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Home My WebLink AboutStaff Report 2603-6152CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, May 04, 2026 Council Chambers & Hybrid 5:30 PM Agenda Item 7.Approval of Contract Amendment Number 1 to Contract Number S23187797 with Stephen Galloway Studio, LLC to Extend the Contract Term Through April 1, 2029, for Concept Design Development, Fabrication and Delivery to the Site and Placement of Artwork; CEQA Status – categorically exempt. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Community Services Meeting Date: May 4, 2026 Report #:2603-6152 TITLE Approval of Contract Amendment Number 1 to Contract Number S23187797 with Stephen Galloway Studio, LLC to Extend the Contract Term Through April 1, 2029, for Concept Design Development, Fabrication and Delivery to the Site and Placement of Artwork; CEQA Status – categorically exempt. RECOMMENDATION Staff recommends that City Council approve and authorize the City Manager or their designee to execute Amendment No. 1 to Contract No. S23187797 with Stephen Galloway Studio, LLC (Attachment A) to extend the contract term through April 1, 2029 to provide professional services for concept design development, fabrication and delivery to the site and placement of artwork associated with the construction of a new Fire Station 4 in Palo Alto. This contract amendment does not include any additions or changes to the scope of services or not-to- exceed compensation in the original contract. EXECUTIVE SUMMARY Fire Station 4, located at 3600 Middlefield Road, is a Capital Improvement Program (CIP) replacement project (PE-18004) and is included in the 2014 Council Infrastructure Plan1. The original construction timeline for the new Fire Station 4 anticipated a start in 2024 and completion in Winter 2026. In Fall 2022, the Public Art Commission (PAC) approved $110,000, inclusive of a 10% contingency, for public art associated with the Fire Station 4 replacement project2. In Spring 2023, Stephen Galloway Studio was selected and approved by the PAC3 to design and fabricate 1 City of Palo Alto 2014 Infrastructure Plan; https://www.infrastructure.cityofpaloalto.org/ 2 Public Art Commission, October 20, 2022; Agenda Item #5 https://www.cityofpaloalto.org/files/assets/public/v/1/community-services/public-art-program/staff-reports-and- docs-for-pac/fire-station-4-pac-staff-report-10.20.2022.pdf 3 Public Art Commission, March 16, 2023; Agenda Item #3 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=9553&dbid=0&repo=PaloAlto permanent, site-specific public artwork for the new building. Under the terms of the artist agreement S231877977, the artist is responsible for coordinating delivery and installation of the completed artwork in alignment with the project construction schedule. BACKGROUND 8 specifies that the City will budget one percent (1%) of its construction costs to include public art for City capital improvement projects that have a visual impact on the surrounding environment by altering a site through new construction or reconstruction, at the initial stages of design, thereby ensuring that art elements become an integral part of the overall design. 9 "Public Art for Municipal Projects "to Chapter 2.26 (Visual Art in Public Places). The Ordinance enhanced the funds available for public art and increased flexibility to provide art experiences that are timely and relevant throughout the community. According to the Ordinance, one percent (1%) of the City’s annual Capital Improvement Program (CIP) budget devoted to public art is deposited into the Public Art Fund. Funds may be used at any appropriate site within Palo Alto for permanent or temporary public art projects. Additionally, funds from two or more CIP projects may be pooled to fund a single work of art. ANALYSIS 7 Professional Services Agreement S23187797 with Stephen Galloway LLC; https://www.paloalto.gov/files/assets/public/v/1/community-services/public-art-program/staff-reports-and-docs- for-pac/s23187797-stephen-galloway-studio-llc.pdf 8 Public Art in City Capital Improvement Projects, Policy and Procedures 1-45 https://www.cityofpaloalto.org/files/assets/public/v/2/community-services/public-art-program/pap-policies-and- docs/muni-policy-effective-march-2015.pdf 9 Ordinance No. 5301 of the Council of the City of Palo Alto Amending the Municipal Code to add Section 2.26.070 (Public Art for Municipal Projects) to Chapter 2.26 (Visual Art in Public Places) https://www.cityofpaloalto.org/files/assets/public/v/2/community-services/public-art-program/pap-policies-and- docs/muni-policy-effective-march-2015.pdf (Visual Art in Public Places). October 22, 2022, Public Art staff presented opportunities for public art integration into Fire Station 4 to the Public Art Commission (PAC). The PAC was supportive of the opportunities and integration of art and approved funds in the amount of $110,000 inclusive of a ten percent contingency for the project. Staff then met with the project design team including BRW Architects, Public Works, and the Fire Department to determine opportunities for art integration. Public Art Staff utilized its pre-qualified artist roster. A selection panel of seven stakeholders evaluated twenty artists and selected Stephen Galloway for the commission in March 2023. The selection panel included: Chief Stephen Lindsey, Palo Alto Fire Department; Julia Lee – Media Art Teacher/PALS Leadership Adviser, JL Stanford Middle School; Sang-ah Choi – Artist, Cubberley Artist Studio Program; Lisa Waltuch – Public Art Commissioner; Charlotta Hauksdottir - Artist, Cubberley Artist Studio Program / Community Member; Valerie Tam - Project Engineer, Dept. of Public Works, City of Palo Alto; and Megan Zhang – Assoc. AIA, BRW Architects. 13. Since then, he has met with lighting consultants to refine this aspect of his design and worked on securing a fabricator for the enameled steel panels, and an installer who can attach his work to the finished building, and who also has the necessary licensing and insurance coverage to meet City requirements. 13 Public Art Commission; January 18, 2024; Agenda Item #2; SR #2401-2513 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=9570&dbid=0&repo=PaloAlto building construction is finished, we estimate that this public art project will be finished in Summer – Fall 2027. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 1 TO CONTRACT NO. S23187797 BETWEEN THE CITY OF PALO ALTO AND ARTIST STEPHEN GALLOWAY dba STEPHEN GALLOWAY STUDIO, LLC This Amendment No. 1 (this “Amendment”) to Contract No. S23187797 (the “Contract” as defined below) is entered into as of May 4, 2026, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and STEPHEN GALLOWAY STUDIO, LLC a Limited Liability Corporation, located at 46 6th Ave, San Francisco, CA 94118 (“ARTIST”). CITY and ARTIST are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of work of art for Fire Station 4 located at 3600 Middlefield Road, Palo Alto, CA 94303 (“Art Work”) and desires to engage an ARTIST to provide research, concept and design development, fabrication, delivery to the site, and placement onsite in connection with the Art Work, as detailed therein. B. The Parties now wish to amend the Contract in order to extend the term by three years, from April 1, 2026, through April 1, 2029, with no increase in compensation. 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. S23187797 between CONSULTANT and CITY, dated April 5, 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: The term of this Agreement shall be from the date of its full execution through April 1, 2029, unless terminated earlier pursuant to Section 23 of this Agreement. Docusign Envelope ID: F113A896-FC8E-455C-9767-70DE6821F138 Vers.: Aug. 5, 2019 Page 2 of 4 SECTION 3. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby incorporated in full into this Amendment and into the Contract by this reference: a. Exhibit “B” entitled “SCHEDULE OF PERFOMANCE”, AMENDED, REPLACES PREVIOUS. SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) Docusign Envelope ID: F113A896-FC8E-455C-9767-70DE6821F138 Vers.: Aug. 5, 2019 Page 3 of 4 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 ARTIST STEPHEN GALLOWAY dba STEPHEN GALLOWAY STUDIO, LLC By: Name: Stephen Galloway Title: Attachments: Exhibit “B” entitled “SCHEDULE OF PERFOMANCE, AMENDMENT NO. 1”, AMENDED, REPLACES PREVIOUS. Docusign Envelope ID: F113A896-FC8E-455C-9767-70DE6821F138 Artist Vers.: Aug. 5, 2019 Page 4 of 4 EXHIBIT “B” SCHEDULE OF PERFORMANCE AMENDMENT NO. 1 AMEDNED, REPLACES PREVIOUS ARTIST shall perform the Services so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the project managers for ARTIST and CITY so long as all work is completed within the term of the Agreement. ARTIST shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed. TIMELINE - TASK: June, 2026 - Revise lighting specifications, coordinate lighting components installation plan with Department of Public Works. Fabrication of artwork, delivery to Art Center for storage. Fall/Winter, 2026/2027 - visit site to verify accurate locations of blocking and electrical junction boxes needed for art installation. June, 2027 – Coordination of installation needs and logistics with City staff, Installation onsite. Exact timeline for the installation of artwork onsite will be coordinated with the Fire Station 4 construction schedule. Docusign Envelope ID: F113A896-FC8E-455C-9767-70DE6821F138