Loading...
HomeMy WebLinkAboutStaff Report 2607-6570CITY OF PALO ALTO CITY COUNCIL Special Meeting Wednesday, September 09, 2026 Council Chambers & Hybrid 5:00 PM     Agenda Item     6.Approval of Five-year Memorandum of Agreement with Stanford University to Provide and be Reimbursed for Traffic Control Services during Stanford Stadium Events; CEQA status – not a project. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Police Meeting Date: September 9, 2026 Report #:2607-6570 TITLE Approval of Five-year Memorandum of Agreement with Stanford University to Provide and be Reimbursed for Traffic Control Services during Stanford Stadium Events; CEQA status – not a project. RECOMMENDATION Staff recommends the City Council approve and authorize the City Manager or designee to execute the Memorandum of Agreement (MOA) with Board of Trustees of the Leland Stanford Junior University (Stanford) to provide and be reimbursed for traffic control for events at the Stanford Stadium for five years (Attachment A). BACKGROUND During each year, Stanford hosts a number of large events at Stanford Stadium, including home football games, concerts, and professional athletic events. These events require the movement of large numbers of vehicles and pedestrians into and out of the university in a short period of time. Stanford and the City of Palo Alto (City) share a goal of moving traffic as safely and efficiently as possible to and from the stadium area while minimizing impacts to nearby vehicles, pedestrians, businesses and residents. To accomplish this shared goal, Stanford and the City have partnered for decades to share the costs of supplemental traffic control services needed to facilitate safe and efficient traffic and pedestrian movements. Under the most recent MOA executed in 2021, the City agrees to provide services from uniformed peace officers to control traffic around Stanford stadium during athletic events where Stanford requests such services. Under this agreement, Stanford reimburses the City for 50% of the costs of uniformed officers providing services during these events. This MOA expired August 31, 20261. ANALYSIS FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW 1 City Council Meeting November 1, 2021, Item #6, SR #13657 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=81622&dbid=0&repo=PaloAlto&searchid=d23e37dc -92cc-4855-b70b-1b59ef128dfd) either a direct or reasonably foreseeable indirect physical change in the environment. ATTACHMENTS APPROVED BY: DRAFT MEMORANDUM OF AGREEMENT BETWEEN THE CITY OF PALO ALTO AND THE BOARD OF TRUSTEES OF THE LELAND STANFORD JUNIOR UNIVERSITY FOR STADIUM EVENT TRAFFIC CONTROL STAFFING AND EQUIPMENT This Memorandum of Agreement (“Agreement”) is entered into effective September 1, 2026 (“Effective Date”), by and between the City of Palo Alto, a California chartered municipal corporation (“CITY”), and the Board of Trustees of the Leland Stanford Junior University (“STANFORD”). CITY and STANFORD may be referred to individually as a “PARTY” and collectively as the “PARTIES”. RECITALS During each academic year, STANFORD hosts several large events at or associated with STANFORD Stadium, including college football games, concerts, commercial professional athletic events, and other special events; These events require the movement of large numbers of vehicles into and out of STANFORD campus and stadium parking areas and surrounding roadways in a short period of time; STANFORD and CITY share a goal of moving traffic as safely and efficiently as possible to and from the stadium area while minimizing impacts to nearby vehicles, pedestrians, businesses, residents, and public safety operations; The PARTIES have partnered for decades to provide and fund supplemental traffic control services and related resources needed to facilitate safe and efficient vehicle movements; This Agreement confirms STANFORD’s reimbursement obligations for CITY traffic control staffing, equipment, planning, coordination, contractors, outside agency personnel, and other direct event support resources, in compliance with Section 53069.8 of the California Government Code; The Parties recognize that effective implementation of this Agreement may require coordination regarding staffing availability, scheduling, operational needs, and other constraints, and desire to work cooperatively to address such matters consistent with the terms of this Agreement. NOW, THEREFORE, the Parties agree as follows: SECTION 1. CITY SERVICES CITY shall make every reasonable effort to perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. SECTION 2. TERM The term of this Agreement shall begin on September 1, 2026 and shall remain in effect for until August 31, 2031, unless terminated earlier in accordance with this Agreement. SECTION 3. SCHEDULE OF PERFORMANCE STANFORD Associate Athletics Director, Operations & Events, or designee, shall communicate with the designated employee in the Police Department regarding upcoming events no later than four weeks in advance of the event date(s) in a manner mutually agreeable to the PARTIES. CITY shall perform Services in a reasonably prompt and timely manner based upon mutual expectations of the PARTIES. SECTION 4. COMPENSATION The compensation to be paid to CITY for performance of the Services shall be based on the compensation structure detailed in Exhibit B, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the hourly schedule of rates, is set out in Exhibit C, entitled “SCHEDULE OF RATES.” SECTION 5. ANNUAL COST ESTIMATE By a date mutually acceptable to both PARTIES, CITY will provide STANFORD with an estimated cost for Events every year, for planning and budgeting purposes. The estimate may be based on the day-of-event staffing assumptions described in this Agreement, together with anticipated equipment and other direct support costs. The estimate is non-binding and intended only to inform STANFORD’s budgeting. Final invoicing will be based on actual resources used, including planning or coordination time where applicable. SECTION 6. INVOICING AND PAYMENT CITY will issue invoices within ten (10) business days after each operational event day, and STANFORD will make payment within twenty (20) business days after receipt. STANFORD shall not be liable for interest or late charges for late payments unless expressly required by a written amendment signed by both Parties. SECTION 7. LIMITATION OF LIABILITY AND INDEMNIFICATION STANFORD’s payment obligations under this Agreement shall be limited to the payments provided for in this Agreement. STANFORD shall not be liable for any special, consequential, indirect, or incidental damages in connection with this Agreement. CITY shall not be liable to STANFORD for any special, consequential, indirect, or incidental damages, including but not limited to lost profits, in connection with this Agreement. Each party shall indemnify, defend and hold harmless the other party, its Board Members, Council Members, officers, employees, and agents from any and all demands, claims or liability of any nature, including wrongful death, caused by or arising out of the other party, its officers’, directors’, employees’ or agents’ negligent acts, errors, or omissions, or willful misconduct. SECTION 8.TERMINATION This Agreement may be terminated at any time in writing by agreement of both Parties. In the alternative, this Agreement may be terminated upon thirty (30) days’ written notice by either Party. Within thirty (30) days after the specified termination date, CITY shall submit to STANFORD an itemized invoice detailing unpaid costs incurred for services rendered up to the date of termination. STANFORD’s payment obligation under this Section shall survive termination of this Agreement. SECTION 9. ENTIRE AGREEMENT; AMENDMENTS This Agreement constitutes the entire agreement and understanding between the Parties with respect to the subject matter hereof, supersedes any prior or contemporaneous written or oral understanding or agreement, and may be amended only by written amendment executed by the Parties. SECTION 10. SEVERABILITY If any term or provision of this Agreement is found illegal or unenforceable, this Agreement shall remain in full force and effect and such term or provision shall be deemed stricken. SECTION 11. NOTICE TO PARTIES All notices to be given by the Parties shall be in writing and served by depositing the same in the United States mail, or by other mutually agreed written delivery method, as follows: NOTICE TO STANFORD: NOTICE TO THE CITY OF PALO ALTO: Associate Athletics Director, Events Chief of Police Stanford University Athletics CITY of Palo Alto Arrillaga Family Sports Center 250 Sherman Ave 641 E. Campus Dr. Palo Alto, CA 94306 Stanford, CA 94305 650-329-2406 650-723-6771 pd@paloalto.gov NOTICE ALSO TO STANFORD ATTORNEY: NOTICE ALSO TO THE OFFICE OF THE CITY CLERK: Office of the General Counsel Office of the City Clerk Stanford University City of Palo Alto Building 170, 3rd Floor, Main Quad 250 Hamilton Avenue Palo Alto, CA 94301 city.clerk@paloalto.gov 650-723-9611 SECTION 12. NO EMPLOYMENT Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and STANFORD or any agent or employee of CITY or STANFORD. SECTION 13. EXHIBITS. Each of the following exhibits, is hereby attached and incorporated into this Agreement by reference as though fully set forth herein: EXHIBIT A: SCOPE OF SERVICES EXHIBIT B: COMPENSATION EXHIBIT C: SCHEDULE OF RATES (Continued on next page.) IN WITNESS WHEREOF, the Parties hereto have executed this Agreement. APPROVED: BY: _______________________________ Ed Shikada CITY Manager REVIEWED: BY: _______________________________ Chief of Police APPROVED AS TO FORM: BY: _______________________________ CITY Attorney or designee STANFORD JUNIOR UNIVERSITY APPROVED: BY: _______________________________ Stanford University Director of Athletics or designee APPROVED AS TO FORM: BY: _______________________________ Senior University Counsel Electronically signed by: Jennifer Zimbroff Reason: I have reviewed this document. Date: Aug 25, 2026 22:04:38 PDT John Donahoe Electronically signed by: John Donahoe Reason: I have reviewed and am approving this document. Date: Aug 27, 2026 09:30:05 PDT Exhibit A SCOPE OF WORK CITY shall make every reasonable effort to provide event-related traffic control support, within the CITY boundaries, for events held at or associated with STANFORD Stadium for which STANFORD requests support and CITY determines support is operationally appropriate (“Athletic Events” or “Events”). Support may include, as needed: (a) police or other CITY staff assigned to event-related traffic control; (b) traffic control equipment; (c)contractors retained for traffic control or related support; (d) outside agency personnel when needed to fill roles CITY cannot fill internally; (e) other direct event support resources reasonably necessary for safe traffic operations; and (f) event-related planning, coordination, operational preparation, command preparation, post- event follow-up, and other administrative or operational work. STAFFING APPROACH AND OPERATIONAL CONTROL CITY will determine staffing based on operational, safety, and traffic management needs. STANFORD may request support for an Event, but STANFORD will not determine the exact number of positions to be staffed or the specific deployment locations. Final decisions regarding staffing levels, assignments, deployment, and all activity within CITY’s jurisdiction remain with CITY and under CITY’s operational control and direction. STANFORD may provide its own personnel to assist CITY operations at no additional cost to CITY, subject to CITY direction and operational compatibility. STANFORD personnel shall not direct CITY public safety operations. City will make every reasonable effort to ensure enough staff are available for traffic control operations within the CITY jurisdiction. DAY-OF-EVENT STAFFING EXPECTATIONS For planning and budgeting purposes only, the Parties acknowledge that concert events are expected generally to require a maximum of twenty-two (22) personnel; non-concert events are expected generally to require fewer than twenty-two (22) personnel; minimum staffing is expected generally to be no fewer than sixteen (16) personnel; and day-of-event staffing is expected to average approximately eight (8) hours per assigned traffic control staff member, except traffic control equipment operators, who are expected to be assigned eleven (11) hours, including setup and breakdown. These expectations reflect both sworn and non-sworn staffing, apply only to day-of-event staffing, do not include planning or coordination work outside the event shift, and do not limit CITY’s authority to determine actual staffing levels needed for public safety and traffic operations. NO GUARANTEE OF PERSONNEL AVAILABILITY CITY will make reasonable efforts to support STANFORD Events. Staffing is subject to operational needs, emergency response demands, employee availability, and public safety priorities. CITY does not guarantee that all requested support can be provided using CITY personnel alone. Exhibit B COMPENSATION COST RECOVERY FRAMEWORK 1. For regular season STANFORD Football home games, STANFORD will reimburse CITY as follows: (a) CITY full-time hourly staff and part-time Palo Alto Reserve Police Officers: fifty percent (50%) of actual cost, calculated pursuant Exhibit C; (b) contractors: one hundred percent (100%) of actual cost; (c) per-diem, temporary, or limited-term personnel: one hundred percent (100%) of actual cost; (d) outside agency staff required because CITY cannot fill roles internally: one hundred percent (100%) of actual cost; and (e) equipment and other direct event costs: the fixed equipment reimbursement described below. 2. For all other events, including concerts and commercial athletic events (including playoff/post-season football bowl games), STANFORD will reimburse CITY for one hundred percent (100%) of CITY’s traffic control costs for the Event, including planning and coordination. CITY EQUIPMENT STANFORD will reimburse CITY a fixed cost of one thousand dollars ($1,000) per operational event day to reimburse a portion of CITY’s acquisition, installation, fabrication, maintenance, and replacement costs for equipment associated with Event operations. Examples include vehicles, trailers, fuel, traffic signs, traffic cones, barricades, electronic signs, and temporary lighting. OUTSIDE AGENCY FILL-IN STAFFING If CITY is unable to fill required assignments with its own full-time personnel for any reason, including insufficient availability of employees for overtime assignments, STANFORD will reimburse one hundred percent (100%) of actual cost for required outside agency staff, per-diem personnel, contractors, or other non-CITY resources used to fill those assignments. This provision does not apply to STANFORD personnel provided by STANFORD to assist CITY operations at no cost. Exhibit C Schedule of Rates CITY employee costs will be billed as detailed below for each bargaining unit, including employees in the Palo Alto Police Officer Association (PAPOA) and Service Employee International Union (SEIU) bargaining unit. CITY employees perform services on an overtime basis and shall be compensated (and billed to Stanford) at the applicable overtime rate in accordance with the relevant collective bargaining agreement, the Fair Labor Standards Act (FLSA), and all other applicable federal, state, and local labor laws and regulations. Regular Police Staff (those employees under PAPOA bargaining unit): The hourly rate billed will be based on the highest published base salary schedule rate for the “Advanced” step of each applicable classification, plus bilingual specialty pay, regardless of whether the assigned employee receives bilingual pay. Applicable job classifications (and job code) include Police Officer (624), Police Agent (616), and Police Sergeant (628). Nighttime differential of five percent (5%) will apply to work performed on the event day, by full-time sworn staff, billed under these classifications between 6:00 p.m. and 5:00 am. Except for the nighttime differential and overtime, pay modifiers not listed in the salary schedule but written into the Memorandum of Understanding between CITY and PAPOA, including K-9, detective, motorcycle, and similar modifiers, will not be included in this billing. Reserve Police Officers (Hourly bargaining unit) will be billed on the maximum published hourly classification rate for Police Reserve I plus overtime if applicable. Non-sworn classifications (SEIU bargaining unit) will be based on a blended rate for SEIU classifications of $65 per hour and will be adjusted by the percentage of change listed in the heading of the SEIU salary schedule for each event day plus overtime if applicable.