The URL can be used to link to this page

Home My WebLink AboutStaff Report 2607-6535CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, August 10, 2026 Council Chambers & Hybrid 5:30 PM Agenda Item 14.Approval of Contract Amendment No. 1 to Contract No. C25191297 with Kittelson & Associates to Extend the Term through September 9, 2028, and Update the Scope of Services and Schedule of Rates for the South Palo Alto Bike/Ped Connectivity Project (Southern Palo Alto Bicycle and Pedestrian Railroad Crossing Study), with No Increase to the Previously Approved Not-to-Exceed Compensation; CEQA Status – Categorically Exempt City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Transportation Meeting Date: August 10, 2026 Report #:2607-6535 TITLE Approval of Contract Amendment No. 1 to Contract No. C25191297 with Kittelson & Associates to Extend the Term through September 9, 2028, and Update the Scope of Services and Schedule of Rates for the South Palo Alto Bike/Ped Connectivity Project (Southern Palo Alto Bicycle and Pedestrian Railroad Crossing Study), with No Increase to the Previously Approved Not-to- Exceed Compensation; CEQA Status – Categorically Exempt RECOMMENDATION Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 1 to Contract No. C25191297 with Kittelson & Associates for professional consultant services for the South Palo Alto Bike/Ped Connectivity Project (project) to extend the contract term through September 9, 2028, update the Scope of Services, Schedule of Performance, Schedule of Rates, and Compensation schedule to align with the current project work plan, and make these updates with no increase to the previously approved not-to-exceed compensation amount. EXECUTIVE SUMMARY The City entered into Contract No. C25191297 with Kittelson & Associates on September 9, 2024, for transportation planning and engineering services in support of the Southern Palo Alto Bicycle and Pedestrian Railroad Crossing Study, also referred to as the South Palo Alto Bike/Ped Connectivity Project. The consultant team is assisting the City with community outreach and engagement, existing conditions analysis, development and evaluation of crossing alternatives, preparation of a report, implementation planning, and grant application support. Staff recommends approval of Amendment No. 1 to extend the contract term two years through September 9, 2028, and to update the scope of services so that the contract documents accurately reflect the remaining work needed to complete the project. The amendment is needed in response to community input requesting additional engagement and to align the project schedule with preferred community engagement periods in the spring and fall and scheduled Rail Committee and City Council meetings. The updated scope also aligns the contract with the proposed work plan based on what staff, the consultant team, and the community have learned through the project to date. BACKGROUND 1 2 Alternative A involves two variants: Alternative A1 with a signalized crossing of Alma Street at El Dorado Avenue. Alternative A2 with a tunnel under both Alma Street and the Caltrain tracks in the vicinity of El Dorado Avenue. 1 City Council, September 9, 2024; Consent Calendar Item #7; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=6496&dbid=0&repo=PaloAlto&searchid=5ceb3b7e- 41e9-4bf1-9ad4-fb0749407a24 2 City Council, December 1, 2025: Action Item #18; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83952&dbid=0&repo=PaloAlto&searchid=d9f09a55 -fa77-4887-8005-bb508af17995 To reflect these developments, staff is bringing forward Amendment No. 1 to update the contract term, scope, and schedule so the contract accurately matches the remaining work necessary to complete the project. ANALYSIS additional and more clearly sequenced community engagement; continued coordination with advisory bodies, including the Rail Committee and the City Council at key milestones; refinements to evaluation criteria and alternatives analysis based on input received during the project; updated reporting and documentation deliverables, including public draft and final study materials and responses to public comments; and continued implementation and grant support to position the City for future project delivery. This amendment does not request any increase to the previously approved not-to-exceed compensation amount. The amendment updates the compensation schedule and schedule of rates to align with the revised scope and timing of work. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT Special Joint Meeting with Palo Alto Pedestrian and Bicycle Advisory Committee and Mountain View Bicycle/Pedestrian Advisory Committee: August 28, 2024 City Council Meeting: September 9, 2024 (Contract Authorization, Consent Calendar Item 7)5 Small Group Discussions: November 2024 to December 2024 Online Survey: April 1, 2025, to May 22, 20256 Transportation Planning Workshop: April 2, 2025 California Ave Third Thursday Pop-Up Event: April 17, 2025 Earth Day Festival Pop-Up Event: April 27, 2025 Pedestrian and Bicycle Advisory Committee Meeting: May 6, 20257 5 City Council, September 9, 2024; Consent Calendar Item #7; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=6496&dbid=0&repo=PaloAlto&searchid=5ceb3b7e- 41e9-4bf1-9ad4-fb0749407a24 6 South Palo Alto Bike/Ped Connectivity Survey; https://communityfeedback.opengov.com/portals/paloalto/Issue_14352 7 Pedestrian and Bicycle Advisory Committee, May 6, 2025; Discussion Item #7.a.; https://www.paloalto.gov/PABAC Planning and Transportation Commission Meeting: May 14, 202511 Bike to Work Day Pop-Up Event: May 15, 2025 Rail Committee Meeting: May 20, 202512 City/School Transportation Safety Committee Meeting: May 22, 2025 Parks and Recreation Commission Meeting: May 27, 202513 Phase 2 Community Engagement: Feedback on Alternatives (Fall 2025) – Completed Online Survey: August 15, 2025, to October 12, 202514 Bike/Ped Rail Crossings Workshop: September 9, 2025 Planning and Transportation Commission Meeting: September 10, 202515 Bike Palo Alto Pop-Up Event: October 5, 2025 California Ave Third Thursday Pop-Up Event: October 16, 2025 City/School Transportation Safety Committee Meeting: October 23, 2025 Pedestrian and Bicycle Advisory Committee (PABAC) Meeting: November 4, 202516 Rail Committee Meeting: November 18, 202517 City Council Meeting: December 1, 202518 A third round of engagement will occur in fall 2026 and will allow the community to review and provide feedback on the two shortlisted grade-separated bicycle and pedestrian rail crossings documented in the Public Draft Report. A Final Report will be shared in spring 2027 in Phase 4 for community review and potential adoption by the City Council. 11 Planning and Transportation Commission, May 14, 2025; Study Session Item #4; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=7648&dbid=0&repo=PaloAlto&searchid=953eac3d- 214a-4cea-a77b-5cfa3921c24f 12 Rail Committee, May 20, 2025; Study Session Item #2; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=9269&dbid=0&repo=PaloAlto&searchid=d661c2c2- 51aa-4f56-bdc3-9882fb61d4e3 13 Parks and Recreation Commission, May 27, 2025; Business Items Item #5; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=7060&dbid=0&repo=PaloAlto&searchid=b91d0517- cedc-4099-8940-84b874c6ccd0 14 South Palo Alto Bike/Ped Connectivity Preliminary Design Concept Survey; https://communityfeedback.opengov.com/portals/paloalto/Issue_14594 15 Planning and Transportation Commission, September 10, 2025; Study Session Item #4; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=7671&dbid=0&repo=PaloAlto&searchid=cc55f36b- 8916-4c57-a84c-1aa231dab86e 16 Pedestrian and Bicycle Advisory Committee, November 4, 2025; https://www.paloalto.gov/PABAC 17 Rail Committee, November 18, 2025; Action Item #1; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83878&dbid=0&repo=PaloAlto&searchid=e5ce0fb7 -ff7e-4ddf-aa36-356d39a32b5b 18 City Council, December 1, 2025: Action Item #18; https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83952&dbid=0&repo=PaloAlto&searchid=d9f09a55 -fa77-4887-8005-bb508af17995 Because the project is intended to identify feasible bicycle and pedestrian grade-separated crossings of the rail corridor in a complex and sensitive area, public input is critical to understanding community priorities, concerns, and desired outcomes. Input received to date has indicated a desire for additional opportunities for community engagement and review before key project decisions are brought forward. ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Vers.: Aug. 5, 2019 Page 1 of 24 AMENDMENT NO. 1 TO CONTRACT NO. C25191297 BETWEEN THE CITY OF PALO ALTO AND KITTELSON & ASSOCIATES This Amendment No. 1 (this “Amendment”) to Contract No. C25191297 (the “Contract” as defined below) is entered into as of August 10, 2026, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and KITTELSON & ASSOCIATES, a California corporation, located at 155 Grand Ave, Suite 505, Oakland, CA 94612 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. 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 transportation planning and engineering services in support of the Southern Palo Alto Bicycle and Pedestrian Railroad Crossing Study, as detailed therein. B. The Parties now wish to amend the Contract in order to extend the contract term through September 9, 2028, update the Scope of Services, update Schedule of Rates and update compensation schedule with no increase to the Not To Exceed 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. C25191297 between CONSULTANT and CITY, dated September 9, 2024. 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 September 9, 2028, unless terminated earlier pursuant to Section 19 (Termination) of this Agreement. SECTION 3. Section 4. NOT TO EXCEED COMPENSATION. COMPENSATION of the Contract is hereby amended to read as follows: “The compensation to be paid to CONSULTANT for performance of the Services shall be based Vers.: Aug. 5, 2019 Page 2 of 24 on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Four Hundred Eighty-Seven Thousand, Ninety-Four Dollars ($487,094.00). The hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY.” Optional Additional Services Provision (This provision applies only if checked and a not-to-exceed compensation amount for Additional Services is allocated below under this Section 4.) In addition to the not-to-exceed compensation specified above, CITY has set aside the not-to-exceed compensation amount of Twelve Thousand Three Hundred Ninety-Six Dollars and Twenty cents($12,396.20) for the performance of Additional Services (as defined below). The total compensation for performance of the Services, Additional Services and any reimbursable expenses specified in Exhibit C, shall not exceed Four Hundred Ninety-Nine Thousand, Four Hundred Ninety Dollars, and Twenty Cents ($499,490.20), as detailed in Exhibit C. “Additional Services” means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A. CITY may elect to, but is not required to, authorize Additional Services up to the maximum amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. Additional Services, if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES TASK ORDER”. Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for Additional Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum. To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative total compensation to CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Vers.: Aug. 5, 2019 Page 3 of 24 Section 4. CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for Additional Services in this Section 4. Performance of and payment for any Additional Services are subject to all requirements and restrictions in this Agreement. SECTION 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 “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 1”, AMENDED, REPLACES PREVIOUS. b. Exhibit “A-1” entitled “PROFESSIONAL SERVICES TASK ORDER, AMENDMENT NO. 1”, ADDED. c. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 1”, AMENDED, REPLACES PREVIOUS. d. Exhibit “C” entitled “NOT TO EXCEED COMPENSATON, AMENDMENT NO. 1, AMENDED, REPLACES PREVIOUS. e. Exhibit “C-1” entitled “SCHEDULE OF RATES, AMENDMENT NO. 1”, 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.) Vers.: Aug. 5, 2019 Page 4 of 24 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 KITTELSON & ASSOCIATES Officer 1 By: Name: Title: Officer 2 By: Name: Title: Attachments: Exhibit A “SCOPE OF SERVICES, AMENDMENT NO. 1”, AMENDED, REPLACES PREVIOUS. Exhibit B “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 1”, AMENDED, REPLACES PREVIOUS. Exhibit A-1 “PROFESSIONAL SERVICES TASK ORDER, AMENDMENT NO. 1”, ADDED. Exhibit C “NOT TO EXCEED COMPENSATON, AMENDMENT NO. 1”, AMENDED, REPLACES PREVIOUS. Exhibit C -1“SCHEDULE OF RATES, AMENDMENT NO. 1”, AMENDED, REPLACES PREVIOUS. Vers.: Aug. 5, 2019 Page 5 of 24 EXHIBIT A SCOPE OF SERVICES, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS) CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and services described in this Scope of Services shall not include preparing or assisting CITY with any portion of CITY’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. CONSULTANT’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope of Services. Task 1. Project Management and Coordination Throughout the study duration, Kittelson’s project manager and members of the consultant team will be available for conference calls and in-person meetings with the City. Based on the proposed scope of work, we anticipate the schedule would be about 32 months. We assume one 1.5-hour in-person kick-off meeting plus a total of 75 30-minute check-in calls and 10 additional 1-hour work sessions to prepare for engagement activities or to review analysis findings at key project milestones. Kittelson’s project manager will prepare a detailed project schedule in coordination with City staff showing key milestones by subtask. This schedule is included as Appendix A. Kittelson’s project manager will prepare meeting materials for distribution prior to the meeting and provide a list of action items and status after each meeting. Meeting materials before each meeting and action items/status after each meeting will be distributed via email. Notes will be recorded and shared through OneNote or a similar collaborative method. Task 1 Deliverables: - Kick off meeting - Project schedule (included as Appendix A) - Coordination meetings/calls and materials - Monthly invoices, progress, reports Task 2. Community Outreach and Engagement Task 2.1. Community Outreach and Engagement Plan The Kittelson team will develop a Community Outreach and Engagement Plan that identifies target audiences, includes messaging that are designed to explain the project purpose and need in layperson- friendly language, as well as tailored messaging that is customized to resonate with specific target audiences. This includes the identification of disadvantaged groups and organizations that serve them as Vers.: Aug. 5, 2019 Page 6 of 24 well as communications methods and forums for reaching them, such as pop-up events, outreach at local schools, community and senior centers, food pantries, health-care centers, job and unemployment centers, and other venues. The Kittelson team will also prepare a detailed implementation plan, which aligns with key project milestones and serves as an actional distillation of the Community Outreach and Engagement Plan. This will include target audiences, messages & communications mechanisms for engaging and informing them, timelines, roles & responsibilities and desired outcomes for each phase and touchpoint of engagement, as well as a process for recording who we reached out to. The Community Outreach and Engagement Plan will also further define the City’s Goals & Objectives for Community Outreach and Engagement, including desired outcomes. The Goals & Objectives will help to inform qualitative and quantitative metrics that will be used at key intervals of the Study to determine the effectiveness of Outreach and Engagement activities. The Community Outreach and Engagement Plan will undergo a max of two consolidated rounds of revisions. Task 2.2. Implementation of Community Outreach and Engagement Plan Community outreach and engagement will be conducted in four phases: Phase 1. Establish design priorities Phase 2. Feedback on Alternatives Phase 3. Review public draft report Phase 4. Council adopt final report Engagement will be conducted using the methods and mechanisms described in detail in the Community Outreach and Engagement Plan. Specific details on implementation will be determined as part of Task 2.1 and are expected to include the following subtasks. 2.2.1 Project webpage. We will support the City-hosted project website, which will serve as a public- friendly repository for the Study, including a Project Timeline and Opportunities for Public Engagement, Public Notification and Informational Materials, and Project Documents. We will work closely with the City to develop content based on the City’s web and design templates and ensure that all materials are ADA-compliant and accessible. - Our support may include the development of a webpage mockup, if needed, and simple graphic designs to illustrate project information, including a timeline graphic, and funding graphic and one or two other simple graphics. - The webpage will also feature up to two online public surveys, which will be linked to the City’s OpenGov platform, which provides automated methods for tallying and graphically displaying survey results. Vers.: Aug. 5, 2019 Page 7 of 24 2.2.2 Social media content.We will work with the City’s Communications Team to develop social media content for the City’s social media platforms. We will provide web content in plain text (non-html) for posting by the City’s web manager and up to three updates at key intervals of the Study: Project Initiation; Draft Alternatives; Draft Study. To facilitate coordination with the communications team, we will prepare an editorial calendar with content for up to three rounds of social media via Facebook, Twitter, Instagram and Medium/Next Door. Concept renderings and technical analysis from subsequent tasks will be incorporated and up to three additional jpeg graphics will be prepared for social media. 2.2.3 Community Workshops. The Kittelson team will plan, coordinate and implement up to three community workshops at key intervals of the study. Our services will include detailed annotated meeting agendas that further define desired meeting outcomes and formats; logistical coordination with vendors, including translation, interpretation and meeting materials; and consensus-focused meeting facilitation, as needed. We will also provide written summaries (up to five pages each) of each community meeting highlighting key topics and questions. Language interpretation will be provided in Mandarin and Spanish as needed. Public notification materials will include verbiage requiring 72-hour notice to accommodate language interpretation needs. These workshops are anticipated to occur during Phase 1, Phase 2, and Phase 3. 2.2.4 Community Surveys. We will host up to two online public surveys. The online surveys will be hosted on OpenGov, or a similar tool, which provides automated methods for tallying and graphically displaying survey results and will be mobile-friendly. Each online survey will include between 5-7 questions, or less, not including demographic questions and will be promoted via emails created by the Kittelson team and distributed by the City in Task 2.2. We assume one round of consolidated revisions per survey. These surveys are anticipated to be conducted during Phase 1 and Phase 2. 2.2.5 Advisory Committee Meetings. Kittelson’s project manager will work with the City’s PM to co- create materials for each of the four phases of engagement, including draft presentation and staff report content.. Meeting materials will be developed once for each phase and reused, with minor updates to tailor content to the specific audiences based oninformation that is most relevant and requests for feedback that are concrete and actionable. Kittelson’s project manager and BKF’s engineering lead will provide virtual support for up to 15 advisory committee meetings over the course of the project. These meetings supported by consultant staff are expected to include: Phase 1. Planning and Transportation Commission, Rail Committee Phase 2. Pedestrian and Bicycle Advisory Committee, Planning and Transportation Commission, Rail Committee, City Council Phase 3. Planning and Transportation Commission, Rail Committee (two meetings), City Council (two meetings) Phase 4. Rail Committee, City Council Vers.: Aug. 5, 2019 Page 8 of 24 The cost for Kittelson team virtual support at two additional meetings is included in Task 2.2.5 as an optional task. 2.2.6 Reaching Disadvantaged Groups. We will work closely with the City to identify disadvantaged organizations and groups in the community and to identify the most effective communications methods and forums to reach them “where they are.” These groups may include youth, senior citizens, the unhoused or recently unhoused, non-English speaking communities, transit- dependent and paratransit riders, as well as households with limited mobility, and essential workers and day laborers. This task will be executed in sync with Task 2.1 Community Outreach and Engagement Plan. 2.2.7 Local Business Engagement. We will coordinate with the City to conduct one-on-one and small group outreach to business owners to further define their specific interests and needs related to grade separation. We assume up to three meetings with key business owners via Palo Alto’s Chamber of Commerce and the local business district. We assume that the City will distribute all flyers and doorhangers to local businesses, and implement the tracking process outlined in the Community Outreach and Engagement Plan to record who has received outreach materials. 2.2.8 Informational Materials & Pop-up Events. Specific informational materials and pop-up events will be further defined in the Community Outreach and Engagement Plan. Materials include a Study Fact sheet for each phase of engagement and Flyer which may be updated for the second and third phases of outreach. The Kittelson team will also prepare informational boards and handouts to support public workshops and tabling at events during each phase of outreach. Pop- up events would be staffed by the City. 2.2.1 Documentation. Kittelson team will develop a summary of community engagement activities completed for each phase and prepare a summary report for the first two phases of engagement. The Kittelson team will update the draft summaries with one round of consolidated comments and prepare final summary reports for Phase 1 and Phase 2. The Kittelson team will then prepare a draft report section outline compiling findings from Phase 1 and Phase 2 with Phases 3 and 4. The Kittelson team will update the draft section of the report with one round of consolidated comments, and finalize the draft report section after a second set of consolidated comments. Task 2 Deliverables - Draft and final community outreach and engagement plan - Webpage mockup and draft/final content for three updates - Up to three social media or website graphics - Social media content Vers.: Aug. 5, 2019 Page 9 of 24 -Community workshops (2), including meeting annotated meeting agendas, meeting logistical plans, dry runs of 60 minutes, vendor coordination, including room and equipment, meeting facilitation, meeting summaries - Online surveys (2), draft and final survey tool and survey findings memo - Advisory Committee Meetings (15), including draft and final presentation and meeting materials/staff reports, virtual participation at meeting, meeting notes, and follow-ups - Draft and final target audience engagement plan, including coordination with community based organizations and school groups - Local business engagement, including development of a contact list and support with targeted outreach through specific to business owners and supporting informational materials, such as doorhangers or flyers for reaching local businesses - Draft and final Phase 1 engagement summary report - Draft and final Phase 2 engagement summary report -Draft and final engagement summary section for inclusion in study report (Task 6) Task 3. Data Collection and Analysis of Existing Conditions Task 3.1. Review of Existing Plans, Policies, and Projects Kittelson will review the documents identified to develop an understanding of the planning context and prior efforts completed within the study area. We will supplement this review with the review conducted for the BPTP Update, which included a review of 53 documents, including those identified by the Rail Corridor Study Task Force and most of those identified in the RFP. In addition to gathering relevant information from these documents, we will conduct up to eight one-on- one or small group interviews with select staff, committee members, and community members to learn their perspectives firsthand and get input in real time at the onset of the project. We will work with the City to identify appropriate interview participants. These interviews will support a holistic quantitative and qualitative analysis that reflects viewpoints and needs of those most knowledgeable about and most affected by the project. Task 3.2. Technical Data Collection and Analysis Kittelson will compile and review qualitative and quantitative data inputs from prior tasks and combine these with data Kittelson has gathered for BPTP Update, including multimodal intersection turning movement and ADT speed and volume counts collected in June 2024 and existing and proposed bicycle and pedestrian infrastructure. Kittelson will conduct a large-scale desktop review of existing conditions within the study area, considering things like bicycle facility width, pavement condition, sidewalk presence, ADA treatments, driveway presence, curb radii, and other elements which may affect the experience of people walking and biking throughout the area. As we collect and review satellite imagery data, we will identify items to field verify on a site visit. As part of this task, we will conduct a field visit with up to three staff from the consultant team. Kittelson will coordinate with City staff to select a day and time period that would be most informative for the analysis and understanding of existing conditions (e.g., morning school commute period). According to the initial project schedule, the field visit would be conducted in October Vers.: Aug. 5, 2019 Page 10 of 24 when school is in session and the weather and daylight conditions continue to be conducive to walking and biking. Kittelson will use these inputs to complete the analysis of baseline conditions, which may include information related to demographics of residents within the study area, commuting and travel to school characteristics, vehicle, bicycle, and pedestrian counts, access to transit stations, walk and roll routes to school, comfort, safety, and network connectivity, characteristics of existing railroad crossings and future potential alignments. Considering the analysis approach and methodology for the evaluation criteria identified in Task 4 to analyze and compare alternatives, the Kittelson team will identify gaps in current data that may hinder comprehensive understanding of the study area or prevent the ability to design or analyze the alternatives using the proposed evaluation criteria. After identifying data gaps and needs, Kittelson will work with the city to formulate a plan to overcome these challenges, e.g., collect additional counts, conduct field observations, purchase data, hold additional interviews, select an alternative performance measure. Task 3.3. Existing Conditions Report Kittelson will prepare a draft, revised draft, and final technical report summarizing input from the community needs assessment (Task 2), findings from the literature review (Task 3.1), and the technical data and analysis (Task 3.2). In an effort to keep the document succinct and to the point, the topics covered in the memorandum will be chosen for their relevance and usefulness in supporting selection of preferred alternatives. Kittelson will prepare a report outline and collaborate with the City on the topics and level of detail to be conducted for the analyses. The memorandum will be visual, relying on maps and graphics more than narrative to convey concepts and information. Supporting materials (e.g., historic traffic volumes, collision records) will be provided in a technical appendix. We will respond to one consolidated set of comments on the draft technical report and prepare a revised draft technical report for City review. We will respond to one consolidated set of comments on the revised draft technical report and prepare a final report for publication. This document will serve as the baseline against which the alternatives are evaluated and compared in Task 5, using the evaluation framework and criteria developed in Task 4. Task 3 Deliverables: - Draft Existing Conditions Report Outline - Final Existing Conditions Report and Appendix - Interview Guide and Notes from up to eight interviews with staff, committee members, and community members Vers.: Aug. 5, 2019 Page 11 of 24 Task 4. Goals and Evaluation Criteria Task 4.1. Goals and Priorities Using inputs from prior tasks (e.g., literature review, interviews) and information shared by City staff and heard from community members, Kittelson will draft goals and identify an initial list of project priorities to inform the development of the alignment and subsequent concept design options, which may include: Sustainability: Expand transportation options and access to critical destinations and limit impacts on the environment Connectivity: Strengthen active transportation linkages in Southern Palo Alto Safety and Health: Enhance safety and comfort of people walking and biking to school Constructability: Minimize potential for disruption during construction Funding and Implementation: Leverage partnerships between the City, Caltrain, and other project partners to position the project for implementation These goals and priorities will be co-created with community members in the first round of outreach. The resulting goals and objectives will directly inform the criteria against which the alternatives will be evaluated. Task 4.2. Evaluation Framework and Criteria Kittelson proposes a two-stage evaluation to streamline the evaluation process and first filter concepts (preliminary evaluation criteria) that don’t meet established criteria and then evaluate and compare concepts (secondary evaluation criteria) that show more promise. As part of this task, Kittelson will work with the City and relevant stakeholders to determine the appropriate evaluation criteria to include at each stage of the analysis based on available data, keeping in mind the level of information needed to support decision making. The evaluation criteria would be determined based on the goals established in Task 4.1 and would include quantitative and qualitative metrics that could be scored individually and compared in a scoring matrix. Potential criteria will consider challenges and opportunities, which may include those listed in the RFP: Walking and biking connectivity to destinations Safety for people walking, biking, driving, and taking transit Distance to key destinations and existing/planned bicycle and pedestrian facilities Travel patterns and potential for traffic diversion Right-of-way acquisitions and easements Environmental impacts, including aesthetic and visual impacts Community benefits and opportunity sites Construction phasing and impacts during construction Construction and maintenance costs Task 4.3. Goals and Evaluation Criteria Memorandum Kittelson will prepare a draft and final technical memorandum presenting the project goals and priorities (Task 4.1), and the evaluation framework and criteria (Task 4.2). The document will provide clear and transparent description of the performance measures and documentation and use plain language and Vers.: Aug. 5, 2019 Page 12 of 24 graphics as well as straightforward narrative illustrating how the evaluation criteria will be analyzed and scored. We will respond to one consolidated set of comments from the City on the draft technical memorandum and prepare a final memorandum. We will respond to one additional consolidated set of comments from advisory committee members and prepare an Updated Design Priorities and Evaluation Criteria Memorandum that will be the basis for the alternatives analysis conducted in Task 5. Task 4 Deliverables: - Project goals and priorities - Evaluation Framework and Criteria - Draft Design Priorities and Evaluation Criteria Memorandum - Final Design Priorities and Evaluation Criteria Memorandum - Updated Design Priorities and Evaluation Criteria Memorandum Task 5. Alternatives Development and Selection of Preferred Alternatives Task 5.1. Identify Crossing Locations and Develop Design Concepts Working with City staff and community members, the Kittelson team will develop alignment alternatives with the primary aim of improving pedestrian/bicycle connectivity over the railroad in Palo Alto south of Oregon Expressway. Guided by the project’s goals and priorities, the team will apply a two-stage evaluation process to determine up to two preferred alignments and their concept design features. The process consists of: - Identify the full range of alignments and potential design options o The team will consider alignments considered as part of prior plans and supplement this list with additional alignments based on baseline conditions analysis, public input, and feedback from City staff - Evaluate the alignment alternatives with a set of preliminary evaluation criteria o This qualitative “scorecard” exercise will narrow the initial universe of options to a handful of promising alternatives. This initial step enables subsequent concept design work to focus on the most viable alignments. - Develop concept design options for a subset of up to eight promising alignment alternatives o Concepts will be developed at a sketch level with sufficient detail to establish preliminary cross-sections, landing/touchdown points, on-street treatments and intersection modifications, and key design elements of the alignment (e.g., underpass, overcrossing, structural elements) o Up to eight graphics (e.g., cross sections, plan views, renderings) will be prepared to illustrate the alignment options The selected alignment alternatives will be evaluated with a set of secondary evaluation criteria as part of Task 5.2. Kittelson will prepare a Draft Initial Screening Memorandum documenting the work completed in this task. We will respond to one consolidated set of comments on the draft technical memorandum and prepare a revised draft memorandum. We will respond to one consolidated set of comments on the Vers.: Aug. 5, 2019 Page 13 of 24 revised draft memorandum and prepare a final memorandum. Task 5.2. Alternatives Analysis The Kittelson team will analyze up to eight alignment alternatives against the set of secondary evaluation criteria established in Task 4, which are based on the project goals and priorities developed under Task 3. The criteria will be a mix of quantitative and qualitative measurements or assessments depending on the criterion under focus and availability of information to support the evaluation. Evaluation of each alternative will be in relation to other alternatives, rather than against an absolute scale. All criteria will be weighted equally for the purposes of the evaluation. Kittelson will prepare a draft, revised draft, and final analysis summary matrix for use in public engagement and the Alternatives Analysis Report. Information will be presented in a summary matrix with supporting narrative. Materials prepared for this task will be public-facing for use in community engagement. Kittelson will prepare a draft, revised draft, and final analysis summary matrix for use in public engagement and the Alternatives Analysis Report. The Kittelson team will prepare graphics to visualize the alternatives in plan view with annotated call outs to describe key features. Illustrative sections and example renderings may also be provided to illustrate specific features. We will prepare graphics for eight alternatives. We will respond to one consolidated set of comments on the draft and prepare a revised draft. We will respond to one consolidated set of comments on the revised draft and prepare a final set of graphics for public engagement and use in the Alternatives Analysis Report. Kittelson will prepare a Draft Alternatives Analysis Outline for City review. Kittelson will respond to one consolidated set of comments on the draft outline and prepare a Draft Alternatives Analysis Report documenting the work completed in this task. We will respond to one consolidated set of comments on the draft report and prepare a revised draft report. We will respond to one consolidated set of comments on the revised draft report and prepare a final report. Up to two alternatives will be carried forward from this task for refinement as part of Task 5.3. Task 5.3. Preferred Alternatives This task includes: Refinement of one alternative (Alternative A1) based on feedback from community engagement efforts conducted in Phase 1 and Phase 2 Development of a new alternative (Alternative A2) at a conceptual level, similar to that prepared for the eight alternatives analyzed in Task 5.2 Preparation of a traffic study to evaluate neighborhood circulation impacts and support development of accompanying transportation network enhancements Preparation of concept level exhibits (plan view and cross-section) to illustrate accompanying bicycle and pedestrian network enhancements Revisions to the two concept alternatives 15 percent design plan and profile drawings to Vers.: Aug. 5, 2019 Page 14 of 24 incorporate Phase 3 feedback Revisions to the recommended network enhancements conceptual plan view graphics to incorporate Phase 3 feedback The Kittelson team will prepare draft and final graphics illustrating the refinements to Alternative A1 and new Alternative A2 and recommended network enhancements. These four graphics will be prepared at a conceptual level, similar to that prepared for the eight alternatives analyzed in Task 5.2 and will be used during engagement activities during Phase 3. The Kittelson team will use feedback gathered during Phase 3 to inform refinements to Alternatives A1 and A2 and network enhancements. Incorporating this feedback, the team will prepare a draft, revised draft, and final plan view and profile at the 15 percent concept design level. The team will also prepare a final concept-level exhibit (plan view and cross- section) illustrating the recommended network enhancements accompanying the crossing for each alternative. Improvements along side streets and parallel routes will be considered to account for potential traffic diversion. The Kittelson team will evaluate the two preferred concept alternatives against a subset of the evaluation criteria established in Task 4: cost, personal security, property impacts, and neighborhood traffic impacts. The Kittelson team will prepare rough order of magnitude cost estimates and an accompanying traffic study to evaluate the alternatives. The results will be presented alongside a narrative documenting the inputs and assumptions and methodology used in the analyses and an assessment of the potential benefits, challenges, and recommendations to minimize traffic impacts, minimize property impacts, maximize safety and personal security, and improve conditions for all users. The analysis and findings will be documented in the report prepared as part of Task 6. Kittelson will coordinate with the City to define the traffic study area and count locations, focusing on streets, intersections, and parallel routes near the crossing with potential circulation impacts. The Kittelson team will develop a simplified, off-model analysis methodology appropriate for a planning-level assessment of vehicular, bicyclist, and pedestrian diversion under future year conditions. The Kittelson team will use the off-model tool to calculate and summarize redistribution of trips and assess neighborhood and circulation impacts to support identification of accompanying transportation network enhancements. Work completed in this task will be completed keeping in mind the project implementation process and requirements outlined in the Caltrain Corridor Crossings Delivery Guide, as well as future funding sources, such as competitiveness for grant applications. The narrative and exhibits prepared will speak to evaluation criteria from relevant grant programs and be readily transferrable to grant applications, including ATP, ATIIP, RCN, and HSIP. The preferred alternative and selection process will be documented in the report prepared as part of Task 6. Task 5.4. Implementation Plan The Kittelson team will prepare an implementation plan consistent with the project implementation process and requirements outlined in the Caltrain Corridor Crossings Delivery Guide, including the next steps needed to complete the Preliminary (15%) Design Submittal Checklist. The document will provide clear and transparent description of the project timeline, including estimated costs and funding opportunities for each phase of project delivery. The plan will also identify key considerations for implementation, along with recommendations for environmental documentation and preparation of the Vers.: Aug. 5, 2019 Page 15 of 24 required analyses to support CEQA/NEPA clearance. The implementation plan will be documented in the report prepared as part of Task 6. Task 5 Deliverables: - Draft, Revised Draft, and Final Initial Screening Memorandum - Eight concept alternatives (description and graphics - plan view, section, and/or renderings) - Draft, Revised Draft, and Final Alternatives Analysis Methodology Memo - Draft, Revised Draft, Final Alternatives Analysis Matrix - Draft Alternatives Analysis Report Outline - Draft, Revised Draft, and Final Alternatives Analysis Report - Draft, Revised Draft, and Final 5% and 15% Design Exhibits (Plan View, Profile) for two Alternatives - Draft, Revised Draft, and Final Concept Exhibits (Plan View, Cross Section) for Accompanying Network Enhancements Task 6. Southern Palo Alto Bicycle and Pedestrian Railroad Crossing Study Report Task 6.1. Administrative Draft Study Report Kittelson will prepare an outline of the draft study report for City and Caltrain review. The report will document selection of the preferred alternative and next steps toward implementation based on work completed in Task 5.3 and Task 5.4. Kittelson will incorporate one set of consolidated comments on the outline and prepare an administrative draft study report. The document will be formatted as an ADA accessible and interactive pdf for posting on the project website. Task 6.2. Public Draft Study Report Kittelson will address one set of consolidated comments from the City on the administrative draft study report and prepare a public draft study report for posting on the project website. Task 6.3. Final Study Report Kittelson will compile and summarize public comments received on the public draft study report. Kittelson will address and incorporate comments received into the final study report and prepare a comment response matrix to share back with the public indicating how the comments were incorporated and addressed. Task 6 Deliverables: - Draft Report Outline - Administrative Draft Study Report - Public Draft Study Report - Response to public comments - Final Study Report Vers.: Aug. 5, 2019 Page 16 of 24 Task 7. Grant Application Support Kittelson will work with the city to advance implementation of the preferred alternative(s) by identifying relevant grants and funding opportunities and supporting the development of grant applications and other requests for funding. Kittelson will leverage extensive experience preparing successful grant applications to set the city up for success with implementation. As part of this task, Kittelson will prepare and maintain a grant tracker that identifies relevant grant and funding opportunities, and highlights key elements of the application process, including, for example: schedule, project eligibility requirements, application criteria, and funding amounts. Kittelson will also support the City preparing materials for grant applications, including maps, graphics, and narrative. Task 7 Deliverables: - Preparing and maintaining grant tracker - Support preparing grant applications Vers.: Aug. 5, 2019 Page 17 of 24 EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER, AMENDMENT NO. 1 (ADDED) CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK ORDER NO.: 2. CONSULTANT NAME: 3. PERIOD OF PERFORMANCE: START: COMPLETION: 4 TOTAL TASK ORDER PRICE: $__________________ BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________ 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________ 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE: SERVICES AND DELIVERABLES TO BE PROVIDED SCHEDULE OF PERFORMANCE MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________ I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Vers.: Aug. 5, 2019 Page 18 of 24 EXHIBIT B SCHEDULE OF PERFORMANCE. AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS) CONSULTANT shall perform the Services so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the Project Managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed (“NTP”) from the CITY. Milestones Completion Number of Days/Weeks (as specified below) from NTP 1. Task 1. Project Management and Coordination Projected 775 working days, or to be determined by CONSULTANT and CITY’S Project Manager within terms of Agreement. 2. Task 2. Community Outreach and Engagement Projected 775 working days, or to be determined by CONSULTANT and CITY’S Project Manager within terms of Agreement. 3. Task 3. Data Collection and Analysis of Existing Conditions Projected 140 working days or to be determined by CONSULTANT and CITY’S Project Manager within terms of Agreement. 4. Task 4. Goals and Evaluation Criteria Projected 85 working days or to be determined by CONSULTANT and CITY’S Project Manager within terms of Agreement. 5. Task 5. Alternatives Development and Selection of Preferred Alternatives Projected 390 working days or to be determined by CONSULTANT and CITY’S Project Manager within terms of Agreement. 6. Task 6. Southern Palo Alto Bicycle and Pedestrian Railroad Crossing Study Report Projected 330 working days or to be determined by CONSULTANT and CITY’S Project Manager within terms of Agreement. 7. Task 7. Grant Application Support Projected 400 working days or to be determined by CONSULTANT and CITY’S Project Manager within terms of Agreement. Optional Schedule of Performance Provision for On-Call or Additional Services Agreements. (This provision only applies if checked and only applies to on-call agreements per Section 1 or agreements with Additional Services per Section 4.) The schedule of performance shall be as provided in the approved Task Order, as detailed in Vers.: Aug. 5, 2019 Page 19 of 24 Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the case of Additional Services, provided in all cases that the schedule of performance shall fall within the term as provided in Section 2 (Term) of this Agreement. Vers.: Aug. 5, 2019 Page 20 of 24 EXHIBIT C COMPENSATION, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS) CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth below. CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below, provided that the total compensation for the Services, including any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this Agreement. CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY. BUDGET SCHEDULE TASK NOT TO EXCEED AMOUNT Task 1 (Project Management & Coordination) $37,950.88 Task 2 (Community Outreach) $130,172.99 Task 3 (Existing Conditions) $69,782.50 Task 4 (Goals and Priorities) $37,072.00 Task 5 (Alternatives Development and Analysis ) $163,860.75 Task 6 (Study Report) $22,000 Task 7 (Grant Application Support) $11,600 Vers.: Aug. 5, 2019 Page 21 of 24 Sub-total for Services $472,439.12 Reimbursable Expenses (if any)$14,654.88 Total for Services and Reimbursable Expenses $487,094.00 Additional Services (if any, per Section 4) $12,396.20 Maximum Total Compensation $499,490.20 REIMBURSABLE EXPENSES CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder. Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: up to the not-to-exceed amount of:$14,654.88. A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses. B. Long-distance telephone service charges, cellular phone service charges, facsimile transmission and postage charges, if specified as reimbursable, will be reimbursed at actual cost. All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information. Vers.: Aug. 5, 2019 Page 22 of 24 EXHIBIT C-1 SCHEDULE OF RATES, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS) CONSULTANT’s schedule of rates is as follows, subject to the terms and conditions of Exhibit C regarding Reimbursable Expenses: Vers.: Aug. 5, 2019 Page 23 of 24 KITTELSON & ASSOCIATES, INC. BILLING RATE SCHEDULE Effective July 1, 2026 The current billing rates for Kittelson & Associates, Inc., staff are as follows and are subject to change: Staff Billing Rate Senior Principal Engineer/Planner $348 Principal Engineer/Planner $313 Associate Engineer/Planner $265 Senior Engineer/Planner $238 Engineer/Planner $203 Transportation Analyst $183 Principal Data Scientist/Developer $283 Senior Data Scientist/Developer $263 Data Scientist/Developer $243 Data Analyst/Software Developer $188 Software Technician $133 Associate Technician $213 Senior Technician $193 Technician II $168 Technician I $143 Office Support $123 Service & Other Direct Costs Billing Rate Mileage Current IRS mileage rate Travel & Other Direct Costs Actual Costs Subconsultants Actual Costs Vers.: Aug. 5, 2019 Page 24 of 24