HomeMy WebLinkAbout0553.092~ . .
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December 14, 1;92
HONORABLE CITY COUNCIL
Pilo Alto, California
COMPREHENSIVE PlAn REVISION, CONSULTANT AGREEMENT FOR
PUBliC PARTlCIP~.TlON A,SISTMCE
Members of the Council:
~epQrt in Brief
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Thi s report and a.ttachments recorrmend City appnr ... "al of a consul tant services
agreement for professional assistance an publ~c participation functions and
related tasks in revising Palo Alto's Comprehe~sive Plan. Th~s professional
assistance inc1ud!s facilitating tMe Comprehensive Plan Citizen Advisory
Conmittee and possible subconl!l,itte.rc meetir.gs. completing the. 't4ork. progY'am,
managing a ~ammunity sur~ey and overseeing preparation of two n~.sletters.
Background
On October 19, 1992. the City Counc1l took a number of acti~ns that initiated
the revisioTI of Palo "1to's Ct'imprehensi'.fe Plan. These ac.t1ons inc1ude-d:
I) endorSing goals to guide the direction and preparatior. of the plan;
2) appro~ing the process ~nd schedule to select a thirty six mernb!f
Comprehensive Plan Citizen Advisory Co~ittee; 3) approving the revised work
program and schedule incorporatlng actlve participation of a Citizens Advisory
COrmlittee during the initial goal setting/issues jdentificatior. phase;
() approving a budget amendment ordinance 4n the amount of $507,000 for
revising t~e Co~preh~nsjve Plan; and 5) directing staff to initiate a
consultant sel~ctior. process for committee facilitation a~d relat€d services,
ir,duding ass;:;tance on news1etter preparation, rellision to the werk program,
and survey preparation. On December 71 1992, Council oirected that no changes
be assessed against the Utilities until staff prepares and Council approves a
report justifying allocations of such charges.
Fol1owing Council direction to in~tii!te a consultant SElection process for
these latter tasks~ a request for proposal (RFP) was sent to eleven firms or:
November 4, 1992, five of whom provide professional facilitator services. The
remaining f;rm~ perform functions relating to the ancillary tasks (i.e., work
p1an cnmpletion. newsletter aSSistance and survey preparation). Ali firres
were provided a list of the RfP recipients. These firms were requested to
submit collaborative proposals, the objectiliE be1ng to execute one contract to
assure maximum caardinatiGn among these ~ark tasks. The firm of Moore
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J~cofano Goltsman~ Inc. (MIG), submitted a proposal tc perform the four ta~ks
identified i~ the RFP. MIG acknowledged that it ~ouTd use Jeffery 6aird and
Moore Consulting as subconsultants if it were selected to do this ~ork. The
other firms who recelv~d the RFP, includir.g those firms sDec,aii2in~ in
facilHaUon assistance, flOtified staff that current and expected corrmitfllents
precluded them from submltting proposals.
A Consultant Selection Advisory Corr.;nittee .... as famed to review tr.is written
proposa1. The A.d~isory CQll1l'1ittee con.sisted of th2 three Planning
CorrmissionHs Bern Bee-ct',am. Tony Carrasco and Kathy Schmidt, wno will
represent the Pi.nnil1g COlmlission on the Comprenensive Plan CitilerJs Advisory
Committ~e. The committee also included C1ty staff members Nanty Lytle -Cnief
Planning Official, Marvin Overway ~ Chief lransportati<ln Official ar.d
George Zimmerman -ASslstant Planning Official.
An. ore.l inter""e ... was. held .-ith the-consulting team on December I. 1992.
Planning Commissioner Schmidt did not partiCipate in the oral intervie~.
After the interview? the {ons~ltant Selection Advisory (onwittee recommended
that the consulting firm ~f Moore Iacofano Goltsman, Inc. be awarded the
contract for the required services.
The Consulta~t Selection AdvisDry Committee's recommendation is based on the
following consideri.tions. "The firm of Koore hcof.a.no Go~t<S.mal'\, tnc. hi.S an
outstanding reputatior. in effectively facilitating citizens advisory
committees ~ho are charged with pr~paring or revising general p1ans_ Tnis
area of expertise is relatively spec1alized among firms that offer
facilitation services. The Committee believed that MIG could complete the
n£ce~saTY faCilitation services f~r Cltizens Advisory Committee (and lik~ly
subcommittee] work within the time frame and overall resource commitment
out1,nEd by t~i~ fi~ in its pro?osal. This belief ~~s base~ upon the
experience ind track rer.ord of MI~, w~ich inc1udes f~cilitating general plan
citizen committaes for the cities of Cupertino, Pasadena and Carlsbad,
The Consu1tant Selection Committee also believed t~at the firm's proposa1 for
the community survey was sDund in terms of procedure, size of sample, and
distribution of the results. MIG, in its proposal, stated it would expect to
~Qrk with City staff and the C,t,zens Ad~isory CQmmittee throughout all 5t~yS
of the survey.
The Selection Committee appruved the description Qf work tasks necessary for
completing the Work Program and for assisting in the preparation of two
newsletters for cOlTlTlurdtY-\lfide distnb!Jtior. during th~se initial ho phases of
the Plan revision process.
The Selection Committee also believ~d that subconsu1tant support services
provided by Jeffery Baird and Associates and Moore Consulting should be of
excellent Quality, based upon their performance in preparing and presenting
the Draft Work Program for Updating the (omprehensi-.e Plan.
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Th~ cost of services provided f~ th~ attached contract in the amount of
S99,950 is consistent \fiith t~e suggested budget for the Comprehensive PTan
revision thilt originally was sent to Council in a memo from the Mayor. ~ice
Mayor and boti'! Council Conmittee cnairpersons on Septerr.ber 8, 1992. The
$99,950 for this (ontrac~t includes a $4:380 continger.cj which provides for
possible additional facilitaUol'l with the Adviso~y Committee. No budget
ortlinance imelldment is requ'ired for this contract because Counci1 approved
f~Tlds fer the Corr:prehensi¥e Plan revision on October 19, 1392, in the a~: . .mt
of $507,000. Consistent ~ith Council's December 7~ 1992 direction, no c~arges
from this contract wi': be allocated to the Utility portion of the $507,000
until Council has approv!d t~e justification report.
Once th'fs contract is executed, work will begin irTItediately in pnparing for
the first Comprehensive Plan Citizens Advisory Committee meeting in January
1993. A date for tnis meetin9 will be e5ta~lished once the CQmmitte~
selection "as. been announc.ed ind Conmittee member:!: have bll'en contacted to
Qetermine i date and time for the ·kick off~ meeting.
Summary of C~nclusion
Tne tasks before staff. the Comprehensive Phn Citizens Advisory tOlTl'llittee and
the consulting team are extraordinarily challenging. The principal objectives
of this scope of senlTces are that it is sufficiently fle>.lble to respond to
tne dynamlcs of the Citizens Advisory Committee, yet sufficiently defined to
assure that all necessary tasKs~ particularly committee (and quite likely
subcommittee) faci1itation functions can be completed within the budget ar.d
time frame described 1n the consl!1tant s~rvice cont:ract. The Consultant
Selection Advis~ry Committee is confident that the consulting fjrm of Moore
Iatofan<) Goltsman~ Inc. 'fIIill fulfill these objectives based upon the quality
of their propos~l and their professional experience.
RecqlTlDendat ion
Staff recomm~nds that the City (ouncil approve and authorize the Mayor to
execute the attached agreement for consuHant services with Moore Iacofano
Goltsman, Inc. for pub1ic partiCipation aSsistance and related tasks ;~
initiating the revision of Palo Alto's Comprehensive Plan.
Rest!tfUll Y
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Assi stant Ph ing Offi chl
FLEMIN~
rim City Manager
~:>-uhl t. :;L.",/'u~ IL
KENNETH SCH~fIBER
Director of Planning and
Community Environment
Attachment: Agreement for Professional ConsuTtinQ Services, with
attachments
cc: Plann'ing Conmissi{)n
Moore Iacofano Goltsman, Inc.
CHR:553:92
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A GR B liME N T
BBTWEZN T!iE CITY OF PALO AITC
AN::> KOOIiJ!. IACOI'ANO. ~ GOLTSMAN. INC.
POR ASSISTANCE NITE PUBLIC PARTICIPATION ?UNCTIONS
THIS AGREEM5NT is mad~ and entered into thiR ___ day of
7-=::;-T:::T.:",",';;-;:-=::::C;:::-~' 1992. by and between the CITY OF PALO ALTO,
a municipal corporatiun vf California, hereinafter referred to as
·CITY,· and MOORE. IACOFANO AND GCLTSMAN; INC. (Taxpayer Identifi
cation Number 94-3116990). a California ccrporatioL~ with offices
at 1802 Fifth Street. Berkeley, CA 94701, hereinafte:r" :referred to
as "mNTRACTOR III ;
• I T N ISS B T B:
WHEREAS, CITY desires certain services in conjunction
with the in.itiation of the revision of the City of Palo Al to
Comprehensive Plan; and
WHEREAS, CITY desires to engage CONTRACTOR to previde
these services by reason of its qualifications and experience for
performing such servicee; and CONTRACTOR has offered to provide the
required services on the terms and in the manner set forth herein;
NOW, THEREFORE, in conSideration of their ~~tudl
covenants., the parties hereto agree as follows!
SBCTION 1 -DEFINITIONS
The term ·CITY· as used in this Agreement shall r.:lean and
include all the territory lying within the municipal boundaries of
the City of Palo Alto, California, as presently existing, plus all
territory which may be added thereto during the term of this
Agreement by annexation or otherwise.
1.2 City ~~
The term ·City Manager~ shall mean the ~uly appointed
City Manager of the City of Palo Alto, California, or his
designated representative.
1.3 ''citx_ll.t torney
The term rrCity AttornEY'll shall mean the duly appointed
City Attorney of the City of Palo Al to, California~ or his
designated representative.
1.4 ~_~_ Clerk
The ternl "City Clerk" shall mean the duly appOinted City
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Clerk of the City of Palo Alto, California. or :her designated
representative.
1.S Risk Manager
The term ·Risk ltofanager" ~h3.11 r.'lean the duly appointed
R.isk Manager of the City of P;:.lo Alto, California, or his
designated ~epresentative.
1.6 Proj ect
The term 'Project" means the scope of ,,",ork sought by CrTY
described in Bx..~ibit "A" entitled ·Scope of Project-~ attached
hereto and made a part hereof~ and as 8upplemented by the provi
sions of Exhibit ~B·.
SECTION 2 -PROJECT COORDINATION
2.1 QIT
The City Manager shall be representative of CITY for all
purposes under this Agreement. GEROGE ZIMMBR..'iAN is designated as
the PROJEc:-I' ~GBR for the City Manager, and he shall 6upe:rvise
the progress and execution uf this Agreement.
2.2 Contractqr
CONTRACTOR shall assign a single PROJECT DIRECTOR. to have
overall responsibility for the progress and execution of this
J~greement for COh'"TRACTOR. DANIEL IACOPANO hereby is designated as
the PROJECT t:IRECTOR for CONTRACTOR. Should circumstances or
conditions subsequent to the execution of this Agreement require a
substitute PROJECT DIRECTOR for any reason, the PROJECT DIRECTOR
desigtlee shall be subject to the prior written approval of the
PR.OJECT MANAGER. CAROLYN VERHEYEN shall assist the PROJECT
DIRECTOR.
CONTRACTOR shall provide all specified serviceg as
set forth in Bxhibit WBW in accordance with the scope of project
Bet forth ill Exhibit wAw.
3 . 2 Laws to b_,§ Cbs erved
CONTRACTOR shall:
3.2.1 Procure all permits and licenses~ pay all
charges and fees, and give all notices ~hich may be necessary and
incident to the due and lawful prosecution of the services to be
performed by CONTRACTOR under this Agreement;
Keep itself fully informed of all existing
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and future federal, state, and local laws, ordinances, regulations,
orders. and decrees which may affect thQse engaged or e.mployed
under this Agre'ement. any materials used in CO."'IT'R.AC'TOR's perform
ance under this Agreement, or the perfonr.ance of t-he services under
this Agreement;
3.2.3 At: all times observe and comply with, and
~ause all of its subcontractors and employees, if any, to observe
and comply with, all of said laws. ordinances, regulations, orders
and decrees mentioned abovej and
3.:2.4 Immediat.ely report to the PROJECT MANAGER
in writing any discrepancy or inconsistency it discovers in said
laws, ordinances, regulations, orders, and dec~e~s mentioned above
in relation to any plans, drawings, speCifications, or provisions
of this Agreement.
3.3 Release of ~rts and Info~atiQn
Any reports, information, data or other material given
to, or prepared or assemo~ed bYi CONTRACTOR or ita subcontractors,
if any i under this Agreement shall be the property of CITY and
shall not be made available to any individual or organization by
CO~~CTOR or its subcontractors, if any. witho~t the prior written
approval of the City Manager.
3.4 Copies of Reports and Iqfopmation
If CrTi requests additional copies of reports, drawings,
speCifications or any other material which CO~~CTOR is required
to furnish in limited quantities as part Of the: services under this
Agreement. CONTRACTOR shall provide such additional copies as are
requested and CITY shall compe~sate CONTRACTOR for the costs of
duplicating of such copies at CONTRACTOR's cost~
3.5 Qualificatigns of __ Cont.ractor
CONTRAC'I'QR represents that it is qualified to furnish the
services descrioed unde_r this Agreement, .~ evidence thereof/
CONTRACTOR warrants that one or more members of p~loyees of the
firm are lice~sed by the State of California and that the services
to be provided under this Agreerr,e.nt wi 11 be perfo~ned by them or
under their Bu~ervision.
~eCTIQN .( -CmllPENSATION
For tpe full performance of the s::rvices described herein
by CONTRACTOR, CITY shall pay CONTRACTOR an amount not to exceed
the sum of ni.ety-nine thousand nine hundred fifty dollars ($99.950l
for services rendered and actual expenses incurred. Such compensa
tion shall be payable ~ithin thirty (30) days upon submission at
mutually agreed times by CONTRACTOR of its itemized billings in
triplicate, in accordance with the attached Fee Schedule, marked
gxhibit ~C~ and incorporated her~in by this reference. COrrrRACTOR
agrees to bill CITY only as such services rendered by task cr
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number of tasks are completed.
SECTION 5 DUTIES OF CITY
CITY sr~11 provide such reasonable and necessary
i3.ssistance as CONTR..i\-CTOR may request in t.he furtherance of
CONTRACTOR's performance of B~rvices under this Agreernent~
including, without limitation, providing any written ~terials and
other information as may be essential to CONSULTANT in order for
CONSULTANT to complete the tasks set forth in the ~SCOPE OF
SERVICES· ~
SECTIQN S -TEEM
The s-ervices tQ be pe>rformed hereund~r shall commence on
December 14, 1992, and shall be completed by Oecember 31, 1994,
unless SGoner terminated herein.
SBCTION 7 -TEMPORARY SUSPENSION
The City Manager sha.ll have the author1 ty to suspend this
Agreement, wholly Dr in part, for such period as he 0;: she deems
necessary due to unfavorable conditions or due to the failure on
the part of the CONTRACTOR to perform any provision of this
Agreement.
S BCTION e -EXTSNS J ON Q E TERM
In the event that the services called for -..mder this
Agreement are not completed within the time specified above~ the
City ,Manager shall r~ve the option to extend the time for comple
tion. This paragraph does not pz:eclude the recovery of damages for
delay by either party.
SECTION;; -TERMINA'fION OR SUSPEN3IQN OF AGRE~
9.1 Right to Suspend or Terminate
The City Manage~ may suspend or terminate this Agreement
for any reason by gi.ving CON'lRACTOR (30) days' written notice to
CONTRACTOR. upon receipt of such notice z CCN'I'RACTOR srtall
immediately discolitinue its performance under this Agreement.
CONTFACTOR may ter.minate this Agreement or suspend work
on the Project upon thirty (30) days' ~ritten notice to CITY z but
only in the event of substantial failure of performance by CITY or
in the event CITY abandons or indefinitely postpones the Project.
9 . 2 payment
Upon such suspension or tenllination by CITY. CONTRACTOR
shall be paid for all services actually rendered to CITY to the
date of such suspension or termination; provided, ho~evez:z if this
Agreement is suspended or terminated for fault of CON1~~CTOR. CITY
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ehall be obligated co compensate COttL.RACTOR only for that portion
of CONTRACTOR'EI services 'Which are of berrefit to CITY.
9.3 Ret~rn af Meterials
Upon s'.lch suspension or t€:rmination. CONTRACTOR shall
turn over to the City Manager irnmedi;J.tely any and all copies of
studies, sketches. drawings, -::olr'putat-iQns, and other data. whether
or not completed. prepared by CONTRACTOR or its subcontractors, if
any, or given to CONTRACTOR or its sl.IDContTaCtors, if any. in
connection with this Agre~~ent. Such materials shall become the
permanent property 0f CITY. CONTRACTOR. however. shall Dot be
liable for CITY's use of incomplete materials Ot: for CITY's use of
complete docum~nts if u$ed for other than the Project contemplated
by this Agreement.
SECTION 1 Q -INDSPENPmIT J1JDGMBNT
Failure of CITY to agree with CONTRACTOR'E independent
findings, conclusions. 0= recommendations, if the same are called
for under this Aoreement, on the basis of d~fferences in matters of
judgment shall not be cor.strued as failure on the part of CONTRAC
TOR to meet the requirements of this Agreement~
~1.~ Assignment
Both parties shall give their personal attention to the
faithful perfo:rmance of this Agreement and shall not assign,
transfer. convey, or otberwise dispose of this Agreerr.ent or any
right~ title or interest in or to t.he same or any part thereof
without the prior written consent of the other party, and then only
subj ect to such tel'mS and conditions as the other party may
require. A consent to one assignment shall not be dee.'1'.ed to be a
consent to any subsequent assignments. A.."1Y assignment -without stich
appro".;al shall be void and~ at the option of t:he other party, shall
tenrd.nate this Agreement and any license or privilege granted
herein _ This Agre-ement and any interest herein shall not be
aS9i9I~le by cp-eration of law without the prior written consent of
the other party.
11 . 2 ~ont ractor.s
It is agreed that this Agree-ment is for the personal
services of CO~~CTOR and car~ot be performed by any other person
or organization.
11.3 Subcontracto:r~_imP.l~
CONTRACTOR shall be responsible fay e~ploying or er:gaging
all persons necessary to perform the serv:l.ces of CON'"rRACTOR
hereunder. No subcontractoL of CO~~~CTCR will be recognized by
CITY as suchj rather ~ all subcontractors are deemed to be err:ployees
of CO~~CTOR, and it agrees to be re$ponsible for their perform-
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ance. CONTRACTOR shall give its personal atten.:.ion to the
fulfillment of the provisic,ns of this Agreernent by all of its
employees and subcontractors, if any, and shall keep the ~ory. under
its control. If any employee or subcontractor of CO'~RACTOR fails
or refUSEs to carry out the provisions of this Agreement or appears
to be incompetent or to act in a disorderly or improper manner, he
shall be discr~rged immediately frcm the work under this Agreement
all demand of the PROJECT MANAGER..
SECITQN 12 -~UTICES
All notices hereunder shall be given in. writing and
mailed, postage prepaid, by certified maill addr~ssed as tollows:
To crTY: Office of the City Clerk
2$0 Hamilton Avenue
Palo Alto, CA 94303
To CONTRACTOR: Attention of the PROJECT DIRECTOR
at: the address of CONTRACTOR rer::ited above
SECTION 13 -INT~REST OF CQ~AlACTOR
In accepting this: Agreement, CONTRACTOR covenants that it
presently has no interest, and shall not acquire any interest,
direct or indirect, financial or othe~~ise, which would conflict in
any manner or degree with the performance of the services here
under. CONTR.ACTOR further covenants that, in the performance of
this Agreement, no subcontractor or person having such an interest
sh411 be employed. CONTRACTOR certifies that no ooe who has or
will have any financial interest under this Agreement is an officer
or employee of CITY. It is expressly agreed that in the perform~
ance of the professional services required under this Agreement
CONTRACTOR, and any of its subconsultants or employees, ehal1 at
all times be considered independent contractors and not agents or
emplOYEes of CITY.
llECTION 14 -rl<u~TX
CO~~CTOR agrees to indemnify, defend and hold harmless
CITY, ite officers, agents and employees from any and all demands,
claims, or liability of any nature, including death or injury to
any persoD, property damage or any other loss, caused by or arising
out of CONTRACTOR's, its officers', agents', subcontractors' or
employees' Degligent acts, errors, or omissions, or willful
misconduct, or conduct for ~hich the law imposes strict liability
on CONTR..!"CTOR in t.he performance or failure to perform this
Agreement.
SECTION l_S .. WORKERS' COMPENSATION
CONTRACTOR, by executing this Agreement, certifies that
it is aware of the provisions of the Labor Code of the State of
California which require every ernploy~r to be insured against
liability for workers' compensation or to undertake self· insurance
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in accordance with the provisions of ttat Code, and certifies th.3.t
it will comply with such provisions before commencing the perform~
ance of the work of this Agreereent.
SECTION 16 -INSURANCE
CONTRACTOR, at its sole cost and expense, shall obtain
and maim:ain, in full force and effect thro-tJ.ghout t-he entire tenn
of this Agrea~ent, the insurance coverage described in Exhibit ·D",
attached hereto, insuring not only CONTRAC1~R and its subcontrac
tors, if any, but also, ~ith the exception of workers' cornpensaticn
and employer's liability insurance, CITY, its officers, agents and
employees, and each of them r with respect to activities and
se:rvices performed by CONTRACTOR for or cn behal f o! CITY under the
provisions of this Agreement.
16.1 Certificates of sucn insurance, preferably on the
forms provided by CITY, shall be filed with CITY concu~rently with
the execution of this Agreement or, with CITY1s appro~~l. within
ten (10; working days thereafter. Said certifica.tes shall be
subject to the approval of the CITY Risk Manager and ehall contain
an endorsement stating that said insurance is primary coverage and
will Dot De cancelled or altered by the insurer except after filing
with the City Clerk thi:r,ty (30) days' prior written notice of sud ..
cancellation or alteration, and that the City of Pale Alto is named
as aD additional insured (except in policies of professional
liability insurance) ~ Current certificates of such insurance shall
be kept on tile at all times during the term of this Agreement with
t:he City Clerk.
SECTION 17 -AuPITS
CONTRACTOR agrees to permit CITY to audit~ at any
reasonable time during the term of this Agreement and for three (3~
years thereafter~ CONTRACTOR's records pertaining to matters
covered cy this Agreement. CONTRACTOR further agrees to maintain
such records for at least three (3) years after the term of this
Agreement.
SEc-nON ~L: AGl\EE11E1IT BINDIN.\l
The terms, covenants, and ccnditions of this Agreement
shall apply to, and shall bind, the heirs j succeSBors j executors,
administrators, assigns, aud subcontractors of both parties.
~QN 19 -WAIVERS
The waiver by either party of any breach or violation of
any term, cOvenant, or ccndition of this Agreement or of any
proviSion, ordinance, or law shall not be deemed to be a ~aiver of
any other term; covenant, condition, ordin~nce, or law or of any
subsequent breach or violation of the same or of any other term,
covenant, condition, ordinance, or law. The sUbse~Jent acceptance
by either party of any fes or other money which may become due
hereunder shal~ not be deemed to be a waiver of any prer.;eding
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breach or violacion by the other party of any term, covenant, or
condition of this Agreement or of any applicable law or ordinance.
The prevailin9 ~arty in any action brougbt to enforce the
te ... ""D1S of this Agreement or arising QU'; of this Agree:nent may
recover its reasonable costs and attorney fees expended in
connection with such an action frorr. the other party~
ncrION 21 -NO IMPLIED WAIVER
No payment, partial payment, acceptance. or partial
acceptance by CITY shall operate as a waiver on the part of CITY of
any of its rights under this Agreement.
SEC'TION 22 -NONtHfCRIMINATION" PENALTY
22 . 1 .0lr.L..OF CONTR.ACTOR
No discrintioation ahall be made in the emploYlr.ent of
persons under this Agreement because of the race, color, llational
origin~ ancestry, religion. disability or sex of such person. If
the value of this Agreement is, or may be, Five Thousand Dollars
{$5,OOO} or more, CO:~CTOR agrees to met all requirements of the
Palo Alto ~~nicipal Code pertaining to nondiscrimination in
e::nployment, including completing: t.he 11 Compliance Report--Noodie
crimination Provisions of City of Palo Alto Contracts 'I on the form
furnished by CITY and attached hereto as Exhibit 'IE-and made a
part hereof by this reference.
22.2 PENALTY FOR DISCRIMINATION
If CONTRACTOR is found in violation of the nondiscrimi:::l.a
tion provisions of the State of califo .. -nia Fair Employment.
Practices Act or sirrdlar provisions of federal law or executive
order in t.he perfo!1ra.nce of thi~ Agreement, it shall thereby be
fou.nd in material breach of this Agreement. Thereupon, CITY s:t.all
hsye the power to cal1cel or suspend this Jtgree.'"I"Ler.t. in whole or in
part, or to ded:.J.ct from the aIr.ount payable: to CONTRACTOR the sum of
TwenCY-Five Dollars ($25) for e&ch person for each calendar day
during which such person was discriminated agai~st, as damages for
said breach of contract, or both. Only a finding of the State of
California Fair Employment Pra~tices commission or the e~!ivalent
federal agency or officer shall constitute evidence of a viol at ~_on
of contract under this section.
If CO~CTOR is found in violation of the nondis
crimi cation provisions of this Agreement or the applicable
affirmative action guidelines pertaining to this Agreement,
CONTItACTOR shall be found in material breach of this Agreement.
Thereupon. CITY shall have the power to cancel or suspend this
Agreement. in whGle or in part, or co deduct from the amount
payable to CONTRACTOR the SUII'l of T-.lo Hundred Fifty Dollars ($'250)
for each calendar day during which CONTRACTOR is found to have been
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in such noncompliance as daInages for said breach of contract .. or
both.
SBCTION 23 -AGREEMENT CONTAINS ALL
UNDERSTANDINGS: ANENP!o!ENT; SEVERABILITY
This document represents the entire and integrated
agreeu1.ent betweE-n CITY anc CONTRACTOR and s'.lpersedes all prior
negotiations, representations, and agreements, either written or
oral. This document ma.y be amended only by written instrument,
signed by bot.h CITY and CO.r..""'I'RACTOR. If any provision of this
Agreement is d_otetermined to be invalid by a court of competent
jurisdiciton, the sam~ shall be severed from the ~e~ining
provisions of this Agre~ent a~d the remaining provisions shall
continue in effect.
SBCTION 24 -GOVERNING LAW
This Agreement shall be governed by the laws of the State
of California.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement the day and year first above written.
ATTBST,
City Clerk
APPROVED AS TO FORM;
Sr. Assistant city Attorney
APPROVRlJ;
Inter~ City Manager
Director of Finan~c~e~----------
Risk Manager
APPROVED AS TO CONTENT:
Director of Planning and
Community Environment
Attachments:
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CITY OF PALO ALTO
Mayor
Its: ---"-'---'--'---
Ta..xp{..yer Tdentiticc.tioo No.
94-3116938
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.EXHIBIT ;:I A':
EXHIBIT liS":
EXHIBIT 'C":
EXHIBIT "n 1ll :
EXHIBIT 'E':
SCOPE OF PROJE::'T
SCOPE OF SERVICES
FEE SCHEDULE
INSURANCE
NO]~ISCRIMlNATroN COMPLIANCE FORM
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CITY OF PALO ALTO
Sco~e of Project
Exhibit A
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E!gjJct Description: PROFESSIONAL SERVICES TO INITIATE THE REVJS!ON OF
PALO ALTO'S COMPREHENSIVE PLAN.
PUt09$e: 1) Tl'l.e Cit)' of Palo Alto requires specific professional 'Services
to assist staff, i Citizens Adyfsory Committee ar.d the City
Council durin9 the initia1 t~o phases in revising the City~s
Comprehensive Plan. Tho5e servicesl especially for facilitation,
ire necessary in order to assist and guide the work of the
Citizen~ Ady1sory Committee and staff throughout Phases 1 and II
of the four-phase revision process.
(Note; it's expected that one contract will be executed for
t~ese requested professional services described bela"lI!'. Ha\lier'er,
one or more professional firms ar organizations may wish to submit
consolidated proposals for work .!ltlTjents described in the scope cf
work. )
Scope of Work.
The areas of professional expertisa identified in thjs requested
proposa.l consist of ttle (0110'fl;119 ~od(. ele.ments. FOl" addlticnal
~nforroatio" on the elements identified ir. this scope of work please
refer to: l) Orirt Work Program for U?dat'~g the Comprehensi~e Pla.n;
2} Tn, 10/15/92 City Manager's report to the Palo Alto (ity Council on
Comprehgnsi~e Plan Re~jsion; and 3) in excerpt of City Ccun,il actions
of 10/19/9, on the Compr,nens;v. Plan Revision.
WOI!)( ELEIIE!!TS
!, Facilltat;on
Professional facilitator services will b~ req,nired during the first two ph.ases
(90al setting, issues identifica!ion and alternative policy developme~t) of
the four-pnase ComprehensTlie Phn r!'Jision process. Facilita!or services will
be uSi!d to assist a 36-member Citize-ns Ad'Jisc,ry Committee during these two
phases. This 36-~ber "tizens AdYisory CO!M1.ittee '\II'i11 consist of tnre:e (3)
members of the Planning Commission, one (1) each from the City's fi¥e otner
standing a4visory boards {i.e., th~ Arch1tec~uril Re~lew Board, the Human
Rel.tions Commlss1on. the Historic R~sour'es B~ard, the Pub1ic Arts Commission
.nd the Utilities AdvisorJ COIT1ll;S5;on) and twenty·eight (1B) members
repre.s~nting t~e community. ~ho will be s!!!lected by the City Councn.
IJece-nber 7" l~~l
PA(":'E 1
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Spec1fi~ tasks for the Facilitator ~il1 include developing and imp'ernenti~g a
p1an to facilitate the 36-member AClilsory CClmmitte~ during t..cth the initial
goal setting ~nd issue identiflcation phaSE (~hase 1) and the subsEquent
pvlicy deyelopment phase (Phase liJ in updating Palo Alto's COI!1prener.sive
Plan. The Facilitator would assjst in designil'1g the format and in co .... durting
one community works~op during each of the first two phases of the Plan
revision. The Facilitator 31so would be expected to participate in cne joint
study session wit~ the Planning Commission and the City Co~nc;l at the
conclusion of tne Phase I issues identification pr.ase and another Joint Stu1Y
5Pss~on at the conclusion cf the Phase 11 policy development phase.
11. Work PrDg~am Revisi9n
These services include revising and finalizing the Draft Work Program for
updating the C~prehensi~e Pla~ to reflect City Cou~cjl-approved changes,
particularly 1) use of a 36-mernber Adv~sory Comittee beginning in Phase I (to
set goals and identify is'u,s) and 1) change, to the budget for revising the
Phn. 5i!ctions of t~e Work Program requiring revision include:
1) Section II of the Detan ed Work Program, ~Flnal Product Fermat and
Outl ine-;
Z) .Section III of the Detalled Work Program, ·Comprehensive Plan Update
Process and Sch!dule,-ir.cludin9 incorporation of aJ reVised schedule;
bJ use of a Citizens Advisory C~mmittee in Phase I; and c)
ident1fication of prinCipal Advisory Committee functions in Phase r
including goal-setting an~ issues identification.
3) Section IV of the Detaned Work. Program, "Project Management, Staffing
and Budget,-reflecting a revisea' organ~zational ~tructlireJ work.
program, schedule and budget.
4) Section Y of tf1e detailed W{}rk Program, "Oescriptioi1 of W{}rk Tasks,"
reflecting afnrementioned changes approved by Council, including the use
of a 36-person Advisory Committee to estab1ish goals and identify key
issues in Phase I of th~ Wo~k Program.
~Survey
A community-wide random sample survey ~ill be (onducted in Phase I to identify
community-wide issues and' priorities. The objer:tive of the survey will be to
hear from citizens who normally do not participate in public meetings or
workshops. The survey is destribed in th~ enclosed draft work program.
Professior.al expertise wUl be req'Jired tf) develop and administer tne survey,
including preparing apprupriate questions, pre-testing these questions,
administering survey phone calls and computer data entr~, and prep3ring the
analYSis and summary report.
OIe~EI"lbt~ 7. 19'92
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Coordlnation among tMe consultants adm1nist€ring the
Citilens Advi!ory COlTlI1itteE' l:Iil1 be naCli!ssary during
distribution of the surv~}s findings.
IY. Newsletter PreRaration in Phases J~
$urvey, staff and t~e
tne praparation and
Professional assistance will be requit'ed in U'le preparation of the first two
of the~e new:;letters on the Comprehensi .... e Plan r~vis; an:. The fi r!>t newsletter
~u'd be prepared for community~wide distr;~utior} d~ring Phase r (goal settin9
issues identificat!on) of the Plan revision. The sEcond newsletter kou1d be
prepared for cOlllTlunity-wide dbtributian during Phase 1I (polky development)
cf the Plan revision.
Specific consultant assistance would be reoquired for formatting and edH:;,ng
the newsl~tter In order to ass~re that the content of the newsletters r including description of Advisory Committee accomplishments. are presented to
ttl! cO!IIrnJnity fn an engaging ·us!r friEndly· and readable manner.
D~~er 7, 1 ~SOZ
~.l.GE 3
EXHIBITB, SCOPE OF SERVICES
Ibe overall objectives of the Public Partidpation Program a!'"e to:
• Assist City staff, the-City Council Placnnmg Commission, and the Comprehen
sive Plan AdvisoryComrrtittee (CPA C) in identifying community visions,
goals, and planning issues;
• Ensure that the Work Program for updating the Comprehensive Plan acc.Jrat,zly
reflects changes suggested by the City Coundt the Planning Commission, the
CPAC and the community-at-lars";
• Educate and involve a diverse citizenry in the process of revising the Plan;
• Provide a catalyst for the citizens of Palo Alto to d\scuss and artku13,te positive
and innovative planning approaches; and
• Support development of a visionary, yet realistic Comprehensive Plan.
A general description of the objecti ves~ appmach a .. ,d methodology for each of the
four work elements is provided be!ow.
WORK ELEMENT ONE: FACILITATION
Objectives
• ~'iaximize comrnurdty participation in the identification and prioritization of
commu!\ity visions, goals, and planning issues and the evaluation of existing
and preparation of new policies and program to be included in the revised Palo
Alto Comprehensive Plan;
• Bu.:.~d consensus and support for Comprehensive Plan policies and programs
among Committee members. and communlty residpnt<;; and
• Pro\ride City decisionmakers and Comprehem,tve Plan Adv1sory C()mmi~tee
memben; v.ith in·depth L'1formation on resident concerns and opinions regard
ing the futu,. of Palo ... ..:to.
Approach .nd Me'hodology
MIG will work closely with City staff to support Comprehensive Plan Advisory
Conunittee meetirlgs, CPAC Subcommittee Me€'ti'1gs, community wo,kshops, and
Planning Commission/City Council Study Sessions l and publi.:: meetings as speci
fied in this scope of sen'ices.
Meetings, workshops, and study sess.ions ("meetings"') will include background
presentations based on information (ollected and summarized by the City staff, the
CPAC, CPAC Subcommittees, the community and the consultant team. Meetings
"Will be designed and managed to meet stated objectives, with activities including,
but not limited to: fonna) and lnformal presentations or progress reports; large
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gtoup or small group discussionsi and group exercises such as priorittzation or
ranking of goals, is.ues, and alternative policies.
Each meetir1g will involv!:! the foUowLI1g steps:
Pre-Mech·ng P/ept11"!1.tion
MIG ","ill prepare meeting agc.r.das \n ~onsu!tation ~rith CPAC members and City
staff and ule consuita..'"lt team and coordinate logistics and production of all neces
sary handouts and comments sheets to be used at the meeting or workshop.
Meeting/Workslwp Facilitation
MIG will facilitate and graphically record each meeting on large wail graphics.
These wail graphics will be photoreduced, $umma.'ized, and included as part eaoh
meeting or workshop summary .
Post MeetinglWorkshop Summary
:M1G will prepare a written summary for e3ch meeting or cvrnmunify workshop
based on comments recorded on t.1te waligraphics and from comment sheee; col
lected from meeting participants. One (!) camera-ready summary will be suppEE<!
to City staff for photocopying and distribution.
WORK ELEMENT TWO: WORK PROGRAM REVISION
Objective
• Revise the Draft \Vork Program for updating the Palo Alto Comprehensive Plan
to reflect comments and discussion from the Comprehensive Plan Advisory
Committee, the Planning Commissjon, and the community-at4 hrgl?
Approach and Methodology
MIG ,,,,,ill revise the '"\fork Progra."TI based on discllSSions with City staff, and feed
bad from the CPACr the community-at-Iarge, and City Council and Plann~ng Com
mission.
WORK ELEMENT THREE: COMMUNITY SURVEY
Objectives
• Collect statistically valid data on opinions regarding community visions, goals,
and planning issues and policy and program priorities from a representative
sample of Palo Alto residents.
• Obtain ir.put from those citizens who otherwise ,.,'ould not participate in public
meet::i:..gs or workshops.
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I ., Approach and Mothodology
MIG T~", Sct'J'C' of $mlias
prjgt3
MIG will work with City staff and the Comprehensive Plan Advisory Committee in
survey preparation, administration~ and reporti.ng.
Jntervi.ews will be condur:'(ed prhnarily bt:tv.,r~n the hou.n. of 5:00 and 9:00 on week
day evenings and on weekends (12:00 noon ~o 6:00 pm). Regular reports will in
form City staff of progress. For each telephone number. up :" three teiephoning
attempts will be made at different times of the day. An appropriate percentage of
calling attempts will be randomly dialed numbers to account [or unlist;,.j residential
phone numbers in Palo Alto. To maximize participation o[ Spanish-speaking resi
dents; the survey instrumrnt '"till be translafed and administered by bi-lingual tele
phone staff (if deemed necessary). IE City staff authorize multi-lingual
administration, MIG will arrange for the translation of the survey instrument and
will organize multi-lingual administration This scope of serr;ices proposol doe, not in
dude the cost of transldian.
WORK ELEMENT FOUR: NEWSLETTER PREPARATION
Objectivt!li
• Provide quality, targeted information about the Comprehensive Plan Revision
process;
• Stimulate interest and increase awareness among community residents regard
ing the Revision process and establish a visible presenc'" for the Public Particira
tion Program in the community;
• Educate the community on the PI an' s preliminary visions, goals, and planning is
sues being addrt!lised in the Plan; and
• Advertjse, Public Participation Program activities and encot 'age participation in
the Revision process.
Appro.lch and Methodology
The Plan revision Zlewsietter will serve as a "road map" to the Comprehensive Plan
Revision prOCESS. Through carefully worded and reader-friendly text and eye-catch
ing graphics and illustrations, the ne\V'sIetter will help Palo Alto residents Wlder
stand the four phases of th~ Plan revision process and hew they can participate in
its development.
Two 11" x 17" size newsletters Mil be issued at key points in the Pcblic Participation
process. The newsletters will be distribllted to a \-",ide audience of neighborhood
groups, local media, relevant governmental agencies and City residents. MIG will
work \vith City staff to develop a distribution and mailing strategy. The newsletters
will also be made availabJe at City Offices and libraries and at the Community
Workshops.
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Th~ newsletters will maintain a consistent fonnat and style in order to establish a
po5itive public image and identity for the Comprehensive Plan Program. They will
also lndude a mail~back fonn inviting feedback from those not able to pal"tidpate in
other Public Participation Program activities.
MIG will devdap an overall concept far the ne",,~sletter senes, an outiine of articles
to be included and I; timeline for release and distrlbution, MIG Vw'ill provide overaJ.l
art direction for p:-eparation of news1etter masthead, typestylel graphic conventioTIS1
etc. City staff will supply draft copy of articles; MIG will edit written text for style
and readability. MIG will be resp"nsiblo for producing the final camera-ready copy
of each newsletter. and coordinating newsletter production and distribution. This
scope of services does net include printing, distribution or mtiilfng costs.
THE WORKPLAN
The WGrkplan is organized into two phases (a summary of the tasks included in
each phase is provided on the follOWing page). Each task description includes a de
scription of the »"ork to be performed and associated products and lor outcomes. A
process chart illustrating the sequenctng of tasks and a schedule of co>ls are pro
vided at the end of this Exhibit.
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Al1G Talm Sco~ ~ Seroic:5
P4g~5
SUMMARY OF TASKS
Phase One:
• Task I-A
• Task i-B
• Task I-C
• Taskl-D
• Task I-E
• TaskI-F
• Task I-G
• Task: I-H
• Task I-I
• Task I-J
• Task I-K
• TaskI-L
• Task I-M
• Task I-N
• T""kI-0
Phase Two:
• Task II-A
• Task II-8
• Taskll-C
• Task II-D
• Task H-E
• T .. skll-F
• Task II-G
• Taskll-H
• Task U-I
• Task U-)
• Task II-K
• Task U-L
• T.skU-M
• Task II-N
• Taskll-0
• Task II-P
Community Visions, Goals and Planning Issues
Comprehensive Pi,,," Advisory Committee (CPAG Meeting #1
Nev."Sletter n
Community Workshop #1
Comprehensive Plan Advisory Committee (CPAG Meeting 112
Community Survey
CPAC Subcommittee Meetings Round I
CPAC Subcommittee Meetings Round II
Comprehensive Plan Advisory Committee (CPAc) Meeting #3
Comprehensive Plan Advisory Committee (CPAG Meeting #4
Joint Planning Commission/City Council Study Session #1
Plarming Commission Public Meeting #1
City Council Public Meeting #1
Community Visions, Goals and Planning Issues Doc1J.ment
City Staff/Consultant ream Meetings (3 meetings)
Comprehensive Plan Work Program Revision
Preliminary Policies
Compreher.sive Pian Advisory Committee (CPAG Meeting #S
Newsietter #2
Community Workshop #2
Comprehensive Plan Advisory Committee (CPAG Meeting #6
CPAC Subcommittee Meetings Round ill
CPAC Subcommittee Meetings Round IV
CPAC Subcommittee Meetings Round V
Comprehensive Plan Advisory Committee (CPACJ Meeting #7
Compnehensive Plan Advisory Committee (CPACJ Meeting #8
Joinf Planning Commi<;sion!City COUI1~J Srudy Session #2
Planr.ing Commission Pubtc Meeting #2
Planning Commis.sion Public. Meeting #3
City Council Public MeeHng #2
City Council Public Meeting #3
PreJiminary Policies Document
City Staff/Consultant Team Meetings (3 meotings)
Gill' .,
WORKPLAN PHASE ONE
WG TlIIrn ~ of £oTt7ic.es
PIlge6
Task I-A Comprehensive Plan Adviso.ry Committee Meeting #l
Pr(][tideQ1'2 Orientation to the Comprehensive Plannin.g Program (lnd Backgrou.nd lnforma
tim: on the Palo Alto Community (Enttiromnental S:an) un.d ltient(f1J Comm:mity Visions,
Goals, and Planning Issues
n,e purpose althe first CPAC meeting is three-fold: (i) orient CPAC members to
the Plan Revision process; (ii) pro\<ide background L~Orrfl.ation on existing oonru
tions and trends; and (liij discuss community visions, goals, a..,d planning issues. It
is recomm ..... ded that the first CPAC !Ileeti.'lg be scheduled for a Saturday ,.,.,im in
order to accomplish the mee:ing objectives in a comfortable, relaxed fashion.
Orientilti,m. MIG wm work with City staff to provideCPAC members with an over
view of the Comprehel".5ive Plan Revision purpose, process and schedule, present
tr,e CPACs role, respcnsibili-ti ... os and charge, and outline CPAC meeting format and
structure. Committee member feedback regarding the schedule, task items, and
public participation program will be !eco,-ded, mecged with City CJuncil reoom
mended changes and incorporated into the revised \-\-'ork Program document.
Background Information. The M1G team will prepcirean "environmentalscan~ slide
presentation and an accompanying information packet which wiH summarize avail
able preliminary background and trends data (i.e., information contained in the
Trends .report such as eJdsting and projected data on population, housing, employ
ment/ land use, City sen.-ices, etc.>. MIG will combine live action color slides and
text, chart, table, and map slides to illustrate background information and data_
Visions, Goals, and PLmning Issues_ CPAC members 'I-\'ill be asked to idenrify their fu
ture visions and goals for the Palo Alto comm<mity. Based on emerging trends and
data presented in the environrnental scan as weU as their professional and personal
experience, ccmrrjttee members......,,;n be asked to ldentify what they consider to be
important planning issues facing Piilo Alto today and in the future.
Results of this meeting combined witl1 the feedback TE'ceivl.>d at the first Community
Y~orkshop will be used to prepare an outline of potential COmInU!'ity Visions,
Goals, and Planning Issues. This ouillne will be further developed by committee
members during Rounds I and II of the CPAC Subcommittee meetings. When com
pleted, it will contain a summary of the community's key v"ision. ... , goals, and plan
ning issues and help direct City staffs efforts in preparing the Background Reports
and ultimately serve as the basis for preparing Preliminary Plan Policies and Fro-
gr-aInS jn CPAC Subcommittee meehngs, Rounds HI, IV, and V.
Products/Outcomes
• CPAC Meeting #1 Agenda
• Description of Committee Role, Responsibilities and Charge
• Background Data fnfonnation Packpt
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• "Environmental Scan'" Slide Presentation
• Visions,. Goals, at'Id Planning Issues Comment Sheet
• One facilitated and graphically recorded CPAC :neeting
• CPAC Meeting Itl Summary Report (one camera-Rad)' copyl
Task I-B Newsletter #1
lillG Ttam.~ of ~
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The first Comprehero.sive Plan Revision newsletter-will follow the first CPAC meet
ing and preced~ the first Community Workshop. The primary purpose of the news
letter is to provide background information regarding the Comprehen."'.j\'e Plan
Revision process.
City staff and CPAC members will De asked to review and comment on the newslet
ter outline.
Potential articles may include:
• Description of the ComprehenslYt:" Plan RevIsion process
• An overview of the Public Participation Program opportunities
• Announcement of the upcoming Community Workshop
• Brief history of the Comprehensive Plan
• A ~ur.unary cf the demographic infomlation and data to be pr .... >sented in the "en
vironmental scan-presentation (Community Workshop #1)
Products/Outcome
• Content outline
• Draft 'Versions
• Fmal camera-ready copy of newsletter to take to pr'Jlter
Task I-e Community Workshop #1
ldentify Community Yiswns, Goais, ard Planning Issues
The puxpose of the first Community Workshop is to: U) orient community residents
to the Comprehensive Plan Revision process, indudi..'1g an oven.iew of the Work
Program and schedule and a brief explanacon of the CPAC' , role in the Plan Revi
s!on process {CPAC members in attendance 'wIlill be introduced); (ii) provid-e back
groo.md information on community trends and issues via the Environmental Scan
slide presentation {similar to CPAC Meeting #1 pres-entation); and (iii) provi.de resi
dents with an opportunity!o discuss community visions, goals, c?ind planning issues.
Workshop participants will be given an abridged version 01 the Background Infm
mation Packet and a Comprehensive Plail Revision Newsletter #1 (if they did not re
ceive jJ copy in the maiD.
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Members of the CPAC v.ill be encouraged to attend the Community \Vorkshop.
The results of the workshop will be fonvarded to the CPAC for review and discus
slDn at their s.econd meeting. MIG "rill assist City staff in publlci?ing the work
shops.
ProductslOutcomes
• Co.nmunity Workshop #1 agenda
• Visions, Goals, and Planning fssues Comment Sheet
• One facilitated and graphically recorded Community Workshop
• Community Workshop #1 Summary Report
Task I-D Conduct CPAC Meeting #2
R.#View Visions, Goals, and Planning /s..:;ues and Discuss Subcommittee Organization
Com.prehensive Plan Advisory Committee members will reccnv-ene at t.J.".e second
CP AC Meeting to: (i) review and discuss the resulls of the first Community Wark
s.hop; (ti) review and discuss the flISt draft of the Visions, Goals, and Planning Is
sues statement; and (iii) organize into CPAC Subcommittees.
Community Wor1:siwp Results. MIG team members will distribute copies of the work
shop summary and sununari7.e results of the first Community Workshop. Results
from the workshop will be used by the CPAC in refining their visions, goals and
Planning issues document.
Draft Visions, GooIs,aml pronning Issues Stnument. Committee members will prepar~
this draft statement based on comments received from CPAC Meeting #1 and Com
munity Workshop #1.
R€'Sults of the exisitng Comp~hensive Plan ~audit'· (a review of existing goals, poli
cies, and programs) conducted. by City staff will also be made available to commit
tee members. The CPAC will be required to review and becDme knowledgeable on
\"e existing Comprehensive Plan. Detailed review of specific vision5, goals, and 15-
sues will take place dunng subcommittee meetings (Rounds I and Il).
CPAC SubcommiHees. To facilitate interaction and discussion, the CPAC will be or
ganized into subconunittees. Major sections of the Comprehensive Plan (Commu
nity Environment, Community Facilities and Services, and Environmental
Resources and Safety) could serve as subcommittee topic.s. Ho ........ ever, the CP AC
may choose its own categor), scheme and divide infO four or five subcommittees.
Seven or eight CPAC members per subcomrNttee would make for a more manage
able and efEident subcommittee process. The majority of CPAC Meeting #2 will be
spent coming to agreement on the topic areas and jd2r.ti{ying CF AC members' pre
ferred subcommittee Subcommltteemembership organi2.ation and opt"!ating proce-
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dures (chair/vice-chair selectior., if neo:es.sar)" staffing. and schE'duler etc-J ""'ill also
be finalized.
Products/Outcomes
• CPAC Meeting #2 Agenda
• Draft; VIsions. Goals~ and Planning Issues Statement
• Comprehensi\o'e Plan Audit L-,fQrmation Presentation
• Visions, Goals, and Planning L,>sues Stafement Comm~nt Sheet
• Description of SubcommjttE'€ Organizational ffems
• One facilitated and graphically recorded CPAC meeting
• CPAC Meeting 112 Summary Report (wiL~ noo! subcommittee topics and mem
bershi p included)
Task I-E Community Survey
Subtask [-E.1: Survey Instrument Oesign
After preparing a survey instrument (questionnaire) outline, MIG will develop a
draft version of the 5urveyr drawing all previous MIG sUTVey experience and incor
porating comments and recommendations from consultation with CHy staff, the
Planning Commission, Gty Council and the CPAC. MIG will translate identified
topic areas and issues into questionnaire fonnat and prepare a draft oi the survey in
strument for initial comment and review by City staff. M1G ",ill refUl€, the survey
instrument based on staff review and prepare a revised insn-.Jrr.ent for approval.
Products/Outcome
• Draft Survey Instrument
., Final Draft Survey Instrument (.ready for pilot testing)
Sub task I-E.2: Survey Pilot Test
A pilot survey of Palo Alto residents " .... ill be conducted to test survey length, ques
tiDn phraseology ard response quality. The resulls cf the pilol test will be analyzed
and appropriate changes to the sun'ey instrument will b~ made subject to approval
by City staff.
Products/Outcomes
• Pilol Test
• Revised Survey Instrument
Subtask I-E.J: Survey Sample Selection
Using 1990 Census Data and our on-line demographic service (MAX), MIG wUl
gather demographic data specific to Palo Alto and USE' it to design a stratified sam
ple to ensure balanced COffiiTlunity representation and generalizabiIity of survey
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,we 1 tlJ.l1I Sarpt of Sm>Icts
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fmdings. The stratifica.tion will he based on Iocalion of residence) sender, age, -eth
nic background, owner/renter stalus and otr,er socioeconomic and goographlc vari
ables o:on'iidl'red to be of prime importance by staff.
Products
• Survey Sam pIe Design
Subtask I-E.4: Survey Administration and Management
The survey will be administered by telephone to a random sample of community
residents. Based on a margin of error nor greater than plus or minus 5%, the esti
mated sample si.ze Mil be approximafely 400. The survey will.:orts-ist of twenty to
twenty-five (2()'?S) closed-and open-ended questions and will take approxjmately
ten to fifteen (10-15) minutes on average to administer,
Interviews 'Wi1I be conducted by trained and experienced interviewers. The data col
lection procedure will be monitored to ensure consisrency and reliability. The infer
viewers selected, many from the MIG pool of experienced survey per.;onnel, will be
qualified, respon..qble and enthusiastic-about the project and their roie, Ar. ade
quate number of trained substitutes will be ofl-call to ensure complete teams for
each day of survey administration. M1G will conduct a training session that will in
clude an introduction to the purpose and scope of \he project, a thorough briefing
on the survey instrumentr coding lists, random selection and administration proce
dures, and a presentation on the subtleties of calling potential resJ"XIndenrs, engag~
ing their cooperation, procuring accurate response and terminating the interview>
The trairJng will include extensive modeling and role-playing to ensure that infer
viewers are well-prepared, knowledgeable and confident.
Products/Ou team es
• Survey Administration
Sub task I-E.5: Survey An.lysis and Reporting
CompIel-=d surveys will be computer tabulated by MIG trained staff. Descriptive
statistics (i.e.~ frequencies) will be computed and analyzed for each questions.
Cross-tabulations of the results by key demographic variables will be made to allow
for more in-depth interpretation of the survey data sef. The survey methodoiogy,
key findings and detailed results wjTI be presented as part of the SUIVey Summary
Report using text, graphs and tables.
Produ ctsIOu teom es
• Descriptive survey statistics
Subtask l-E.6: Survey Summary Report
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A1gt 11 •
One way in whkh sll.n'eys a..,d o&er statistical research can lose eifectivene!'s is at
the point of movement trom datd ana.lysis to pelky formation and implementation.
MrG wiJl pnxiuce an integrated document with complete results from th~ demo
graphic profile ilI1d community survey and on an.uysis d the broader policy and
strategy implications of the findings. MIG ""'ill prepare a draft documE"nt for review
and appro\'a! by City stalf and furnish the City with one (1) bound copy of the final
report and one (1) camera-ready original.
CPAC mE:Inbers will find the survey summary report u~fuI in refining theiT vision.
goal. and issue points during subcommittee meew.gs.
Products/Outcome
• One (I) be.,"d Final Survey Summary Report
• One (1) camera~ready version of the Survey Summary Report
Task I-F Conduct CPAC Subcommittee Meetings Round I
&fine Visions, Goals. and Plilnning Issues
CPAC memb€", will work in subcommittees to: (it finalize subccmrnitt"" operating
procedures; and (ii) develop and refine the Visions, Goars~ and Planning Issue" ~tate
ment as it relates to their specific su bccmmittee topic.
Fmalize Subcommiltte Operotirlg Procedures. Subcommittee members will bring dtr
SIDe to any operating procedure and logistics questions not resolved at CPAC Meet
ing #2; includirlg meeting format, :!'tructure and schedule.
Further Develop and R£fine Visions, Goals, and Pla.nning Issues Statement, Using results
of the Comprehensive Plan "audit/' the Community Survey and Coml!lunity
workshop, CPAC members will develop and refine the Visions, Goals; and Plan
ning Issues statement ac; it ielates to their sf>ecific suocornmittee topic, F.')r example,
.subcommittee members k..<'Using on afford.lble housing may learn from the naudit"
and community sun'ey results th2t the City's s.econd unit policy is not effective and
needs to be improved. Members will revise their statement to include second units
a$ an important issue to be studied further as. part of the Ba.ckground Report prepa·
ration process. The desired outcome of tho:se meetings is preparation of a summary
memorandum from each subcommittee outlining specific study topics or policy
questions which City staff can use to prepare the Background Reports.
The facilitator/graphic recorder team for the subcommitteess will be managed by
Daniel lacofano.
Products/Outcome
• One (1) round of fadlitated subcommittee meetil1gs (5)
• lndividual subcommittee meeting summaries
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PQgt 12
Task I-G Conduct CPAC Subcommittee Meetings Round II
Refine Visions, Goals, and PLmning Issues
A second round of subcommittee meetings is proposed in this phase to allow the
subcomntittee ample time t.:: complete its review of visions, goals, and pL.'n.ning i5-
sues.
Produ.ctslOutcome
• One (1) round of iaci11tated subcommittee meetings (5)
• Ir:.dividual subcommHtee mt?eting 5UIl1m.3neS
Task I-H Conduct CPAC Meeting 113
Finalize Visiotls, Goals, and Planning Issues Slfltement and Direct Pr~ration af Back
ground RqxJrts
Comprehen.,;;;ive Plan Adv'aSOry Committee members will reconvene at the third
CPAC Mee'ing following two rounds of CPAC Subcommittee Meetings. The pur
pose of this meeting is to: (i) review summary presentations from the different sub
committees and fIDalize the Visions, Goals, and Planning Issues statement; and (ii)
provide City staff with specific directions in preparing the Comprehensive Plan
Background Reports.
Finnliu Visions, GOllls;and Piann.ing Issues. Commiftee members v.rill have an oppor
tunity to meet as a full committee fo review the summary reports prepared by each
subcommittee.
Direct PrqmQtion of &lCkground RqxJrts. Key findings distilled from the Comprehen
sive Plan Audit coupled with subcommittee members' policy questions regarding
specific issues and Community Survey results will help committee meillbers direct
or focus Oty staffs efforts in preparing the Background Rzports. Committee mem
bers will also prepare for their presentation at the upcomi.ng Joint Planning Commis
sion/City Council Mffting.
ProduC"....s!Outcomes
• CPAC Meeting #3 Agenda
• Community Survey Results
• Draft Final Visions, Goals, and Planning Issues Statement
• One facilitated and graphically recorded CPAC meeting
• CPAC Meeting #3 Summary Report
Task I-I Conduct CPAC Meeling #4
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MIG will facilitate CPAC Meeerllg f4 to finalize the Visions, Goals, and Planning Is
sues Statement.
The Planning Commission ar.d City Council may mooify the Community Visions,
Goals and Planning Issues Document in the course of their formal pubUc meetings
which a.re to be conducted at the end of Phase One.
ProductsJOuh:omes
• CPAC Meeting #4 Agenda
• Fmal Visions, Goals, and PWming Issues Stakment
• One facilitaled and graphically recorded CPAC meeting
• CPAC Meeting #4 Summary Report (induding directions for preparing bad:
ground reports)
Task I-J Conduct Joint Study Session with Planning Commission
and City Council III
The putpose of the firslStudy Session is 10 review and discuss the Final CPAC Vi
sions, Goals, and Planning fssues Statement. Members of the CPAC will be in,,;ted
to play an active role in the Study Session by presenting the Visions, Goals, and
PJanrung Issues Statement and answering qu-es!:ions from Commissioners and Coun
ciJmembers.
Products/Outcomes
• Study Session #1 agenda
• Study Session £eedbad: forms
• Study Session presentation materials (slides and lor overheads)
Task I·K Attend Planning Commission Public Meeting III
MIG (Daruel racofano) will attend Planning Commission Public Meeting #1 to be
availabJe to report on Committee progress, answer questions, etc.
Products/Outcomes
• Meeting Attendence
Task I-L Attend City Council Public Meeting #1
MIG (Daniellacofano) will attend City Council Public Meeting #1 to be availab:e to
report on COmmittee progress, ansv·,rer questions, etc.
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ProductslOulcomes
• Meeting A ttendence
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M1G T"J:IM SC,,?, iJf StrvictS
P!Jge 14
Task I-M Prepare Community Visions, Goals and Planning Issues
DilCUmenl
MIG will prepare the final draft version of the Community Visions, Goals and Plan
ning Issues doc.unent based on input from the CPAC.
Products/Oulcomes
II Community Visionsl Goals afld Pla..l1.ning Issues Document
Task I-N Attend City Staff/Consultant Team Meetings
The MIG Principal-in-Glarge, Daniel Iacolano and Project Manager, C;.rolyn Ver
heyen will meet with City staff at regular lnter\'als in the planning process to review
program results and progress. Th~ meetings wiJI help ensure that any ls.5Ue5 or
problems which arise are addressed proaciively, These formal meetings will be in
addition to frequent contact between the MIG Project Manager and City staff.
Products/Outcome
• Attendence al three (3) City Staff/Consultant Team meetings
Task 1-0 Prepare Final Comprehensive Plan Work Program
MIG will prepare the final Comprehensive Plan Work Program Do<:ument in accord
ance with input and discussion hom the CPAC, the Community yVorkshops and
Community Survey. The re'vised ·\lVor'k Program. ' ..... ill guide City staff L, coordinat
ing the 3.ctlvities uf te..::hnkai consultants h'ho will be assisting .... rith preparation of
the Comprehensive Plan. A final copy of the \Vork Program will be sent to the Plan
nl.'l8 Commission and City Council for information purposes.
Products/Outcome
• Fmal Comprehensive Plan Work Program Document
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WORKPLAN PHASE TWO
Task II-A Conduct CPAC Meeting #5
R£uiEw Backgrou.nd Reports and Discuss Policy Direction
,'.!le; 7".r',;;lm Scop< of ~CC5
:~lJgt l5
At the beginning of Phase il, Comprehensive Plan Advisory Committee members
will reconvene after the Planning Commission/City Council Public Meetings. The
purpose of this meeting is to: Ii) discuss the feedback received at the Study Session;
(ii) receive a presentation on the Background Reports and discuss the implications:
of the reports' key findings.
Background Report Presentations. MIG will work closely ",ith City staff in preparing
Background Report informO::ition in a dear and easy·to-understand (onnat, MIG wiil
ensure that both the presentation and ensuing discussion are structured so as to
maximize committee member interaction and feedback.
Discuss poliC':J impiicatio1t$ of Baci:.grOlmd RqJOrt highlighrs and fin.dings. Following the
presentation, committ~ members will ask questions of clarification and begin dis·
cussing how th;.s information wiU be used to de\relop planning policies and pro
grams.
ProducWOulcomes
• CP AC Meeting #5 Agenda
• One facilitated and graphically recorded CPAC meeting
• CPAC Meeting #5 Summary Report
Task II-B Newsletter #2
The second Comprehensive Plan Revision newsletter "ltill follow CPAC meeting #5
and p'"ecede the second Community \,\rorkshop. Newsletter #2 ""in contain a sum·
mary of the Visions, Goals, and Planning Issues statement prepared by the CPAC
and 5UmI!',ary information from the Background Reporu, It will serve as a guide to
Workshop #2 participants as they identify potential policies and programs which
help achieve the visions and goals and address the planning issues contained in the
CPAC report.
City staff and CPAC members will be asked to review and comment on the newslet·
ter ou tline.
Potential articles may inci!.ldE':
• An update on Revision progress
• A summa.,,), of tlle first Communit)' \Vorkshop
• Arolouncerner.t of the upcoming Community Workshop
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Prl~lo.
SI A summary of the Visions, Goals, and Planni!lg :ssues statement prepared by
theCPAC
II A summary of some of the infurmation contain~d in the Background Reports
Produ(.:ts/Outcome
• Content outline
• Draft versions
• Final camera-ready copy ofnewsleuer to te..ke to printer
Task Jl-C Conduct Community Workshop 112
Rerieu,1 Background Data an.d Prottide F(edback on Existing and Ner.(.' Policies and Programs
The pwpose of the second Community Workshop is to: (i) provide an update on the
Plan Revision process; (ii) present key findings and highlights from the Background
Reports; and (iii) facilitate disC'Jssion 'with community residents regarding b.i.e re
ports" implications on existing Plan polides and programs and development of p0-
tential new policies and F'rograms.
Members of the CPAC ",~ll be encouraged to attend the Community Workshop.
The resuits of the workshop "'ill be for .... ·arded to the CPAC for review and discus
sion at their sixth meeting.
ProductsfOu,comes
• Community Workshop #2 agenda
• Potential Policif"S and Programs Comment Sheet
• One facilitated and graphi(;ally recorded Communit:,l' Works.hop
• Community Workshop #2 Summary Report
Task II-D Conduct CPAC Meeting #6
Continue Review of Backgrou.nd Reports and Prepare for Su1xommittee }\,I!eetings
Comprehensive Plan Advisory Committee members \o\-;U continue their discussion
of the Ba.ckground Reports at the six~h CPAC Meeting. Committee members. will
also discuss the upcomi."1g subcommittee: meetings.
Prepare for Subcommittee ~r."feetings. Committe€ members will discuss how Rounds III.
lY, V "rill be organized and conducted. The focus of tr.ese meetings is to evaluate
existing policies and programs in light of Background Report information and deter
mine which require rewriting.. deletion, or can remain as written. CPAC members
will also draft new preliminary policies and programs.
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Products/Outcomes
• CPAC Meeting ~6 Agenda
• One facilitated and gr.phicaUy ,,-,<orded CPAC meeting
• CPAC Meeting #6 Summary Report
,"fIC TtSlm Scopi.' of :im.,icts
P;1~27
Task H-E Conduct CPAC Subcommittee MeEtings Round III
Ereluate Existing ond Draft New Policies and Programs
CPAC members will work in subcommittees fo review and discuss flndlngs and
rughUghts from the Background Reports and prepare recommended policies and
programs which relate to their specific subcommittee topic.
Prqxzre Preliminary PoNcies and Programs. Committee and consultant team members
will review key findings and highlights from tn. S,ekground Reports. They will
also continue the policy implication discussion begun during CPAC Meetings #5
and 6 and continue the process of evaluating existing and drafting new policies and
programs. CPAC members will be developing preliminary policies and programs
which will be forwarded to Planning Commission and City Council for review.
Products/Outcome
• One (1) round of facilitated :;ubcommitfee mf"€'tings (5 meetings)
• Individual subcommi~tee meeting sum!!laries
Task Il-F Conduct CPAC Subcommittee Meetings Round IV
Evaluate Existing and Draft New Policies an.d Programs
ProductsfOutcome
• One (1) round of faciliti\ted subcommittee meetings (5 meetings)
II Individua! scbcommittee meeting sUPlu'.anes
Task U-G Conduct CPAC Subcommittee Meetings Round V
Eval~te Existing and Draft Nro) Po/ides an.d .Programs
Products/Outcome
• One (1) round of fadlitated subcommittee meetings (5 meetings)
• Individual subcommittee meeting summaries
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Task Il·H Conduct CPAC Meeting 117
Review a nd F 1rw.lize Prelimiruuy Pum Polil.--1es i:'nd Programs
Comprehensive Plan Advi.<;cry Committee members ""'ill reconvene at the seventh
CPAC Meeti~g folbwi.."g three rounds of CPAC Subcommittee meetings. The pur·
pose of this mE'E'hng is to: (i) review summary presentations from the different sub
committees; and (W prepare the CPAC"s summary of Preliminary Plan Policies and
Programs.
Subcommittee SummJ1ry PrEsentations. Committee memben; v.iIl hav€ an opportunity
to meet as a full committee to review the summary reports prepared by each of the
subcommittees during subcommittee meetings, Rounds In·V.
Prepare s;4mmary of Preliminary Plan Policies and Programs. All committee members
will have an opportunity to review, discuss and infegrate pofential Compr-ahensive
Plan policies developed by otht:r subcommittee members. Comnuttee members will
also discuss their presentation of their recommended polices and programs at the
upcoming Joint Planning C)lnmission/Clty Council Meeti."1g.
Products/Outcomes
• CPAC Meeting #7 Agenda
• One facilitated and graphically reconded CPAC meeting
• CPAC Meeting #7 Summary Report
Task II-I Conduct CPAC Meeting 118
Review and Finalize Preliminary Plan Policies and Programs
MIG will facilitate CPAC Meeeting #8 to fmatize the Preliminary Policies and Pro-
grams Dorument.
The Planning Commission and City Council may mooify this Document in the
course of their formal pubLic meetings which are to be conduded at the end of
Phase One.
Products/Outcomes
• CPAC Meeting #8 Agenda
• One facilitated and graphically recorded CPAC meeting
• CPAC Meeting #8 Summary Report
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Task II-J Conduct Join: Planning Commission/City Council
Session #2
The pu..l>05e of the second Study ~sion is to review and discuss the Final CPAC
Preilminary Plan Policies Documenl Members of the CPAC will be in vited to play
an active :oIe ill the Study Session by presenting the report and ~nswering ques
tions from Commissioners and Counci1members.
The report and results of the session will be forwarded to City staff for further re
view and analysis. This :. ... uormation will be used in guiding the preparation of the
Draft Comprehensive Pl ~n (Phases III and rV).
Products/Outcome
• Study Session #2 agenda
• Study Session feedback [onn5
• Study Session presentation materials (slides and/or overheads)
Task IJ-K Attend Planning Commission Public Meeting 112
.MIG CDa.n.iel Iacofano) will attend Planning: Commission Public Me-eting #2 to be
availabloe to report on Committee progress, anSWH quest:ions~ etc.
I'roducts/Outcomes
• Meeting Attendence
Task H-L Attend Planning Commission Public Meeting #3
MIG (Daniel racofano) y.'ill attend Planning Commission Public Meeting #3 to be
available to report on Committee progress, answer questions, etc.
Products/Outcomes
• Meeting Attendence
Task H-M Attend City Council Public Meeting #2
MIG (Daniel Iacofano! 'will attend C.~ .. Coun ... "il rubric Meeting #2 to be available to
report on Committee progress, answer questions, etc.
Prociucts/Outcomes
• Meeting AttendenC'e
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Task Il-N Attend City Council Public l\feeting #3
~ LIG T aI7I"I 5a;pr ~ Snviu:s
PrJgr2o.
MIG (Daniel I.coianol will attend City Council Public M.-eting #3 to oe a"rulable to
report on Committee progress, answer questions, etc,
Products/Oulccmes
• Meeting Attendence
Task II-O Prepare Preliminary Policies Document
MlG will prepare the B..nal draft version of L~e Preliminary Policies Document based
on input from the CPAC.
Prod udsJOutcom es
• Prelintirtd..."Y Policies Document
Task H-P Conduct City Staff/Consultant Team Meetings
The MIG Pr'.ncipal-in-Charge, Daniel I.cof.no and Project Manager, Carolyn Ver
heyen will meet with City staff at regular intervals w. the planning process to review
program rt.'Suits and progress. These meetings \'will help ensure that any issues or
problems which arise are addressed proacti\·e1y. These formal meetings will be in
addition to frequene contact betv,ieen the MIG Project Manager and City staff.
Products/Outcome
• Three {3) City Staff/Consu.ltant Team Meetings during Phase Two
PROCESS CHART
The cltart on the following page illustrates tr.e sequencing of tasks a~oss.an [our
Program Work Elements.
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COST SCHEDULE
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A1gl' 21
The Cost Schedule foUows the Proct..'5S Chart and pro,,~id~5 detailed summary of pro-
fessional time and direct costs assvciated with each 0; the Work Element tasks.
Invoices will be prepared and sllbn,itted to the CIt}' of Palo Alto on a monthly basis,
lnvoices will reflect time and direct costs in accordance w\>-lth the Cost Schedule.
Monthly invoi~ .... ill cover completed products and/or outcomes achieved during
the monthly invoice period. Invoice amounts will be due thirty (3{) days after re
ceipt of ur/oi<:e,
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