HomeMy WebLinkAboutStaff Report 2604-6278CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, May 18, 2026
Council Chambers & Hybrid
5:30 PM
Agenda Item
7.Adopt a Resolution Approving Amendment Number 1 to California Board of State and
Community Corrections Agreement Number BSCC 1164-23 for Organized Retail Theft
Grant to Extend the Term One Year with No Change to the Not-To-Exceed Total; CEQA
status—not a project.
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Police
Meeting Date: May 18, 2026
Report #:2604-6278
TITLE
Adopt a Resolution Approving Amendment Number 1 to California Board of State and
Community Corrections Agreement Number BSCC 1164-23 for Organized Retail Theft Grant to
Extend the Term One Year with No Change to the Not-To-Exceed Total; CEQA status—not a
project.
RECOMMENDATION
Staff recommends that City Council approve a Resolution (Attachment A) to approve and
authorize the City Manager, or their designee, to execute Agreement Amendment No. 1 with
State of California Board of State and Community Corrections (BSCC) for the Organized Retail
Theft grant to extend the ending date one year (June 1, 2027 to June 1, 2028), with no change
to the original funding amount.
BACKGROUND
The State of California’s Budget Act of 2022 (SB 154) established the Organized Retail Theft
Prevention Grant Program to support local law enforcement efforts to prevent and respond to
organized retail theft, motor vehicle theft, motor vehicle accessory theft, and cargo theft. In
July 2023, the City submitted an application for grant funding. In September 2023, the Board of
State and Community Corrections approved the City’s application and awarded the City $5.2
million, subject to City Council acceptance. The City Council accepted the grant on December 4,
20231. The grant period began on October 1, 2023, with grant operations scheduled to end on
December 31, 2026, and final work to be completed by June 1, 2027.
The grant supports targeted efforts to reduce organized retail theft and related offenses,
including motor vehicle theft and license plate theft. Since implementation, staff has observed
a measurable reduction in theft-related incidents. Reported retail theft in 2025 decreased by
1 City Council City Council, December 4, 2023; Agenda Item #4; SR #:2309-2066
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13062
72% compared with 2022, including both organized retail theft incidents and shoplifting
incidents. Staff’s analysis also shows a steady decline in reported retail theft over the past 2.5
years during the active grant period; with losses as high as $1.5M in CY2022 to $429K in
CY2025. Program activity, scope of work, and results are reported through the State’s
Organized Retail Theft Prevention Grants dashboard administered by the Board of State and
Community Corrections3.
ANALYSIS
4. The
extension is intended to address staffing challenges being experienced by agencies throughout
the State and to provide additional time to complete grant-funded activities for the highest and
best program impact. The amended grant term extends the deadline for grant activity to June
1, 2028.
3 State Organized Retail Theft Prevent Grants Dashboard
https://www.bscc.ca.gov/organized-retail-theft-grant-program/
4 California Board of State and Community Corrections Board Meeting, February 12, 2026, Item B
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
NOT YET APPROVED
156_20260423_ts24 1
Resolution No. _____
Resolution of Council of the City of Palo Alto Approving and
Authorizing the City Manager to Execute Amendment 1 to the State
of California’s Board of State and Community Corrections Grant
Agreement BSCC 1164-23 for the Organized Retail Theft Grant
Program
R E C I T A L S
A. The City and the State of California’s Board of State and Community Corrections entered
into a grant agreement from October 1, 2023 through June 1, 2027, awarding
approximately $5.17 million to the City to combat organized retail theft. The agreement
number is BSCC 1164-23. (“Grant Agreement”).
B. The City now desires to approve Amendment 1 to the Grant Agreement to extend the term
for one year to June 1, 2028, among other amendments to the terms (“Amendment 1”).
NOW, THEREFORE, the Council of the City of Palo Alto does RESOLVE as follows:
SECTION 1. Amendment 1 to the Grant Agreement as attached as Exhibit A to this
Resolution is hereby approved. The City Manager is hereby authorized and directed, for and in
the name and on behalf of the City, to execute Amendment 1 in substantially said forms.
SECTION 2. Upon City Council approval of any other amendments to the Grant
Agreement, the City Manager is hereby authorized and directed, for and in the name and on
behalf of the City, to execute such amendments.
SECTION 3. In the case the City Manager is absent or unavailable, any person holding
such office in an interim or acting capacity is authorized to execute any amendments described
in Sections 1 and 2 above.
//
//
//
//
NOT YET APPROVED
156_20260423_ts24 2
SECTION 4. This resolution shall take effect upon its adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
__________________________ _____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
__________________________ _____________________________
Assistant City Attorney City Manager
_____________________________
Chief of Police
NOT YET APPROVED
156_20260423_ts24 3
Exhibit A
Amendment No. 1 to Grant Agreement BSCC 1164-23
(see following pages)
STATE OF CALIFORNIA – DEPARTMENT OF GENERAL SERVICES SCO ID: 5227-BSCC116423-A1
STANDARD AGREEMENT AGREEMENT NUMBER AMENDMENT NUMBER Purchase Authority Number
STD 213A (Rev. 07/2019)
☒CHECK HERE IF ADDITIONAL PAGES ARE ATTACHED BSCC 1164-23 1 BSCC-5227
1.This Agreement is entered into between the Contracting Agency and the Contractor named below:
BOARD OF STATE AND COMMUNITY CORRECTIONS
CONTRACTOR NAME
City of Palo Alto
The term of this Agreement is:
START DATE
OCTOBER 1, 2023
THROUGH END DATE
JUNE 1, 2028
The maximum amount of this Agreement after this Amendment is:
$5,176,812.00
The parties mutually agree to this amendment as follows. All actions noted below are by this reference made a part of
the Agreement and incorporated herein:
This amendment adds one year to the term of the grant agreement. The new end date is June 1, 2028.
Exhibit A: Scope of Work, Item 5. Reporting Requirements is amended by replacing the prior schedule
with the attached Exhibit A; Scope of Work, Item 5. Reporting Requirements.
Exhibit B: Budget Detail and Payment Provisions is amended by replacing the prior Exhibit B, Item 1.
Invoicing and Payments with the attached Exhibit B, Item 1. Invoicing and Payments.
Exhibit C: General Terms and Conditions is amended by adding the attached Exhibit C, Item 21.
Generative AI Disclosure Obligations.
All other terms and conditions shall remain the same.
IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.
CONTRACTOR
City of Palo Alto
CONTRACTING AGENCY
BOARD OF STATE AND COMMUNITY CORRECTIONS
CONTRACTING AGENCY ADDRESS CITY STATE ZIP
2590 Venture Oaks Way, Ste 200 Sacramento CA 95833
PRINTED NAME OF PERSON SIGNING TITLE
COLLEEN CURTIN Deputy Director
CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED
Exhibit A
Palo Alto PD
BSCC 1164-23 A1
Page 1 of 3
EXHIBIT A: SCOPE OF WORK
5. REPORTING REQUIREMENTS
A. Grantee will submit quarterly progress reports in a format prescribed by the BSCC.
These reports, which will describe progress made on program objectives and include
required data, shall be submitted according to the following schedule:
Quarterly Progress Report Periods Due no later than:
1. October 1, 2023 to December 31, 2023 February 15, 2024
2. January 1, 2024 to March 31, 2024 May 15, 2024
3. April 1, 2024 to June 30, 2024 August 15, 2024
4. July 1, 2024 to September 30, 2024 November 15, 2024
5. October 1, 2024 to December 31, 2024 February 15, 2025
6. January 1, 2025 to March 31, 2025 May 15, 2025
7. April 1, 2025 to June 30, 2025 August 15, 2025
8. July 1, 2025 to September 30, 2025 November 15, 2025
9. October 1, 2025 to December 31, 2025 February 15, 2026
10. January 1, 2026 to March 31, 2026 May 15, 2026
11. April 1, 2026 to June 30, 2026 August 15, 2026
12. July 1, 2026 to September 30, 2026 November 15, 2026
13. October 1, 2026 to December 31, 2026 February 15, 2027
14. January 1, 2027 to March 31, 2027 May 15, 2027
15. April 1, 2027 to June 30, 2027 August 15, 2027
16. July 1, 2027 to September 30, 2027 November 15, 2027
17. October 1, 2027 to December 31, 2027 February 15, 2028
B. Evaluation Documents Due no later than:
1. Local Evaluation Plan April 1, 2024
2. Final Local Evaluation Report June 1, 2028
C. Other Due no later than:
Financial Audit Report June 1, 2028
Grantees that are unable to demonstrate that they are making sufficient progress toward
project goals and objectives and show that funds are being spent in accordance with the
Grant Agreement could be subject to a withholding of funds.
EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
1. INVOICING AND PAYMENT
A. The Grantee shall be paid quarterly in arrears by submitting an invoice (Form 201) to
the BSCC that outlines actual expenditures claimed for the invoicing period.
Quarterly Invoicing Periods: Due no later than:
1. October 1, 2023 to December 31, 2023 February 15, 2024
2. January 1, 2024 to March 31, 2024 May 15, 2024
3. April 1, 2024 to June 30, 2024 August 15, 2024
Exhibit A
Palo Alto PD
BSCC 1164-23 A1
Page 2 of 3
4. July 1, 2024 to September 30, 2024 November 15, 2024
5. October 1, 2024 to December 31, 2024 February 15, 2025
6. January 1, 2025 to March 31, 2025 May 15, 2025
7. April 1, 2025 to June 30, 2025 August 15, 2025
8. July 1, 2025 to September 30, 2025 November 15, 2025
9. October 1, 2025 to December 31, 2025 February 15, 2026
10. January 1, 2026 to March 31, 2026 May 15, 2026
11. April 1, 2026 to June 30, 2026 August 15, 2026
12. July 1, 2026 to September 30, 2026 November 15, 2026
13. October 1, 2026 to December 31, 2026 February 15, 2027
14. January 1, 2027 to March 31, 2027 May 15, 2027
15. April 1, 2027 to June 30, 2027 August 15, 2027
16. July 1, 2027 to September 30, 2027 November 15, 2027
17. October 1, 2027 to December 31, 2027 February 15, 2028
Final Invoicing Periods*: Due no later than:
18. January 1, 2028 to March 31, 2028 May 15, 2028
19. April 1, 2028 to June 1, 2028 August 15, 2028
*Note: Project activity period ends December 31, 2027. The period of January 1, 2028, to
June 1, 2028 is for completion of Final Local Evaluation Report and financial audit only.
B. All project expenses must be incurred by the end of the project activity period,
December 31, 2027, and included on the final invoice due February 15, 2028. Project
expenditures incurred after December 31, 2027 will not be reimbursed.
C. The Final Local Evaluation Report is due to BSCC by June 1, 2028. Expenditures
incurred for the completion of the Final Local Evaluation Report during the period of
January 1, 2028, to June 1, 2028, must be submitted during the Final Invoicing
Periods, with the final invoice due on August 15, 2028. Supporting fiscal
documentation will be required for all expenditures claimed on during the Final
Invoicing Periods and must be submitted with the final invoice.
D. The Financial Audit Report is due to BSCC by June 1, 2028. Expenditures incurred
for the completion of the financial audit during the period of January 1, 2028, to June
1, 2028, must be submitted during the Final Invoicing Periods, with the final invoice
due on August 15, 2028. Supporting fiscal documentation will be required for all
expenditures claimed during the Final Invoicing Periods and must be submitted with
the final invoice.
E. Grantee shall submit an invoice to the BSCC each invoicing period, even if grant funds
are not expended or requested during the invoicing period.
F. Upon the BSCC’s request, supporting documentation must be submitted for project
expenditures. Grantees are required to maintain supporting documentation for all
expenditures on the project site for the life of the grant and make it readily available
for review during BSCC site visits. See Exhibit A. Scope of Work, Item 6. Project
Records.
Exhibit A
Palo Alto PD
BSCC 1164-23 A1
Page 3 of 3
EXHIBIT C: GENERAL TERMS AND CONDITIONS
21. GENERATIVE AI DISCLOSURE OBLIGATIONS:
A. The following terms are in addition to the defined terms and shall apply to the Contract:
1) “Generative AI (GenAI)” means an artificial intelligence system that can generate
derived synthetic content, including text, images, video, and audio that emulates
the structure and characteristics of the system's training data. (Gov. Code §
11549.64.)
B. Contractor shall immediately notify the State in writing if it: (1) intends to provide GenAI
as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from
third parties, to complete all or a portion of any deliverable that materially impacts: (i)
functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For
avoidance of doubt, the term “materially impacts” shall have the meaning set forth in
State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.
C. Notification shall be provided to the State designee identified in this Contract.
D. At the direction of the State, Contractor shall discontinue the provision to the State of
any previously unreported GenAI that results in a material impact to the functionality
of the System, risk to the State, or Contract performance, as determined by the State.
E. If the use of previously undisclosed GenAI is approved by the State, then Contractor
will update the Deliverable description, and the Parties will amend the Contract
accordingly, which may include incorporating the GenAI Special Provisions into the
Contract, at no additional cost to the State.
The State, at its sole discretion, may consider Contractor’s failure to disclose or
discontinue the provision or use of GenAI as described above, to constitute a material
breach of Contract when such failure results in a material impact to the functionality of
the System, risk to the State, or Contract performance. The State is entitled to seek any
and all remedies available to it under law as a result of such breach, including but not
limited to termination of the contract.
Exhibit A