are detailed starting on page 7.
37.4165045 -122.1071228 19 feet
Exit highway 101 onto San Antonio Road heading west. Turn right onto Middlefield Road (north). Cubberly
Community Center will be on the left at Montrose Ave.
94303
Rooms H6 and/or L6 with tarps and kennels
Community Services Senior Manager
Recreation Coordinator
L
Chase Hartmann Facilities Manager
aines
3/26/2008
Attached to the NSS Survey fax
Jim Mollerus
Chase Hartmann
Sheltering Coordinator
Facilities Manager
American Red Cross SVC
City of Palo Alto
There are other areas of the facility that are leased by other organizations and these spaces are generally
not available except in extreme emergencies. These spaces have been excluded from this survey write-up. See site map for details.
1
No sprinklers in any of the buildings.
T-2 Office and the Theatre
Nathan Rainey Emergency Services Coordinator
Shelters are a top priority for city building inspectors after a disaster.
15 17
There is no longer a mens shower/locker room on site. Women's showers may be used
for mens during specific time windows or showers arranged for at a local gym. See page 8 for more info on local gyms.
120
3
120
Until Gym A and/or Gym B are returned to service, feeding should be conducted in a dedicated area of the Pavilion.
Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.
There is only one accessible shower on
end of the wand. These will need to be installed to make them usable. The women's accessible shower can be used by males during
the premises located in the Women's shower. At the time of the inspection it was missing the control lever and shower head off the
pre-designated male showering times.
0 0
Many Many
GYM B (100' x 56' = 5,600 sqft): Feeding in a max-sized shelter. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no
sprinklers.
GYM A (100' x 56' = 5,600 sqft): Secondary dormitory. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers.
(Note: no restrooms inside Gym A or B)
WOMEN'S SHOWERS (located on the back-side of Gym A): 4 sinks, 4 stalls (including 1 accessible stall), 15 showers (including 1 accessible).
MEN'S SHOWERS: removed in 2019.
NOTE ON SHOWERS: a work-around to having only one accessible shower in the women's restroom is to designate male shower times
using the women's showers. Sewer hook-ups for portable showers are in the rear parking lot near Building I and between rooms
G7 and J5. Another option is to use nearby gyms for showers. The best options are the following:
smoke detector, but no sprinklers. Heating, but no A/C.
PAVILLION (102' X 105', 10,710 square feet): Primary dormitory & feeding space. The main hall has no windows. There is a fire alarm &
PAVILLION LOBBY (43' x 18' = 774 square feet): Use for registration area and dormitory access control
PAVILLION MEN'S REST REOOM: 3 sinks, 2 urinals, 3 stalls (including 1 accessible stall)
Palo Alto YMCA (NSS #75765) 3412 Ross Road, Palo Alto, CA 650-856-9622
Oshman Family JCC: 3921 Fabian Way, Palo Alto, CA 650-223-8680
The following spaces are also available, though do require walking through the areas of the campus that house the school. These
spaces should not be used for general dormitory or client services. See the accompanying notes on how they can be used.
Has heating, tile floor, sink, but no A/C.
ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.
ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.
ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.
COT SPACE: 60% 16,310 sq. ft. Dormitory Space = ~9,800 sq. ft. (Note: 40% of Dormitory Space is reserved for isles and doorways)
DORMITORY SPACE: 10,710 sq. ft. Pavilion + 5,600 sq. ft. Gym A = 16,310 sq. ft.
EVACUATION SPACE: 9,800 sf Cot Space + 3,360 sf of Gym B = 13,160 sf (Note: 40% of space is reserved for isles and doorways)
TOTAL SPACE: 10,710 Pavilion + 11,200 Gyms A&B, 774 Pavilion Lobby+ 648 Rm H1 + 1,296 Rm H6 + 1,242 Rm L6 = 25,870 sq. ft.
SUPPORTING OUTDOOR POPULATIONS:
Cars & RV's: South lot (next to the Pavillion) but in the rows furthest from the building
Tents: Soccer Field 2 on the back-side of the facility
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 11 Packet Pg. 25 of 128
Shelter Facility Survey
Shelter Facility Survey 2
Pet Shelter
No nearest locationanswer questions below
No NoCement or tile
floors with drains NoOutdoor space
to relieve pets
Agency that will
operate the pet shelter 24 hour #
Contact notes
Alternate Point of Contact
Name Title
24 hour #EmailFax #
Alternate Point of Contact
Point of Contact to Open Facility
Name Title
24 hour #Email
Contact notes
Fax #
Yes
Yes Yes Yes
Pet shelter space
available on site
Separate
ventilation system
Point of Contact to Authorize Use of Facility
Name Title Phone #
24 hour #Email
Contact notes
Fax #
ADDITIONAL INFORMATION
No Date signed Notes
NoPre-designated shelter
team assigned Team name
NoCurrent facility floor
plans available Location of copies
Yes
Yes
Yes
Shelter agreement
signed
NoYesInternational Association of Venue Managers (IAVM) facility
NoYesShelter can be a hurricane evacuation shelter Notes
Phone #
Phone #
Phone #
Use the Standards for Selection of Hurricane Evacuation Shelters to select hurricane evacuation shelters. In this document, you
will find a planning process that involves many factors (e.g. technical information for storm surge and flood mapping). This
process requires close coordination with local officials for technical information to make decisions about hurricane shelter
suitability. Use the Facility Construction section to assist with determining whether this can be a hurricane evacuation shelter.
Rev. 8-15-2011
Cubberly Community Center 53635 2/19/2026
4000 Middlefield Road
Palo Alto Santa Clara CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility
map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster
are detailed starting on page 7.
37.4165045 -122.1071228 19 feet
Exit highway 101 onto San Antonio Road heading west. Turn right onto Middlefield Road (north). Cubberly
Community Center will be on the left at Montrose Ave.
94303
Rooms H6 and/or L6 with tarps and kennels
Community Services Senior Manager
Recreation Coordinator
L
Chase Hartmann Facilities Manager
aines
3/26/2008
Attached to the NSS Survey fax
Jim Mollerus
Chase Hartmann
Sheltering Coordinator
Facilities Manager
American Red Cross SVC
City of Palo Alto
There are other areas of the facility that are leased by other organizations and these spaces are generally
not available except in extreme emergencies. These spaces have been excluded from this survey write-up. See site map for details.
1
No sprinklers in any of the buildings.
T-2 Office and the Theatre
Nathan Rainey Emergency Services Coordinator
Shelters are a top priority for city building inspectors after a disaster.
15 17
There is no longer a mens shower/locker room on site. Women's showers may be used
for mens during specific time windows or showers arranged for at a local gym. See page 8 for more info on local gyms.
120
3
120
Until Gym A and/or Gym B are returned to service, feeding should be conducted in a dedicated area of the Pavilion.
Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.
There is only one accessible shower on
end of the wand. These will need to be installed to make them usable. The women's accessible shower can be used by males during
the premises located in the Women's shower. At the time of the inspection it was missing the control lever and shower head off the
pre-designated male showering times.
0 0
Many Many
GYM B (100' x 56' = 5,600 sqft): Feeding in a max-sized shelter. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no
sprinklers.
GYM A (100' x 56' = 5,600 sqft): Secondary dormitory. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers.
(Note: no restrooms inside Gym A or B)
WOMEN'S SHOWERS (located on the back-side of Gym A): 4 sinks, 4 stalls (including 1 accessible stall), 15 showers (including 1 accessible).
MEN'S SHOWERS: removed in 2019.
NOTE ON SHOWERS: a work-around to having only one accessible shower in the women's restroom is to designate male shower times
using the women's showers. Sewer hook-ups for portable showers are in the rear parking lot near Building I and between rooms
G7 and J5. Another option is to use nearby gyms for showers. The best options are the following:
smoke detector, but no sprinklers. Heating, but no A/C.
PAVILLION (102' X 105', 10,710 square feet): Primary dormitory & feeding space. The main hall has no windows. There is a fire alarm &
PAVILLION LOBBY (43' x 18' = 774 square feet): Use for registration area and dormitory access control
PAVILLION MEN'S REST REOOM: 3 sinks, 2 urinals, 3 stalls (including 1 accessible stall)
Palo Alto YMCA (NSS #75765) 3412 Ross Road, Palo Alto, CA 650-856-9622
Oshman Family JCC: 3921 Fabian Way, Palo Alto, CA 650-223-8680
The following spaces are also available, though do require walking through the areas of the campus that house the school. These
spaces should not be used for general dormitory or client services. See the accompanying notes on how they can be used.
Has heating, tile floor, sink, but no A/C.
ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.
ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.
ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.
COT SPACE: 60% 16,310 sq. ft. Dormitory Space = ~9,800 sq. ft. (Note: 40% of Dormitory Space is reserved for isles and doorways)
DORMITORY SPACE: 10,710 sq. ft. Pavilion + 5,600 sq. ft. Gym A = 16,310 sq. ft.
EVACUATION SPACE: 9,800 sf Cot Space + 3,360 sf of Gym B = 13,160 sf (Note: 40% of space is reserved for isles and doorways)
TOTAL SPACE: 10,710 Pavilion + 11,200 Gyms A&B, 774 Pavilion Lobby+ 648 Rm H1 + 1,296 Rm H6 + 1,242 Rm L6 = 25,870 sq. ft.
SUPPORTING OUTDOOR POPULATIONS:
Cars & RV's: South lot (next to the Pavillion) but in the rows furthest from the building
Tents: Soccer Field 2 on the back-side of the facility
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 12 Packet Pg. 26 of 128
Survey Conductors (List all who participated in the survey)
Name Title Organization Phone #
Shelter Facility Survey 3
LIMITATIONS OF FACILITY USE
Check one This facility will be available for
use at any time during the year
This facility is only available for use
during the time periods listed below
This facility is not available for use
during the time periods listed below
Dates (mm/dd/yyyy)Times (hh:mm)
From AM PM
AM PM
Dates (mm/dd/yyyy)Times (hh:mm)
AM PM
AM PM
From
ToTo
List any recurring dates that the facility
is not available (e.g. every sunday)
Areas of the facility that
are restricted during use
Shelter Facility Survey
FACILITY CONSTRUCTION & SAFETY
Facility Construction
Wood Construction
material
Masonry/Brick Pre-fab Bungalow Concrete Metal Trailer Pod
# stories/
floors Notes
NotesNoElevatorLocationYes
NoOpen roof-spans (see Standards for Selection of
Hurricane Evacuation Shelters for current standards) LengthYes
NoWindows in
sleep area Yes NoIf yes, shatter
protected Yes NoIf yes, protected
with shutter Yes
Other
Fire & AED Safety
Fire alarms & systems
(check all that apply)
Working smoke
detectors
Inspected fire
alarm system
Functional
sprinkler system
Functional direct fire
department alert
Comments from
fire department
AED(s) on site NoYesLocation
Some facilities may not meet fire codes based on building capacity. The questions below are a general reference. Contact your
local fire department with questions or for more information.
Rev. 8-15-2011
Cubberly Community Center 53635 2/19/2026
4000 Middlefield Road
Palo Alto Santa Clara CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility
map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster
are detailed starting on page 7.
37.4165045 -122.1071228 19 feet
Exit highway 101 onto San Antonio Road heading west. Turn right onto Middlefield Road (north). Cubberly
Community Center will be on the left at Montrose Ave.
94303
Rooms H6 and/or L6 with tarps and kennels
Community Services Senior Manager
Recreation Coordinator
L
Chase Hartmann Facilities Manager
aines
3/26/2008
Attached to the NSS Survey fax
Jim Mollerus
Chase Hartmann
Sheltering Coordinator
Facilities Manager
American Red Cross SVC
City of Palo Alto
There are other areas of the facility that are leased by other organizations and these spaces are generally
not available except in extreme emergencies. These spaces have been excluded from this survey write-up. See site map for details.
1
No sprinklers in any of the buildings.
T-2 Office and the Theatre
Nathan Rainey Emergency Services Coordinator
Shelters are a top priority for city building inspectors after a disaster.
15 17
There is no longer a mens shower/locker room on site. Women's showers may be used
for mens during specific time windows or showers arranged for at a local gym. See page 8 for more info on local gyms.
120
3
120
Until Gym A and/or Gym B are returned to service, feeding should be conducted in a dedicated area of the Pavilion.
Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.
There is only one accessible shower on
end of the wand. These will need to be installed to make them usable. The women's accessible shower can be used by males during
the premises located in the Women's shower. At the time of the inspection it was missing the control lever and shower head off the
pre-designated male showering times.
0 0
Many Many
GYM B (100' x 56' = 5,600 sqft): Feeding in a max-sized shelter. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no
sprinklers.
GYM A (100' x 56' = 5,600 sqft): Secondary dormitory. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers.
(Note: no restrooms inside Gym A or B)
WOMEN'S SHOWERS (located on the back-side of Gym A): 4 sinks, 4 stalls (including 1 accessible stall), 15 showers (including 1 accessible).
MEN'S SHOWERS: removed in 2019.
NOTE ON SHOWERS: a work-around to having only one accessible shower in the women's restroom is to designate male shower times
using the women's showers. Sewer hook-ups for portable showers are in the rear parking lot near Building I and between rooms
G7 and J5. Another option is to use nearby gyms for showers. The best options are the following:
smoke detector, but no sprinklers. Heating, but no A/C.
PAVILLION (102' X 105', 10,710 square feet): Primary dormitory & feeding space. The main hall has no windows. There is a fire alarm &
PAVILLION LOBBY (43' x 18' = 774 square feet): Use for registration area and dormitory access control
PAVILLION MEN'S REST REOOM: 3 sinks, 2 urinals, 3 stalls (including 1 accessible stall)
Palo Alto YMCA (NSS #75765) 3412 Ross Road, Palo Alto, CA 650-856-9622
Oshman Family JCC: 3921 Fabian Way, Palo Alto, CA 650-223-8680
The following spaces are also available, though do require walking through the areas of the campus that house the school. These
spaces should not be used for general dormitory or client services. See the accompanying notes on how they can be used.
Has heating, tile floor, sink, but no A/C.
ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.
ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.
ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.
COT SPACE: 60% 16,310 sq. ft. Dormitory Space = ~9,800 sq. ft. (Note: 40% of Dormitory Space is reserved for isles and doorways)
DORMITORY SPACE: 10,710 sq. ft. Pavilion + 5,600 sq. ft. Gym A = 16,310 sq. ft.
EVACUATION SPACE: 9,800 sf Cot Space + 3,360 sf of Gym B = 13,160 sf (Note: 40% of space is reserved for isles and doorways)
TOTAL SPACE: 10,710 Pavilion + 11,200 Gyms A&B, 774 Pavilion Lobby+ 648 Rm H1 + 1,296 Rm H6 + 1,242 Rm L6 = 25,870 sq. ft.
SUPPORTING OUTDOOR POPULATIONS:
Cars & RV's: South lot (next to the Pavillion) but in the rows furthest from the building
Tents: Soccer Field 2 on the back-side of the facility
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 13 Packet Pg. 27 of 128
Shelter Facility Survey
Shelter Facility Survey 4
Facility Inspection Point of Contact
If requested, who would inspect this facility post-impact to determine it is safe to occupy?
Name Title
24 hour #Email
Contact notes
Fax #
Sanitation, Utilities & Power
SANITATION, FEEDING & UTILITIES
Natural
GasHeating Electric Propane Fuel
Oil
Natural
GasCoolingElectric Propane
NoShowers available # of showersYes NoToilets available Yes # of toilets
NoSelf-sufficient power Yes Type
Emergency
generator on site NoYes Notes
Check all that apply
Check all that apply Natural GasCooking Electric Propane Well(s)Water Municipal Trapped
Total estimated seating
capacity for eating
Feeding
Food Prep (check all that apply)Warming oven kitchen Full service Central kitchen (delivery)
Food stock
stored on site NoRefrigeration
units on site YesNoYes# meal can
be served # units
Seating
capacity Cafeteria Snack
Bar
Other indoor
seating
Notes on
feeding
Phone #
ACCESSIBILITY
Facility
Construction
Facility built in 1993 or later, or extensively altered in 1992 or later.
Parking Areas
NoAccessible parking
space(s)Yes
Parking available.
Notes
NoVan accessible
parking space(s)Yes Notes
See accompanying Shelter Facility Survey-Accessibility Instructions.
Answer below if parking is available
Drop-off/
Loading Area
Permanent drop-off area/loading zone with marked access aisle or space available to
designate as temporary drop-off area/loading zone.
NoYes
Yes No
NoYes
The recommended ratio for toilet facilities is a minimum of 1 toilet for 20 people. The optimum scenario for showers is 1 shower
for every 25 residents. Count all facilities that will be available to shelter residents and staff.
Note fuel requirements, generator capacity, facility areas supported by generator(s), and other relevant information.
Rev. 8-15-2011
Cubberly Community Center 53635 2/19/2026
4000 Middlefield Road
Palo Alto Santa Clara CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility
map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster
are detailed starting on page 7.
37.4165045 -122.1071228 19 feet
Exit highway 101 onto San Antonio Road heading west. Turn right onto Middlefield Road (north). Cubberly
Community Center will be on the left at Montrose Ave.
94303
Rooms H6 and/or L6 with tarps and kennels
Community Services Senior Manager
Recreation Coordinator
L
Chase Hartmann Facilities Manager
aines
3/26/2008
Attached to the NSS Survey fax
Jim Mollerus
Chase Hartmann
Sheltering Coordinator
Facilities Manager
American Red Cross SVC
City of Palo Alto
There are other areas of the facility that are leased by other organizations and these spaces are generally
not available except in extreme emergencies. These spaces have been excluded from this survey write-up. See site map for details.
1
No sprinklers in any of the buildings.
T-2 Office and the Theatre
Nathan Rainey Emergency Services Coordinator
Shelters are a top priority for city building inspectors after a disaster.
15 17
There is no longer a mens shower/locker room on site. Women's showers may be used
for mens during specific time windows or showers arranged for at a local gym. See page 8 for more info on local gyms.
120
3
120
Until Gym A and/or Gym B are returned to service, feeding should be conducted in a dedicated area of the Pavilion.
Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.
There is only one accessible shower on
end of the wand. These will need to be installed to make them usable. The women's accessible shower can be used by males during
the premises located in the Women's shower. At the time of the inspection it was missing the control lever and shower head off the
pre-designated male showering times.
0 0
Many Many
GYM B (100' x 56' = 5,600 sqft): Feeding in a max-sized shelter. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no
sprinklers.
GYM A (100' x 56' = 5,600 sqft): Secondary dormitory. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers.
(Note: no restrooms inside Gym A or B)
WOMEN'S SHOWERS (located on the back-side of Gym A): 4 sinks, 4 stalls (including 1 accessible stall), 15 showers (including 1 accessible).
MEN'S SHOWERS: removed in 2019.
NOTE ON SHOWERS: a work-around to having only one accessible shower in the women's restroom is to designate male shower times
using the women's showers. Sewer hook-ups for portable showers are in the rear parking lot near Building I and between rooms
G7 and J5. Another option is to use nearby gyms for showers. The best options are the following:
smoke detector, but no sprinklers. Heating, but no A/C.
PAVILLION (102' X 105', 10,710 square feet): Primary dormitory & feeding space. The main hall has no windows. There is a fire alarm &
PAVILLION LOBBY (43' x 18' = 774 square feet): Use for registration area and dormitory access control
PAVILLION MEN'S REST REOOM: 3 sinks, 2 urinals, 3 stalls (including 1 accessible stall)
Palo Alto YMCA (NSS #75765) 3412 Ross Road, Palo Alto, CA 650-856-9622
Oshman Family JCC: 3921 Fabian Way, Palo Alto, CA 650-223-8680
The following spaces are also available, though do require walking through the areas of the campus that house the school. These
spaces should not be used for general dormitory or client services. See the accompanying notes on how they can be used.
Has heating, tile floor, sink, but no A/C.
ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.
ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.
ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.
COT SPACE: 60% 16,310 sq. ft. Dormitory Space = ~9,800 sq. ft. (Note: 40% of Dormitory Space is reserved for isles and doorways)
DORMITORY SPACE: 10,710 sq. ft. Pavilion + 5,600 sq. ft. Gym A = 16,310 sq. ft.
EVACUATION SPACE: 9,800 sf Cot Space + 3,360 sf of Gym B = 13,160 sf (Note: 40% of space is reserved for isles and doorways)
TOTAL SPACE: 10,710 Pavilion + 11,200 Gyms A&B, 774 Pavilion Lobby+ 648 Rm H1 + 1,296 Rm H6 + 1,242 Rm L6 = 25,870 sq. ft.
SUPPORTING OUTDOOR POPULATIONS:
Cars & RV's: South lot (next to the Pavillion) but in the rows furthest from the building
Tents: Soccer Field 2 on the back-side of the facility
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 14 Packet Pg. 28 of 128
Shelter Facility Survey
Shelter Facility Survey 5
Facility
Entrance
Routes to
Service
Delivery Areas
Sidewalk connects parking area and any drop-off area to at least one facility entrance.
Route from accessible parking spaces and any drop-off area/loading zone to at least one
facility entrance has no steps or curbs without curb cuts.
Where route crosses curb, curb cuts are at least 36” wide.
Automatic doors or doors without knob hardware.
Doorways at least 32” wide when door is open.
Using a yard stick held horizontally at your waist level, walk from the facility entrance to
each service delivery area, as well as restrooms and showers. Except at doorways
(which must be only 32” wide), no part of the route is less than 36” wide.
Level landings on interior and exterior sides of entry door.
No objects protrude from the side more than four inches into the route to the facility
entrance.
No objects protrude from the side more than 4” into the routes to the various service
delivery areas.
If the main facility entrance does not appear to be accessible, another entry is
accessible.
A sign identifies the location of the accessible entrance.
A route without steps is available to access each service delivery area, as well as
restrooms and showers or service can be provided in area that can be accessed by
route with no steps.
Automatic doors or doors without knob hardware.
Route has vertical clearance of at least 80”.
Doorways at least 32” wide when door is open along routes to each service.
If a service delivery area is accessible only by elevator, there is back-up power for the
elevator(s).
Ramps
If yes, type of ramp
Ramps are at least 36” wide, have handrails on both sides 34”-38” above the ramp
surface, and have level landings at least 60” long.
If ramps are longer than 30 feet, a level landing at least 60" long is provided every 30
feet.
Fixed Portable Not provided
Restrooms
Toilet seat is 17"-19" high. Flush control is automatic or manual control on the open side
of the toilet and no higher than 48".
Space at least 9" high is provided beneath the front and one side of the stall.
Stall at least 60" wide and 56" deep (wall-mounted toilet) or 59" deep for (floor mounted
toilet).
Toilet's centerline is 16"-18" from the nearest side wall.
Area where person in a wheelchair can turn around (60-inch diameter circle or T-shape
turn area).
Doorways at least 32" wide when door is open.
Doors without knob hardware.
Appropriate grab bars.
Toilet paper dispenser is within 36" of the rear wall.
At least one accessible sink.
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
Yes No
NoYes
NoYes
NoYes
NoYes
Rev. 8-15-2011
Cubberly Community Center 53635 2/19/2026
4000 Middlefield Road
Palo Alto Santa Clara CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility
map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster
are detailed starting on page 7.
37.4165045 -122.1071228 19 feet
Exit highway 101 onto San Antonio Road heading west. Turn right onto Middlefield Road (north). Cubberly
Community Center will be on the left at Montrose Ave.
94303
Rooms H6 and/or L6 with tarps and kennels
Community Services Senior Manager
Recreation Coordinator
L
Chase Hartmann Facilities Manager
aines
3/26/2008
Attached to the NSS Survey fax
Jim Mollerus
Chase Hartmann
Sheltering Coordinator
Facilities Manager
American Red Cross SVC
City of Palo Alto
There are other areas of the facility that are leased by other organizations and these spaces are generally
not available except in extreme emergencies. These spaces have been excluded from this survey write-up. See site map for details.
1
No sprinklers in any of the buildings.
T-2 Office and the Theatre
Nathan Rainey Emergency Services Coordinator
Shelters are a top priority for city building inspectors after a disaster.
15 17
There is no longer a mens shower/locker room on site. Women's showers may be used
for mens during specific time windows or showers arranged for at a local gym. See page 8 for more info on local gyms.
120
3
120
Until Gym A and/or Gym B are returned to service, feeding should be conducted in a dedicated area of the Pavilion.
Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.
There is only one accessible shower on
end of the wand. These will need to be installed to make them usable. The women's accessible shower can be used by males during
the premises located in the Women's shower. At the time of the inspection it was missing the control lever and shower head off the
pre-designated male showering times.
0 0
Many Many
GYM B (100' x 56' = 5,600 sqft): Feeding in a max-sized shelter. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no
sprinklers.
GYM A (100' x 56' = 5,600 sqft): Secondary dormitory. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers.
(Note: no restrooms inside Gym A or B)
WOMEN'S SHOWERS (located on the back-side of Gym A): 4 sinks, 4 stalls (including 1 accessible stall), 15 showers (including 1 accessible).
MEN'S SHOWERS: removed in 2019.
NOTE ON SHOWERS: a work-around to having only one accessible shower in the women's restroom is to designate male shower times
using the women's showers. Sewer hook-ups for portable showers are in the rear parking lot near Building I and between rooms
G7 and J5. Another option is to use nearby gyms for showers. The best options are the following:
smoke detector, but no sprinklers. Heating, but no A/C.
PAVILLION (102' X 105', 10,710 square feet): Primary dormitory & feeding space. The main hall has no windows. There is a fire alarm &
PAVILLION LOBBY (43' x 18' = 774 square feet): Use for registration area and dormitory access control
PAVILLION MEN'S REST REOOM: 3 sinks, 2 urinals, 3 stalls (including 1 accessible stall)
Palo Alto YMCA (NSS #75765) 3412 Ross Road, Palo Alto, CA 650-856-9622
Oshman Family JCC: 3921 Fabian Way, Palo Alto, CA 650-223-8680
The following spaces are also available, though do require walking through the areas of the campus that house the school. These
spaces should not be used for general dormitory or client services. See the accompanying notes on how they can be used.
Has heating, tile floor, sink, but no A/C.
ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.
ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.
ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.
COT SPACE: 60% 16,310 sq. ft. Dormitory Space = ~9,800 sq. ft. (Note: 40% of Dormitory Space is reserved for isles and doorways)
DORMITORY SPACE: 10,710 sq. ft. Pavilion + 5,600 sq. ft. Gym A = 16,310 sq. ft.
EVACUATION SPACE: 9,800 sf Cot Space + 3,360 sf of Gym B = 13,160 sf (Note: 40% of space is reserved for isles and doorways)
TOTAL SPACE: 10,710 Pavilion + 11,200 Gyms A&B, 774 Pavilion Lobby+ 648 Rm H1 + 1,296 Rm H6 + 1,242 Rm L6 = 25,870 sq. ft.
SUPPORTING OUTDOOR POPULATIONS:
Cars & RV's: South lot (next to the Pavillion) but in the rows furthest from the building
Tents: Soccer Field 2 on the back-side of the facility
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 15 Packet Pg. 29 of 128
Shelter Facility Survey
Shelter Facility Survey 6
Showers
Roll-in showerTransfer stallStall type
Assessment
Adjustments for Accessibility (Identify any adjustments or enhancements that
should be made to make the relevant areas of the facility accessible during a disaster)
Showers available.
At least one accessible shower stall with appropriate grab bars.
Shower seat 17"-19" high. If in transfer stall, seat is on the wall opposite the shower
controls. If in roll-in shower, seat is on wall adjacent to the shower controls.
Hand-held shower spray with ability to mount at 48" (typically via a mount that can be
adjusted along a fixed vertical bar), or alternatively a fixed shower head at 48".
Controls do not require tight grasping, pinching or twisting and are mounted 38"-48" high
and no more than 18" from the front of the shower.
Answer below if showers are available
Facility has at least one accessible entrance and one accessible restroom, and
otherwise is capable of being made accessible during a disaster with minor adjustments.
Facility would require extensive adjustments to be accessible during a disaster.
Relevant areas of the facility are accessible to people with disabilities without
adjustments.
Not provided
Eating areas At least some tables have tops 28"-34" high and space underneath at least 27" high, 30"
wide and 19" deep.
Serving line or counter no higher than 34".
OTHER CONSIDERATIONS
Special conditions or
restrictions for laundry
Isolated care
areas Yes
Laundry
facilities NoYes # of
washers
# of
dryers
Who can access the
laundry facilities
Shelter
residents
Shelter
workers
Additional Facilities & Space
Shelter
area
Type
of area Rooms Separate
facility/area
Shelter
registration area NoYesNo
Available Materials
Cots
available NoYes# of cots Location
LocationBlankets
available NoYes# of
blankets
Notes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
One cot and two blankets per shelter resident is recommended. Note all available materials for shelter use in the notes section.
Chairs & tables
available NoYes# of
chairs
# of
tables
Children's supplies (e.g.
cribs & changing table)NoYes
Rev. 8-15-2011
Cubberly Community Center 53635 2/19/2026
4000 Middlefield Road
Palo Alto Santa Clara CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility
map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster
are detailed starting on page 7.
37.4165045 -122.1071228 19 feet
Exit highway 101 onto San Antonio Road heading west. Turn right onto Middlefield Road (north). Cubberly
Community Center will be on the left at Montrose Ave.
94303
Rooms H6 and/or L6 with tarps and kennels
Community Services Senior Manager
Recreation Coordinator
L
Chase Hartmann Facilities Manager
aines
3/26/2008
Attached to the NSS Survey fax
Jim Mollerus
Chase Hartmann
Sheltering Coordinator
Facilities Manager
American Red Cross SVC
City of Palo Alto
There are other areas of the facility that are leased by other organizations and these spaces are generally
not available except in extreme emergencies. These spaces have been excluded from this survey write-up. See site map for details.
1
No sprinklers in any of the buildings.
T-2 Office and the Theatre
Nathan Rainey Emergency Services Coordinator
Shelters are a top priority for city building inspectors after a disaster.
15 17
There is no longer a mens shower/locker room on site. Women's showers may be used
for mens during specific time windows or showers arranged for at a local gym. See page 8 for more info on local gyms.
120
3
120
Until Gym A and/or Gym B are returned to service, feeding should be conducted in a dedicated area of the Pavilion.
Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.
There is only one accessible shower on
end of the wand. These will need to be installed to make them usable. The women's accessible shower can be used by males during
the premises located in the Women's shower. At the time of the inspection it was missing the control lever and shower head off the
pre-designated male showering times.
0 0
Many Many
GYM B (100' x 56' = 5,600 sqft): Feeding in a max-sized shelter. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no
sprinklers.
GYM A (100' x 56' = 5,600 sqft): Secondary dormitory. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers.
(Note: no restrooms inside Gym A or B)
WOMEN'S SHOWERS (located on the back-side of Gym A): 4 sinks, 4 stalls (including 1 accessible stall), 15 showers (including 1 accessible).
MEN'S SHOWERS: removed in 2019.
NOTE ON SHOWERS: a work-around to having only one accessible shower in the women's restroom is to designate male shower times
using the women's showers. Sewer hook-ups for portable showers are in the rear parking lot near Building I and between rooms
G7 and J5. Another option is to use nearby gyms for showers. The best options are the following:
smoke detector, but no sprinklers. Heating, but no A/C.
PAVILLION (102' X 105', 10,710 square feet): Primary dormitory & feeding space. The main hall has no windows. There is a fire alarm &
PAVILLION LOBBY (43' x 18' = 774 square feet): Use for registration area and dormitory access control
PAVILLION MEN'S REST REOOM: 3 sinks, 2 urinals, 3 stalls (including 1 accessible stall)
Palo Alto YMCA (NSS #75765) 3412 Ross Road, Palo Alto, CA 650-856-9622
Oshman Family JCC: 3921 Fabian Way, Palo Alto, CA 650-223-8680
The following spaces are also available, though do require walking through the areas of the campus that house the school. These
spaces should not be used for general dormitory or client services. See the accompanying notes on how they can be used.
Has heating, tile floor, sink, but no A/C.
ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.
ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.
ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.
COT SPACE: 60% 16,310 sq. ft. Dormitory Space = ~9,800 sq. ft. (Note: 40% of Dormitory Space is reserved for isles and doorways)
DORMITORY SPACE: 10,710 sq. ft. Pavilion + 5,600 sq. ft. Gym A = 16,310 sq. ft.
EVACUATION SPACE: 9,800 sf Cot Space + 3,360 sf of Gym B = 13,160 sf (Note: 40% of space is reserved for isles and doorways)
TOTAL SPACE: 10,710 Pavilion + 11,200 Gyms A&B, 774 Pavilion Lobby+ 648 Rm H1 + 1,296 Rm H6 + 1,242 Rm L6 = 25,870 sq. ft.
SUPPORTING OUTDOOR POPULATIONS:
Cars & RV's: South lot (next to the Pavillion) but in the rows furthest from the building
Tents: Soccer Field 2 on the back-side of the facility
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 16 Packet Pg. 30 of 128
Shelter Facility Survey
Shelter Facility Survey 7
Facility Ownership & Proximity Considerations
Does the entity that plans to manage the shelter own the building?
If no, is there a current written plan?NoYes
Is this facility within five miles of an evacuation route?
Is this facility within ten miles of a nuclear power plant?
Groups Associated with the Facility & Training
Facility staff required when using facility?
Paid feeding staff required when using facility?
Church auxiliary required when using facility?
Fire auxiliary required when using facility?
Other required?
Will any of the above groups be trained or experienced in Red Cross shelter operations or support?
If yes, describe
capabilities
Has the facility been trained in Red Cross sheltering (if not Red Cross managed)?
If yes, describe
capabilities
Training requested by facility or group
ADDITIONAL NOTES & INFORMATION
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
Other
# of staff to be trained
Rev. 8-15-2011
Cubberly Community Center 53635 2/19/2026
4000 Middlefield Road
Palo Alto Santa Clara CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility
map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster
are detailed starting on page 7.
37.4165045 -122.1071228 19 feet
Exit highway 101 onto San Antonio Road heading west. Turn right onto Middlefield Road (north). Cubberly
Community Center will be on the left at Montrose Ave.
94303
Rooms H6 and/or L6 with tarps and kennels
Community Services Senior Manager
Recreation Coordinator
L
Chase Hartmann Facilities Manager
aines
3/26/2008
Attached to the NSS Survey fax
Jim Mollerus
Chase Hartmann
Sheltering Coordinator
Facilities Manager
American Red Cross SVC
City of Palo Alto
There are other areas of the facility that are leased by other organizations and these spaces are generally
not available except in extreme emergencies. These spaces have been excluded from this survey write-up. See site map for details.
1
No sprinklers in any of the buildings.
T-2 Office and the Theatre
Nathan Rainey Emergency Services Coordinator
Shelters are a top priority for city building inspectors after a disaster.
15 17
There is no longer a mens shower/locker room on site. Women's showers may be used
for mens during specific time windows or showers arranged for at a local gym. See page 8 for more info on local gyms.
120
3
120
Until Gym A and/or Gym B are returned to service, feeding should be conducted in a dedicated area of the Pavilion.
Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.
There is only one accessible shower on
end of the wand. These will need to be installed to make them usable. The women's accessible shower can be used by males during
the premises located in the Women's shower. At the time of the inspection it was missing the control lever and shower head off the
pre-designated male showering times.
0 0
Many Many
GYM B (100' x 56' = 5,600 sqft): Feeding in a max-sized shelter. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no
sprinklers.
GYM A (100' x 56' = 5,600 sqft): Secondary dormitory. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers.
(Note: no restrooms inside Gym A or B)
WOMEN'S SHOWERS (located on the back-side of Gym A): 4 sinks, 4 stalls (including 1 accessible stall), 15 showers (including 1 accessible).
MEN'S SHOWERS: removed in 2019.
NOTE ON SHOWERS: a work-around to having only one accessible shower in the women's restroom is to designate male shower times
using the women's showers. Sewer hook-ups for portable showers are in the rear parking lot near Building I and between rooms
G7 and J5. Another option is to use nearby gyms for showers. The best options are the following:
smoke detector, but no sprinklers. Heating, but no A/C.
PAVILLION (102' X 105', 10,710 square feet): Primary dormitory & feeding space. The main hall has no windows. There is a fire alarm &
PAVILLION LOBBY (43' x 18' = 774 square feet): Use for registration area and dormitory access control
PAVILLION MEN'S REST REOOM: 3 sinks, 2 urinals, 3 stalls (including 1 accessible stall)
Palo Alto YMCA (NSS #75765) 3412 Ross Road, Palo Alto, CA 650-856-9622
Oshman Family JCC: 3921 Fabian Way, Palo Alto, CA 650-223-8680
The following spaces are also available, though do require walking through the areas of the campus that house the school. These
spaces should not be used for general dormitory or client services. See the accompanying notes on how they can be used.
Has heating, tile floor, sink, but no A/C.
ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.
ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.
ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.
COT SPACE: 60% 16,310 sq. ft. Dormitory Space = ~9,800 sq. ft. (Note: 40% of Dormitory Space is reserved for isles and doorways)
DORMITORY SPACE: 10,710 sq. ft. Pavilion + 5,600 sq. ft. Gym A = 16,310 sq. ft.
EVACUATION SPACE: 9,800 sf Cot Space + 3,360 sf of Gym B = 13,160 sf (Note: 40% of space is reserved for isles and doorways)
TOTAL SPACE: 10,710 Pavilion + 11,200 Gyms A&B, 774 Pavilion Lobby+ 648 Rm H1 + 1,296 Rm H6 + 1,242 Rm L6 = 25,870 sq. ft.
SUPPORTING OUTDOOR POPULATIONS:
Cars & RV's: South lot (next to the Pavillion) but in the rows furthest from the building
Tents: Soccer Field 2 on the back-side of the facility
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 17 Packet Pg. 31 of 128
Shelter Facility Survey
Shelter Facility Survey 8
Chapter Category / Priority of Use: Designated by chapter leadership after the survey is completed.
OFFICE USE ONLY (Do not fill out box during survey)
This is a primary shelter for
(check one)
Evacuation
Center
General
population
Shelter cannot be used for
(check all that apply)
Evacuation
Center
General
population
This is a priority shelter for the
following events (check all that apply)EarthquakeHurricane Large Scale Fire / Flood /
ADDITIONAL NOTES & INFORMATION, continued
Rev. 8-15-2011
Cubberly Community Center 53635 2/19/2026
4000 Middlefield Road
Palo Alto Santa Clara CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility
map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster
are detailed starting on page 7.
37.4165045 -122.1071228 19 feet
Exit highway 101 onto San Antonio Road heading west. Turn right onto Middlefield Road (north). Cubberly
Community Center will be on the left at Montrose Ave.
94303
Rooms H6 and/or L6 with tarps and kennels
Community Services Senior Manager
Recreation Coordinator
L
Chase Hartmann Facilities Manager
aines
3/26/2008
Attached to the NSS Survey fax
Jim Mollerus
Chase Hartmann
Sheltering Coordinator
Facilities Manager
American Red Cross SVC
City of Palo Alto
There are other areas of the facility that are leased by other organizations and these spaces are generally
not available except in extreme emergencies. These spaces have been excluded from this survey write-up. See site map for details.
1
No sprinklers in any of the buildings.
T-2 Office and the Theatre
Nathan Rainey Emergency Services Coordinator
Shelters are a top priority for city building inspectors after a disaster.
15 17
There is no longer a mens shower/locker room on site. Women's showers may be used
for mens during specific time windows or showers arranged for at a local gym. See page 8 for more info on local gyms.
120
3
120
Until Gym A and/or Gym B are returned to service, feeding should be conducted in a dedicated area of the Pavilion.
Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.
There is only one accessible shower on
end of the wand. These will need to be installed to make them usable. The women's accessible shower can be used by males during
the premises located in the Women's shower. At the time of the inspection it was missing the control lever and shower head off the
pre-designated male showering times.
0 0
Many Many
GYM B (100' x 56' = 5,600 sqft): Feeding in a max-sized shelter. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no
sprinklers.
GYM A (100' x 56' = 5,600 sqft): Secondary dormitory. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers.
(Note: no restrooms inside Gym A or B)
WOMEN'S SHOWERS (located on the back-side of Gym A): 4 sinks, 4 stalls (including 1 accessible stall), 15 showers (including 1 accessible).
MEN'S SHOWERS: removed in 2019.
NOTE ON SHOWERS: a work-around to having only one accessible shower in the women's restroom is to designate male shower times
using the women's showers. Sewer hook-ups for portable showers are in the rear parking lot near Building I and between rooms
G7 and J5. Another option is to use nearby gyms for showers. The best options are the following:
smoke detector, but no sprinklers. Heating, but no A/C.
PAVILLION (102' X 105', 10,710 square feet): Primary dormitory & feeding space. The main hall has no windows. There is a fire alarm &
PAVILLION LOBBY (43' x 18' = 774 square feet): Use for registration area and dormitory access control
PAVILLION MEN'S REST REOOM: 3 sinks, 2 urinals, 3 stalls (including 1 accessible stall)
Palo Alto YMCA (NSS #75765) 3412 Ross Road, Palo Alto, CA 650-856-9622
Oshman Family JCC: 3921 Fabian Way, Palo Alto, CA 650-223-8680
The following spaces are also available, though do require walking through the areas of the campus that house the school. These
spaces should not be used for general dormitory or client services. See the accompanying notes on how they can be used.
Has heating, tile floor, sink, but no A/C.
ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.
ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.
ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.
COT SPACE: 60% 16,310 sq. ft. Dormitory Space = ~9,800 sq. ft. (Note: 40% of Dormitory Space is reserved for isles and doorways)
DORMITORY SPACE: 10,710 sq. ft. Pavilion + 5,600 sq. ft. Gym A = 16,310 sq. ft.
EVACUATION SPACE: 9,800 sf Cot Space + 3,360 sf of Gym B = 13,160 sf (Note: 40% of space is reserved for isles and doorways)
TOTAL SPACE: 10,710 Pavilion + 11,200 Gyms A&B, 774 Pavilion Lobby+ 648 Rm H1 + 1,296 Rm H6 + 1,242 Rm L6 = 25,870 sq. ft.
SUPPORTING OUTDOOR POPULATIONS:
Cars & RV's: South lot (next to the Pavillion) but in the rows furthest from the building
Tents: Soccer Field 2 on the back-side of the facility
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 18 Packet Pg. 32 of 128
G5
PAUSD
O ce Hours: Monday - Thursday 8:30am to 5:30pm
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 19 Packet Pg. 33 of 128
with
tables
Without
tables
D-6, D-7, E-5 Classroom 36 45 23'x30'700 10 20 Carpet ✓ ✓UP, E-5 has a counter with
sink
P-2 Classroom 18 26 19x21 400 7 20 UP Carpet ✓ ✓UP, Counter with sink
U-7 Activity Room 40 67 32x36 1150 20 60 UP Tile ✓UP, Counter with sink
H-1 Lecture Room 40 125 40x48 1900 15 136 UP Carpet ✓ ✓ ✓UP, Counter, with sink, TS,
Upright Piano
H-6 Activity Room 75 100 30x48 1400 19 60 M Tile ✓ ✓ ✓M, Counter with sink,
Microwave
L-6 Dance Studio 35 35x47 1650 1 10 M Marley ✓ ✓Portable Dance Bars
Gym A Gynasium 100 345 55x100 5500 2 20 M Wood ✓Bleachers
Gym B Gynasium 130 450 72x100 7200 3 30 M Wood ✓Bleachers
Pavilion Gynasium 770 1600 108x180 11700 13 240 M Wood ✓Bleachers
Theater 317 28x35 1000 8 317 FS Wood ✓ ✓
M- metal chairs TS- tiered seating UP- upholstered chairs FS- fixed seating OC- orchestra chairs
Room Ta
b
l
e
s
Ch
a
i
r
s
Floor
Type Wh
i
t
e
b
o
a
r
d
Wi
-
F
i
Mi
r
r
o
r
s
Sc
r
e
e
n
Cubberley Community Center
Capacity
Room Type Di
m
e
n
s
i
o
n
s
Sq
u
a
r
e
F
o
o
t
a
g
e
Room Rental Amenities
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center
Item 3: Staff Report Pg. 20 Packet Pg. 34 of 128
To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26
Red Cross On-Site Shelter Survey Form
The Red Cross surveyor records the information on this form. (Instructions and definitions below form.)
Site Name: Address:
Red Cross representative: Red Cross contact info:
Person completing form: Date completed:
Check and describe all modifications that may be required to use this site as a shelter. Refer to the last
page for definitions.
☐Accessible Parking 1 ☐Accessible Sidewalk or Walkway 2
☐Accessible Entrance 3 ☐Accessible Route to Service Areas 4
☐Accessible Toilets 5 ☐Distraction Reduced Area 6
☐Accessible Sinks 7 ☐Accessible Shower Facilities 8
☐Power Supply Access 9
Other Needs and Details:
☐Refrigeration 10
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name 11: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge 12 ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
Mitchell Park Community Center 3700 Middlefield Rd. Palo Alto, CA
Jim Mollerus
Jim Mollerus Feb. 19, 2026
n
n
n
Modern facility with heat & A/C throughout. No showers on site.
El Palo Alto West 50'32' 1,600
4 men & 7 women (11 tot)1M & 1 W (2 tot)
0 0
2M & 2 W (4 tot)1M & 1W (2 tot)
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center
Item 3: Staff Report Pg. 21 Packet Pg. 35 of 128
To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
Please print additional pages for each area being surveyed.
n
n
n
n
El Palo Alto East & Kitchen 50 32 1,548
0 0
0 0
1 1
Matadero 37 21 777
0 0
0 0
2 1
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center
Item 3: Staff Report Pg. 22 Packet Pg. 36 of 128
To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
Please print additional pages for each area being surveyed.
n
n
n
n
n
Oak 45 23 1,035
1 0
0 0
1 1
Teen Center 45 32 1,440
0 0
0 0
0 0
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center
Item 3: Staff Report Pg. 23 Packet Pg. 37 of 128
To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
Please print additional pages for each area being surveyed.
n
n
Adobe North and South 43 36 1,548
0 0
0 0
1 1
0
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center
Item 3: Staff Report Pg. 24 Packet Pg. 38 of 128
To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
Please print additional pages for each area being surveyed.
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center
Item 3: Staff Report Pg. 25 Packet Pg. 39 of 128
To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
Please print additional pages for each area being surveyed.
0
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center
Item 3: Staff Report Pg. 26 Packet Pg. 40 of 128
To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
AREA INFORMATION:
Most facilities have multiple, separate spaces available that can be used. Record details about each area.
Area Name: Length: Width: Sq Ft of Area:
Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter
☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N
If any of the items below are accessible to multiple areas, please split them up amongst the areas.
Total Number of toilets: Number of Accessible toilets:
Total Number of showers: Number of Accessible showers:
Total Number of bathroom sinks: Number of Accessible bathroom sinks:
Please print additional pages for each area being surveyed.
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center
Item 3: Staff Report Pg. 27 Packet Pg. 41 of 128
To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-06
INSTRUCTIONS
This PDF form provides a paper-based method for the Red Cross to capture necessary shelter survey information
when not making direct electronic entry into the National Shelter System (NSS). Once information is recorded on this
worksheet, a qualified Red Cross worker enters it into the National Shelter System.
Use this form in conjunction with the Shelter Facility Owner Pre-Survey Form, completed by the facility owner or their
representative prior to Red Cross scheduling the survey.
The identified Red Cross relationship manager may send the Shelter Facility Owner Pre-Survey Form to the facility
owner or their representative by email with the below language:
Subject: Red Cross shelter survey
Body: <Greetings>
Thank you for agreeing to have your site identified as a potential disaster shelter. Included with this email is a
fillable PDF that Red Cross would like for you to fill out. Once completed, please email it back to <insert
name and email address of Red Cross POC>. Our team will review the information and then schedule a time
for Red Cross to visit in-person and collect additional information and photographs. Either myself or one of
my colleagues will be contacting you to schedule a time for us to complete the survey. All of these details will
then be recorded in the National Shelter System which disaster managers use when considering potential
shelters and their suitability for particular emergencies. When a disaster occurs and your ownership is
supportive of the Red Cross using your facility, we will work with your representative to complete a facility
use agreement and opening inspection form.
<Insert the language in this paragraph when the facility may serve as a hurricane evacuation shelter
or delete this section if the site will never be considered during a hurricane evacuation.> As the facility
may be opened to serve clients during hurricane evacuations, we would like for you to advise if the site has
hurricane safe windows and if the facility has a wind load certification. You can include those details in the
email when you return the completed PDF.>
I look forward to answering any questions you have or that arise as you complete this form.
Thank you,
<Name>
<Signature Line>
When completing the shelter survey and site visit, photographs, diagrams and floor plans of various entrances and
areas of the shelter may be captured and uploaded into the NSS.
Refer to the final page for definitions and explanation associated with the survey form.
Contact sheltering@redcross.org with any questions.
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center
Item 3: Staff Report Pg. 28 Packet Pg. 42 of 128
To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26
DEFINITIONS
1 Accessible Parking - The parking space surface appears level and is marked with an accessibility symbol. It is
adjacent to an accessible walkway, is at least 96-inches wide and there is at least 98-inches of overhead clearance.
2 Accessible Sidewalk or Walkway - At least 36-inches wide, level surface without hazards on the route or overhead
that does not require any steps or curb to the walkway.
3 Accessible Entrance - Entrance connected to an accessible route with a 32-inch-wide passage when the door is
open. Door hardware is usable with one hand (lever, pull).
4 Accessible Route to Service Areas - Hallways and corridors at least 36-inches wide with level surface, and no
hazards on the route or overhead to all service areas. Elevator access is available when above and below ground.
5 Accessible Toilets - Accessible entrance to the toilet area. The stall must be at least 60-inch wide and 59-inch deep
with a door that swings out from the stall, grab bars, and toilet seat 17 to 19 inches above the floor.
6 Distraction Reduced Area - Separate area from main sleeping and service areas with space for physical distancing
and low lighting.
7 Accessible Sinks - Sinks and countertops no more than 34-inches above the floor, with mirrors no more than 40
inches above the floor. There must be an open space below the sink for knee clearance at least 27-inches high and
8-inches deep
8 Accessible Shower Facilities - Entrance to shower allows roll-in, is at least 30-inches wide and 60-inches deep, with
grab bars and a seat.
9 Power Supply Access Area - Backup source of power is available for clients with life-saving equipment.
10 Refrigeration - Facility has refrigerator available to store life-saving medication for clients.
11 Area Name – The surveyor should record the name used by the facility (i.e.: East Gymnasium, Cafeteria Hall,
Conference Room 3, etc.)
12 Safest Refuge Area – The designated safest area for the population to take temporary refuge during external
threats such as gale force winds or tornado. Identify an interior, enclosed hallway or room which does not have
windows or a wide roof span.
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center
Item 3: Staff Report Pg. 29 Packet Pg. 43 of 128
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: March 23, 2026
Report #:2602-5970
TITLE
Approval of Purchase Order C26196995 with Insight Public Sector, Utilizing OMNIA Cooperative
Contract No. 23-6692-031, to Procure Mimecast Subscription services, including vendor
maintenance, updates, and technical support services, for a 3-Year Term with an Annual
Amount of $93,383 for a Total Not-To-Exceed Amount of $281,093; CEQA status - exempt
under regulation 15601(b)(3).
RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or designee
execute Purchase Order C26196995 with Insight Public Sector, utilizing the above-noted OMNIA
Cooperative Contract No. 23-6692-03, to procure Mimecast Subscription Services for a 3-year
term (March 27, 2026 to March 26, 2029) with an annual amount of $93,383 and a total not-to-
exceed amount of $281,093 (Attachment A).
BACKGROUND
The City uses Mimecast services for all inbound and outbound email security, email archiving,
email Public Records Act (PRA) requests, and Secure email messaging as part of an integrated
hosted solution for securing the city’s email content. City started utilizing Mimecast
subscription services through Insight Public Sector using the OMNIA Partners cooperative
contract with the initial coverage period beginning January 4, 2024, and ending January 4, 2025.
During the initial term, the City expanded Mimecast services to include email archiving, large
file send, and related capabilities, with coverage from July 31, 2024, through March 26, 2025.
The City renewed Mimecast for the current coverage period of March 27, 2025, through March
26, 2026. Staff now recommend continuing Mimecast subscription and support under the same
OMNIA cooperative contract for a three-year term beginning March 27, 2026, and
1 Insight Public Sector Contract Documentation: https://www.omniapartners.com/suppliers/insight-public-
sector/public-sector/contract-documents#c7094
Item 4
Item 4 Staff Report
Item 4: Staff Report Pg. 1 Packet Pg. 44 of 128
ending March 26, 2029; the current quote reflects this three-year commitment and the
corresponding annual coverage periods within that term.
ANALYSIS
Year 1: $94,327
Year 2: $93,383
Year 3: $93,383
FISCAL/RESOURCE IMPACT
Item 4
Item 4 Staff Report
Item 4: Staff Report Pg. 2 Packet Pg. 45 of 128
The Information Technology Department (ITD) is supported through an internal service fund
model. Approximately 49% of ITD’s costs are funded by the General Fund, with the remaining
51% supported by enterprise and special revenue funds.
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Item 4
Item 4 Staff Report
Item 4: Staff Report Pg. 3 Packet Pg. 46 of 128
HTTP://WWW.INSIGHT.COM
Page 1 of 4INSIGHT PUBLIC SECTOR, INC.
2701 E INSIGHT WAY
CHANDLER AZ 85286-1930
Tel: 800-467-4448
Account name:10430297
CITY OF PALO ALTO
250 HAMILTON AVE
PALO ALTO CA 94301-2531
SHIP-TO
CITY OF PALO ALTO
PARAG KUMAR
250 HAMILTON AVE FL 2
PALO ALTO CA 94301-2531
We deliver according to the following terms:
Payment Terms :Net 45 days
Ship Via :Electronic Delivery
Terms of Delivery :FOB DESTINATION
Currency :USD
Quotation
Quotation Number :0229159183
Document Date :02-FEB-2026
PO Number :
PO Release :
Sales Rep :Chris Robertson
Email :CHRIS.ROBERTSON@INSIGHT.COM
Phone :+14803667170
Sales Rep 2 :Chrisjunlyn Derrada
Email :CHRISJUNLYN.DERRADA@INSIGHT.COM
Phone :
Material Material Description Quantity Unit Price Extended Price
M_ADVPRTCG_10-CTPAMIMECAST ADVANCED PROTECTION CLOUD 1,300 30.49 39,637.00
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 35.99
Discount: 15.282%
M_A1_1000_A-CTPA Mimecast A1 - Email Archiving - subscription
license (1 year) - 1 license
1,300 23.92 31,096.00
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 27.99
Discount: 14.541%
M_DMA-T2_1_A-CTPA MIMECAST DMARC ANALYZER - T2 - ANNUAL
SUBSCRIPTION [QTY 1 -5]
5 1,474.56 7,372.80
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1696.99
Discount: 13.107%
M_DMAMST2_1_A-CTPADMARC ANALYZER - MANAGED SERVICE - T2 -
ANNUAL SUBSCRIPTION [QTY 1-5]
5 884.03 4,420.15
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1017.99
Discount: 13.159%
M_DMARC-SPF_A-CTPAMimecast DMARC Analyzer Sender Policy
Framework - subscription license (1 year) - 1
license
1 0.00 0.00
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
This is an 3 Year commitment. Pricing reflects a commitment to
the full term and quantities listed. Orders for items in this quote
confirm acceptance of these terms and the payment schedule.
Purchase Orders are required to reference Insight Quote
# 229159183 for processing. If orders are placed annually, they
should be submitted at least 15 days before the renewal date.
Once accepted, orders are not cancellable, and the full multi-
year commitment will apply. These terms will govern the items
quoted, notwithstanding any conflicting terms in other
agreements between Customer and Insight.
Year 1 - $94,326.95 To be billed at time of purchase
Year 2 - $93,382.78 To be billed at anniversary
Year 3 - $93,382.78 To be billed at anniversary
Item 4
Attachment A - Insight
Public Sector Quote No.
0229159183
Item 4: Staff Report Pg. 4 Packet Pg. 47 of 128
HTTP://WWW.INSIGHT.COM Document Date 02-FEB-2026
Quotation Number 229159183
Page 2 of 4
Material Material Description Quantity Unit Price Extended Price
List Price: 0.99
Discount: 100.000%
M_TURBO_1000_-CTPAMIMECAST EMAIL INCIDENT RESPONSE 1,300 5.58 7,254.00
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 6.99
Discount: 20.172%
M_ADV-SP_1_A-CTPA Mimecast Advanced Support - technical support
- 1 year
1 3,602.83 3,602.83
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 4145.99
Discount: 13.101%
M_LCSCA_ABEC_-CTPAMIMECAST CONFIGURATION ASSISTANCE -
BEC
1 944.17 944.17
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1086.99
Discount: 13.139%
M_ADVPRTCG_10-CTPAMIMECAST ADVANCED PROTECTION CLOUD 1,300 30.49 39,637.00
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 35.99
Discount: 15.282%
M_A1_1000_A-CTPA Mimecast A1 - Email Archiving - subscription
license (1 year) - 1 license
1,300 23.92 31,096.00
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 27.99
Discount: 14.541%
M_DMA-T2_1_A-CTPA MIMECAST DMARC ANALYZER - T2 - ANNUAL
SUBSCRIPTION [QTY 1 -5]
5 1,474.56 7,372.80
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1696.99
Discount: 13.107%
M_DMAMST2_1_A-CTPADMARC ANALYZER - MANAGED SERVICE - T2 -
ANNUAL SUBSCRIPTION [QTY 1-5]
5 884.03 4,420.15
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1017.99
Discount: 13.159%
M_DMARC-SPF_A-CTPAMimecast DMARC Analyzer Sender Policy
Framework - subscription license (1 year) - 1
license
1 0.00 0.00
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
Item 4
Attachment A - Insight
Public Sector Quote No.
0229159183
Item 4: Staff Report Pg. 5 Packet Pg. 48 of 128
HTTP://WWW.INSIGHT.COM Document Date 02-FEB-2026
Quotation Number 229159183
Page 3 of 4
Material Material Description Quantity Unit Price Extended Price
SERVICES(# 23-6692-03)
List Price: 0.99
Discount: 100.000%
M_TURBO_1000_-CTPAMIMECAST EMAIL INCIDENT RESPONSE 1,300 5.58 7,254.00
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 6.99
Discount: 20.172%
M_ADV-SP_1_A-CTPA Mimecast Advanced Support - technical support
- 1 year
1 3,602.83 3,602.83
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 4145.99
Discount: 13.101%
M_ADVPRTCG_10-CTPAMIMECAST ADVANCED PROTECTION CLOUD 1,300 30.49 39,637.00
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 35.99
Discount: 15.282%
M_A1_1000_A-CTPA Mimecast A1 - Email Archiving - subscription
license (1 year) - 1 license
1,300 23.92 31,096.00
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 27.99
Discount: 14.541%
M_DMA-T2_1_A-CTPA MIMECAST DMARC ANALYZER - T2 - ANNUAL
SUBSCRIPTION [QTY 1 -5]
5 1,474.56 7,372.80
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1696.99
Discount: 13.107%
M_DMAMST2_1_A-CTPADMARC ANALYZER - MANAGED SERVICE - T2 -
ANNUAL SUBSCRIPTION [QTY 1-5]
5 884.03 4,420.15
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1017.99
Discount: 13.159%
M_DMARC-SPF_A-CTPAMimecast DMARC Analyzer Sender Policy
Framework - subscription license (1 year) - 1
license
1 0.00 0.00
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 0.99
Discount: 100.000%
M_TURBO_1000_-CTPAMIMECAST EMAIL INCIDENT RESPONSE 1,300 5.58 7,254.00
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
Item 4
Attachment A - Insight
Public Sector Quote No.
0229159183
Item 4: Staff Report Pg. 6 Packet Pg. 49 of 128
HTTP://WWW.INSIGHT.COM Document Date 02-FEB-2026
Quotation Number 229159183
Page 4 of 4
Material Material Description Quantity Unit Price Extended Price
SERVICES(# 23-6692-03)
List Price: 6.99
Discount: 20.172%
M_ADV-SP_1_A-CTPA Mimecast Advanced Support - technical support
- 1 year
1 3,602.83 3,602.83
Coverage Dates:27-MAR-2028 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 4145.99
Discount: 13.101%
Product Subtotal 281,092.51
TAX 0.00
Total 281,092.51
Thank you for choosing Insight. Please contact us with any questions or for additional information about Insight's complete IT
solution offering.
Sincerely,
Chris Robertson
+14803667170
CHRIS.ROBERTSON@INSIGHT.COM
Fax 4807608532
Chrisjunlyn Derrada
CHRISJUNLYN.DERRADA@INSIGHT.COM
To purchase under this contract, your agency must be registered with OMNIA Partners Public Sector.
Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight
representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial
options.
This purchase is subject to Insight’s online Terms of Sale unless you are purchasing under an Insight Public Sector, Inc. contract
vehicle, in which case, that agreement will govern.
SOFTWARE AND CLOUD SERVICES PURCHASES: If your purchase contains any software or cloud computing offerings
(“Software and Cloud Offerings”), each offering will be subject to the applicable supplier's end user license and use terms
("Supplier Terms") made available by the supplier or which can be found at the “terms-and-policies” link below. By ordering,
paying for, receiving or using Software and Cloud Offerings, you agree to be bound by and accept the Supplier Terms unless you
and the applicable supplier have a separate agreement which governs.
Insight’s online Terms of Sale can be found at the “terms-and-policies” link below.
https://www.insight.com/terms-and-policies
Item 4
Attachment A - Insight
Public Sector Quote No.
0229159183
Item 4: Staff Report Pg. 7 Packet Pg. 50 of 128
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: March 23, 2026
Report #:2601-5849
TITLE
Approval of Contract Amendment Number 4 to Contract S18165157 with Smart Energy Water
Inc. (SEW) in the Amount of $972,625 for an Additional Three Years and for a Revised Not-to-
Exceed Total of $2,002,771 for Licensing and Upgrade of the Utilities MyCPAU Customer Portal;
CEQA Status – Not a Project
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or designee to
execute Amendment Number 4 (Attachment A) to Contract S18165157 with Smart Energy
Water, LLC (SEW), increasing the not-to-exceed amount by $972,625 for an additional three
years to extend the City’s annual license subscription and to upgrade the existing MyCPAU
Utilities customer portal. This amendment results in a revised contract not-to-exceed of
$2,002,771 over the eleven (11) year and six-month term.
EXECUTIVE SUMMARY
The current contract with the Utilities customer portal vendor, Smart Energy Water (SEW), is
set to expire on March 31, 2026. The customer portal is widely adopted by Utilities customers
with 84% (26,334) of all active utility accounts currently enrolled; 66.8% of all utility bill
payments were submitted via the portal for FY2025, and traffic to the portal averages 429
distinct user logins per day for FY 2025. Amendment Number 4 provides funding for three
additional years and a new scope for the anticipated portal upgrade to Version 11 (from
Version 7), implementation of a new mobile application, and user friendly chatbot.
In addition, staff is recommending one-time integration work required to support the SAP
Enterprise Resource Planning (ERP) system S/4 HANA upgrade in 2026. SAP is critical to ensure
the City’s Finance, Payroll/HR, and Utilities systems remain secure, reliable, and supported
beyond 2027 as the current SAP platform support is scheduled to end on January 1, 2028.
Item 5
Item 5 Staff Report
Item 5: Staff Report Pg. 1 Packet Pg. 51 of 128
BACKGROUND
Staff report links to prior amendments:
Contract Duration
Not-to-Exceed
Amount Council Date and Staff Report Number
Amendment #4 Apr 2026 - Mar 2029 $ 972,625 March 16, 2026 Staff Report #2601-5849
Amendment #3 Apr 2023 - Mar 2026 $ 684,023 May 1, 2023 Staff Report #2302-09091
Amendment #2 Dec 2022 - Mar 2023 $ 0 No staff report. Time extension only.
Amendment #1 Oct 2020 - Nov 2022 $ 215,500 October 7, 2019 Staff Report #106192
Original Oct 2017 - Sep 2020 $ 130,623 November 16, 2016 Request for Proposal
#165157
Total Oct 2017 - Mar 2029 $ 2,002,771
1 Amendment #3 - Council Meeting May 1, 2023 – Staff Report #2302-0909:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82271&dbid=0&repo=PaloAlto&cr=1
2 Amendment #1 – Council Meeting October 7, 2019 – Staff Report # 10619:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=86572&dbid=0&repo=PaloAlto
Item 5
Item 5 Staff Report
Item 5: Staff Report Pg. 2 Packet Pg. 52 of 128
ANALYSIS
Staff is dedicated to improving the functionality of the MyCPAU customer self-service online
portal as part of its goal to make utility information readily available for customers to make
informed decisions on their own utility costs, energy savings and climate actions. In addition,
staff is committed to engaging with its residents, businesses, and technology experts to
transform customer experience and empower individuals to make decisions about their energy
and water management. The following updates, changes, and enhancements have been
completed over the past two years:
Integrated data from the City’s AMI vendor to present interval meter usage information,
including 15-minute, hourly, and daily electric usage, and hourly and daily water and gas
usage.
Implemented Time-of-Use (TOU) usage charts for customers on the newer E1-TOU rate
schedule including visualizations of super off-peak, off-peak, and peak usage.
Enhanced export and download functionality, enabling customers to quickly receive a
full year of interval usage data emailed to their primary account.
Added tracking of the customer’s highest kilowatt usage for a selected period and over
the prior past twelve months for residential and small commercial accounts.
Updated the interface to integrate with the new invoice PDF vault vendor, InfoSend.
Added a weather service to correlate potential energy usage with hourly temperature
data.
Summary of Proposed Contract Terms
The new mobile application will provide customers with easy-to-view usage and invoice
information, alerts, and personalized text notifications, while enabling secure and convenient
mobile payments and service requests. The advanced chatbot will enhance customer
experience by driving self-service and streamlining routine interactions. Version 11 will
modernize the customer portal with a more intuitive and responsive interface, enhanced self-
service functionality, stronger security controls, and to assure compliance. The upgrade will also
deliver better performance, scalability, and system integration capabilities while reducing
support risks associated with the older Version 7 platform.
The following is a breakdown of services and fees identified as recurring subscription, one-time
implementation, and optional services under Amendment #4.
Item 5
Item 5 Staff Report
Item 5: Staff Report Pg. 3 Packet Pg. 53 of 128
Amendment Number 4 Highlights
Extends the subscription and contract with SEW for three years, from 2026 to 2029.
Adds mobile access implementation and service subscription, enabling secure and
convenient mobile payments and service requests.
Includes the upgrade fee to migrate the customer portal from Version 7 to Version 11.
Provides professional services for required interface and API updates to support the
City’s SAP S/4 HANA system, planned to go live in February 2027.
Adds an optional service subscription and implementation of the advanced WeSmart
chatbot.
Extends the option for customers to receive text notifications for monthly bills and late
notices; currently, notifications are limited to email notifications.
Extends funding for a dedicated User Acceptance Testing environment to support long-
term project testing.
Adds one additional single sign-on (SSO) integration to a future third party Customer
Relationship Management (CRM) portal.
Description 2026/27 2027/28 2028/29 Total
Recurring Subscription Services:
Web Portal $71,605 $100,000 $100,000 $271,605
Mobile $25,000 $50,000 $75,000
Max Support $60,000 $60,000 $60,000 $180,000
Subtotal $131,605 $185,000 $210,000 $526,605
One-Time Implementation Fees:
Integration to S/4 HANA $79,500 $79,500
Upgrade to portal V11 $165,000 $165,000
Subtotal $244,500 $0 $0 $244,500
Optional Services:
WeSmart Chatbot - Implementation $24,650 $24,650
WeSmart Chatbot $29,750 $29,750 $59,500
Additional Test Environment $8,790 $8,790 $8,790 $26,370
Text Notification $10,000 $10,000 $20,000
SSO Integration $26,000 $26,000
Professional Services for Enhancements $15,000 $15,000 $15,000 $45,000
Subtotal $49,790 $88,190 $63,540 $201,520
Total $425,895 $273,190 $273,540 $972,625
Item 5
Item 5 Staff Report
Item 5: Staff Report Pg. 4 Packet Pg. 54 of 128
Extends the “Max Support” option, providing additional dedicated resources to resolve
complex issues in a timely manner, particularly for existing integrations with SAP and
third-party systems such as SmartWorks and WaterSmart.
Adds a limited reserve of funding for future enhancements and professional services
such as enabling installment plan setup in MyCPAU with automatic creation in SAP.
For cost comparison, the average annual subscription services under Amendment #3 for calendar
years 2023-2026 was $110,605 compared to $175,535 for Amendment #4. The new amendment
includes a new mobile application and improved functionalities, integration, and security under
Version 11. Total one-time implementation fees were $30,602 for Amendment #3 for minor
enhancements. In Amendment #4, staff is recommending one-time implementation fees of
$244,500 to support integration work required for the citywide SAP S/4 HANA project upgrade
currently in progress, as well as the subsequent upgrade of the MyCPAU customer portal from
Version 7 to Version 11. Total optional services are decreasing from $321,606 under amendment
#3 to $201,520 under amendment #4 because some of the future enhancements are included in
the base product under Version 11.
FISCAL/RESOURCE IMPACT
Funding for the first year of Amendment #4 is available in the FY 2026 Utilities Operating
Budgets. Funding for subsequent years are contingent upon Council appropriation and approval
of funds through the annual budget process.
STAKEHOLDER ENGAGEMENT
The online MyCPAU customer account management system was presented to the Utilities
Advisory Commission on UAC Meeting March 6, 20195. CPAU received input from Utility
industry consultants, E Source; survey results from 1,200 CPAU customers; and system
requirements from multiple divisions in Utilities including Customer Support, Billing and Utilities
Program Services. Staff provided a detailed update on the key features, improvements, and
metrics with MyCPAU to the Utilities Advisory Commission in June 2021 (UAC Meeting June 2,
2021 Staff Report #121796).
ENVIRONMENTAL REVIEW
Council’s approval of this amendment for subscription licensing and professional services is
categorically exempt from the California Environmental Quality Act (CEQA) under CEQA
Guidelines, Title 14 California Code of Regulations section 15301(c) (operation, repair,
maintenance of existing facilities), and not a Project under section 15378 (organizational or
administrative activities of governments that will not result in direct or indirect physical
changes in the environment)), thus no environmental review is required.
5 Utilities Advisory Commission Meeting March 6, 2019: Microsoft PowerPoint - Item 2_New Online Customer Portal
6 Utilities Advisory Commission Meeting June 2, 2021 – Staff Report #12179:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=86573&dbid=0&repo=PaloAlto
Item 5
Item 5 Staff Report
Item 5: Staff Report Pg. 5 Packet Pg. 55 of 128
ATTACHMENTS
APPROVED BY:
Item 5
Item 5 Staff Report
Item 5: Staff Report Pg. 6 Packet Pg. 56 of 128
Vers.: Aug. 5, 2019
Page 1 of 35
AMENDMENT NO. 4 TO CONTRACT NO. S18165157
BETWEEN THE CITY OF PALO ALTO AND
SMART ENERGY SYSTEMS, INC
This Amendment No. 4 (this “Amendment”) to Contract No. S18165157 (the “Contract”
as defined below) is entered into as of March 16th, 2026, by and between the CITY OF PALO ALTO,
a California chartered municipal corporation (“CITY”), and SMART ENERGY SYSTEMS, INC., dba
SMART ENERGY WATER, a Delaware corporation (“CONSULTANT”). CITY and CONSULTANT are
referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties
hereto for the provision and deployment of a comprehensive customer engagement portal (the
SEW Portal) and mobile solutions services for City’s residential, commercial, industrial, and
institutional customers utilizing natural gas, electricity, water, sewer, fiber, refuse, and storm
drainage services, as detailed therein.
B. The Parties now wish to amend the Contract to extend the term by three years to
March 31, 2029, and increase total compensation to Contractor by Nine Hundred Seventy-Two
Thousand Six Hundred and Twenty-Five Dollars ($972,625) to a new total not-to-exceed amount
of Two Million Two Thousand Seven Hundred Seventy-One Dollars ($2,002,771) over the full term
of the Contract, as detailed herein.
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. S18165157
between CONSULTANT and CITY, dated October 17, 2017, as amended by:
Amendment No. 1, dated October 7, 2019
Amendment No. 2, dated October 11, 2022
Amendment No. 3, dated April 1, 2023
b.Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows:
“SECTION 2. TERM.”
The term of this Agreement shall be from the date of its full execution through March 31,
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
Item 5: Staff Report Pg. 7 Packet Pg. 57 of 128
Vers.: Aug. 5, 2019
Page 2 of 35
2029, unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.
“Amendment 4 Extension Term” refers to the period commencing April 1, 2026, through
March 31, 2029.”
SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby
amended to add the following:
“SECTION 4. NOT TO EXCEED COMPENSATION”
During the Amendment 4 Extension Term, the compensation to be paid to CONSULTANT for
performance of the Supplemental Services shown in Exhibit A-2 as specific to this Fourth
Amendment shall be based on the compensation structure detailed in Exhibit C-3, entitled
“COMPENSATION – Amendment 4 (added),” including any reimbursable expenses specified
therein, and the maximum total compensation shall not exceed
Nine Hundred Seventy-Two Thousand Six Hundred and Twenty-Five Dollars ($972,625)
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.
The total maximum compensation to be paid to CONSULTANT for performance of the Services
described in Exhibit “A”, Exhibit “A-1”, and Exhibit “A-2”, shall not exceed Two Million
Seventeen Thousand One Hundred Seventy-One Dollars ($2,002,771) over the entire
Contract Term.
SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are
hereby incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A-2” entitled “SUPPLEMENTAL SCOPE OF SERVICES - AMENDMENT 4”,
ADDED
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”, AMENDED, REFLECTS
AMENDMENT 4 TERM ONLY.
c. Exhibit “C-3” entitled “COMPENSATION, AMENDMENT 4”, ADDED.
d. Amendment 4 Appendices, ADDED, entitled:
i. “Appendix 1 - Order Form for Smart Energy Water Cloud Services Subscription”
ii. “Appendix 2 - Subscription Order Form for SEW Max Support Plan”
iii. “Appendix 3 - Statement of Work for System Re-integration with the City’s SAP
ERP S/4HANA”
iv. “Appendix 4 - Statement of Work for Web Portal Upgrade to Version 11 (V11)”
a. Appendix A - V11 Modules and Functionality To Be Implemented
b. Appendix B - CHANGE REQUESTS AND CUSTOMIZATIONS IN VERSION 7.0
c. Appendix C - RACI Matrix
Item 5
Attachment A - Amendment
Number 4 to Contract
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Energy Water Inc.
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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.)
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Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
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SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
____________________________
City Attorney or designee
SMART ENERGY SYSTEMS, INC., dba
SMART ENERGY WATER
By:______________________________
Name:
Title:
By:______________________________
Name:
Title:
Attachments:
EXHIBIT “A-2” – SUPPLEMENTAL SCOPE OF SERVICES, AMENDMENT 4 ADDED
EXHIBIT “B” – SCHEDULE OF PERFORMANCE, AMENDED, REFLECTS AMENDMENT 4 TERM ONLY
EXHIBIT “C-3” – COMPENSATION, AMENDMENT 4”, ADDED
AMENDMENT 4 APPENDICES, ADDED, ENTITLED:
I. “AMENDMENT 4 APPENDIX 1 - ORDER FORM FOR SMART ENERGY WATER CLOUD
SERVICES SUBSCRIPTION”
II. “AMENDMENT 4 APPENDIX 2 - SUBSCRIPTION ORDER FORM FOR SEW MAX
SUPPORT PLAN”
III. “AMENDMENT 4 APPENDIX 3 - STATEMENT OF WORK FOR SYSTEM RE-
INTEGRATION WITH THE CITY’S SAP ERP S/4HANA”
IV. “AMENDMENT 4 APPENDIX 4 - STATEMENT OF WORK FOR WEB PORTAL UPGRADE
TO VERSION 11 (V11)”
A. APPENDIX A - V11 MODULES AND FUNCTIONALITY TO BE IMPLEMENTED
B. APPENDIX B - CHANGE REQUESTS AND CUSTOMIZATIONS IN VERSION 7.0
C. APPENDIX C - RACI MATRIX
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Number 4 to Contract
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Energy Water Inc.
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EXHIBIT “A-2”
SUPPLEMENTAL SCOPE OF SERVICES AMENDMENT 4(ADDED)
In the event of a conflict between the contents of (i) Exhibit A-2 and (ii) Amendment 4
Appendices 1-4, the latter shall govern.
Tasks Pursuant to Amendment 4:
1. Annual Subscription for Amendment 4 Extension Term for Web Portal – Amendment 4
Appendix 1.
The Parties hereby agree that the annual subscription fees for its current
subscriptions during the period commencing April 1, 2026, through March 31, 2029
(the “Amendment 4 Extension Term”) will be the rates shown in Exhibit C-3, this
includes:
a. 31,000 SCM Users
b. 35 Customer Service Portal (CSP) Admin users
2. Annual Subscription for Amendment 4 Extension Term for Mobile Application -
Amendment 4 Appendix 1.
Implement and provide the option for customers to use a mobile application on their
phone.Subscription fees shall become due upon the commencement of the
implementation of mobile applications. This includes:
a. 31,000 SCM Users
b. 35 Customer Service Portal (CSP) Admin users
3. Text Short Message Service (SMS) Notification Services – Amendment 4 Appendix 1
a. Implement and provide the option for customers to receive text
notifications for SCM billing module-related notifications (e.g., new monthly
invoice and late notices). Subscription fees shall become due upon the
commencement of the implementation of text message notification
services.
4. WeSmart Chatbot (Advanced) - Amendment 4 Appendix 1
a.Implement and provide the option for customers to use chatbot features
with the web portal and mobile apps. Subscription fees shall become due
upon the commencement of the implementation of WeSmart Chatbot.
b. Features include FAQ, Billing, Payment, Live Chat, and Usage
5. Additional Test Environment (Non-Prod) - Amendment 4 Appendix 1
a. Provides a stand-alone and dedicated User Acceptance Testing (UAT)
environment dedicated to long-term project testing (e.g., AMI) as required.
6. Single Sign On (SSO) Integration - Amendment 4 Appendix 1
a. CONSULTANT will set up SCM (Smart Customer Mobile) as an Identity Provider
for a SAML-based Single Sign On (SSO) integration with CITY 3rd Party
Applications, to be identified by CITY.
7. Max Support Plan - Amendment 4 Appendix “2”
a. Extends the “max support” option for additional dedicated SEW resources
and services to resolve complicated SCM and integration issues in a timely
manner
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Energy Water Inc.
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8.System Re-integration with the City’s SAP S/4HANA on Version 7 (V7) - Amendment
4 Appendix 3. Vendor will integrate the existing Version 7 (V7) web portal with the
City’s upgraded SAP S/4HANA environment prior to upgrading the portal to Version
11 (V11).
9. Upgrade Web Portal to Version 11 (V11) - Amendment 4 Appendix 4.
Vendor will upgrade the current web portal version from Version 7 (V7) to Version
11 (V11).
10. Additional Enhancements: In anticipation of required enhancements, Consultant shall
provide up to $45,000 worth of software enhancements to the City upon the City’s
request and approval in writing using the Change Control Process as discussed in
Exhibit A section VIII in the original agreement and billed based on a fixed-fee basis.
These enhancements may include, but are not limited to, the following:
a. Add/change/enhance software modules
b. Add/change/enhance features
c. Add/change/enhance reporting
d. Add/change/enhance API integrations or other integration between SCM®
and the various City business systems and hosted environments
e. Add/change/enhance the City’s SAP environments
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Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE, (REFLECTS AMENDMENT 4 TERM ONLY)
In the event of a conflict between the contents of (i) Exhibit B and (ii) Amendment 4 Appendices
1-4, the latter shall govern.
CONSULTANT shall perform the Services to complete each milestone within the number of
days/weeks specified below for each task in scope. 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. The total
duration of system set up, deployment and stabilization will be completed within 365 days from
the service effective date of April 1, 2026.
Tasks Pursuant to Amendment 4
Task Phas
e
SES Deliverables City Deliverables Completion Date
1 Annual SCM
Subscription
services extended
(Web Portal)
Functioning portal with the
My Account, Usage, Billing,
Services, and Notification
modules operational
Amendment No. 4 approval Upon Amendment
effective date
2 Annual SCM
Subscription
services extended
(Mobile
Application)
Functioning mobile app with
the My Account, Usage,
Billing, Services, and
Notification modules
operational
Amendment No. 4 approval As requested by the
Project Manager, due
1 Year from the
request.
3 Text Short
Message Service
(SMS) Notification
Services
Functioning notification
feature sending text
notifications for the
billing module
Availability of 3rd
Party and City project managers
Timely UAT and
approval
As requested by the
Project Manager, due
1 Year from the
request.
4 WeSmart Chatbot
(Advanced)
Functioning chatbot with
FAQ, Billing, Payment, Live
Chat, and Usage
Availability of 3rd
Party and City project managers
Timely UAT and approval
As requested by the
Project Manager, due
1 Year from the
request.
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Number 4 to Contract
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Energy Water Inc.
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5 Additional Cloud
Tenant
Functioning and separate
User Acceptance Testing
(UAT) environment
Availability of 3rd
Party and City project managers
Timely UAT and approval
Upon Amendment
effective date
6 3rd Party SSO
Integration Functioning Dashboard tiles
and links to each SSO
integration
Availability of 3rd
Party and City project managers
Timely UAT and approval
As requested by the
Project Manager, due
180 days from the
request.
7 Max Support Plan Dedicated resources are
available to resolve issues
per Appendix 2 terms and
conditions.
Amendment No. 4 approval
Upon Amendment
effective date
8 System Re-
integration with
the City’s SAP
S/4HANA on
Version 7 (V7)
Functioning portal with the
My Account, Usage, Billing,
Services, and Notification
modules operational
integrated to City S/4 HANA
system
Availability of 3rd
Party and City project managers
Timely UAT and approval
As requested by the
Project Manager, due
in production in
parallel with the City’s
S/4 upgrade go-live
date by Jan 2027
9 Upgrade Web
Portal to Version
11 (V11)
Functioning portal with the
My Account, Usage, Billing,
Services, and Notification
modules operational on
Version 11
Availability of 3rd
Party and City project managers
Timely UAT and approval
As requested by the
Project Manager, due
1 Year from the
request.
10 Additional
Professional
Services
Future professional services
functioning as per the
specifications in the
approved Change Request
(CR) document
Availability of 3rd
Party and City project managers
Timely UAT and approval
Up to 3 years from
Amendment effective
date
The Parties may mutually agree to an extension of time for completion of tasks provided
such extension is reflected in writing.
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
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EXHIBIT “C-3”
COMPENSATION, AMENDMENT 4 (ADDED)
In the event of a conflict between the contents of (i) Exhibit C-3 and (ii) Amendment 4
Appendices 1-4, the latter shall govern. City agrees to compensate Consultant: (i) for
professional services set forth in Amendment 4 Appendices 3 and 4 as set forth in (a) Amendment
4 Appendix 3 and (b) Section 3 of Amendment 4 Appendix 4 (“Professional Services”) performed
as designated under the Supplemental Scope of Work – Amendment 4 Tasks, and (ii) for the
software subscription and/or other applicable fees as set forth in Sections 3-5 of Amendment 4
Appendix 1 for the Amendment 4 Extension Term as set forth in such sections. For the avoidance
of doubt, the Professional Services are priced on a fixed fee, milestone based compensation schedule,
meaning that, provided that the scope does not change and the assumptions and other terms
describing the work are accurate, Consultant shall only be entitled to the fixed fees upon completion
of the applicable milestone and not any other amounts. In the event the assumptions are not accurate
or the scope in Amendment 4 Appendices 3 and 4 changes, a separate written change request shall
be required.
Subject to the paragraph above, compensation during the Amendment 4 Extension Term
shall not exceed a maximum total amount of $972,625.00 dollars, which includes annual
subscription fees for year nine (9) (April 2026-March 2027), ten (10) (April 2027-March 2028),
and eleven (11) (April 2028-Mar 2029), integration to S/4 HANA, upgrade to V11, text
notification, elevated maximum support plan and any Additional and Optional Services as
authorized by City in accordance with this Agreement:
Summary Table for Years 9, 10, and 11
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Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
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I. Pricing breakdown for Years 9, 10, and 11
April 1, 2026, through March 31, 2029 (the Amendment 4 Extension Term)
Description
1. Web Portal Subscription:
SCM® Annual User Connections for
Year 9 (31,000 subscriptions and 35
admin users)
SCM® Annual User Connections
for Year 10 (31,000 subscriptions and
35 admin users)
SCM® Annual User Connections for
Year 11 (31,000 subscriptions and 35
admin users)
Amount
$71,605
$100,000
$100,000
Due
100% to be paid on Amendment 4 Extension Term
Start Date
100% to be paid on the first anniversary of
Amendment 4 Extension Term Start Date
100% to be paid on the second anniversary of
Amendment 4 Extension Term Start Date
Description Year 9 Year 10 Year 11 Total
Subscription Services:
Web Portal $71,605 $100,000 $100,000 $271,605
Mobile $25,000 $50,000 $75,000
Max Support $60,000 $60,000 $60,000 $180,000
Subtotal $131,605 $185,000 $210,000 $526,605
Additional Services:
WeSmart Chatbot - Implementation $24,650 $24,650
Integration to S/4 HANA $79,500 $79,500
Upgrade to portal V11 $165,000 $165,000
Subtotal $244,500 $24,650 $269,150
Optional Services:
WeSmart Chatbot $29,750 $29,750 $59,500
Additional Test Environment $8,790 $8,790 $8,790 $26,370
Text Notification $10,000 $10,000 $20,000
SSO Integration $26,000 $26,000
Enhancements $15,000 $15,000 $15,000 $45,000
Subtotal $49,790 $63,540 $63,540 $176,870
Total $425,895 $273,190 $273,540 $972,625
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
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2.Mobile App Implementation and
Subscription:
SCM® Annual User Connections
for Year 10 (31,000 subscriptions and
35 admin users)
SCM® Annual User Connections for
Year 11 (31,000 subscriptions and 35
admin users)
$25,000
$50,000
100% to be paid upon the commencement of
the implementation of the Mobile App solution.
100% to be paid onthe next anniversary of the
Amendment 4 Extension Term Start Date.
3.Text Short Message Service (SMS)
implementation and notification
Services
Year 10
Year 11
$10,000
$10,000
Fixed Fees
100% to be paid upon the commencement of the
implementation of the SMS services.
100% to be paid on the next anniversary of the
Amendment 4 Extension Term Start Date
Volume-Based Fees
$0.04 for each message in excess of 50,000 SMS
messages in any year
4.WeSmart Chatbot (Advanced)
Implementation fee
Year 10
Year 11
$24,650
$39,000
$39,000
Implementation fee invoiced as follows:
25% to be paid upon completion of DOU
50% to be paid upon City UAT sign off in QAS
25% to be paid upon deployment in production.
100% to be paid upon the commencement of the
implementation of the WeSmart Chatbot solution.
100% to be paid upon the next anniversary of the
Amendment 4 Extension Term Start Date.
5.Additional Cloud Tenant $26,370 $8,790 annually on the Amendment 4 Extension
Term Start date and annually thereafter
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Energy Water Inc.
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6. Single Sign On 3rd Party Integration $26,000
Implementation fee invoiced as follows:
25% to be paid upon completion of DOU
50% to be paid upon City UAT sign off in QAS
25% to be paid upon deployment in production.
7.Max Support Plan
Year 9
Year 10
Year 11
$60,000
$60,000
$60,000
100% to be paid on Extension Term Start Date
100% to be paid on the first anniversary of the
Amendment 4 Extension Term Start Date
100% to be paid on the second anniversary of the
Amendment 4 Extension Term Start Date
8.System Re-integration with the City’s
SAP S/4HANA on Version 7 (V7)
$79,500 25% to be paid upon completion of DOU. 50%
to be paid upon City UAT sign off in QAS.
25% to be paid upon deployment in production
9.Upgrade Web Portal to Version 11
(V11)
$165,000 25% to be paid upon completion of DOU. 50%
to be paid upon City UAT sign off in QAS. 25%
to be paid upon deployment in production.
10.Additional Enhancements $45,000 Invoiced at actual costs as incurred via Project
Change Request (PCR) process
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
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Amendment 4 Appendix 1
Order Form for Smart Energy Water Cloud Services Subscription
Between Smart Energy Systems, Inc. dba Smart Energy Water
15495 Sand Canyon Avenue, STE 100
Irvine, CA 92618
(“SEW”)
And City of Palo Alto
250 Hamilton Avenue
Palo Alto, CA 94301
(“Customer”)
1. Order Form
This Order Form, once signed by SEW and Customer shall be a binding agreement for the SEW Cloud Services (as defined herein) and/or other products
or services set forth herein effective as of the date it is signed by Customer (the “Effective Date”). Customer subscribes to, and SEW will provide to
Customer, the SEW Cloud Services and/or other products and services selected in Sections 2 through 5 of this Order Form pursuant to the Software
as a Service Subscription Licensing Terms attached as Exhibit L (“SaaS Terms”) to Contract No. S18165157, dated October 17, 2017 (“Contract”).
2. SEW Cloud Services
The table below sets forth the SEW Cloud Services purchased by Customer for the Initial Term subject to the SaaS Terms.
Product Code Product Name
SmartCX – Mass Market Persona
CXM-10-Web Customer Web Portal
CXM-10-Mobile Customer Mobile Apps (iOS & Android)
CXM-10-1 CXM – My Account
CXM-10-2 CXM – Billing
CXM-10-3 CXM – Usage
CXM-10-4 CXM – Compare
CXM-10-6 CXM – Notifications
CXM-10-7 CXM – Service
CXM-10-8 CXM – Connect Me
CXM-10-9 CXM – Ways to Save
Business Experience (BX) - Standard
BXM -10-13 BXM – Dashboard
BXM -10-14 BXM – CSR
BXM -10-15 BXM – Administration
Business Experience (BX) - Advanced
BXM-10-16 BXM – Ways to Save
BXM -10-17 BXM – Notifications
BXM -10-19 BXM – Customer AI / Analytics
Support Plan Subscription
Sup-1 Standard Support Plan (included)
Sup-2 Max Support Plan (requires a separate order form)
3. Subscriptions, Initial Term, and Fees
The table below sets forth the type and number of SEW Cloud Service subscriptions purchased by Customer (as well as the number of users authorized
to utilize such service). All fees set forth herein are in U.S. Dollars (USD).
Product Subscription Metric Number of
Subscriptions
Annual
Subscription Fee
SmartCX - Mass Market Persona
(Web Portal) Meters / Active Services
31,000
4/1/2026-3/31/2027 - $71,605
4/1/2027-3/31/2028 - $100,000
4/1/2028-3/31/2029 - $100,000
SmartCX - Mass Market Persona
(Mobile Apps) Meters / Active Services
-$25,000 upon the
commencement of the Mobile
Apps implementation (“Mobile
Apps Implementation
Commencement”)
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Energy Water Inc.
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-$50,000 on the next anniversary
of the Effective Date following the
Mobile Apps Implementation
Commencement.
SmartBX – Standard / Advanced Utility Users 35
Included
(Additional Users at $295 per User
annually)
Renewal Term Payment Conditions
April 1, 2026,
through March
31, 2029
All Mass Market Persona (Web Portal) subscription fees for the
Amendment 4 Extension Term are due upon signing and invoiced
as follows:
April 1, 2026 – $71,605
April 1, 2027 – $100,000
April 1, 2028 – $100,000
The “Amendment 4 Extension Term” means that certain period commencing on April 1, 2026, and ending on March 31, 2029. The subscriptions and
services selected in Sections 4 and 5 of this Order Form and the fees therefore (except for usage-based fees) are set forth in such sections included
in the table above. Additionally, the Mass Market Persona (Mobile Apps) subscription fees shall be invoiced as set forth in the first table in this Section
3.
4. SEW Smart Messaging Services
The table below sets forth the SEW Notification Services subscriptions purchased by Customer for the Amendment 4 Extension Term subject to the
terms and conditions of those of certain SEW Notification Services Agreement (Appendix 1-A) attached to Amendment No. 3. The fixed monthly and
annual fees for such services are due annually in advance. Any usage-based fees shall be invoiced monthly.
TEXT MESSAGING SERVICE
Service Type Price (USD) / Additional Terms
Outbound SMS Text Bill Notification
$10,000 for first 50,000 SMS messages, upon the commencement of the
Text Messaging Service implementation (“Text Messaging Service
Implementation Commencement”), and $0.04 for each message in excess of
50,000 in the year
$10,000 for first 50,000 SMS messages, on the next anniversary of the
Effective Date following the Text Messaging Service Implementation
Commencement, and $0.04 for each message in excess of 50,000 in the
year
SMS Text message speed shall be up to 5 messages/second.
WE SMART CHAT & BOT SUBSCRIPTION
Description Price (USD)
WeSmart Chatbot (Advanced) - FAQ, Billing, Payment,
Usage
Annual Subscription Fee:
$29,750 upon the commencement of the
WeSmart Chatbot implementation (“WeSmart
Chatbot Implementation Commencement”)
$29,750 upon the next anniversary of the
Effective Date following the WeSmart
Chatbot Implementation Commencement.
+
One-time Implementation Fee $24,650 invoiced as
follows:
25% to be paid upon completion of DOU
50% to be paid upon City UAT sign off in QAS
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25% to be paid upon deployment in
production.
5. Add-on Subscriptions
The tables below set forth the type and number of additional subscriptions purchased by Customer
Other Subscriptions
Product Comments / Additional Terms Fees
Non-Production Tenant
Additional Non-Product Tenant. The additional non-
production tenant shall be provided pursuant to those
certain Dual/Non-Production Environment Terms &
Conditions attached to Amendment No. 3 as Appendix
2.
$8,790 annually
SSO Integration Includes one third party integration only
$26,000 one-time implementation fee
invoiced as follows:
25% to be paid upon completion of DOU
50% to be paid upon City UAT sign off in
QAS
25% to be paid upon deployment in
production.
Amendment 4 APPENDIX 2
Subscription Order Form for SEW Max Support Plan
Between Smart Energy Systems Inc. dba Smart Energy Water
15495 Sand Canyon Ave. STE #100
Irvine, CA 92618
(“SEW”)
And City of Palo Alto
250 Hamilton Avenue
Palo Alto, CA
(“Customer”)
1. Order Form
This Order Form, as issued by SEW, shall constitute an offer made by SEW to a Customer. When signed and returned to SEW by Customer, it shall become
a binding agreement for the SEW Software or other Services listed in this Order Form and effective on the date signed by Customer. This Order Form is
governed by and incorporates the terms and conditions of the SEW Max Support Plan Agreement attached to Amendment No. 3 as Appendix 3 (“Terms and Conditions”).
2. Plan Details & Fees
The table below shows the purchased Service(s) fees which shall be listed and selected by Customer below and subject to the Terms and Conditions.
MAX SUPPORT PLAN (MSP)STANDARD SUPPORT PLAN (SSP)
1 Production Support
a Issue Reporting
Direct Line Reporting to SEW CSM or SEW
TDM
(In addition to SSP options)
Contact SEW Support
b Issue Response Accelerated Standard
c RCA Analysis & Review Monthly RCA & Diagnostics Review with TDM Self-service via SEW Support
2 Enhanced Support
a Named Technical Delivery
Manager (TDM) Not Included
b Accelerated Incident
Management (“AIM”) Not Included
c End-to-end Supportability Not Included
d Product/ Support Specialist
Services 750 Support Services Quota hours
(62.5 Support Services Quota hours)
Available at additional cost
e On Call Live Support Not Included
f Support Services Hours Not Included
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Energy Water Inc.
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3 Learning and Enablement
a Monthly Meet-the-Expert
Sessions Not Included
b Certified Training
Customer Specific Digital Self-Service Content
Library (30 minutes) and
Quarterly 1-hour Webinar credit
Available at additional cost
Annual Fee $60,000 per year Included in License Subscription Fee
Fees as set forth herein shall be invoiced and paid on an annual basis upfront. Company agrees to make all payments to SEW within thirty (30) calendar days
after receipt of invoice. Late undisputed invoices will incur a late payment fee of 1.5% or the maximum allowable under the law, whichever is less.
3. Term
The term of the Max Support Services shall commence upon April 1, 2026, and end on March 31, 2029.
Item 5
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Energy Water Inc.
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Amendment 4 Appendix 3
Statement of Work for System Re-integration with the City’s SAP ERP S/4HANA
Pursuant to the MSA/STATEMENT OF WORK entered between Smart Energy Systems, Inc. dba Smart
Energy Water (“SEW”) and City of Palo Alto (“Client”), Client would like to make the following changes:
Client is currently operating SmartCX version 7, which is integrated with SAP ECC 6 EHP8. As part of Client’s
enterprise modernization initiative, the City is planning a migration from ECC to SAP S/4HANA and RISE, with
the target program timeline extending into 2027.
Due to updated program timelines, delivery sequencing, and overall project risk considerations, Client has
requested a revised integration approach.
Instead of waiting for the SmartCX v11 upgrade to complete before integrating with SAP S/4HANA, Client now
requires:
• SmartCX v7 to be re-integrated with SAP S/4HANA to support the ECC to S/4HANA transition
This covers the additional scope required to design, build, test, and deploy a SmartCX v7 integration with SAP
S/4HANA, which was not included in the originally approved SOW.
In Scope
• Integration design for SmartCX v7 with SAP S/4HANA
• Data mapping and interface adjustments to support SAP S/4HANA data structures, including Business
Partner and Contract Account models
• Development and configuration of integration interfaces (API, IDoc, or middleware as applicable)
• Environment setup and connectivity validation
• Unit testing and integration testing support
• Coordination with Client SAP and system integrator teams
• Deployment support for SmartCX v7 S/4HANA integration
Out of Scope
• SmartCX v11 upgrade activities (covered under existing SOW)
• SmartCX v11 S/4HANA integration (covered under existing SOW)
• SAP functional configuration outside of defined integration touchpoints exist in V7 today
Activities Included
• Project management, planning workshops, and cross-team coordination to support SmartCX v7 SAP
S/4HANA integration
• Impact analysis and documentation covering one SmartCX channel and SAP S/4HANA integration
touchpoints
• Cloud environment engagement and setup across lower and production environments
• Database provisioning, data loading, and environment validation
• Web Portal and BX (Customer Service Portal) verification in lower and production environments
• SAP API configuration, regression testing and integration conflict resolution
• Batch scheduling configuration and end-to-end testing between SAP S/4HANA and SEW SFTP
• Product testing, validation, and defect triage for one SmartCX channel
• Upgrade and integration documentation updates covering SmartCX v7 and SAP S/4HANA
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• Performance testing and verification for SmartCX v7 SAP S/4HANA integration
• Security testing and verification aligned with SAP RISE requirements
• Go-live support and production deployment coordination
• Post go-live hypercare support during stabilization period
Project Schedule
The parties acknowledge and agree that to achieve the targeted January 2027 go-live, Client must provide all
necessary SAP S/4HANA environments, integration access, and representative data no later than June 2026.
Any delays in providing such access may impact project timelines and fees.
The total fees under this Amendment 4 Exhibit 3 are $79,500 and shall be invoiced as follows:
$19,785 (25%) upon completion of DOU
$39,750 (50%) upon UAT sign off
$19,785 (25%) upon delivery to production
Item 5
Attachment A - Amendment
Number 4 to Contract
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Energy Water Inc.
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AMENDMENT 4 APPENDIX 4
STATEMENT OF WORK for Web Portal Upgrade to Version 11 (V11)
For the purposes of this Statement of Work (“SOW”), the Parties are referred to as Smart Energy Water
(“SEW”) and the City of Palo Alto (“Client”). This SOW confirms SEW’s agreement that SEW will provide the
implementation services set forth herein to upgrade the currently deployed SEW platform applications, (the
“Project”). City and SEW will develop a Document of Understanding (DOU) that will articulate in writing the
responsibilities, and timeline for the V11 transition, based upon best information available to the Parties. The
Designated Project Manager for each Party is authorized to approve the DOU and any necessary
modifications.
1. Functional Scope
a. Software In Scope
This project aims to upgrade the currently deployed SEW platform applications, modules, and functional
configurations set therein to the new platform version 11 while maintaining the same feature set for Client’s
users. The scope of services under this SOW includes the functionality and feature configurations set in the
current SEW Applications, listed in Appendices A (V11 Modules and Functionality to be Implemented) and B
(Change Requests And Customizations In Version 7.0), currently deployed in the Client production
environment.
b. Out-of-Scope Application Modules
Modules, features, and integrations not configured in the current SEW platform deployment are out-of-scope
for this SOW. If Client elects to add any modules, features, or integrations not configured in the current SEW
platform deployment, additional fees (including implementation and if applicable, subscription fees).
c. Scope of Services
The scope of the project includes the following key implementation activities:
1. Mapping currently deployed SEW software configurations to the SEW platform version 11 configurations.
2. Review and remapping of the Client-side integrations to the new SEW platform 11 integration framework.
3. Upgrade the Client deployment to SEW platform version 11.
4. Re-deploy and publish the new version 11 applications for Client.
i. In-scope services for integration
Integration to Client source systems and data is assumed to utilize the integrations developed for existing
SEW platform deployment. Any integrations currently not in the production environment are considered out of
scope and will be subject to change control.
ii. Functional Scope
The scope of this SOW is limited to the functionality and features configured in the existing production
applications for Client. Any changes to the functional specifications during the project will be managed through
the change control process.
iii. In-Scope Master & Transactional Data
No new data conversion is in the scope of this SOW.
iv. Language Scope
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All project activities will be performed, and deliverables will be created in English. There is no requirement to
support any language other than English. To the extent that any translation activities are required, those
translation activities will be the responsibility of Client.
V11 Upgrade – S/4HANA Reintegration Scope Statement
As part of the upgrade from SmartCX V7 to V11, Client is concurrently performing an internal modernization
initiative to migrate their Customer Information System (CIS) from SAP ECC to SAP S/4HANA. Given this
parallel program, SEW will provide support to ensure V11 is properly re-integrated with Client’s new S/4HANA
data model, within the boundaries of the current approved scope.
Scope of Work
As part of the scope of this SOW, SEW will perform the following:
1. Review the S/4HANA Data Model Relevant to V11
a. Analyze customer, account, premise, service agreement, billing, and payment-related entities
required for SmartCX V11 functionality.
b. Confirm object mapping between existing ECC integration objects and S/4HANA equivalents.
2. Integrate SmartCX V11 to Align with S/4HANA
a. Update inbound and outbound interfaces (including file integration) to align with S/4HANA data
structures consistent with the current V7-to-V11 functional scope.
b. Ensure compatibility for Phase 1 modules and any integration objects included in scope.
3. Validate and Re-Map Integration Touchpoints
a. Validate all impacted API(s), batch interfaces, message queues, and data pipelines.
b. Re-map fields only where necessary to enable V11 functionality, without introducing new
business processes or expanding scope.
4. Coordination with Client SAP Team
a. Participate in technical workshops remotely (onsite may be an option when available) to confirm
object definitions, naming conventions, and functional equivalencies between ECC and S/4.
b. Dependency: Finalized S/4HANA data model, field dictionary, and interface definitions must be
provided by Client.
5. Regression Testing & Interface Certification
a. Perform end-to-end validation of V11 integrations with S/4HANA.
b. Support regression testing to ensure no functional regression from the V7 baseline.
6. Support for Data Refresh / Mock Deployment Cycles (Up to 3 Cycles)
a. SEW will support Client with up to three (3) data refresh or “mock deployment” cycles during
the upgrade.
b. Support includes reviewing converted data, identifying data issues impacting V11 functionality,
and advising Client on corrective actions.
c. SEW will assist in verifying that S/4HANA-converted data aligns to the expected V11 integration
and functional data model.
d. Any additional cycles beyond the three (3) included will require a separate Change Request.
7. Migration of users from V7.5 to V11, so users can leverage same credentials for login into V11 platform.
Out of Scope / Assumptions
No new integrations or additional business processes outside the existing V7 baseline.
No customizations introduced by Client as part of S/4HANA migration unless required for V11
integration.
No redesign of business processes or enhancements not included in the contracted V11 upgrade
scope.
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SAP S/4HANA migration tasks, configuration, and data transformation activities are Client
responsibilities.
Any work dependent on Client timelines or delays in S/4HANA readiness may require schedule
adjustments or a Change Request.
Existing integration format for file based integration to stay intact
Configuration and testing activities are dependent on availability of data from SAP as well as SAP S/4
HANA environments.
Dependencies
Client must work with SEW to sign off on final S/4HANA entity definitions, field mapping documentation,
integration specifications, and test environments.
Client must complete their data conversion and provide refreshed environments within agreed
timelines.
2. Key Assumptions
SEW has relied on the assumptions stated below in pricing, planning, and determining its approach to the
Services.
1. Upon SEW’s commencement of technical updates in connection with the v11 upgrade to Client’s
environments, the rollback to the previous version of the SEW platform will not be available. Any rights or
assumptions of SEW included in the SOW for the implementation of the previous version of the SEW
platform as set forth in Exhibit A and A-1 of the Agreement (“Previous SOW”) and any obligations or
limitations of Client included in the Previous SOW shall also apply here.
2. SEW will configure, integrate, and deliver the new SEW platform 11 applications to match the functionality
and workflows in Client’s existing SEW production applications. All workarounds or changes shall be
documented separately and follow the Change Request process.
3. If applicable, Client shall utilize the UAT test plan and scripts prepared by SEW for testing and acceptance
purposes.
4. The customer shall provide timely responses to SEW for any of SEW’s information needs and timely review
of all project documents provided. Client will make the best effort to respond in three (3) business days or
less for project decisions and in five (5) business days or less for business-related decisions.
5. Client shall provide onsite workspaces for SEW resources, with internet connectivity, as necessary. No
travel is anticipated for this project.
6. SEW shall utilize existing web service interfaces developed as part of the current deployment to meet the
requirements stated in this SOW. The features and user experience design will be limited by the data
provided through these interfaces.
7. Any customization or changes, other than those outlined in Appendix B (Change Requests And
Customizations In Version 7.0), to the features, requirements, and functionality will impact the budget and
schedule and shall be considered separately through the Project Change Request process as set forth in
Section 4 of this SOW. Costs for customizations shall depend upon the services and levels of effort
required, which shall be reviewed with Client by an account or project manager of SEW and shall require
a written change request or amendment prior to the commencement of any work on such customizations.
8. Provider will provide up to 4 (four) hours of webinar-based remote training. Training will be conducted in a
train the trainer format. End user (Utility customer) training is not in scope of this SOW.
9. It is essential for both parties to manage the below-listed contingencies to ensure the timely and successful
implementation of the Project. Any delay from either party regarding any of the below-listed items may
have an impact on the Project duration, schedule, resources, and budget, requiring parties to discuss a
Project Change Request.
a. Delay in approving necessary documentation, artifacts, or deliverables.
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b. Delay or unresponsiveness from third-party service providers.
c. Unavailability of personnel to work on the Project.
d. Requested information is unavailable or not provided in a timely manner.
e. Data is unavailable, missing, or incorrect.
f. Access to the data/files is unavailable or interrupted.
10. Additional SEW and Client responsibilities are set forth in Appendix C.
3. Fees. The total fees under this Amendment 4 Exhibit 4 are $165,000 and shall be invoiced as follows:
$41,250 (25%) upon completion of DOU
$82,500 (50%) upon UAT sign off
$41,250 (25%) upon delivery to production
Item 5
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Energy Water Inc.
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APPENDIX A – V11 Modules and Functionality to be Implemented
Product Code Product Name
SmartCX – Mass Market Persona
CXM-10-Web Customer Web Portal
CXM-10-Mobile Customer Mobile Apps (iOS & Android)
CXM-10-1 CXM – My Account
CXM-10-2 CXM – Billing
CXM-10-3 CXM – Usage
CXM-10-4 CXM – Compare
CXM-10-6 CXM – Notifications
CXM-10-7 CXM – Service
CXM-10-8 CXM – Connect Me
CXM-10-9 CXM – Ways to Save
Business Experience (BX) - Standard
BXM -10-13 BXM – Dashboard
BXM -10-14 BXM – CSR
BXM -10-15 BXM – Administration
Business Experience (BX) - Advanced
BXM-10-16 BXM – Ways to Save
BXM -10-17 BXM – Notifications
BXM -10-19 BXM – Customer AI / Analytics
Support Plan Subscription
Sup-1 Standard Support Plan (included)
Sup-2 Max Support Plan (requires a separate order form)
Customer Notification Preferences
The SmartCX software includes integrated notification services which can be configured upon request for the purposes
of customer alerts and notifications based on configurable workflow and decision trees.
The scope for configuration of notifications/alert campaigns will be determined during the Planning & Design phase.
Additional alerts/campaigns can be configured at additional cost.
Module Notification Email
My Account
Online Account Registration/Activation Link X
Forgot Your Password X
Forgot Your Username X
Profile Information Update (Phone &Email)X
Password Updated X
Paperless Bill Enrollment/Unenrollment X
Add/Delete Account X
Add/Delete Payment Method X
Updating Marketing Preference X
Billing
eBill Ready Notification X
Payment Reminder X
Payment Plan/Arrangement Enroll/Unenroll Confirmation X
Autopay Enroll/Unenroll Confirmation X
Connect Me Usage Threshold Alerts (triggered based on customer established
threshold) X
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Customer Usage Data
AMI
Monthly
Client Vendors
CIS – SAP S4/HANA
Billing – SAP S4/HANA
Payments – Elavon
Meters –Smart Works Compass
Bill PDF - Infosend
SMARTCX-7.5 Base Build Functionality includes:
Registration & Log-in
Registration Step 1 (Validation):
Ability to validate up to 2 or more fields during registration- Account #, last four digit of Primary ID, Email Address
Registration Step 2 (Sign Up):
Ability to allow the user to enter personal information (Username, Password, First Name, Last Name)
Ability to enroll in paperless billing during registration
Ability to subscribe to notification preferences during registration
Ability to verify the user by sending the activation link on email followed by a reminder
Ability to sync all accounts, associated with the customer depending upon the account used for registration, to the
registered user profile
Ability to use login Help (Forgot username, Forgot Password, Problem Signing in) for assistance
Ability to login with valid username and password
Ability to authenticate the user via MFA on the registered email address
Ability to block the IP/Account during incorrect login/registration attempts
Ability to provide biometric login depending upon device
CSRs have the ability to reset password.
My Account
Ability to show/edit personal contact info (Email Address, Phone Number) entered during registration to the user
Ability to show/edit login info (Username, Password) entered during registration to the user
Ability to add/edit personal info (Secondary Email Address, Secondary Phone Number) entered during registration
to the user
Ability to give the add / edit / delete payment methods (Credit card, Bank account)
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Ability to set the notification preferences (Email only) at user + account level
Ability to set quiet hours (Part of notification preferences)
Ability to make an account as default for better user experience
Ability to link accounts with the profile
Ability to unlink accounts from the profile
Ability to show/update account level nickname
Ability to show/update account level enrollment for bill types (Paperless, Paper, Both)
Ability to show/update the account level mailing address
Ability to download a user's data to meet the compliance regulations
Ability to submit a delete user's profile request
Ability to gather answers on the surveyed rolled out under About My home (Residential Customers) and About My
business (Commercial Customers)
Ability to delegate the access of account (Guest User)
Ability for a guest to register a new or use its existing profile to access the invited account
Ability to resend the activation or edit the access details of the invited guest user
Ability to inform users via standard email notifications for important updates related to the account and profile
Ability to change names after account creation.
Ability to consolidate all accounts associated with the customer into one profile.
Dashboard
Ability to show the welcome screen - First Time User Only, to allow them to set basic optional notification
preferences for a better experience
Ability to show the billing summary on the dashboard and redirect to the billing modules: remaining balance, due
balance, and due date.
Ability to show the bill comparison on the dashboard for latest bill, second latest bill and last year's bill
corresponding to the latest this year.
Ability to show or manage the banners on the right rail contents and Auto Pay Carousel
Ability to select account from account selection (customer with more than 1 account)
Ability to allow the CSR to see the same screens available to the customer when in the portal to facilitate customer
calls.
ability to develop and display reports for tracking customer activities like registration status and service requests.
The district staff should have the ability to view reports by date range, monthly, yearly, for issues, notifications,
usage, navigation trends, and history etc. For instance number of clicks, number of abandoned transactions by
date, device, time, and screen names.
Generic Functionalities (across platform)
Ability to choose the account/property address linked to the profile so that account specific information can be
accessed across the platform
Ability to show the FAQs
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Energy Water Inc.
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Ability to greet the user based on the time zone
Ability to show the Terms & Conditions and Privacy Policy
Ability to show the total number of unread notifications on the bell icon and redirect to the notification inbox
Ability to view all social media accounts associated with the district.
The Portal shall allow the staff to view all customer notifications in one location along with the ability to respond to
one or multiple customers
Billing
Ability to Show Due Balance & Credit from (Account level)
Ability to show Pass Due Balance (Account level)
Ability to open/export Bill PDF (Account level)
Ability to show Due Date (Account level)
Ability to show Bill Period (Account level)- Support monthly and bi-monthly billing period
Ability to access bill history up to 3 columns- Bill Date, Amount, Bill PDF (Account level) (12 months)
Ability to access payment history up to 3 columns-Payment Date, Payment Amount, Channel (Account level) (12
months)
Ability to export bill details to XLS (Account level)
Ability to export bill history to XLS (Account level)
Ability to export payment history to XLS (Account level)
Ability to set up Autopay- SEW scheduler (Account level)
Ability to set up Autopay- send AP details to CIS (Account level)
Ability to make 1-time payment (Pre-Login and Post Login)
Ability to integrate with Elavon with standard payment API (Account level)- Supports CC, Debit, and ACH
Ability to make unauthenticated 1-time payment- 2 fields validation, and SMARTCX will be displaying total due
balance post validation
Ability to display payment location on google map
Ability to submit billing queries to CSR
Ability to view all the bills associated with the customer. Suppose the customer has more than one account.
Ability to make one payment for all the accounts (aggregated amount, if any partial amount, payments need to be
made separately) associated with the customer.
All payments made on the portal should reflect in CIS real time
Ability to save bank and/or credit details for ease of payment
Ability to track all notifications by type, open date, close date
Usage & Compare
Usage Ability to show consumption monthly average in UOM (KwH, Gal, CF) with the ability to
switch between UOM.
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Energy Water Inc.
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Usage Ability to show the highest consumption this year in UOM (KwH, Gal, CF)
Usage Ability to show monthly usage (Non-AMI)
Usage Ability to show interval usage 15 mins, 30 mins, hourly based on data received (AMI-
Client provide/no calculation)
Usage Ability to view usage at meter level (meter selection dropdown)
Usage & Compare Ability to toggle between UOM and Dollar (Billing Period Usage only for $)
Usage & Compare Ability to show usage graph- Y-axis unit consumption, X-axis usage months
Usage Ability to export consumption data according to user filter
Usage & Compare Ability to filter by usage year
Usage Ability to set usage alert (AMI)
Usage Ability to view rate plan- Client to provide data or redirect link
Usage Ability to download green button data- service type (electricity), select meter number,
From-To date range (XML format).
Usage & Compare Ability to see Usage use so far this month if interval and daily AMI data is available for
the utility account for UOM and Dollar consumption.
Usage & Compare Ability to see projected usage for the current billing period if interval and daily AMI data is
available for the utility account for UOM and Dollar consumption.
Usage & Compare Ability to select an account from the account selector, the user will be able to view usage
& compare at the meter level associated with the selected account.
Usage & Compare Ability to switch between different commodities (Gas, Electric, and Water) if the data
structure is support under utility account.
Compare Compare Me- Ability to compare my usage for the current month for this year to the same
month of the previous year.
Compare Compare Zip- Ability to compare my usage for the current month for this year to the same
month of the previous year.
Compare Compare Utility- Ability to compare my usage for the current month for this year to all
customer's average for the same month of the previous year
Compare Compare All-Ability to compare my usage for the current month for this year to all
customers, zip code average, and my usage for the same month of the previous year.
Contact Us
Ability for utility customers to submit a support-related request such as login problem, billing queries, etc. Contact
Us form is dynamic and configurable per Client template)
Ability for utility customers to select a specific topic related to their queries. Utility customers can attach a
document with a defined format and present it as part of the request.
Ability for CSR to respond to a customer request in the CSP
Ability to track all notifications by type, open date, and close date.
Service
Customized topics & multiple step forms or Dynamic forms created from CSP based on requirement
Ability to Select Premise Address (CIS)
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Energy Water Inc.
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Ability to Select Premise Address (Google API)
Ability to validate mail address
Support of co-applicant on start service
Form Preview capability before submission
Submit service request (SMARTCX)
Submit service request (CIS)
Unique tracking ID generation against each service request
Service request tracking (SMARTCX)
Save form as drafts and view the same in 'Saved Forms' section
Submit forms for Move in /Move out by the customer from the portal.
Ability to request services like Transfer, Disconnect, Turn-on, Turn-off
Notifications
Functionality
Ability to send notification X days before bill due date- If balance is > $0.00
Ability to send notification on due date - If balance is > $0.00
Ability to send notification X days pass bill due date (Delinquency) - If balance is > $0.00
Ability to send notification X days before autopay withdraw
Ability to send confirmation when one-time payment is successful
Ability to send confirmation when one-time payment is declined
Ability to send notification when SMARTCX execute autopay transaction successfully
Ability to send notification when autopay payment transaction was declined for this customer
Ability to send high usage alert
Ability to send confirmation when a service - move in request has been submitted successfully
Ability to send confirmation when a service - move out request has been submitted successfully
Ability to send confirmation when a service - transfer request has been submitted successfully
Ability to send confirmation when a service - others request has been submitted successfully
Ability to send notification when profile information has been updated successfully
Ability to send notification when notification preferences has been updated successfully
Ability to send notification when payment methods has been added/deleted/Edited successfully
Ability to send notification when a guest user has been invited/added to the profile successfully
Ability to view the notices and communication sent to them on the customer's account within the portal.
Ability to view push communication and other notices which was sent out.
Outages
Functionality
Ability to redirect to outage page on Client webpage
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Energy Water Inc.
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Efficiency /
Conservation
The Efficiency/Conservation module displays the utility energy efficiency and water
conservation programs, rebates, and savings tips with the ability for the customer to view and
enroll in these programs using any device (desktop, tablet, smartphone). Specifically, utility
customers will be able to view rebates and programs available.
View personalized savings tips based on customer class (residential/C&I)
Any functionality currently present in the V7 build that is not explicitly referenced above shall be included in the V11
upgrade.
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APPENDIX B
CHANGE REQUESTS AND CUSTOMIZATIONS IN VERSION 7.0
# Issue key Summary Description Module/SubModul
e v11 OOTB
1 https://smartenergywaternet.atlassian.net/browse/
CR-1069
Extend
Temporary
Password
Expiration to
14 days
Currently, when a customer
receives the email to set up
a new username and
password, they have 7 days
before the link expires.
Registartion / My
Profile Configuration
This link needs to have the
expiration period extended
from 7 days to 14 days.
2 https://smartenergywaternet.atlassian.net/browse/
CR-1086
Add
Welcome
Message on
Pre-Login
Page
Dashboard Configuration
3 https://smartenergywaternet.atlassian.net/browse/
CR-1135
Request for a
Copy of
Gateway
Production
System for
City of Palo
Alto
CPAU is in the process of
building their QA
environment in Cloud.
Configuration
CPAU is now requesting if a
copy of the on-premise
Gateway Production system
for setting up GWQ system
in Cloud. This is to ensure
the latest code and data in
Gateway Production to be a
part of Gateway QA
environment.
4 https://smartenergywaternet.atlassian.net/browse/
CR-1379
Palo Alto -
Ability to
post a
message to
their
customer in
pre and post
login
Palo Alto would like the
ability to post a message in
the prelogin page like WSC
where they have the ability
to customize the message
and turn it on/off in the CSP.
Pre=Login Configuration
They would also like the
ability to post a message in
the post login where they
can customize and post a
message to their customer
post login through the CSP.
All modules and BX Customization
5 https://smartenergywaternet.atlassian.net/browse/
CR-1595
Add static
text to Utility
Bill screen
Add the following static
plain text in box 1 (see
screen shot). Text is: “Please
allow one business day for
the payments to show on
your account”.
Current Bll Verbiage
6 https://smartenergywaternet.atlassian.net/browse/
CR-1657
CPAU
Scheduled
Maintenance
Changes
Content change to
Scheduled Maintenance
Scheduled
Maintenance
Screen
Configuration
8 https://smartenergywaternet.atlassian.net/browse/
CR-1665
CPAU "Pay
Bill" text
change on
Pre-login
Page
SEW to make potential
changes to the "Pay Bill” text
in two locations on the pre-
login page - something akin
to “Quick Bill Pay” or “Bill
Pay - without login
Pre=Login Verbiage
9 https://smartenergywaternet.atlassian.net/browse/
CR-1676
CPAU - add
static text to
top of usage
page in
Add static text to Customer
Portal usage tab "Hover
Over the Bar Graph for More
Details"
Usage Verbiage
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Number 4 to Contract
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customer
portal
1
0
https://smartenergywaternet.atlassian.net/browse/
CR-1714
CPAU
Update Links
on MyCPAU
(behind Logo
on and
Service Turn
On)
External URL to configure Pre=Login Configuration
1
1
https://smartenergywaternet.atlassian.net/browse/
CR-2191
Palo Alto -
Max
Payment
Amount
Customer should not be able
to use any other payment
channel within SMARTCX to
make additional payments
above the 5k limit. This
should prevent them from
also making combination of
different payment types
(VISA/MC/AMEX/Discover)
above 5K.
Billing Configuration
1
2
https://smartenergywaternet.atlassian.net/browse/
CR-2219
Palo Alto -
Add Menu
Item for Bill
Inserts to
Billing Page
to insert a menu and button,
for customers to redirect
them to PAU site.
Current Bill Customization
1
3
https://smartenergywaternet.atlassian.net/browse/
CR-2220
Palo Alto -
Show Auto
Pay
Enrollment
status on
Dashboard
Dashboard Configuration
1
4
https://smartenergywaternet.atlassian.net/browse/
CR-2221
Palo Alto -
Automaticall
y Enroll in
Paperless
Bills at
Registration
Registartion Configuration
1
5
https://smartenergywaternet.atlassian.net/browse/
CR-2222
Palo Alto -
Expand
Length of
Password
field and
Allow
Additional
Characters
Registartion / My
Profile / Pre-
Login/Login
Configuration
1
6
https://smartenergywaternet.atlassian.net/browse/
CR-2441
CPAU: Send a
declined
notification
to autopay
users who
have a credit
card set as
their method
of payment
when their
invoice
amount is
above
$5,000
Notification Customization
1
7
https://smartenergywaternet.atlassian.net/browse/
CR-2832
CPAU: Create
Dedicated
On-Bill
Financing
Page"Loans"
Customization
1
8
https://smartenergywaternet.atlassian.net/browse/
CR-3379
CPAU: Usage
Chart shows Usage Configuration
Item 5
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Number 4 to Contract
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only 11
months
1
9
https://smartenergywaternet.atlassian.net/browse/
CR-4026
CPAU -
Remove
About My
Home for
Residential
Customers
Account Sub-
Module menu Configuration
2
0
https://smartenergywaternet.atlassian.net/browse/
CR-4117
CPAU: Notify
distribution
list of
notifications
if it reaches
25+/day.
Notification Customization
2
1
https://smartenergywaternet.atlassian.net/browse/
CR-4250
CPAU:
Amendment
#3 - remove
65 + account
linkage limit.
TBD/Customization
/
Configuration
2
2
https://smartenergywaternet.atlassian.net/browse/
CR-4468
CPAU -UAT 2
- AMI project
changes
Configuration +
Customization
2
3
https://smartenergywaternet.atlassian.net/browse/
CR-4711
CPAU:
Change
Notify CPAU
distribution
list if
notifications
if it reaches
25+/day
Sysdate 6am
to Sysdate
11:45am (PT)
Customization
2
4
https://smartenergywaternet.atlassian.net/browse/
CR-5071
CPAU:
Delivery-
Usage graph
- Add Time
Period Range
to Hover
Over of
usage bars
and to the
Usage Export
File
Customization
2
5
https://smartenergywaternet.atlassian.net/browse/
CR-5099
Delivery -
AMI Usage
historical
data load
Configuration
2
6
https://smartenergywaternet.atlassian.net/browse/
CR-5174
CPAU: AMI -
NEM1 device
exchange
data
mismatch
Configuration
2
7
https://smartenergywaternet.atlassian.net/browse/
CR-5452
CPAU: Login
Screen -
Update
Background
Photo
Configuration
2
8
https://smartenergywaternet.atlassian.net/browse/
CR-5486
CPAU: AMI -
Usage graph
kW changes
Customization
2
9
https://smartenergywaternet.atlassian.net/browse/
CR-5541
CPAU:
Download
interval data
for user
Customization
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
Item 5: Staff Report Pg. 38 Packet Pg. 88 of 128
Page
specified
period
3
0
https://smartenergywaternet.atlassian.net/browse/
CR-5628
CPAU:
Change Bill
Image
Vendor to
Infosend
The city is changing its bill
image vendor to Infosend in
May 2025. SEW will need to
develop, test and migrate
this change to fetch Bill
Images from Infosend
instead of the current
vendor integration.
Configuration
3
1
https://smartenergywaternet.atlassian.net/browse/
CR-5641
Palo Alto
Domain
Migration
Migrate the City of Palo
Alto’s current domain of
cityofpaloalto.org to the
new domain of Paloalto.gov.
Anywhere the current URL is
mentioned will need to
change to the new URL of
paloalto.gov (emails). Also,
the bill generation
notifications “from” email
address will need to be
change to
“noreply@paloalto.gov”
from
“noreply@cityofpaloalto.or
g”
Configuration
3
2
https://smartenergywaternet.atlassian.net/browse/
CR-5689
CPAU: AMI -
Usage Alerts Customization
3
3
https://smartenergywaternet.atlassian.net/browse/
CR-6156
CPAU - Usage
Chart -
Display
Time-of-Use
(TOU)
interval data
Provide residential and
commercial customers on a
Time-of-Use rate schedule
(e.g., E1T, E4T, E7T) the
ability to view their AMI
interval data usage.
Configuration+
Customization
Any customizations currently implemented in the V7 build that are not explicitly referenced above shall
be carried forward and included in the V11 upgrade.
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
Item 5: Staff Report Pg. 39 Packet Pg. 89 of 128
Page
APPENDIX C
RACI Matrix
RACI Definitions
To ensure clarity in roles, responsibilities, and decision-making across all project activities, the following RACI (Responsible,
Accountable, Consulted, Informed) model will be used throughout this Statement of Work:
R – Responsible
The party performing the work to complete the task or deliverable.
There may be multiple Responsible parties.
This is the hands-on execution role.
A – Accountable
The party ultimately answerable for the correct and satisfactory completion of the task or deliverable.
There must be exactly one Accountable party per activity.
Approves the work completed by the Responsible party.
C – Consulted
The party or parties who must be consulted prior to the work being performed or finalized.
Provides subject-matter expertise, clarification, and feedback.
This is a two-way communication role.
I – Informed
The party or parties who must be kept informed of progress, decisions, or completion of the task or deliverable.
Does not participate in the work directly.
This is a one-way communication role.
Categories Sub-Category (Tasks/Activities)SEW CPA
Kickoff
Internal Kickoff Meeting (High level scope, timeline, roles and responsibilities) A, R C
Product Kickoff decks A, R C
Client Kickoff Meeting (Intro & Scope Confirmation) A, R C
Introduce Project Stakeholders A, R C
PMO
RAID Log A, R C
Weekly Status Report A, R C
Project Plan A, R C
Functional Workshops Fit Gap Workshop - Deliver Configuration Workshops A, R C
CX Workshop - UX/UI Design A, R C
Technical Workshop Identify Integration Points Discuss Approach to Identify, Access, and Structure Data A,R C, R
Collect and Organize all Necessary Data - Data Mapping A, R C
Documentation
DOU A, R C
Data Mapping A, R C
Data Contract (batch files)A, R C
API services mapping A, R C
Obtain client sign-off on DOU A, R C,R
Create user stories in Jira A, R C
Infrastructure & DB
SMARTCX Environment setup and provisioning (Dev, QA, UAT, Prd)A, R I
SAP Environment set-up and provisioning (For ex. QAS) C A, R
SMARTCX Non-prod env DB refresh (x3)A, R C
SAP Non-prod env DB refresh (x3) C A, R
Network Connectivity
Obtain system access (user credentials to SAP, API credentials) C A, R
VPN/Firewalls/Whitelisting A, R A, R
Verify connectivity and access to services, shared folders, etc. A, R C
Base Configuration
Activities
Configure Test Data (SAP) C A, R
Configure Test Data (SMARTCX)A, R C
Configuration of Portal (SMARTCX) A, R C
Configuration of Customer Service Portal (CSP)A, R C
SAP Configuration A,R C
Batch files/Developing the Queries A, R C
Data migration (migrate
existing Customer
Notification preference
Data migration requirements and strategy document A, R C
Data extraction and cleansing, if required C A, R
Data load to SMARTCX A, R C
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
Item 5: Staff Report Pg. 40 Packet Pg. 90 of 128
Page
data to the SMARTCX
platform)
Integration Activities
SAP Odata Services - SEW Pre-built package A, R C
New Integration Services Development, if required (where pre-built gaps exist as identified in
Change Request process)C,A,R C
SAP Custom FM Development for specific objects, if required A,R C
SAP Data Extraction including Mock data, Converted data from SAP s.S/4 HANA and Cutover
data A,R C
PGP Encryption of Extracted data A,R C
Testing
UAT & SIT Test Plan A, R C
UAT & SIT Test Scripts A, R C
UAT & SIT Test Execution & Sign off A, R C
Load/Performance Testing A, R C
Security Penetration Testing A, R C
Change Management
Business Process Changes C A, R
Train-the-trainer plan A, R C
Training materials (e.g. user guide, short key reference, training video)A, R C
Marketing
Marketing kick off meeting A, R C
Confirmation on artifacts required (brochure, email campaign, video)A, R C
Marketing Strategy Plan and roll out A, R C
Development of the materials A, R C
Sign off by Client on the Marketing Artifacts C C
Deploy to Production
Cutover Preparation and Activities A, R C
Mock cutover A, R C
Create deployment plan A, R C
Track against deployment plan A, R C
SMARTCX Prod Deployment A, R C
SAP Code Migration C A, R
SEW Batch File Autoscheduling A, R C
Client Batch File Autoscheduling C A, R
Sign off on Mobile Application Template For Submission R,C A, R
Mobile app submission to Play/App store R,C A, R
Post-Deployment
Activities
Client PVT C A, R
Knowledge Transition Process to Utility Client Support Team A, R C
Fix Production Ticket A,R C
Monitor Adoption Metrics A,R C
Warranty and support A, R C
Post Go Live Stabilization A, R I
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
Item 5: Staff Report Pg. 41 Packet Pg. 91 of 128
Certificate Of Completion
Envelope Id: AAE856D0-F501-495E-B4AD-B8522367B4F0 Status: Completed
Subject: Complete with Docusign: S18165157 Amendment No. 4_26.02.24 final.pdf
Source Envelope:
Document Pages: 35 Signatures: 2 Envelope Originator:
Certificate Pages: 2 Initials: 1 Ann Marie Romero
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
annmarie.romero@paloalto.gov
IP Address: 170.85.54.88
Record Tracking
Status: Original
3/4/2026 8:42:08 AM
Holder: Ann Marie Romero
annmarie.romero@paloalto.gov
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Palo Alto Location: Docusign
Signer Events Signature Timestamp
Harman Sandhu
harman.sandhu@sew.ai
President
Smart Energy Water (SEW)
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 64.147.23.106
Sent: 3/4/2026 8:53:27 AM
Viewed: 3/4/2026 8:55:31 AM
Signed: 3/4/2026 8:55:51 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Joseph Chaparo
joseph.chaparo@sew.ai
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 23.125.217.189
Sent: 3/4/2026 8:55:56 AM
Viewed: 3/4/2026 10:02:56 AM
Signed: 3/4/2026 10:03:44 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Barney Monte
Barney.Monte@sew.ai
Chief Financial Officer
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 64.147.23.106
Sent: 3/4/2026 10:03:47 AM
Viewed: 3/4/2026 2:39:51 PM
Signed: 3/4/2026 2:50:28 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
Item 5: Staff Report Pg. 42 Packet Pg. 92 of 128
Carbon Copy Events Status Timestamp
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 3/4/2026 8:53:27 AM
Certified Delivered Security Checked 3/4/2026 2:39:51 PM
Signing Complete Security Checked 3/4/2026 2:50:28 PM
Completed Security Checked 3/4/2026 2:50:28 PM
Payment Events Status Timestamps
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.
Item 5: Staff Report Pg. 43 Packet Pg. 93 of 128
City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: March 23, 2026
Report #:2601-5841
TITLE
FIRST READING: Adoption of an Ordinance to Amend Chapter 9.73 of the Palo Alto Municipal
Code to Adopt a Local Policy to Implement the Foundational Principles of the United Nations
Convention on the Elimination of all forms of Discrimination Against Women (CEDAW) as
Recommended by the Policy and Services Committee; CEQA status – Not a Project
RECOMMENDATION
Policy and Services Committee recommends that the City Council adopt the attached CEDAW
Ordinance.
BACKGROUND
In October 2018, the City Council passed a resolution with intent for the City to pursue an
ordinance to endorse the United Nations’ Convention on the Elimination of all forms of
Discrimination Against Women (CEDAW). This discussion first went through the Policy and
Services Committee and focused on affirming the City’ s commitment to the principles of the
United Nations’ work. The intention was to work within existing budgets and resources and to
demonstrate Palo Alto’ s commitment to the principles of CEDAW.
In November 2020, the Policy and Services Committee accepted a status report regarding
CEDAW and recommended to City Council that staff proceed with a community summit on
gender equality issues. The recommendation also included a request for Human Resources to
publish City of Palo Alto workforce gender demographics and to include gender as a part of the
City’s work on inclusion and belonging. When this recommendation went to the City Council,
the City Council affirmed the recommendation and asked staff to share the findings regarding
youth in recreation programs with the City’s Teen Advisory Council for consideration in
planning future trainings or mentorship programs. The City Council also recommended that the
Office of Human Services host a convening related to greater opportunities for women and
girls.
In June 2021, the City hosted the Palo Alto Summit on Women and Girls (with ‘Women’ and
‘girls’ referring to a gender expansive and inclusive definition). The event was keynoted by Lori
Item 6
Item 6 Staff Report
Item 6: Staff Report Pg. 1 Packet Pg. 94 of 128
Nishiura Mackenzie, Co-Founder of the Women’s Leadership Innovation Lab and the Lead
Strategist on Diversity, Equity and Inclusion for the Stanford Graduate School of Business (link
to materials and video: http://paloalto.gov/Events-Directory/City-Manager/Summit-on-
Women-Girls). This event was held in connection with the City’s continued commitment to
advancing a CEDAW ordinance.
1 which included advancing a
CEDAW ordinance as Action Item 3.4 (Finalize CEDAW Ordinance and Present it to the City
Council for Adoption). Attachment A is the follow up to that action plan item as well as to the
prior City Council interests shared through resolution.
2 was:
ANALYSIS
1 City of Palo Alto Equity Action Plan:
https://www.cityofpaloalto.org/files/assets/public/v/1/citymanager/wellness-and-belonging/equity-workplan-
2024.pdf
2 Policy and Services Committee Action Minutes, December 9, 2025. Link:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83988&dbid=0&repo=PaloAlto&searchid=4cb374a8
-d14e-4483-8a42-1d6dab2d78fc
Item 6
Item 6 Staff Report
Item 6: Staff Report Pg. 2 Packet Pg. 95 of 128
The ordinance, as amended, ratifies current City practices and establishes guidelines for the
continued work of eliminating all forms of discrimination against women within the city.
5 as the County has additional significant areas of jurisdiction that are not part of the
City’s purview of services, including the criminal justice system and the public health system.
The Committee suggested changes that kept the ordinance within the thematic areas that are
most relevant to the City’s work. The ordinance, as a first step, takes into account the limited
existing City resources related to this work.
5 See Santa Clara County Ordinance NS-300.972 (2023), codified at County of Santa Clara Ordinance Code Division
Item 6
Item 6 Staff Report
Item 6: Staff Report Pg. 3 Packet Pg. 96 of 128
Adoption of the ordinance, as recommended by the Committee, would add Palo Alto to a host
of other cities and communities that have taken this important first step to support women and
girls. Palo Alto would use this ordinance to guide the City’s wellness and belonging efforts,
especially as the efforts relate to the topics referenced in the ordinance.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Item 6
Item 6 Staff Report
Item 6: Staff Report Pg. 4 Packet Pg. 97 of 128
NOT YET APPROVED
1
Ordinance No. ____
Ordinance of the Council of the City of Palo Alto Amending Chapter 9.73 (City
Policy Against Arbitrary Discrimination) of Title 9 (Public Peace, Morals and
Safety) of the Palo Alto Municipal Code to Add Sections 9.73.050 (Local CEDAW
Principles) and 9.73.060 (Private Right of Action) and Amend Associated
Sections
The Council of the City of Palo Alto does ORDAIN as follows:
SECTION 1. Findings and Declarations. The City Council finds and declares as follows:
A) On October 15, 2002, Council passed Resolution #8217, in support of United States
ratification of the United Nations Convention on the Elimination of all forms of
Discrimination Against Women (CEDAW).
B) The human rights principles found in CEDAW serve as a vital reference point as we
join with cities and counties across California and the United States in supporting
fairness for all genders throughout city operations.
C) On February 8, 2018, in response to Council Resolution #9653, the Human Relations
Commission passed a series of recommendations for Council consideration,
including the consideration of a CEDAW ordinance.
D) On October 1, 2018, Council directed staff to return with options for a City ordinance
endorsing CEDAW and affirming the City’s commitment to the principles of CEDAW.
E) The City Council desires to continue working towards measures t hat positively
address gender fairness city operations by passing an Ordinance affirming the
principles of CEDAW, which will be integrated into the City’s Wellness and Belonging
Initiatives.
F) The Council finds it appropriate to amend Chapter 9.73 (City Policy Against Arbitrary
Discrimination) to institute the principles of CEDAW in the City’s ongoing work to
ensure fairness for all Palo Altans.
SECTION 2. Section 9.73.040 (Definitions) of Chapter 9.73 (City Policy Against Arbitrary
Discrimination) of Title 9 (Public Peace, Morals and Safety) of the Palo Alto Municipal Code is
hereby amended to read as follows:
9.73.040 Definitions
Item 6
Attachment A - Draft
CEDAW Ordinance as
Amended and
Recommended by Policy
and Services Committee
Item 6: Staff Report Pg. 5 Packet Pg. 98 of 128
2
The following words and phrases whenever used in this chapter shall be construed as
defined in this section, unless the context indicates otherwise.
(a) "City property" means any real property or facilities owned or controlled by the
city of Palo Alto.
(b) "Lease" means any non-residential lease, license or other permitted use of city
property.
(c) "Person" means natural person, joint venture, joint stock company, partnership,
association, club, company, corporation, business trust, organization, or the
manager, lessee, agent, servant, officer or employee of any of them.
(d) “CEDAW” means the United Nations Convention on the Elimination of All Forms of
Discrimination Against Women.
SECTION 3. Section 9.73.050 (Local CEDAW Principles) of Chapter 9.73 (City Policy Against
Arbitrary Discrimination) of Title 9 (Public Peace, Morals and Safety) of the Palo Alto Municipal
Code is hereby added as follows:
9.73.050 Local CEDAW Principles
It is the goal of the City to implement the principles underlying CEDAW to eradicate
discrimination against women and girls. The following CEDAW principles will be integrated in
the City’s role as a service provider, employer, and community and business partner to the
maximum extent possible, and as permitted by law. The City will approach this work through
cultivating experiences and appreciation, fostering a welcoming environment, and assessing
impacts for all. In implementing the CEDAW principles, the City shall ensure that its actions
align with its continued work to end all forms of arbitrary discrimination, as described in this
Chapter.
a) Economic Development
1. The City shall take appropriate measures to support the economic development
of women and girls in the city of Palo Alto through the elimination of any known
identified barriers, such as lack of childcare, workplace harassment, and equal
pay, in the areas of employment; licenses, permits, and registrations; and public
contracting with vendors and others.
b) Housing and Homelessness
1. The City recognizes that the root causes of homelessness and housing insecurity
are different for women and girls, and they may include factors such as gender -
based violence, substance abuse, mental health, poverty, and the uneven
distribution of caregiving responsibilities. It is a priority of the City to support
policies and programs that understand the unique housing needs of women and
girls.
Item 6
Attachment A - Draft
CEDAW Ordinance as
Amended and
Recommended by Policy
and Services Committee
Item 6: Staff Report Pg. 6 Packet Pg. 99 of 128
3
2. The City shall ensure equal access to the full range of affordable, permanent
housing options for women and girls and their families, and to help eliminate
discriminatory policies in the housing market, recognizing the even greater
adversity faced by those in poverty, released from incarceration, long -term care,
survivors of gender-based violence or aging out of the foster care system.
3. The City shall support homelessness prevention and homeless services that are
designed to be gender-responsive to the needs of women and girls.
c) Political and Civic Engagement
1. It is a priority of the City to educate all individuals, including women and girls,
about their voting rights and to encourage civic engagement.
2. The City shall encourage voter registration among all eligible voters, including
women.
3. The City shall encourage civic and political engagement among women, including
seeking and holding public office, membership in local commissions, boards, or
task forces, and participating in community service.
d) Community, Library, and Transportation Services
1. The City shall take appropriate and timely measures within the scope of its
authority to support women and girls' equal access to community, library, and
transportation services and support survivors of sexual and gender -based
violence.
2. To the extent it has authority over such services or systems, the City shall
remove identified barriers to equal access to community, library, and
transportation services whenever the City becomes aware of such barriers.
e) Climate Action and Sustainability
1. The City shall, when appropriate, take gender-responsive, culturally responsive
measures to address the specific vulnerabilities and needs of women and girls in
measures related to climate change adaptation and sustainability, including in
vulnerability assessments and other efforts to identify and meaningfully include
communities that bear disproportionate risks or other burdens from climate
change or other forms of environmental harm.
SECTION 4. Section 9.73.060 (Private Right of Action) of Chapter 9.73 (City Policy Against
Arbitrary Discrimination) of Title 9 (Public Peace, Morals and Safety) of the Palo Alto Municipal
Code is hereby added as follows:
9.73.060 Private Right of Action
No provision in this Chapter is intended to, and shall not be interpreted to, create a
private right of action for damages or equitable relief on behalf of any person or entity against
the City or any of its officers or employees.
Item 6
Attachment A - Draft
CEDAW Ordinance as
Amended and
Recommended by Policy
and Services Committee
Item 6: Staff Report Pg. 7 Packet Pg. 100 of 128
4
SECTION 5. Severability. If any provision, clause, sentence or paragraph of this
ordinance, or the application to any person or circumstances, shall be held invalid, such
invalidity shall not affect the other provisions of this Ordinance which can be given effect
without the invalid provision or application and, to this end, the provisions of this Ordinance
are hereby declared to be severable.
SECTION 6. Effective Date. This ordinance shall be effective on the thirty-first date after
the date of its adoption.
SECTION 7. CEQA. The City Council finds and determines that this Ordinance is not a
project within the meaning of section 15378 of the California Environmental Quality Act
(“CEQA”) because it has no potential for resulting in physical change in the environment, either
directly or ultimately. In the event that this Ordinance is found to be a project under CEQA, it is
subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it
can be seen with certainty to have no possibility of a significant effect on the environment in
that this Ordinance simply clarifies existing local regulations.
INTRODUCED:
PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:
APPROVED:
______________________________ ____________________________
City Clerk Mayor
APPROVED AS TO FORM: ____________________________
City Manager
______________________________
City Attorney
Item 6
Attachment A - Draft
CEDAW Ordinance as
Amended and
Recommended by Policy
and Services Committee
Item 6: Staff Report Pg. 8 Packet Pg. 101 of 128
City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: March 23, 2026
Report #:2512-5764
TITLE
Interview Candidates for Vacancies on the Human Relations Commission (HRC), Planning &
Transportation Commission (PTC), and Utilities Advisory Commission (UAC); CEQA Status - Not a
Project
BACKGROUND
The Spring 2026 Boards and Commissions recruitment opened on January 13, 2026 and closed
on February 18, 2026. Recruitment for three full-term vacancies on the Historic Resources
Board and one partial-term vacancy on the Stormwater Management Oversight Committee has
been extended to April 8, 2026.
The Human Relations Commission has one partial-term vacancy, Planning & Transportation
Commission has two full-term vacancies, and Utilities Advisory Commission has three full-term
vacancies. City Council selected candidates to interview for these commissions at the March 2,
2026 City Council Meeting. The interview schedule will be published as a supplemental report
on March 19, 2026.
Each candidate interview will be scheduled for 10 minutes. Candidates will have an opportunity
to summarize their experiences, and the remaining time will be allocated to Councilmember
questions. Candidates will be informed of the following:
1. Each interview is scheduled for 10 minutes. Candidates may begin with 1-2 minutes
describing their experience and/or desire to serve. The remaining time will be Q+A with
the City Council;
2. Interviews are located in Council Chambers on the ground floor of City Hall (250
Hamilton Ave) or on Zoom;
3. Please arrive or join Zoom 15 minutes before the scheduled time and check in with the
clerk; and
4. If joining via Zoom, make sure to use your name so the clerk can identify the candidate.
Please use this link to join https://cityofpaloalto.zoom.us/j/362027238. The clerk will
allow you to unmute and turn on your video when it’s your turn.
Item 7
Item 7 Staff Report
Item 7: Staff Report Pg. 1 Packet Pg. 102 of 128
Appointments are tentatively scheduled for the April 6, 2026 City Council meeting.
Councilmembers will appoint candidates through live voting conducted during the meeting. The
City Clerk will announce the results of the vote.
ANALYSIS
Human Relations Commission (HRC)
HRC Eligibility Requirements1:
Palo Alto residency is required
Planning & Transportation Commission (PTC)
PTC Eligibility Requirements2:
Palo Alto residency is required
1 Palo Alto Municipal Code 2.22.010 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-
61312
2 Palo Alto Municipal Code 2.20.010 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-
61274
Item 7
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Item 7: Staff Report Pg. 2 Packet Pg. 103 of 128
Utilities Advisory Commission (UAC)
Vacancies and
Term Dates
Seat Numbers Number of
Applicants
Number of
Candidates to
Interview
Number of
Votes per
Councilmember
3 Full Terms
4/1/26 – 3/31/29
3, 5, 6 10 Up to 8 6
UAC Eligibility Requirements5:
Each member shall be a utility customer or the authorized representative of a utility
customer.
6 members of the commission shall at all times be residents of the City.
o The 4 commission members whose terms are not expiring in this recruitment are
currently residents. Therefore, at least two Palo Alto residents must be
appointed in this recruitment to maintain this requirement.
FISCAL/RESOURCE IMPACT
None.
STAKEHOLDER ENGAGEMENT
City staff publicized the recruitment through the City’s Uplift Local community newsletter, City
Clerk’s Office newsletters, the City’s website, and the City’s social media channels. The
recruitment was also advertised in both print and online in the Palo Alto Daily Post, as well as
the Palo Alto Weekly print and a LinkedIn online ad. Recruitment information was also posted
at Palo Alto libraries, City Hall, and public facing facilities. Information was also emailed to
previous applicants, community-based organizations, and businesses related to the
commission’s issue areas.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because it is an organizational or
administrative activity that will not result in direct or indirect physical changes in the
environment. CEQA Guidelines section 15378(b)(5).
APPROVED BY:
Mahealani Ah Yun, City Clerk
5 Palo Alto Municipal Code 2.23.010 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-
61350
Item 7
Item 7 Staff Report
Item 7: Staff Report Pg. 3 Packet Pg. 104 of 128
City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Office of Emergency Services
Meeting Date: March 23, 2026
Report #:2602-5971
TITLE
Palo Alto Local Hazard Mitigation Plan Annual Update for Calendar Year 2025; CEQA Status: Not
a Project
RECOMMENDATION
This is an informational report as a status update on the Palo Alto Local Hazard Mitigation Plan.
No Council action is required.
EXECUTIVE SUMMARY
The Office of Emergency Services provides this Local Hazard Mitigation Plan (LHMP)
annual report to share the progress the City has made as of December 2025 on LHMP projects
over the prior twelve months. The purpose of this information report is to provide an update on
the City’s implementation of the mitigation actions identified in the 2023 Santa Clara County
Multi-Jurisdictional Hazard Mitigation Plan, Palo Alto Annex.
BACKGROUND
The City of Palo Alto, as part of the Santa Clara County multi-jurisdictional planning
process (including participating local cities and special districts), developed a Multi-
Jurisdictional Hazard Mitigation Plan from 2022- 2023 to meet Federal guidelines and thereby
reduce risk from all hazards by identifying resources, information, and strategies for risk
reduction. The Federal Disaster Mitigation Act of 2000 requires state and local governments to
develop hazard mitigation plans as a condition for federal disaster grant assistance.
The performance period for the 2023 Santa Clara County Operational Area Hazard
Mitigation Plan, Volume 1 became effective in February 2024 with the final approval of the plan
by FEMA. FEMA approved the City of Palo Alto Local Jurisdictional Annex, Volume 2 in July
2024, and the Palo Alto City Council adopted both Volumes 1 and 2 on October 7, 2024. The
performance period for this plan is five years.
The 2023 MJMHP Base Plan - Volume 1 and the Palo Alto Annex -Volume 2 which articulates
Item A
Item A Staff Report
Item A: Staff Report Pg. 1 Packet Pg. 105 of 128
our local natural hazards and mitigation activities can be viewed online at
https://www.paloalto.gov/lhmp.
ANALYSIS
● 3 out of 27 initiatives (11%) have been completed.
● 7 out of 27 initiatives (26%) indicated work is conducted as an ongoing capability.
● 14 out of 27 initiatives (52%) reported progress toward completion.
● 1 out of 27 initiatives (4%) reported having not started.
● 2 out of 27 initiatives (7%) are closed and not will not be continued.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Item A
Item A Staff Report
Item A: Staff Report Pg. 2 Packet Pg. 106 of 128
Page 1 of 6
City of Palo Alto Local Hazard Mitigation Plan Annual Update
Reporting Period
The reporting period for this progress report is from 1 January 2025 to 31 December 2025
Background
This is an annual update of the status of identified projects/actions listed in the City of Palo Alto
Local Hazard Mitigation Plan 2023.
The City of Palo Alto, as part of the Santa Clara County multi-jurisdictional planning process
(including participating local cities and special districts), developed a Multi-Jurisdictional Hazard
Mitigation Plan from 2022- 2023 to meet Federal guidelines and thereby reduce risk from all
hazards by identifying resources, information, and strategies for risk reduction. The
Federal Disaster Mitigation Act of 2000 requires state and local governments to develop
hazard mitigation plans as a condition for federal disaster grant assistance. To prepare the plan,
the participating planning partners organized resources, assessed risks from natural hazards,
developed planning goals and objectives, reviewed mitigation alternatives, and developed an
action plan to address probable impacts from natural hazards. By completing this process,
these jurisdictions maintained compliance with the Disaster Mitigation Act, achieving eligibility
for mitigation grant funding opportunities afforded under the Robert T. Stafford Act. Volume I of
the County plan provides the analysis of natural hazards for the Operational Area. It
provides the content that informs the Palo Alto LHMP.
The 2023 MJMHP Base Plan - Volume 1 and the Palo Alto Annex -Volume 2 which articulates
our local natural hazards and mitigation activities can be viewed online at paloalto.gov/lhmp.
Purpose
The purpose of this information report is to provide an update on the implementation of the
mitigation actions identified in the 2023 Santa Clara County Multi-Jurisdictional Hazard
Mitigation Plan, Palo Alto Annex. The objective is to maintain a planning process that will keep
the Santa Clara County Operational Area Hazard Mitigation Plan dynamic and responsive to the
needs and capabilities of the City of Palo Alto and its stakeholders.
Summary Overview of the Plan’s Progress
The performance period for the 2023 Santa Clara County Operational Area Hazard Mitigation
Plan, Volume 1 became effective in February 2024 with the final approval of the plan by FEMA.
Item A
Attachment A - City of Palo
Alto LHMP Update CY2025
Item A: Staff Report Pg. 3 Packet Pg. 107 of 128
Page 2 of 6
FEMA approved the the City of Palo Alto Local Jurisdictional Annex, Volume 2 in July 2024, and
the Palo Alto City Council adopted Volume 1 and 2 on 7 October 2024. The performance period
for this plan is 5 years.
As of this reporting period, the performance period for this plan is considered to be 44%
complete (including completed, ongoing projects, and closed/discontinued projects). The Palo
Alto Volume 2 includes hazard mitigation actions to be pursued during the 5-year performance
period. This includes 17 actions that were part of the previous LHMP that were not completed,
and 10 new actions. As of the reporting period, the following overall progress can be reported:
● 3 out of 27 initiatives (11%) have been completed.
● 7 out of 27 initiatives (26%) indicated work is conducted as an ongoing capability.
● 14 out of 27 initiatives (52%) reported progress toward completion.
● 1 out of 27 initiatives (4%) reported having not started.
● 2 out of 27 initiatives (7%) are closed and not will not be continued.
Review of the Action Plan
Appendix 1 provides the action plan, reporting the status of each initiative. Actions PA-2
through PA-38 were actions carried over from the previous 2017 LHMP. Actions 1-10 are new
as of the 2023 LHMP. In the table, each action provides a description of the action, what
hazard(s) applies to the action, the lead agency for the action, potential sources of funding,
expected timeline for completion, the priority assigned to the action, and current status of the
action.
Public review notice
The contents of this report are considered to be public knowledge and have been prepared for
total public disclosure. Copies of the report may be provided to the governing boards of all
planning partners and to local media outlets. Any questions or comments regarding the contents
of this report should be directed to: City of Palo Alto OES, 650-617-3197 or lhmp@paloalto.gov.
Next Plan Update
The Office of Emergency Services will provide a Calendar Year 2026 update in February of
2027.
Item A
Attachment A - City of Palo
Alto LHMP Update CY2025
Item A: Staff Report Pg. 4 Packet Pg. 108 of 128
Page 3 of 6
Appendix 1: Local Hazard Mitigation Plan 2023: Calendar Year 2025 Projects Update
PA-2 *
The JPA's consultant began the analysis of alternatives and
coordinate community meetings to present the alternatives.
The Alternative Evaluation Report will be finalized in 2026.
PA-3*
Caltrans authorized the project to advance into the
construction phase and approved and programmed the
funding needed to replace the bridge and associated
improvements. Bid solicitation was completed and
construction contract was awarded to the Granite
Construction. Granite completed the tree removal and is
working throught the submittal process. AT&T, Comcast, and
PG&E completed the relocation of overhead lines and
removed the poles. Bridge project was intentionally delayed
until Spring 2026, due to limited 2025 in-channel work
window. The project will begin in May 2026 and completed by
December 2026.
PA-6*
The design for a capacity upgrade along Alester Drive was
completed. The construction bids for the work were higher
than expected and PWE decided to rebid the project next year
so that the work could be done in Summer 2026, while school
is not in session. This may likely reduce the cost of
construction.
PA-7* No Comments Required. Project is removed.
PA-8*
Palo Alto's Community Rating System (CRS) continues to be 6.
This rating provides a 20% discount on the flood insurance
rates that residents within the Special Flood Hazard Areas
receive. All the tasks required to support the 2025 Multi-
Jurisdictional PPI document were accomplished. In 2025 the
CRS re-certification was delayed nationwide due to layoffs
within the Federal government. Cycle visits that were
programmed for Fall 2026 were also affected. FEMA is
working on rescheduling visits that were skipped in 2025
along with those that should have occured in 2026.
PA-10*
PA-11* Rebuild Fire Station 4 to reduce impact from seismic events Earthquake, Terrorism Public Works - Engineering CIP: PE-18004 Short-Term High In Progress
PA-13*
Valley Water's contractor began the Tide Gate Seismic Retrofit
and Rehabilitation project in September 2026. The project
includes the install two piles on either side of the with
concrete cap to provide structural reinforcement. This work is
scheduled to be completed in January 2026. Valley Water's
contractor will replace 8 of the existing tide gates as a
separate phase of the project in September 2026. That work
will be done by November 2026.
Action
Item
Number
Action Item Description Hazard(s) Mitigated
Lead Position, Office,
Department, or
Division Responsible
for Implementation
Potential Funding
Sources
Expected
Timeline for
Completion
Priority Status Calendar Year 2025 Status Comments: Currect project
status & anticipated actions over next 12 months
Item A
Attachment A - City of Palo Alto LHMP
Update CY2025
Item A: Staff Report Pg. 5 Packet Pg. 109 of 128
Page 4 of 6
PA-15*
AWPS: First major step was to relocate an 8" sewer line
coming into the plant that would be in the way of the AWSP
process. Second major step was to put in service a new blower
that will treat the foul air for the influent flow of sewage into
the facility. The previous treatment filter was located where
the AWPS currentley is located. We are currently in our thrid
major step have started to excavate the area to build the
facility. We should be able to fix/update various pipes for the
process and set the foundation for the facility by the end of
the year. This project should conclude in the summer of 2027.
PA-19*
Phases 1-3 and 5 have been completed with Phase 4 to be
completed in June 2026. Electrical line and fiber have been
run underground on Arastradero and most of Page Mill Road,
with most utility poles also removed. 41,700' substructure has
been completed out of 49,200'. Cable installation and
energization of 39,200' has been completed out fo 49,200'.
PA-21*
CAISO has approved a second transmission cooridor through
their Transmission Planning Process (TPP). The Ames 115kV
project is now approved for construction in 2034 or
afterwards. Additional review of area loads may advance this
project to 2030. Approval for advance will come in May of 2026
with CAISO's 2025-2026 TPP.
PA-27*
In 2025, the FFMP working group updated a multi-year
contract with the Santa Clara County Firesafe Councl to
perform the majority of the fuel treatment work required
outside of the Foothills and Arastradero Nature Preserves.
This enabled the accomplishment of the annual required work
along the three evacuation routes designated by the CWPP-
FFMP. All required fuels reduction work was completed
including those by CSD Open Space Rangers and contracted
labor.
PA-29* Consider a policy for Seismic Retrofitting of earthquake prone structures. Earthquake
Contract approved Feb 2025, consultant work began in May
2025, community advisory group was formed and met twice
(once in August and once in October). Consultant completed
several background reports and prepared an ordinance
outline before the end of the year. Staff will bring outline and
updates to Policy & Services Committee in early 2026 for
further direction. Draft ordinance targeted for mid-2026 with
Council consideration by the end of 2026.
PA-32*
Public Safety departments continue to engage our community
at various events throughout the year to rasie awareness,
lower personal risks, and increase preparedness. This
includes social media messaging, classes, conversations at
events, emergency messaging, and online content.
PA-36*
The City maintains a record of repetitive loss structures in
high hazard areas but the City is not considering purchase or
relocation of these structures in the next 12 months.
PA-37*
Planning and Development Services, in partnership with other
departments, is in the process of updating the City's Safety
Element. This will include incorporating additional references
to the LHMP. The Safety Element Update is anticipated to be
completed by June 30, 2026. Two area plans underway and
continuing in 2026, the Downtown Housing Plan and San
Antonio Road Area Plan, evaluate hazard mitigation planning
as part of the plan development process.
Item A
Attachment A - City of Palo Alto LHMP
Update CY2025
Item A: Staff Report Pg. 6 Packet Pg. 110 of 128
Page 5 of 6
PA-38* The City is in compliance with the stated maintenance
protocols.
1
Completed a Benefit-Cost Analysis of seismically retrofitting
the two tanks was completed in 2025. Since the City already
completed a series of seismic retrofits throughout the
drinking water system, the analysis indicated a benefit cost of
less than 1 to complete this work. Additional seismic
structural analysis will be completed in 2026; however, scope
2 About 0.5 mile of water main planned for FY2027.
3 These generators have been furnished to City.
4
Solicitation for the Water System Comprehensive Capital
Improvement Plan (Water Master Plan) expected to be
solicited in 2026.
5
6
Utility Substructure for Phases 1, 2, 3, and 5 are completed.
Phase 4 construction has been approved and is currently in
construction. The project is expected to be completed before
the end of June 2026.
7
In spring 2025, City’s consultant installed a seepage weir on
the downstream side of the Foothill Nature Preserve Dam as
requested by the Department of Water Resources’ Division of
Safety of Dams (DSOD). The weir is expected to provide
quantitative measurements of the seepage flow for further
evaluation. This is an ongoing effort and staff will continue to
investigate seepage trend for future long-term solution under
the guidance from the DSOD.
8
A permanent CIP is not likely to occur in the next several
years. The Army Corps of Engineers determined the cost to
benefit ratio does not support federal funding for this
project currently. They will re-evaluate in 2040.
New Actions from 2023 Planning Process
Item A
Attachment A - City of Palo Alto LHMP
Update CY2025
Item A: Staff Report Pg. 7 Packet Pg. 111 of 128
Page 6 of 6
9
AWPS: First major step was to relocate an 8" sewer line
coming into the plant that would be in the way of the AWSP
process. Second major step was to put in service a new blower
that will treat the foul air for the influent flow of sewage into
the facility. The previous treatment filter was located where
the AWPS currentley is located. We are currently in our thrid
major step have started to excavate the area to build the
facility. We should be able to fix/update various pipes for the
process and set the foundation for the facility by the end of
the year. This project should conclude in the summer of 2027.
10 The remaining two substations are in design and pending final
review. Construction is expected to resume in late 2026.
Item A
Attachment A - City of Palo Alto LHMP
Update CY2025
Item A: Staff Report Pg. 8 Packet Pg. 112 of 128
City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: March 23, 2026
Report #:2601-5820
TITLE
Monthly Investment Report - February 2026 (Unaudited)
RECOMMENDATION
This is an Information Report. No Council action is required.
ANALYSIS
The City’s Investment Policy (Policy)1 and California Government Code Section 53607 requires
that a report of transactions (investments, reinvestment, sold, and exchanged securities) be
made available to the Council on a monthly basis. This reporting requirement is separate and
distinct from the quarterly investment report submitted under California Government Code
Section 53646 that includes portfolio composition, a detailed list of all securities, performance
compared to the Policy, overall compliance with the Policy, and the City’s ability to meet
expenditure requirements over the next six months.
ATTACHMENTS
Attachment A: Investment Portfolio Transaction Ledger – February 2026
APPROVED BY:
Lauren Lai, Administrative Services Director
1 Investment Policy Fiscal Year 2025-2026 (Adopted February 9, 2026);
https://www.paloalto.gov/files/assets/public/v/1/administrative-services/investment-policies/1-39-asd-
investment-policy.pdf
Item B
Item B Staff Report
Item B: Staff Report Pg. 1 Packet Pg. 113 of 128
Buy
Call Redemption
Maturity
CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount
912797SZ1 UNITED STATES
TREASURY 03/17/2026
T-BILL Buy 02/27/2026 10,000,000.00 99.819 3.672 -9,981,925.00 0.00 -9,981,925.00
828807EB9 SIMON PROPERTY
GROUP LP 4.3 01/15/2031
CORP Buy 02/18/2026 2,500,000.00 100.310 4.228 -2,507,750.00 10,451.39 -2,518,201.39
747525BU6 QUALCOMM INC 4.5
05/20/2030
CORP Buy 02/27/2026 2,500,000.00 101.879 4.003 -2,546,975.00 30,312.50 -2,577,287.50
61747YFS9 MORGAN STANLEY 5.042
07/19/2030
CORP Buy 02/18/2026 2,500,000.00 102.740 4.173 -2,568,500.00 10,154.03 -2,578,654.03
46647PDF0 JPMORGAN CHASE & CO
4.565 06/14/2030
CORP Buy 02/27/2026 2,500,000.00 101.424 4.097 -2,535,600.00 23,142.01 -2,558,742.01
30303MAB8 META PLATFORMS INC
4.2 11/15/2030
CORP Buy 02/23/2026 2,500,000.00 100.449 4.092 -2,511,225.00 32,083.33 -2,543,308.33
---------Buy 02/25/2026 22,500,000.00 ---3.922 -22,651,975.00 106,143.26 -22,758,118.26
CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount
591803CJ8 Metropolitan Capital Bank &
Trust 5.05 02/28/2028
CD Call
Redemption
01/30/2026 0.00 100.001 5.049 0.00 0.00 249,003.18
591803CJ8 Metropolitan Capital Bank &
Trust 5.05 02/28/2028
CD Call
Redemption
01/30/2026 -249,000.00 100.001 5.049 249,003.18 0.00 0.00
31810PCF4 Finwise Bank 5.1
03/22/2029
CD Call
Redemption
02/22/2026 -249,000.00 100.000 5.100 249,000.00 0.00 249,000.00
15783QAE3 Chambers State Bank 5.05
03/12/2029
CD Call
Redemption
02/12/2026 -249,000.00 100.000 5.050 249,000.00 0.00 249,000.00
------CD Call
Redemption
02/11/2026 -747,000.00 ---5.066 747,003.18 0.00 747,003.18
CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount
91282CBQ3 UNITED STATES
TREASURY 0.5 02/28/2026
US GOV Maturity 02/28/2026 -1,500,000.00 100.000 0.831 1,500,000.00 0.00 0.00
912797RL3 UNITED STATES
TREASURY 02/05/2026
T-BILL Maturity 02/05/2026 -10,000,000.00 100.000 3.865 10,000,000.00 0.00 10,000,000.00
649791PR5 NEW YORK ST 2.26
02/15/2026
MUNI Maturity 02/15/2026 -1,500,000.00 100.000 0.804 1,500,000.00 0.00 1,500,000.00
61690UY20 Morgan Stanley Bank, N.A.
4.25 02/02/2026
CD Maturity 02/02/2026 -249,000.00 100.000 4.250 249,000.00 0.00 249,000.00
45950VPS9 INTERNATIONAL FINANCE
CORP 0.5 02/26/2026
SUPRANATIONAL Maturity 02/26/2026 -1,500,000.00 100.000 0.707 1,500,000.00 0.00 1,500,000.00
45906M2L4 INTERNATIONAL BANK
FOR RECONSTRUCTION
AND DEVELOPM 0.65
02/24/2026
SUPRANATIONAL Maturity 02/24/2026 -2,000,000.00 100.000 2.967 2,000,000.00 0.00 2,000,000.00
45905U5Y6 INTERNATIONAL BANK
FOR RECONSTRUCTION
AND DEVELOPM 0.6
02/18/2026
SUPRANATIONAL Maturity 02/18/2026 -1,500,000.00 100.000 0.600 1,500,000.00 0.00 1,500,000.00
459058JS3 INTERNATIONAL BANK
FOR RECONSTRUCTION
AND DEVELOPM 0.65
02/10/2026
SUPRANATIONAL Maturity 02/10/2026 -6,000,000.00 100.000 0.807 6,000,000.00 0.00 6,000,000.00
419791YT9 HAWAII ST 5.33 02/01/2026 MUNI Maturity 02/01/2026 -800,000.00 100.000 3.349 800,000.00 0.00 800,000.00
Monthly Transactions
02/01/2026 - 02/28/2026
1
ATTACHMENT A
Item BAttachment A - InvestmentPortfolio TransactionLedger - February 2026
Item B: Staff Report Pg. 2 Packet Pg. 114 of 128
Sell
Summary
CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount
357172VA0 FREMONT CALIF UN HIGH
SCH DIST SANTA CLARA
CNTY 6.08 02/01/2026
MUNI Maturity 02/01/2026 -115,000.00 100.000 3.000 115,000.00 0.00 115,000.00
31315PRA9 FEDERAL AGRICULTURAL
MORTGAGE CORP 4.81
02/03/2026
AGCY BOND Maturity 02/03/2026 -1,500,000.00 100.000 2.160 1,500,000.00 0.00 1,500,000.00
300498AV4 Evolve Bank & Trust 4.45
02/02/2026
CD Maturity 02/02/2026 -249,000.00 100.000 4.450 249,000.00 0.00 249,000.00
037833EB2 APPLE INC 0.7 02/08/2026 CORP Maturity 02/08/2026 -700,000.00 100.000 0.694 700,000.00 0.00 700,000.00
00453NAA9 Achieve Financial Credit
Union 4.65 02/17/2026
CD Maturity 02/17/2026 -249,000.00 100.000 4.650 249,000.00 0.00 249,000.00
---------Maturity 02/11/2026 -27,862,000.00 100.000 2.294 27,862,000.00 0.00 26,362,000.00
CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount
97705MNU5 WISCONSIN ST 2.451
05/01/2031
MUNI Sell 02/26/2026 -2,000,000.00 96.596 1.575 1,931,920.00 -15,659.16 1,947,579.16
97705MNU5 WISCONSIN ST 2.451
05/01/2031
MUNI Sell 02/26/2026 -2,000,000.00 96.596 1.575 1,931,920.00 -15,659.16 1,947,579.16
CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount
------------02/17/2026 -8,109,000.00 ---3.000 7,888,948.18 90,484.10 6,298,464.08
Monthly Transactions
02/01/2026 - 02/28/2026
2
ATTACHMENT A
Item BAttachment A - InvestmentPortfolio TransactionLedger - February 2026
Item B: Staff Report Pg. 3 Packet Pg. 115 of 128
City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: March 23, 2026
Report #:2603-6154
TITLE
Proclamation Recognizing March 2026 as Women's History Month
ATTACHMENTS
Attachment A: Women’s History Month 2026
APPROVED BY:
Mahealani Ah Yun, City Clerk
Item 1
Item 1 Late Packet Report
Item 1: Staff Report Pg. 1 Packet Pg. 116 of 128
WOMEN’S HISTORY MONTH 2026
WHEREAS, Women’s History Month is a time to recognize and celebrate the vital contributions of women throughout our
nation’s history, and to honor the leaders, trailblazers, and community builders who have defined our civic institutions, strengthened
our democracy, and shaped our communities; and
WHEREAS, women have made significant contributions in Palo Alto for over a century, for example, during Palo Alto’s
formative years, the Woman’s Club of Palo Alto served as an important forum for public leadership at a time when women were
not yet eligible to vote or hold political office; the Woman’s Club contributed to the establishment of local schools, community
beautification efforts, street tree planting, and the founding of the Palo Alto library; and
WHEREAS, members of the Woman’s Club of Palo Alto, including suffrage advocates Alice Park and Emily Pardee Karns
Dixon, reflected the long tradition of women’s civic leadership by helping lead the successful local campaign supporting California
women’s right to vote in 1911; and
WHEREAS, the City of Palo Alto has also been shaped by the generosity of local philanthropist, Lucie Stern, who in the 1930s
commissioned the creation of enduring community institutions including the Lucie Stern Community Center, the Lucie
Stern Community Theatre, the Palo Alto Children’s Theatre, the Children’s Library, and the Boy Scout’s Fire Circle, which
continue to serve as vibrant gathering places for arts, education, and community connection; and
WHEREAS, the City of Palo Alto has benefited from the leadership, service, and vision of women Palo Alto City Council
members for more than a century, beginning with Emma Blair (1919–1925), Josephine Duveneck (1923–1927), Margaret Thomas
(1925–1931), and Frances Merner (1937–1953), whose service opened the doors for future generations of women in local
government; and
WHEREAS, over the decades, women have continued to serve the City of Palo Alto with distinction, including Frances Dias,
who made history as the City’s first woman Mayor in 1966, twelve additional women who have since held the office of Mayor and
fifteen more women Councilmembers, whose leadership helped advance policies, strengthen neighborhoods, support education
and families, protect open space, inspire future generations of women, and guide the City through periods of growth and change;
and
WHEREAS, these leaders, along with numerous women City staff members, including June Fleming, Palo Alto’s first woman
City Manager, have helped shape Palo Alto’s commitment to civic engagement, sustainability, education, public safety, inclusion,
and innovation; and
WHEREAS, Women’s History Month also provides an opportunity to recognize women from many fields whose contributions
have enriched the cultural, civic, and economic life of Palo Alto, including pioneer and businesswoman Juana Briones de Miranda,
Stanford chemist and Nobel Laureate Carolyn Bertozzi, artist Joan Baez, Palo Alto Research Center groundbreaking computer
scientists Lynn Conway and Adele Goldberg, Asian Americans for Community Involvement co-founder and Asian Women’s Home
founder Mary Chan Seid, Judge LaDoris Cordell, physician Sarah Cody, hockey gold medalist Hilary Knight, and many more
educators, nonprofit leaders, business owners, engineers, artists, athletes, public servants, caregivers, community volunteers, and
stewards of the home.
NOW, THEREFORE, I, Vicki Veenker, Mayor of the City of Palo Alto, on behalf of the entire City Council, do hereby proclaim
March 2026 as Women’s History Month in the City of Palo Alto, and encourage all residents to honor the legacy of women past
and present, to celebrate their contributions and achievements, and to continue advancing equity, opportunity, and full participation
for women and girls in our community.
PRESENTED: March 23, 2026
____________________________
Vicki Veenker
Mayor
Proclamation
Item 1
Attachment A - Women's History
Month 2026
Item 1: Staff Report Pg. 2 Packet Pg. 117 of 128
Item No. 3. Page 1 of 1
City Council
Supplemental Report
From: Ken Dueker, Director Office of Emergency Services
Meeting Date: March 23, 2026
Item Number: 3
Report #:2603-6155
TITLE
Approval of a Facility Agreement and Pet Addendum between the City of Palo Alto and the
American Red Cross for the use of designated city facilities during disasters. CEQA Status – Not
a Project
BACKGROUND
This supplemental memo transmits a reformatted version of the staff report Attachment C
originally published with formatting errors. The revisions are limited to formatting only and do
not affect the content.
ATTACHMENTS
Attachment C: Red Cross Shelter Survey for Cubberley Community Center – corrected format
APPROVED BY:
Ken Dueker, Director Office of Emergency Services
Item 3
Item 3 Supplemental Report
Item 3: Staff Report Pg. 1 Packet Pg. 118 of 128
Shelter Facility Survey
BASIC SHELTER INFORMATION
Red
Cross
Site Name/
School District NSS ID#Date
Building #Name of
building of
Shelter address
Town/
City
County/
Parish State
Mailing Address
(if different)
FEMA DHS TSA SBC
Red Cross
managed
Red Cross
partner
Red Cross
supported Independent
Evacuation General Medical
Shelter Capacity (See Surveyor Instructions #1)
Total sq feet
Sq feet usable for
sleeping space
Other
Other
Evacuation
Post Impact
Other
usable sq ft ÷ 20 sq ft/person =
usable sq ft ÷ 40 sq ft/person =
usable sq ft ÷ sq ft/person =
person capacity
person capacity
person capacity
Shelter Capacity
Phone #WebsiteFax #
Shelter Facility Survey 1
General facility notes
Agency operating shelter
(check one)
Shelter agency type
(check one)
Shelter type (check all that apply)
Geographic Information
Latitude Longitude Elevation
Use major landmarks (e.g. highways, intersections, rivers, railroad crossings, etc.) that will be easily recognizable in a disaster.
Latitude and longitude coordinates can be found at online web sites, using a global positioning system device, or will auto
populate when the address is entered into the National Shelter System.
No NoYes Hurricane category or
evacuation areaYesIn storm surge/
evacuation
In flood
plain
year flood
impact
Directions to facility
Zip
Code
Town/
City
County/
Parish State Zip
Code
Use the calculations to calculate the capacity for sleeping space.
Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format
Item 3: Staff Report Pg. 2 Packet Pg. 119 of 128
Shelter Facility Survey
Shelter Facility Survey 2
Pet Shelter
No nearest locationanswer questions below
No NoCement or tile
floors with drains NoOutdoor space
to relieve pets
Agency that will
operate the pet shelter 24 hour #
Contact notes
Alternate Point of Contact
Name Title
24 hour #EmailFax #
Alternate Point of Contact
Point of Contact to Open Facility
Name Title
24 hour #Email
Contact notes
Fax #
Yes
Yes Yes Yes
Pet shelter space
available on site
Separate
ventilation system
Point of Contact to Authorize Use of Facility
Name Title Phone #
24 hour #Email
Contact notes
Fax #
ADDITIONAL INFORMATION
No Date signed Notes
NoPre-designated shelter
team assigned Team name
NoCurrent facility floor
plans available Location of copies
Yes
Yes
Yes
Shelter agreement
signed
NoYesInternational Association of Venue Managers (IAVM) facility
NoYesShelter can be a hurricane evacuation shelter Notes
Phone #
Phone #
Phone #
Use the Standards for Selection of Hurricane Evacuation Shelters to select hurricane evacuation shelters. In this document, you
will find a planning process that involves many factors (e.g. technical information for storm surge and flood mapping). This
process requires close coordination with local officials for information to make decisions about hurricane shelter
suitability. Use the Facility Construction section to assist with determining whether this can be a hurricane evacuation shelter.
Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format
Item 3: Staff Report Pg. 3 Packet Pg. 120 of 128
Survey Conductors (List all who participated in the survey)
Name Title Organization Phone #
Shelter Facility Survey 3
LIMITATIONS OF FACILITY USE
Check one This facility will be available for
use at any time during the year
This facility is only available for use
during the time periods listed below
This facility is not available for use
during the time periods listed below
Dates (mm/dd/yyyy)Times (hh:mm)
From AM PM
AM PM
Dates (mm/dd/yyyy)Times (hh:mm)
AM PM
AM PM
From
ToTo
List any recurring dates that the facility
is not available (e.g. every sunday)
Areas of the facility that
are restricted during use
Shelter Facility Survey
FACILITY CONSTRUCTION & SAFETY
Facility Construction
Wood Construction
material
Masonry/Brick Pre-fab Bungalow Concrete Metal Trailer Pod
# stories/
floors Notes
NotesNoElevatorLocationYes
NoOpen roof-spans (see Standards for Selection of
Hurricane Evacuation Shelters for current standards) LengthYes
NoWindows in
sleep area Yes NoIf yes, shatter
protected Yes NoIf yes, protected
with shutter Yes
Other
Fire & AED Safety
Fire alarms & systems
(check all that apply)
Working smoke
detectors
Inspected fire
alarm system
Functional
sprinkler system
Functional direct fire
department alert
Comments from
fire department
AED(s) on site NoYesLocation
Some facilities may not meet fire codes based on building capacity. The questions below are a general reference. Contact your
local fire department with questions or for more information.
Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format
Item 3: Staff Report Pg. 4 Packet Pg. 121 of 128
Shelter Facility Survey
Shelter Facility Survey 4
Facility Inspection Point of Contact
If requested, who would inspect this facility post-impact to determine it is safe to occupy?
Name Title
24 hour #Email
Contact notes
Fax #
Sanitation, Utilities & Power
SANITATION, FEEDING & UTILITIES
Natural
GasHeating Electric Propane Fuel
Oil
Natural
GasCoolingElectric Propane
NoShowers available # of showersYes NoToilets available Yes # of toilets
NoSelf-sufficient power Yes Type
Emergency
generator on site NoYes Notes
Check all that apply
Check all that apply Natural GasCooking Electric Propane Well(s)Water Municipal Trapped
Total estimated seating
capacity for eating
Feeding
Food Prep (check all that apply)Warming oven kitchen Full service Central kitchen (delivery)
Food stock
stored on site NoRefrigeration
units on site YesNoYes# meal can
be served # units
Seating
capacity Cafeteria Snack
Bar
Other indoor
seating
Notes on
feeding
Phone #
ACCESSIBILITY
Facility
Construction
Facility built in 1993 or later, or extensively altered in 1992 or later.
Parking Areas
NoAccessible parking
space(s)Yes
Parking available.
Notes
NoVan accessible
parking space(s)Yes Notes
See accompanying Shelter Facility Survey-Accessibility Instructions.
Answer below if parking is available
Drop-off/
Loading Area
Permanent drop-off area/loading zone with marked access aisle or space available to
designate as temporary drop-off area/loading zone.
NoYes
Yes No
NoYes
The recommended ratio for toilet facilities is a minimum of 1 toilet for 20 people. The optimum scenario for showers is 1 shower
for every 25 residents. Count all facilities that will be available to shelter residents and staff.
Note fuel requirements, generator capacity, facility areas supported by generator(s), and other relevant information.
Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format
Item 3: Staff Report Pg. 5 Packet Pg. 122 of 128
Shelter Facility Survey
Shelter Facility Survey 5
Facility
Entrance
Routes to
Service
Delivery Areas
Sidewalk connects parking area and any drop-off area to at least one facility entrance.
Route from accessible parking spaces and any drop-off area/loading zone to at least one
facility entrance has no steps or curbs without curb cuts.
Where route crosses curb, curb cuts are at least 36” wide.
Automatic doors or doors without knob hardware.
Doorways at least 32” wide when door is open.
Using a yard stick held horizontally at your waist level, walk from the facility entrance to
each service delivery area, as well as restrooms and showers. Except at doorways
(which must be only 32” wide), no part of the route is less than 36” wide.
Level landings on interior and exterior sides of entry door.
No objects protrude from the side more than four inches into the route to the facility
entrance.
No objects protrude from the side more than 4” into the routes to the various service
delivery areas.
If the main facility entrance does not appear to be accessible, another entry is
accessible.
A sign identifies the location of the accessible entrance.
A route without steps is available to access each service delivery area, as well as
restrooms and showers or service can be provided in area that can be accessed by
route with no steps.
Automatic doors or doors without knob hardware.
Route has vertical clearance of at least 80”.
Doorways at least 32” wide when door is open along routes to each service.
If a service delivery area is accessible only by elevator, there is back-up power for the
elevator(s).
Ramps
If yes, type of ramp
Ramps are at least 36” wide, have handrails on both sides 34”-38” above the ramp
surface, and have level landings at least 60” long.
If ramps are longer than 30 feet, a level landing at least 60" long is provided every 30
feet.
Fixed Portable Not provided
Restrooms
Toilet seat is 17"-19" high. Flush control is automatic or manual control on the open side
of the toilet and no higher than 48".
Space at least 9" high is provided beneath the front and one side of the stall.
Stall at least 60" wide and 56" deep (wall-mounted toilet) or 59" deep for (floor mounted
toilet).
Toilet's centerline is 16"-18" from the nearest side wall.
Area where person in a wheelchair can turn around (60-inch diameter circle or T-shape
turn area).
Doorways at least 32" wide when door is open.
Doors without knob hardware.
Appropriate grab bars.
Toilet paper dispenser is within 36" of the rear wall.
At least one accessible sink.
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
Yes No
NoYes
NoYes
NoYes
NoYes
Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format
Item 3: Staff Report Pg. 6 Packet Pg. 123 of 128
Shelter Facility Survey
Shelter Facility Survey 6
Showers
Roll-in showerTransfer stallStall type
Assessment
Adjustments for Accessibility (Identify any adjustments or enhancements that
should be made to make the relevant areas of the facility accessible during a disaster)
Showers available.
At least one accessible shower stall with appropriate grab bars.
Shower seat 17"-19" high. If in transfer stall, seat is on the wall opposite the shower
controls. If in roll-in shower, seat is on wall adjacent to the shower controls.
Hand-held shower spray with ability to mount at 48" (typically via a mount that can be
adjusted along a fixed vertical bar), or alternatively a fixed shower head at 48".
Controls do not require tight grasping, pinching or twisting and are mounted 38"-48" high
and no more than 18" from the front of the shower.
Answer below if showers are available
Facility has at least one accessible entrance and one accessible restroom, and
otherwise is capable of being made accessible during a disaster with minor adjustments.
Facility would require extensive adjustments to be accessible during a disaster.
Relevant areas of the facility are accessible to people with disabilities without
adjustments.
Not provided
Eating areas At least some tables have tops 28"-34" high and space underneath at least 27" high, 30"
wide and 19" deep.
Serving line or counter no higher than 34".
OTHER CONSIDERATIONS
Special conditions or
restrictions for laundry
Isolated care
areas Yes
Laundry
facilities NoYes # of
washers
# of
dryers
Who can access the
laundry facilities
Shelter
residents
Shelter
workers
Additional Facilities & Space
Shelter
area
Type
of area Rooms Separate
facility/area
Shelter
area NoYesNo
Available Materials
Cots
available NoYes# of cots Location
LocationBlankets
available NoYes# of
blankets
Notes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
One cot and two blankets per shelter resident is recommended. Note all available materials for shelter use in the notes section.
Chairs & tables
available NoYes# of
chairs
# of
tables
Children's supplies (e.g.
cribs & changing table)NoYes
Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format
Item 3: Staff Report Pg. 7 Packet Pg. 124 of 128
Shelter Facility Survey
Shelter Facility Survey 7
Facility Ownership & Proximity Considerations
Does the entity that plans to manage the shelter own the building?
If no, is there a current written plan?NoYes
Is this facility within five miles of an evacuation route?
Is this facility within ten miles of a nuclear power plant?
Groups Associated with the Facility & Training
Facility staff required when using facility?
Paid feeding staff required when using facility?
Church auxiliary required when using facility?
Fire auxiliary required when using facility?
Other required?
Will any of the above groups be trained or experienced in Red Cross shelter operations or support?
If yes, describe
capabilities
Has the facility been trained in Red Cross sheltering (if not Red Cross managed)?
If yes, describe
capabilities
Training requested by facility or group
ADDITIONAL NOTES & INFORMATION
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
Other
# of staff to be trained
Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format
Item 3: Staff Report Pg. 8 Packet Pg. 125 of 128
Shelter Facility Survey
Shelter Facility Survey 8
Chapter Category / Priority of Use: Designated by chapter leadership after the survey is completed.
OFFICE USE ONLY (Do not fill out box during survey)
This is a primary shelter for
(check one)
Evacuation
Center
General
population
Shelter cannot be used for
(check all that apply)
Evacuation
Center
General
population
This is a priority shelter for the
following events (check all that apply)EarthquakeHurricane Large Scale Fire / Flood /
ADDITIONAL NOTES & INFORMATION, continued
Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format
Item 3: Staff Report Pg. 9 Packet Pg. 126 of 128
Item No. 7. Page 1 of 2
City Council
Supplemental Report
From: Mahealani Ah Yun, City Clerk
Meeting Date: March 23, 2026
Item Number: 7
Report #:2603-6131
TITLE
Interview Candidates for Vacancies on the Human Relations Commission (HRC), Planning &
Transportation Commission (PTC), and Utilities Advisory Commission (UAC); CEQA Status - Not a
Project
BACKGROUND
This supplemental report provides the applicant interview schedule. There is a 10-minute
break scheduled from 8:15 – 8:25 pm.
There is an additional gap from 7:45 – 7:55 pm, as one UAC candidate withdrew their
application. Candidates have been asked to arrive 15 minutes early, so Council may be able to
move onto the next interview if the next candidate is present.
Human Relations Commission
6:35 – 6:45 pm Ellen Bob In Person
6:45 – 6:55 pm Rona Hu Zoom
6:55 – 7:05 pm Raizel Rosenberg In Person
Utilities Advisory Commission:
7:05 – 7:15 pm Robert Phillips In Person
7:15 – 7:25 pm Meagan Mauter Zoom
7:25 – 7:35 pm Benjamin Piiru Zoom
7:35 – 7:45 pm Julia Zeitlin In Person
7:45 – 7:55 pm Break (Candidate Grant Chang withdrew application)
7:55 – 8:05 pm Greg Scharff In Person
8:05 – 8:15 pm Olgu Tanriverdi In Person
8:15 – 8:25 pm: 10 minute break
Item 7
Item 7 Supplemental Report
Item 7: Staff Report Pg. 1 Packet Pg. 127 of 128
Item No. 7. Page 2 of 2
Planning & Transportation Commission:
8:25 – 8:35 pm Tom Siegal In Person
8:35 – 8:45 pm Forest Olaf Peterson In Person
8:45 – 8:55 pm Bryna Chang In Person
8:55 – 9:05 pm Jeff Watt In Person
*PTC Candidates Daniel Phillips Benas and Martin Blanchet will be interviewed at the April 6,
2026 City Council meeting.
None.
:
Mahealani Ah Yun, City Clerk
Item 7
Item 7 Supplemental Report
Item 7: Staff Report Pg. 2 Packet Pg. 128 of 128