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HomeMy WebLinkAbout2026-09-28 City Council Agenda PacketCITY COUNCIL Special Meeting Monday, September 28, 2026 Council Chambers & Hybrid 5:30 PM Amended Agenda Amended agenda items appear below in RED   City Council meetings will be held as “hybrid” meetings with the option to attend virtually or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Translation services are available upon request at least 24 hours before the meeting. The meeting will be broadcast on Cable TV Channel 76, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900-6833 PUBLIC COMMENTS Public Comment for items not on the agenda will be accepted for up to 1-3 minutes or an amount of time determined by the Chair. In-person comments will be heard at the beginning of the agenda and remote comments will be heard at the end of the agenda. In-person general public comment will be heard for 30 minutes. Additional in-person public comments, if any, will be heard at the end of the agenda. Public comments for agendized items will be accepted both in person and via Zoom for up to 3 minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to city.council@PaloAlto.gov and will be provided to the Council and available for inspection on the City’s website. Multiple individuals wishing to speak on the same item may designate a spokesperson. Spokespeople must be representing 5 or more verified individuals who are present in person or via Zoom. Spokespeople are allowed up to 10 minutes, at the discretion of the Chair. Speaking time may be reduced if the Chair reduces the speaking time for individual speakers. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to city.clerk@PaloAlto.gov at least 24 hours before the meeting. Once received, the Clerk will share them at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: sticks, posts, poles or similar/other type of handle objects are strictly prohibited; the items do not create a facility, fire, or safety hazard; and persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting. TIME ESTIMATES Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, change the order of items and/or continue items to another meeting. Items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.  1 September 28, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. CALL TO ORDER   SPECIAL ORDERS OF THE DAY (5:30 - 5:45 PM)   1.Caltrain Presentation of Framework for a ”No External Funding Scenario”. CEQA Status – Not a Project Item Removed Off Agenda 2.Review Applications and Select Candidates to Interview for the Human Relations Commission (HRC), Planning and Transportation Commission (PTC), and Stormwater Management Oversight Committee (SWMOC) Vacancies; CEQA Status – Not a Project Supplemental Report added CLOSED SESSION (5:45 - 6:15 PM)   3.CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION Subject: Significant exposure to litigation Authority: Government Code Section 54956.9(d)(2) Number of potential cases: 1, as Defendant AGENDA CHANGES, ADDITIONS AND DELETIONS   IN-PERSON PUBLIC COMMENT (6:15 - 6:45 PM) Members of the public may speak to any item NOT on the agenda. 1-3 minutes depending on number of speakers. In-person comments will be heard at the beginning of the agenda and remote comments will be heard at the end of the agenda. In-person Public Comment is limited to 30 minutes. Additional in-person public comments, if any, will be heard at the end of the agenda. COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:45 - 6:55 PM) Members of the public may not speak to the item(s).   CONSENT CALENDAR (6:55 - 7:00 PM) Items will be voted in one motion unless removed from the calendar by three Council Members.   4.Approval of Minutes from August 19, September 9, and September 14, 2026 Meetings 5.Approval of a Letter of Intent with Maker Nexus for collaboration on a long-term public- private partnership for a new multi-generational makerspace at the Cubberley site; CEQA status - Mitigated Negative Declaration Approved on May 19, 2026. 6.Approval of the Acceptance of State of California Citizens Options for Public Safety (COPS) Funds of $211,000 and a Budget Amendment in the Supplemental Law  2 September 28, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. Enforcement Services Fund for revenue and municipal police service expenses; CEQA status – not a project. 7.Approval of a Term Sheet with Friends of the Recreation Wellness Center to Advance a Public-Private Partnership for a New Recreation Wellness Center at the Cubberley Site; CEQA status – Mitigated Negative Declaration Approved on May 19, 2026. 8.Approval of a Professional Services and SaaS Agreement C27195677 with TruePoint Solutions, LLC DBA GovPath for an Amount Not-to-Exceed $3,486,301 for the Licensing, Maintenance, and Support of the City’s Building Permitting System on the Accela Platform for a Period of Five Years; CEQA Status - Not a Project. 9.Approval of Professional Services Contract No. C27197334 with Cascadia Consulting Group, Inc. for a Waste Characterization Study of the City’s Municipal Solid Waste Stream in an Amount Not-to-Exceed $270,233; CEQA Status – Exempt under CEQA Guidelines Sections 15061, 15262 10.Approval of Contract Amendment Number 2 to Contract C21181846 with CAD Masters, Inc. in the Amount of $420,000 for a total not to exceed $2,370,000 for Continued Support of Utility Engineering Systems and Applications through August 2, 2029 (a total of 8 years); CEQA Status: Not a Project Under CEQA Guidelines Section 15378 11.Approval of Amendment No. 4 to Contract No. C20176877 with Schaaf & Wheeler Consulting Civil Engineers to Extend the Contract Term Through June 30, 2027 for the Corporation Way System Upgrades and Pump Station (SD-21000), West Bayshore Road Pump Station (SD-20000), and West Bayshore Trunk Line Improvements (SD-23000) Projects; CEQA Status - Exempt Under CEQA Guidelines Section 15301 12.706 Cowper Street [26PLN-00144]. Council Preliminary Review for Comprehensive Plan Land Use Plan Map Amendment to Allow an Approximately 400 Square Foot Commercial Addition to a Category 1 Historic Resource in the Multiple-Family Residential Land Use Designation. CEQA Status: Not a Project. 13.QUASI-JUDICIAL. 3200 Park/340 Portage: Final Map and Street Naming [26PLN-00009]: Request for a Final Map to Subdivide One Existing 3.92-Acre Parcel for Condominium Purposes, Consistent with the Approved Development Agreement, and to Name the New Private Streets. Zone District: PC 5597. CEQA Status: Council Adopted Resolution 10123 Certifying the EIR for the Project on September 12, 2023 (SCH # 2021120444).  3 September 28, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. CITY MANAGER COMMENTS (7:00 - 7:10 PM)   BREAK (15 MINUTES) Listed times are estimates only and are subject to change at any time, including while the meeting is in progress.   ACTION ITEMS (7:25 - 9:25 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.   14.Direction to advance the Locally Preferred Alternatives for Grade Separation at Churchill Avenue, Meadow Drive, and Charleston Road crossings to 35% design and environmental documentation. CEQA Status – Statutorily Exempt. VIRTUAL PUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. 1-3 minutes depending on number of speakers. In-person comments will be heard at the beginning of the agenda and remote comments will be heard at the end of the agenda. In-person Public Comment is limited to 30 minutes. Additional in-person public comments, if any, will be heard at the end of the agenda. ADJOURNMENT INFORMATION REPORTS Information reports are provided for informational purposes only to the Council and the public but are not listed for action or discussion during this meeting’s agenda.   A.Monthly Investment Report - August 2026 (Unaudited) B.Conflict of Interest Code 2026 Local Agency Biennial Notice; CEQA Status – Not a Project OTHER INFORMATION Standing Committee Meetings this week City Council Meeting September 30, 2026 Climate Action & Sustainability Committee October 2, 2026 Public Comment Letters Schedule of Meetings   SUPPLEMENTAL \ AMENDED AGENDA ITEMS   1.Caltrain Presentation of Framework for a ”No External Funding Scenario”. CEQA Status – Not a Project Item Removed Off Agenda  4 September 28, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. 2.Review Applications and Select Candidates to Interview for the Human Relations Commission (HRC), Planning and Transportation Commission (PTC), and Stormwater Management Oversight Committee (SWMOC) Vacancies; CEQA Status – Not a Project Supplemental Report added PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1.Written public comments may be submitted by email to city.council@PaloAlto.gov. 2.For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item. 3.Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom- based meeting. Please read the following instructions carefully. ◦You may download the Zoom client or connect to the meeting in- browser. If using your browser, make sure you are using a current, up-to-date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. ◦You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. ◦When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. ◦When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4.Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN Meeting ID: 362-027-238 Phone: 1-669-900-6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329-2550 (voice) or by emailing ada@PaloAlto.gov. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.  5 September 28, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. California Government Code §84308, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.  6 September 28, 2026 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. City Council Staff Report From: City Manager Report Type: SPECIAL ORDERS OF THE DAY Lead Department: Transportation Meeting Date: September 28, 2026 Report #:2608-6628 TITLE Caltrain Presentation of Framework for a ”No External Funding Scenario”. CEQA Status – Not a Project EXECUTIVE SUMMARY Caltrain staff will provide an overview of the adopted framework for addressing a scenario in which there is no external funding for its operations. This includes the guiding principles that would shape evaluation of potential service and operational changes and the process for developing contingency scenarios. The framework emphasizes maintaining safety, complying with regulatory requirements, minimizing operating and maintenance costs, maximizing ridership and revenue opportunities, and preserving equitable access to the rail system. Potential measures to be evaluated include changes to service frequency and span, station or segment closures, reductions in maintenance activities, staffing adjustments, and opportunities to generate additional revenue. The presentation is intended to inform the Board of the planning process and the potential implications for Caltrain service should a sustainable external funding source not be secured." BACKGROUND Caltrain continues to face a structural operating funding gap beginning in Fiscal Year 2028 absent a new, ongoing external revenue source. While the agency has implemented significant cost-saving measures, seen significant ridership increases, increased non-fare revenues, and benefited from one-time bridge funding, current projections indicate that these actions alone are insufficient to sustain existing levels of service over the long term. As a result, the Caltrain Board of Directors adopted a framework in June 2026 to guide development of a "No External Funding Scenario" that will inform future budget and service planning should additional funding not materialize. ENVIRONMENTAL REVIEW This report is for informational purposes only with no action required by the Council and therefore is not a project subject to environmental review under the California Environmental Quality Act. APPROVED BY: Ria Hutabarat Lo, Chief Transportation Official Item 1 Item 1 Staff Report        Item 1: Staff Report Pg. 1  Packet Pg. 7 of 342  City Council Staff Report Report Type: SPECIAL ORDERS OF THE DAY Lead Department: City Clerk Meeting Date: September 28, 2026 Report #:2609-6803 TITLE Review Applications and Select Candidates to Interview for the Human Relations Commission (HRC), Planning and Transportation Commission (PTC), and Stormwater Management Oversight Committee (SWMOC) Vacancies; CEQA Status – Not a Project RECOMMENDATION Staff recommends that the City Council review applications and select the following number of candidates to interview: Up to 8 candidates for HRC Up to 6 candidates for PTC Up to 6 candidates for SWMOC BACKGROUND City Council’s review and selection of candidates to interview for HRC, PTC, and SWMOC was deferred from the September 14, 2026 meeting to manage meeting capacity and extend HRC recruitment. Applications were published as part of the September 14, 2026 City Council agenda packet and are available online and linked in Attachment A. An HRC member resigned effective immediately on 9/8/26. Staff re-opened HRC recruitment through September 16 to publicize the unscheduled vacancy and solicit additional applications. The City Council will consider appointing a total of 3 HRC commissioners (2 full-term vacancies and 1 partial-term vacancy). Three additional applications were received and are included in Attachment B. The City Council has established a process to select which applicants to interview for BCC vacancies, but has the discretion to adjust the selection method if it chooses. Councilmembers vote on candidates to interview, with each Councilmember allotted twice as many votes as vacancies. Candidates must receive at least two votes to be interviewed, and candidates receiving the top number of votes are interviewed. The number of candidates interviewed is based on the number of vacancies as follows: Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 1  Packet Pg. 8 of 342  Interview all candidates if there are 6 or fewer applicants Interview up to 6 candidates when there are 1-2 vacancies Interview up to 8 candidates when there are 3 vacancies Interview up to 10 candidates when there are 4 vacancies ANALYSIS A summary of the openings, eligibility requirements, and term lengths for each vacancy are included below. In addition to the eligibility requirements below, no commissioners may be Councilmembers, officers, or employees of the City. Human Relations Commission (HRC) Number of Vacancies and Term Dates 2 Full Term Vacancies (11/1/2026 – 10/31/2029) 1 Partial Term Vacancy (11/1/2025 – 10/31/2028) Seat Numbers 1, 4 ,7 Number of Applicants 12 Total (9 in regular recruitment, 3 additional in extended) Number of Candidates to Interview Up to 8 Number of Votes per Councilmember 6 Eligibility Requirements1 Palo Alto residency Planning and Transportation Commission (PTC) Number of Vacancies and Term Dates 1 Partial Term Vacancy (4/1/2026 – 3/31/2030) Seat Number 4 Number of Applicants 9 Number of Candidates to Interview Up to 6 Number of Votes per Councilmember 2 Eligibility Requirements2 Palo Alto residency 1 Palo Alto Municipal Code Section 2.22.010 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0- 0-0-61320 2 Palo Alto Municipal Code Section 2.20.010 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0- 0-0-61282 Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 2  Packet Pg. 9 of 342  Stormwater Management Oversight Committee (SWMOC) Number of Vacancies and Term Dates 2 Full Term Vacancies (11/1/2026 - 10/31/2030) Seat Number 2, 3 Number of Applicants 7 Number of Candidates to Interview Up to 6 Number of Votes per Councilmember 4 Eligibility Requirements5 Each Committee member shall be a resident of Palo Alto, an employee of a business located in Palo Alto or an owner of real property within the City. FISCAL/RESOURCE IMPACT None. STAKEHOLDER ENGAGEMENT City staff publicized the recruitment through the following methods: Electronic distribution via the City’s Uplift Local community newsletter, City Clerk’s Office newsletter, City’s website, and City’s social media channels; Physical posting and flyer distribution at City facilities, including libraries, community centers, and City Hall; Print and online ads in the Palo Alto Daily Post and Palo Alto Weekly; and Outreach to previous applicants, community-based organizations and groups related to the commissions’ purview. ENVIRONMENTAL REVIEW Council action on this item is not a project as defined by CEQA because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. CEQA Guidelines section 15378(b)(5). ATTACHMENTS Attachment A: BCC Applications Published on 9/14/26 Attachment B: HRC Extended Recruitment Applications APPROVED BY: Mahealani Ah Yun, City Clerk 5 Resolution 10310 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=897189&dbid=0&repo=PaloAlto Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 3  Packet Pg. 10 of 342  Attachment A HRC Applications PRC Applications PTC Applications PAC Applications SWMOC Applications Item 2 Attachment A - BCC Applications Published on 91426        Item 2: Staff Report Pg. 4  Packet Pg. 11 of 342  Human Relations Commission Application Submitted on 16 September 2026, 1:07am Receipt number 94 Related form version 17 Personal Information Name Aji Oliyide Cell Phone Number Home Phone Number Email Address Are you a Palo Alto resident?Yes Address City Palo Alto Postal Code 94303 Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members? No Are you available and committed to complete the term applied for? Yes Fair Political Practices California state law requires board/commission members to file a disclosure of financial interests (Fair Political Practices Commission, Conflict of Interest, Form 700).  Do you/your spouse have an investment in, or do you or your spouse serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to:  1. Engage in business with the City; 2. Provide products or services for City projects; or 3. Be affected by decisions of this Board or Commission? No 1 of 4 Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 5  Packet Pg. 12 of 342  Excluding your principal residence, do you or your spouse own real property in Palo Alto? No How did you learn about the vacancy on the Human Relations Commission? Other: Commissioner Katie Causey Consent to Publish Personal Information on the City of Palo Alto Website Read the code, and check only ONE option below:I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website. Personal and Job Experience Occupation Director of AI Strategy and Operations at Sam's Club Please list your relevant education, training, experience, certificates of training, licenses, and professional registration. If describing work experience, please include company/employer name and occupation.   I want to thank City Council as this is my second time applying to the Human Relations Commission, and I greatly appreciated the opportunity to interview during my 2025 application. I hold a B.S. in Mechanical Engineering from Georgia Tech and an MBA from Duke University’s Fuqua School of Business. I also completed MIT Professional Education’s Chief Operating Officer Program in 2025. Professionally, I am Director of AI Strategy and Operations at Sam’s Club. Previously, I spent 10 years at Google, most recently as a Senior Technical Engineering Program Manager leading work in Cloud and AI, and earlier as an M&A Finance Integration Manager. Prior to Google, I held consulting and management roles at Deloitte and Accenture. My career has given me extensive experience in strategic planning, operations, technology, finance, program management, and cross-functional leadership. Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held. My community involvement has focused on education, youth, the arts, and expanding opportunities for underserved communities. I currently serve on the Board of the Palo Alto Junior Museum and Zoo (2025–present) and on the Board of Trustees of TheatreWorks Silicon Valley (2025–present). I previously served as Vice Chair of Global Glimpse (2022–2025), an organization that provides leadership and international learning opportunities for high school students from diverse backgrounds, and on the Board of Directors of San Francisco CASA (2017–2021), which advocates for children and youth in foster care. My volunteer service also includes work with a grassroots organization in Ghana through Globe Aware (2017) and a fundraising trek in Nepal supporting Voluntary Service Overseas (2011). Application Questions 1. Why are you interested in serving on the Human Relations Commission and what experience would you bring to the position? Having followed HRC and very familiar with the meetings I recognize the HRC is in a period where there are a majority of new commissioners. Having served extensively on nonprofit boards, including as a Vice Chair, I bring experience helping boards operate effectively—following Rosenberg's Rules keeping 2 of 4 Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 6  Packet Pg. 13 of 342  meetings focused, organized, and productive while ensuring different perspectives on sensitive issues feel heard. My family has a deep love of Palo Alto, (my mother has resided here as well for 1.5+ year and I have a child in Palo Verde and one entering preschool soon). I understand that the commissioner who recently stepped down played an important role in the HRC’s ongoing discussions about youth mental health and the experiences of families. As a parent of children in Palo Alto schools, I would bring a valuable firsthand perspective on the needs, challenges, and experiences of families. 2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. Archived video meetings are available from the Midpen Media Center. Like many Palo Altans, I am caring across generations: I have an aging mother and children in our local schools. I was particularly interested in the CEDAW Subcommittee’s recent audit of Palo Alto’s caregiving infrastructure, including childcare and adult care, and the HRC’s listening session on seniors and affordable housing. I am encouraged that the CEDAW work is already informing how the City considers unpaid caregiving and captures the experiences of caregivers in assessing community needs. I would be especially interested in helping translate the Commission’s findings into pragmatic policy recommendations. For example the two areas highlighted in the senior housing listening session were exploring renter protections for those in their 70s or older who have been longtime residents and exploring what HOA fees could be reduced for seniors in BMR units. 3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process? My goal would be to help ensure effective implementation of the JED report recommendations. As someone with extensive board experience, I am confident I can step into the Commissioner role quickly and contribute from the outset. I understand how effective boards operate, work within established procedures, and keep discussions organized, inclusive, and focused on actionable outcomes. I also bring significant nonprofit experience serving vulnerable young people. For four years, I served on the Board of Directors of San Francisco CASA, which advocates for children and youth in foster care and helps ensure they have consistent, trusted adults in their lives. That experience directly connects to themes in the JED report: creating pathways to trusted adults, helping families navigate systems of support, empowering youth, and ensuring young people's voices meaningfully inform decisions that affect them. 4. Human Relations Commission Members work with the documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection. Human Services Needs Assessment (2024) Muni Code 9.72 – Mandatory Response Program Community Services Element of the Comprehensive Plan (2017) While I have not yet worked directly with these specific City documents, their focus aligns closely with skills I have developed throughout my professional and nonprofit leadership experience. My work at Sam’s Club, Google, Deloitte, and Accenture has required me to analyze complex data and policies, identify gaps and priorities, and translate findings into actionable recommendations. My nonprofit board service has similarly required thoughtful review of community needs, organizational policies, and strategic plans. If appointed, I would bring that analytical and governance experience to understanding the Human Services Needs Assessment, Mandatory Response Program, and Community Services Element, and to applying them thoughtfully in the HRC’s recommendations to the City Council. 3 of 4 Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 7  Packet Pg. 14 of 342  If you'd like to provide any additional documents, please upload below. Please confirm that you have read the Boards and Commissions Handbook. View the Boards and Commissions Handbook. Yes Signature Name of signatory: Aji Oliyide Link to signature Date Completed 09/16/2026 4 of 4 Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 8  Packet Pg. 15 of 342  Human Relations Commission Application Submitted on 16 September 2026, 4:12pm Receipt number 95 Related form version 17 Personal Information Name Sunny Dykwel Cell Phone Number 6504006960 Home Phone Number Email Address sunny.dykwel@gmail.com Are you a Palo Alto resident?Yes Address 480 Gary Ct City Palo Alto Postal Code 94306 Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members? No Are you available and committed to complete the term applied for? Yes Fair Political Practices California state law requires board/commission members to file a disclosure of financial interests (Fair Political Practices Commission, Conflict of Interest, Form 700).  Do you/your spouse have an investment in, or do you or your spouse serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to:  1. Engage in business with the City; 2. Provide products or services for City projects; or 3. Be affected by decisions of this Board or Commission? No 1 of 3 Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 9  Packet Pg. 16 of 342  Excluding your principal residence, do you or your spouse own real property in Palo Alto? No How did you learn about the vacancy on the Human Relations Commission? Community Group Consent to Publish Personal Information on the City of Palo Alto Website Read the code, and check only ONE option below:I give permission for the City of Palo Alto to post to the City’s website the attached Board and Commission Application intact. I have read and understand my rights under Government Code Section 6254.21. I may revoke this permission at any time by providing written notice to the Palo Alto City Clerk. Personal and Job Experience Occupation Realtor with Compass; Principal-Brokers By Design; Community volunteer Please list your relevant education, training, experience, certificates of training, licenses, and professional registration. If describing work experience, please include company/employer name and occupation.   SJSU B.S. Degree, Business Admin. Former Commissioner, PA Parks and Recreation; served on PA Parks & Rec Foiundation. 2- term Director, League of Women Voters. 2-term Director, PA Chamber of Commerce. Founding. Director for the PA Downtown Business Improvement District. 2-term Director, PA Family YMCA. Currently serving PA Neighborhoods Block Preparedness Emergency Response Team. Board/Steering Committee member, Midtown Residents Assn. CA Dept of Real Estate licensee 30 yrs. Former Director, Cal Assn of Realtors (CAR) also served as CAR Arbitrator, Served on several committees for PA District Board of Realtors, Southern. Alameda Board, and Silicon Valley Assn of Realtors including Legislative and Professional Standards. Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held. Extensive community involvement includes membership to Palo Alto Rotary Club and other non-proifts. Former Director, Palo Alto-University Rotary Club. Served on PAUSD PTA Council Exec Board and. Paly PTSA Board. While serving on the board of PAUSD All Schools Fund, (ASF), helped merge ASF and Palo Alto Foundation for Education (PAFE) into Partners In Education. Helped establish Project Safety Net with the City, PAUSD, Stanford Hospital and affiliates and a coalition of organizations focused on youth suicide prevention, adolescent mental issues, improved access to mental health services and community education. Director for Filipino Women's Network supporting women and helping end the cycle of abuse. Worked with Rubicon Childrens Center group homes to raise awareness and funding for abused and neglected children in Alameda, San Mateo and Santa Clara counties. Application Questions 1. Why are you interested in serving on the Human Relations Commission and what experience would you I have always dedicated my life to helping others. Serving on the Human Relations. Commission is an extension of the impact I can 2 of 3 Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 10  Packet Pg. 17 of 342  bring to the position?bring for the betterment of our community. My breath of work experience related to housing, arbitration, and legislation, as well as my long-history of civic engagement would be helpful on issues and projects that come before the commission. Being a parent of an active PAUSD student and. having lived in Palo Alto for 30 years will also. come in handy. 2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. Archived video meetings are available from the Midpen Media Center. At the moment, I am engaged in housing issues for the League and the needs of our unhoused population, which also is a matter of importance to the Commission. Measure J is another issue that I would like to pass in November as Cubberley Community Center provides opportunities for affordable childcare and our treasured community resources and services; it is home to several agencies and art organizations that.help make our community thrive. 3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process? See above. 4. Human Relations Commission Members work with the documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection. Human Services Needs Assessment (2024) Muni Code 9.72 – Mandatory Response Program Community Services Element of the Comprehensive Plan (2017) I have read the. handbooks and have an understanding of the goals and responsibilities and the work plan of the Human Relations Commission. I am somewhat familiar with the Community Services Element of the Comprehensive Pan, having served on the Parks and Recreation Commission. If you'd like to provide any additional documents, please upload below. Please confirm that you have read the Boards and Commissions Handbook. View the Boards and Commissions Handbook. Yes Signature Name of signatory: Sunny Dykwel Link to signature Date Completed 09/16/2026 3 of 3 Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 11  Packet Pg. 18 of 342  Subject: Human Relations Commission Application – Becky Wolf Dear Mayor Veenker and Members of the Palo Alto City Council, I am submitting my application for appointment to the Palo Alto Human Relations Commission. I am applying because I believe I could bring a perspective to the Commission that is not always represented in government decision-making: the perspective of someone who has experienced systems from both sides of the table. My life has included domestic violence beginning in childhood and continuing into adulthood, a long-term marriage affected by abuse, legal and financial abuse, disability, housing instability, supportive housing, and now homelessness. I have also spent the last year advocating for other people navigating many of those same systems. Those experiences changed the way I look at public policy. I have learned that a policy can sound excellent on paper and still fail the person it was created to protect. That is why I care so deeply about bringing policy and lived experience into the same room. As founder of The Opportunity Center Single Side Tenant Union and as an advocate, I have worked with residents, veterans, seniors, people with disabilities, survivors, and people who are unhoused or housing insecure. I have learned to review public records, Housing Authority materials, voucher requirements, ADA procedures, HAP contracts, CDBG funding, complaint processes, City documents, planning materials, and reports such as SPUR. I am comfortable asking: Who is responsible? Who is monitoring? Where does the funding come from? What protections exist? Were they followed? And what actually happened to the person at the end of the process? I do not believe accountability has to mean hostility or blame. I believe accountability means making sure that when an organization or government body accepts responsibility for monitoring, funding, protecting, or serving people, that responsibility has meaning. I also believe deeply that people who rarely enter government meeting rooms deserve representation inside them. If appointed, I would especially hope to help strengthen the connection between the HRC and Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 12  Packet Pg. 19 of 342  Palo Alto residents who are unhoused, living in supportive housing, disabled, elderly, survivors of violence, or otherwise struggling to make themselves heard. One thing about me is very simple: once I learn that something is wrong, I cannot unknow it. I want to understand why it happened, what can be changed, and how we can keep the next person from falling into the same gap. I am currently unhoused, while actively working to secure permanent full-time housing again in Palo Alto. I hope my current housing circumstances will not prevent me from serving the community I care so deeply about. In many ways, this experience has made the importance of representation even clearer to me. I am attaching my application and supporting materials for your consideration. Please let me know if there is any additional information, documentation, or material that would be helpful. Thank you for considering my application and for the opportunity to participate in Palo Alto civic life. Warmly, Becky Wolf Advocate Founder, The Opportunity Center Single Side Tenant Union #SilenceIsNotSurvivable Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 13  Packet Pg. 20 of 342  Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 14  Packet Pg. 21 of 342  Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 15  Packet Pg. 22 of 342  Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 16  Packet Pg. 23 of 342  Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 17  Packet Pg. 24 of 342  Item 2 Attachment B - HRC Extended Recruitment Applications        Item 2: Staff Report Pg. 18  Packet Pg. 25 of 342  City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: September 28, 2026 Report #:2609-6774 TITLE Approval of Minutes from August 19, September 9, and September 14, 2026 Meetings RECOMMENDATION Staff recommends that the City Council review and approve the minutes. ATTACHMENTS Attachment A: August 19, 2026 Draft Action Minutes Attachment B: September 9, 2026 Draft Action Minutes Attachment C: September 14, 2026 Draft Action Minutes APPROVED BY: Mahealani Ah Yun, City Clerk Item 4 Item 4 Staff Report        Item 4: Staff Report Pg. 1  Packet Pg. 26 of 342  CITY COUNCIL DRAFT ACTION MINUTES State of the City 2026 Page 1 of 1 Special Meeting August 19, 2026 The City Council of the City of Palo Alto met on this date in the Palo Alto High School Performing Arts Center and by virtual teleconference at 5:30 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Stone, Veenker Present Remotely: Absent: Reckdahl Call to Order State of the City 2026 1. 2026 Palo Alto State of the City NO ACTION Adjournment: The meeting was adjourned at 7:30 P.M. ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 4 ​​Attachment A - August 19, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 2  Packet Pg. 27 of 342  CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 5 Special Meeting September 9, 2026 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:00 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Absent: Special Orders of the Day 1. Interview Candidates for Vacancies on the Historic Resources Board (HRB); CEQA Status - Not a Project NO ACTION 2. Proclamation Honoring the 25th Anniversary of September 11, 2001 NO ACTION Closed Session 3. PUBLIC EMPLOYEE PERFORMANCE EVALUATIONS Authority: Cal. Gov. Code section 54957(b)(1) Titles: City Manager, City Attorney and City Clerk MOTION: Councilmember Reckdahl moved, seconded by Vice Mayor Stone to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 5:48 P.M. Council returned from Closed Session at 8:25 P.M. Item 4 Attachment B - September 9, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 3  Packet Pg. 28 of 342  DRAFT ACTION MINUTES Page 2 of 5 Sp. City Council Meeting Draft Action Minutes: 09/09/2026 Mayor Veenker announced no reportable action. Agenda Changes, Additions and Deletions In-Person Public Comment Council Member Questions, Comments and Announcements Consent Calendar Mayor Veenker and Councilmember Lu recused from agenda Item Number 6. Councilmembers Lu, Stone, Burt, Lythcott-Haims, Reckdahl, and Veenker requested to pull Agenda Item Number 11. Councilmembers Burt, Reckdahl, and Lauing requested to pull Agenda Item Number 8. MOTION: Councilmember Reckdahl moved, seconded by Councilmember Lu to approve Agenda Item Numbers 4-7, 9-10, and to pull Agenda Item Numbers 8 and 11 off of the consent calendar. MOTION PASSED ITEMS 4-5, 7, 9-10: 7-0 MOTION PASSED ITEM 6: 5-0, Veenker, Lu recused 4. Approval of Minutes from August 17 and August 24, 2026 Meetings 5. Approval of Response to Civil Grand Jury Report “VTA‘s Management and Oversight of BART Silicon Valley Phase II”; CEQA Status: Not a Project 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. 7. Approval of Amendment No. 1 to Contract No. S25186778 with Municipal Resources Group, LLC to increase the Contract Amount by $85,000 to a Total Not-to-Exceed of $340,000 for Organizational Development Services and Extend the Contract Term by One Year through September 4, 2027; CEQA Status – Not a Project. Item 4 Attachment B - September 9, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 4  Packet Pg. 29 of 342  DRAFT ACTION MINUTES Page 3 of 5 Sp. City Council Meeting Draft Action Minutes: 09/09/2026 8. Approval of Amendment No. 1 to the Cost-Sharing Agreement with the County of Santa Clara for Continued Operation of the Safe Parking Program at 2000 Geng Road to Extend the Term Through June 30, 2027 and Not-to-Exceed $196,032; Approval of Amendment No. 3 to Contract No. 1557819, the Lease Agreement with the County of Santa Clara, Extending the County’s Temporary Use of the Site Through June 30, 2027; Approval of FY 2027 Budget Amendment in the Permanent Local Housing Allocation (PLHA) Fund; and Authorization to Use PLHA Activity 6 Funds Accordingly; CEQA status – statutorily exempt. 9. Approval of Amendment No. 2 to Contract C23187298C with Hinderliter, de Llamas & Associates (HdL) to Add Sales Tax and Transactions Tax Analysis, Reporting, Forecasting, and Audit Recovery Services and Increase Compensation by $165,000 for a New Total Not-to-Exceed Amount of $3,035,000 over Two Years and Adoption of a Resolution Authorizing HdL and Designated City Staff to Examine Sales or Transactions and Use Taxes from the California Department of Tax and Fee Administration (CDTFA); CEQA Status - Not a Project 10. Adoption of Side Letter Between the City of Palo Alto and Utilities Management and Professional Association of Palo Alto for a Hiring Incentive; CEQA Status - Not a Project. 11. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending Title 16 (Building Regulations), Title 18 (Zoning), and Title 21 (Subdivisions) of the Palo Alto Municipal Code to Amend Requirements Relating to Accessory Dwelling Units and Junior Accessory Dwelling Units (FIRST READING: August 17, 2026; PASSED: 4-3, Stone, Veenker, Lythcott-Haims no) Pulled Consent Calendar Agenda Item 8. Approval of Amendment No. 1 to the Cost-Sharing Agreement with the County of Santa Clara for Continued Operation of the Safe Parking Program at 2000 Geng Road to Extend the Term Through June 30, 2027 and Not-to-Exceed $196,032; Approval of Amendment No. 3 to Contract No. 1557819, the Lease Agreement with the County of Santa Clara, Extending the County’s Temporary Use of the Site Through June 30, 2027; Approval of FY 2027 Budget Amendment in the Permanent Local Housing Allocation (PLHA) Fund; and Authorization to Use PLHA Activity 6 Funds Accordingly; CEQA status – statutorily exempt. MOTION: Mayor Veenker moved, seconded by Councilmember Lauing to reconsider agenda item number 8 (to approve agenda item number 8) and direct staff to return with a study session related to agenda item number 8. MOTION PASSED: 7-0 Item 4 Attachment B - September 9, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 5  Packet Pg. 30 of 342  DRAFT ACTION MINUTES Page 4 of 5 Sp. City Council Meeting Draft Action Minutes: 09/09/2026 City Manager Comments Ed Shikada, City Manager Action Items 12. PUBLIC HEARING / QUASI-JUDICIAL. 470 Olive Avenue [25PLN-00228]: Recommend City Council Adopt an Ordinance Amending the Zoning Map to Change the Zoning District for 470 Olive Avenue from NV-R1 (Single-Family Residential) to NV-MXM (Medium Density Mixed Use) and Adopt a Resolution Changing the North Ventura Coordinated Area Plan (NVCAP) Land Use Designation from Low Density Residential to Medium Density Mixed Use to Align it With the NVMXM Zoning of the Adjacent and Connected Parcel at 2951 El Camino Real. This Action Supports a Staff Determination to Add 470 Olive Avenue as a Housing Inventory Site to Address No Net Loss Requirements. CEQA Status: Statutorily Exempt per Public Resources Code Section 21080.085. Councilmember Lu recused from agenda item number 12. MOTION: Mayor Veenker moved, seconded by Councilmember Reckdahl to continue this item to a date uncertain. MOTION PASSED: 6-0, Lu Recused 13. Designation of Voting Delegate and Alternate for the League of California Cities 2026 Annual Conference, to be held September 23-25, 2026 in Anaheim, California; CEQA Status – Not a Project MOTION: Mayor Veenker moved, seconded by Councilmember Reckdahl to designate Councilmember Lu as the voting delegate and Mayor Veenker as the alternate voting delegate for the League of California Cities (Cal Cities) 2026 Annual Conference. MOTION PASSED: 7-0 14. Colleagues’ Memo: Council Discussion and Public Release of the Investigation Report Regarding Forest Peterson MOTION: Councilmember Lauing moved, seconded by Councilmember Reckdahl to waive attorney-client privilege with respect to final investigative report regarding the complaint against Forest Peterson and direct the City Attorney to release a version of the report with redactions to protect the privacy of witnesses to the extent practicable, with the clarifications Item 4 Attachment B - September 9, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 6  Packet Pg. 31 of 342  DRAFT ACTION MINUTES Page 5 of 5 Sp. City Council Meeting Draft Action Minutes: 09/09/2026 that the waiver of privilege is limited to the final report and that Council does not intended to waive privilege over the subject matter of the investigation. MOTION FAILED: 3-4, Lu, Stone, Lythcott-Haims, Veenker Virtual Public Comment Adjournment: The meeting was adjourned at 11:58 P.M. ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 4 Attachment B - September 9, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 7  Packet Pg. 32 of 342  CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 5 Regular Meeting September 14, 2026 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Absent: Special Orders of the Day 1. Northern California Power Agency General Manager Tony Zimmer NO ACTION 2. Review Applications and Select Candidates to Interview for the Parks and Recreation Commission (PRC) and Public Art Commission (PAC) Vacancies; CEQA Status – Not a Project NO ACTION Boards, Commissions, and Committees Appointment 3. Appointment of Candidates to the Historic Resources Board (HRB); CEQA Status – Not a Project Historic Resources Board First Round Voting for Three (3) full term vacancies (seats 1, 2, 3) on the Historic Resources Board ending on March 31, 2029 Aleksandar Patrick Dusan Rakicevic More: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Alisa Eagleston-Cieslewicz: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Nandini Ramamurthi: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Item 4 Attachment C - September 14, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 8  Packet Pg. 33 of 342  DRAFT ACTION MINUTES Page 2 of 5 City Council Meeting Draft Action Minutes: 09/14/2026 Candidate Aleksandar Patrick Dusan Rakicevic More receiving seven votes is appointed to the full term expiring March 31, 2029 (seat 1). Candidate Alisa Eagleston-Cieslewicz receiving seven votes is appointed to the full term expiring March 31, 2029 (seat 2). Candidate Nandini Ramamurthi receiving seven votes is appointed to the full term expiring March 31, 2029 (seat 3). Agenda Changes, Additions and Deletions In-Person Public Comment Council Member Questions, Comments and Announcements Consent Calendar MOTION: Vice Mayor Stone moved, seconded by Councilmember Reckdahl to approve Agenda Item Numbers 4-6, AA1. MOTION PASSED: 7-0 4. Approval of Contract Number C27197641 with A3 Pipeline in the Amount Not-to-Exceed $2,466,255 for the Sewer Lateral Replacement Project (WC-99013) at various locations across the City; Authorization for the City Manager or Designee to Negotiate and Execute Related Change Orders Not-to-Exceed $246,626 for a Total Not-to-Exceed Amount of $2,712,881 for a Three-Year Term. CEQA Status: Exempt under CEQA Guidelines 15302 (Replacement or Reconstruction of Existing Facilities). 5. Adopt a Resolution approving the City of Palo Alto Utilities Electric Utility Physical Security Plan Update: CEQA Status – Not a Project 6. SECOND READING: Ordinance of the Council of the City of Palo Alto Adding Chapter 10.49 (OSV Parking Permit Districts) to the Palo Alto Municipal Code and Amending PAMC Section 10.60.010 (FIRST READING: August 24, 2026; PASSED: 7-0) AA1. Approval of Increase of Construction Contingency for Contract No. C211781123B with Swinerton Builders in the Amount Not-to-Exceed $7,374,367 and Amendment to the Item 4 Attachment C - September 14, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 9  Packet Pg. 34 of 342  DRAFT ACTION MINUTES Page 3 of 5 City Council Meeting Draft Action Minutes: 09/14/2026 Fiscal Year 2027 Budget Appropriation for the Capital Improvement Fund for the New Public Safety Building Capital Improvement Program Project (PE-15001), to Support a Settlement Agreement With Swinerton Builders; CEQA Status – Environmental Impact Report for the New Public Safety Building and New California Avenue Area Parking Garage (Resolution No. 9772) City Manager Comments Ed Shikada, City Manager Action Items 7. PUBLIC HEARING / QUASI-JUDICIAL. 375 Hamilton Avenue [26PLN-00050]: Request for Major Architectural Review Approval for the Construction of a New Six-Story Parking Garage with a Total of 265 Parking Spaces on the Existing Surface-Level Parking Lot D. CEQA Status: Prior Environmental Impact Report Certified (Council Resolution No. 9818, February 11, 2019). An Addendum to the Previously Certified Environmental Impact Report (SCH# 2017052040) has Been Prepared in Accordance with CEQA Guidelines Section 15164. Zoning District: PF (Public Facilities). MOTION: Vice Mayor Stone moved, seconded by Councilmember Lythcott-Haims to: 1. Consider the Addendum to the previously certified Environmental Impact Report (EIR) (Council Resolution No. 9818, February 11, 2019); and 2. Approve the Major Architectural Review (AR) application based on findings and subject to conditions of approval in the Record of Land Use Action (RLUA) in Attachment B. MOTION PASSED: 7-0 8. Refinancing of the 2009A Water Revenue Bonds, Series A; Adoption of a Resolution Authorizing the Issuance and Sale of Tax-Exempt Water Revenue Refunding Bonds in a Principal Amount Not-to-Exceed $20,000,000, Approval of the Official Notice of Sale, Indenture of Trust, Official Statement, Irrevocable Refunding Instructions, and Related Documents; CEQA Status - Not a Project MOTION: Mayor Veenker moved, seconded by Councilmember Lu to: Item 4 Attachment C - September 14, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 10  Packet Pg. 35 of 342  DRAFT ACTION MINUTES Page 4 of 5 City Council Meeting Draft Action Minutes: 09/14/2026 1. Authorize staff to refinance the outstanding City of Palo Alto Water Revenue Bonds, 2009 Series A through the issuance of Water Revenue Refunding Bonds in a principal amount not to exceed $20,000,000; and 2. Approve the Official Notice of Sale, Indenture of Trust, Official Statement, Irrevocable Refunding Instructions, and authorize official actions and related documents thereto. MOTION PASSED: 7-0 Closed Session 9. CONFERENCE WITH CITY ATTORNEY-EXISTING LITIGATION Subject: Diego Velasquez v. City of Palo Alto et al. Santa Clara County Superior Court, Case No. 24-CV-450636 Authority: Government Code Section 54956.9(d)(1) One Case, as Defendant 10. CONFERENCE WITH CITY ATTORNEY – EXISTING LITIGATION Subject: City of Palo Alto v. Gary Wetzel, et al. Santa Clara County Superior Court Case No. 26CV484552 One Case, as Defendant Authority: Government Code Section 54956.9(d)(1) 11. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Authority: Government Code Section 54956.8 Property: 4000 Middlefield Road, Palo Alto (Informally known as the Cubberley Site) Negotiating Party: Palo Alto Unified School District City Negotiators: Ed Shikada, Kristen O'Kane, Sunny Tong Subject of Negotiations: Purchase, Exchange, and/or Lease Price and Terms of Payment MOTION: Councilmember Lauing moved, seconded by Councilmember Lu to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 8:43 P.M. Council returned from Closed Session at 10:10 P.M. Mayor Veenker announced the following reportable actions from Closed Session: Regarding Swinerton v. City of Palo Alto (JAMS Reference # 5100003409), a matter previously heard in Closed Session on August 17, 2026, the City entered into a settlement agreement to resolve claims by Swinerton and its subcontractors arising from construction of the recently Item 4 Attachment C - September 14, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 11  Packet Pg. 36 of 342  DRAFT ACTION MINUTES Page 5 of 5 City Council Meeting Draft Action Minutes: 09/14/2026 opened Public Safety Building. The settlement provides for the City to pay $8 million to resolve the claims. The City Council approved the settlement by a 7-0 vote on August 17, 2026, and the settlement agreement was finalized on September 10, 2026. Regarding Diego Velasquez v. City of Palo Alto et al., Santa Clara County Superior Court, Case No. 24-CV-450636, the City Council authorized the City Attorney’s Office to file a cross- complaint in the action against Cleary Brothers Landscape, Inc., Bastion Construction Services, and any successors in interest to those entities. The City Council approved the action by a 7-0 vote. Virtual Public Comment Adjournment: The meeting was adjourned at 10:18 P.M. in memory of Byron Sher, Former Palo Alto Mayor. ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 4 Attachment C - September 14, 2026 Draft Action Minutes        Item 4: Staff Report Pg. 12  Packet Pg. 37 of 342  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Community Services Meeting Date: September 28, 2026 Report #:2607-6546 TITLE Approval of a Letter of Intent with Maker Nexus for collaboration on a long-term public-private partnership for a new multi-generational makerspace at the Cubberley site; CEQA status - Mitigated Negative Declaration Approved on May 19, 2026. RECOMMENDATION Staff recommend the City Council approve and authorize the City Manager to execute a Letter of Intent (LOI) with Maker Nexus for collaboration on a long-term public-private partnership for a new multi-generational makerspace at the Cubberley site (Attachment A). EXECUTIVE SUMMARY City staff and the Cubberley Ad Hoc committee are coordinating with community partners to advance elements of the Cubberley project using a public private partnership model. A proposed partnership with Maker Nexus would create a new and more expansive makerspace at the Cubberley site for people of all ages and abilities. Staff recommend Council approve a Letter of Intent (Attachment A) with Maker Nexus to formalize a joint commitment to further advance this project component. BACKGROUND The City is advancing a plan to redevelop a 15-acre portion of Cubberley, guided by the Cubberley Conceptual Master Plan and associated CEQA environmental document adopted by the City Council on May 18, 20261. The City and the Palo Alto Unified School District (PAUSD) have a memorandum of understanding that would enable the City to purchase seven acres to support a reimagined community center and fund school improvements. The City currently owns eight acres at Cubberley; acquiring an additional seven acres would create an opportunity 1 City Council, May 18, 2026; Agenda Item #13; SR #2512-5750, https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=2a17e949-762d-4b3e-8ba5- f92086da72b0 Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 1  Packet Pg. 38 of 342  to update the ageing facility for the benefit of the community. Funding the land purchase and site improvements could be possible through a combination of funding sources including a ballot measure, nonprofit partnerships, philanthropy, grants, and development fees. ANALYSIS Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 2  Packet Pg. 39 of 342  A public-private partnership with Maker Nexus would bring a successful community-focused maker space to Cubberley and contribute toward funding an element of the Cubberley project for community benefit. The LOI establishes a framework for future actions and outlines mutually cooperative strategies to guide ongoing discussions on key terms and conditions of future agreements. Following approval of the LOI, the City and Maker Nexus will establish terms for a future agreement that will include cost sharing, fundraising goals, timelines, management structures, and other terms. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 3  Packet Pg. 40 of 342  Maker Nexus 1330 Orleans Drive Sunnyvale, CA 94089 (408) 685-2500 www.makernexus.org Letter of Intent for the Mutual Cooperation between the City of Palo Alto (hereinafter “the City” or “CPA”) and Maker Nexus, a nonprofit 501(c)(3) charitable organization incorporated in the state of California. The City of Palo Alto reached out to Maker Nexus to explore the possibility of our potential role as a nonprofit organization anchor facility in the Cubberley site renovation development. This project is dedicated to supporting the City’s efforts to expand indoor recreational space by building community awareness of the need for additional space, catalyzing community engagement in the creation and ongoing support of the space, and helping raise public and private funds for development and operational costs. Maker Nexus empowers people of all ages and backgrounds to learn, create, and innovate. Our collaborative community provides access to hands-on training with professional-grade tools. We lower barriers to craftsmanship, build confidence, create opportunity, and foster a culture of creativity and resourcefulness across our region. Our facility is open to members and the public from 10 am to 10 pm, 7 days a week. This type of access is consistent with our mutual goal to lower barriers of access to the facility and maximize the opportunities for community use of the space. Maker Nexus now wishes to explore collaboration and negotiations toward a long-term public-private partnership to empower the broad community of residents to learn, create and innovate by lowering barriers of access to hands-on training with professional-grade tools, by achieving the following strategic objectives: 1. Identify a potential location within the Cubberley campus, on City-owned land, of sufficient size and location to accommodate a full featured industrial grade shop that will provide work and program space accessible to the community. The parties will mutually determine a location at the Cubberley site to accommodate the project in concert with development of a master plan for a community center at the Cubberley site. 2. Plan for facility use that is flexible and adaptable to both the current and the evolving future needs of the community. Explore preliminary concepts and feasibility standards for a facility intended to be renovated as potentially the first phase of the master plan for the Cubberley site. 3. Pending agreement, Maker Nexus may participate in the City’s development of a master plan for the Cubberley site, to reinforce coordination and comprehensive planning. 1 of 3 Item 5 Attachment A - Letter of Intent with Maker Nexus        Item 5: Staff Report Pg. 4  Packet Pg. 41 of 342  4. Maker Nexus and the City may mutually explore development of a preliminary construction and program budget. We anticipate mutual cooperation in bringing existing buildings up to code, including required sprinkler systems, ADA compliance, bathrooms, etc. Certain key infrastructure elements outside the existing buildings are anticipated in order to ensure a usable site, including sufficient parking throughout the day and into the evening to support program delivery, as well as suitable heavy load/unload access to the building for deliveries of relatively large materials and supplies. 5. Maker Nexus may explore fundraising strategies in connection with a potential project, contingent on clarity regarding site control, scope, and City commitments, in order to offset the City's capital development costs. The minimum and total goals will be agreed upon between the City and Maker Nexus following the development of the budget. 6. CPA may provide Maker Nexus with site access and contracting authority to manage renovation construction with oversight by the City. 7. As part of a future agreement, Maker Nexus will provide an operating plan for programs to be conducted in the new facility. Maker Nexus will be solely responsible for programming and membership management. 8. The City agrees to pursue the adoption of the revised Cubberly Master Plan as expeditiously as possible, subject to any required public processes and approvals. 9. Maker Nexus, in order to recoup required investment in the space, anticipates a term of agreement of at least 7 years in the space with two options to extend for 5 years each. Maker Nexus and CPA are interested in undertaking and completing the new facility in accordance with one or more future agreements subject to mutually acceptable terms and conditions. The City and Maker Nexus will endeavor to negotiate a potential agreement as soon as possible. Elements to be included in the agreement(s) include: 1. Term of the agreement(s) 2. Acknowledgement that the City is commencing a master planning effort for a new community center at the Cubberley site that will include community engagement building upon the Cubberley Concept Plan completed in 2019, and coordination and cooperation with that effort will be necessary to meet milestones defined in the Memorandum of Understanding between the City and Palo Alto Unified School District. 3. Distinct phases for fundraising and renovation, respectively, with separate terms for each phase. 4. Contracting requirements that would allow Maker Nexus to efficiently manage renovation and build out of the facility. 5. Establishment of a time frame and details, including goals for fundraising activities. 6. Acknowledgement and stewardship of coordination with City departments to be involved in the project. 2 of 3 Item 5 Attachment A - Letter of Intent with Maker Nexus        Item 5: Staff Report Pg. 5  Packet Pg. 42 of 342  7. Development of a community outreach and engagement plan by the City and Maker Nexus to build support for the project and to receive and address community comments. 8. A project schedule, including timelines for review by the City's Architectural Review Board, Planning and Transportation Commission, and other boards and commissions as may be required. 9. Options for either party to terminate the partnership (or “joint planning process”) agreement. 10.The City acknowledges that Maker Nexus will start a major donor fundraising effort and may require commitments from the City in terms of a lease or other process requirements in order to close a major donation. The City acknowledges it will be responsible for providing those commitments in a timely manner or risk losing major donors. This letter is not a binding contract between CPA and Maker Nexus and does not establish a legal partnership or any other legal relationship. Nor shall this letter create any reliance on either party to act or not act in any specific way. It is intended to facilitate discussion of the key agreement terms and conditions of the future agreements relating to this joint project. Maker Nexus and CPA both reserve rights to explore, evaluate, or pursue other potential sites and/or partnerships during the term of this Letter. Date Approved: ____________________________________________________________________________ Ed Shikada City Manager Regina Sakols/Kelly Yamanishi Maker Nexus 3 of 3 Item 5 Attachment A - Letter of Intent with Maker Nexus        Item 5: Staff Report Pg. 6  Packet Pg. 43 of 342  Attachment B 1 2 4 6 8 The Cubberley Site 1 2 3 Memorandum of Understanding with PAUSD 4 both the City Council and Palo Alto Unified School District (PAUSD or District) Board of Education approved a Memorandum of Understanding (MOU) related to the future of the Cubberley site. The MOU outlines key terms and conditions for the purchase and future planning of Cubberley. The land purchase, which would transfer ownership of seven acres from PAUSD to the City, is contingent on voter approval of a bond measure in November 2026. This condensed timeframe requires development of a master plan for the site by March 2026, conduct stakeholder and community engagement and outreach, polling, financial analysis, CEQA analysis, and other critical tasks. The addition of the seven acres, plus the eight acres already owned by the City of 1 City Council, December 2, 2024: https://portal.laserfiche.com/Portal/DocView.aspx?id=112707&repo=r- 704298fc&searchid=c3e3ed6f-6cda-4dd3-ba35-5d8d4be5579e 2 https://www.cityofpaloalto.org/files/assets/public/v/1/city-manager/communications-office/cubberley- community-center_mappdf.pdf 3 Cubberley Concept Plan 2019: https://www.pausd.org/about-us/committees-task-forces/archived- committees/cubberley-master-plan 4 City Council, October 7, 2024; Agenda Item AA1; SR #2409-3500, https://portal.laserfiche.com/Portal/DocView.aspx?id=98415&repo=r-704298fc&searchid=e199f724-22ab- 472b8ad8-ca162c4dcf8a Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 7  Packet Pg. 44 of 342  Attachment B 1 2 4 6 8 Palo Alto provides an opportunity to develop a new community center and other improvements on a combined 15 acres at the Cubberley site to provide a range of City programs, including health, wellness, and recreational opportunities for residents. Master Plan Update and Pursuit of a Local Ballot Measure 9 related to the future of the Cubberley site. These actions included approval of a contract with Concordia, LLC, and associated budget actions for development of a revised Master Plan for the Cubberley Community Center site, building on the previous master plan completed in 2019 by Concordia and guided by significant community input. Additionally, the Council approved a Letter of Intent with the Friends of the Palo Alto Recreation Wellness Center for the purpose of fundraising for a recreation wellness center (gymnasium) at the Cubberley site, and a workplan for pursuit of a November 2026 local ballot measure to fund the purchase of land and development of a new community center at the Cubberley site. 10 to continue the current use of the property, including playing fields, approval of a professional services agreement with Rincon for CEQA analysis,11 and approval of professional service agreements with Lew Edwards Group and Fairbank, Maslin, Metz & Associates12 for ballot measure strategy advisement and community polling. Cubberley Ad Hoc Committee 9 City Council, December 2, 2024; Agenda Item 18, SR #2410-3634, https://portal.laserfiche.com/Portal/DocView.aspx?id=112713&repo=r-704298fc 10 City Council, December 2, 2024; Agenda Item 12; SR #2410-3651, https://portal.laserfiche.com/Portal/DocView.aspx?id=112707&repo=r-704298fc 11 City Council, December 16, 2024; Agenda Item 12; SR #2411-3813, https://portal.laserfiche.com/Portal/DocView.aspx?id=117742&repo=r-704298fc&searchid=96e9506b- f1bd-485e-a4cb-fc804b5893d1 12 City Council, February 24, 2025; Agenda Item 4; SR #2501-4039, https://portal.laserfiche.com/Portal/DocView.aspx?id=143364&repo=r-704298fc&searchid=fef509a6- 4d34-4060-bc7a-6ab87db7a0ae Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 8  Packet Pg. 45 of 342  Attachment B 1 2 4 6 8 operating and financial models, and decisions on what should be placed on the November 2026 ballot. April 21, 2025 City Council Meeting 17 City Council meeting, staff presented outcomes from the first community meeting held on March 19, an update on the Cubberley Master Plan Project workplan and sought Council authorization to initiate the first community poll. 18 . 17 City Council, April 21, 2025; Agenda Item 11; SR #2503-4310, https://portal.laserfiche.com/Portal/DocView.aspx?id=166428&repo=r-704298fc 18 Staff Presentation, April 21, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=71ade3d7-a57a-4195-a59b- c410d90832ea Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 9  Packet Pg. 46 of 342  Attachment B 1 2 4 6 8 Theater/Performance Space, Greenspace, Makerspace, and Senior/Multigenerational Programs. 21. The poll themes and questions were developed with input from the Cubberley Ad Hoc Committee and will inform critical upcoming milestones in the project. The Council did not take an action but supported proceeding with the poll. April 22,2025 Parks & Recreation Commission Meeting 22 staff presented an informational update to the Parks and Recreation Commission, offering a comprehensive overview of the project's overall workplan and timeline. The presentation included a detailed summary of Community Meeting #1, highlighting key themes and priorities that emerged from the community’s feedback. Staff also introduced Poll #1, which was launched at the end of April, and encouraged Commissioners to help promote the survey to ensure broad community participation. In addition, the presentation outlined several ways the Commission can remain engaged and support the project, including serving as ambassadors within the community, helping to share information, and providing feedback. The creation of a PRC Cubberley ad-hoc committee was discussed and it was decided that this topic will be further considered during the upcoming workplan revisions scheduled for the coming months. June 9, 2025 City Council Meeting 23 staff presented to City Council the results of the first community poll, community engagement milestones coming up and updates to the workplan. The focus of the first poll was to survey voter input on the goals and future of the community center and possible support for a tax or bond measure. Staff also shared community engagement. Overall, the poll found broad majority support for improvement at the Cubberley site. Surveyed voters place highest priority on bringing the facility up to modern standards for electrical, plumbing, safety, and accessibility early childhood 21 FM3 Presentation, April 21, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=83ec6422-b6e4-4e83-9ca3- ca746a5971a0 22 Staff Presentation, April 22, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=dae0543c-e007-4fc1-9a69- fd08b156ee94 23 City Council, June 9, 2025, Agenda Item 2; SR#2503-4313, https://portal.laserfiche.com/Portal/DocView.aspx?id=182790&repo=r-704298fc&searchid=57dac2b5- 5c42-4ef0-978a-be940766f395 Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 10  Packet Pg. 47 of 342  Attachment B 1 2 4 6 8 education; affordability and efficient use of taxpayer dollars; and overall repairs for the facility. Lastly, staff shared with the City Council the community revised Vision Statement for the future of the Community Center. June 12, 2025 Second Cubberley Master Plan Community Meeting A vibrant, beloved, and adaptable destination that promotes learning, connections, joy, and wellbeing where all cultures and generations belong. Following this, staff provided an overview presentation to orient attendees to the three 3-D concept plans being presented. Each conceptual design includes an A, B, and C variations exploring different configurations of building placement, new construction vs renovation, green space, bike and pedestrian circulation, and parking—both above and below ground. 27. 27 Community Meeting #2 Summary, www.paloalto.gov/files/4280f185-ca1d-4965-940f-1e4fcaf6cb11/M2- Summary-Report-Final.pdf Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 11  Packet Pg. 48 of 342  Attachment B 1 2 4 6 8 June 19, 2025 Public Art Commission Meeting On June 19, 2025,29 City staff presented to the Public Art Commission and discussed potential opportunities to support the City’s Strategic Activation Plan for the Cubberley site, which was developed by staff in coordination with the City Council’s Cubberley Ad Hoc Committee. The plan outlined phased enhancements and activations aligned with the broader master planning process, community engagement efforts, and the anticipated November 2026 ballot initiative. As part of the discussion, Commissioners explored how the ArtLift grant program—previously identified at their January retreat as a potential tool—could be leveraged to support temporary public art installations at Cubberley and other key locations. Ideas included murals, ground art, freestanding sculptures, and performance-based activations to help generate community excitement and reinforce the role of the arts in creating vibrant, inclusive public spaces. June 24, 2025 Parks & Recreation Commission Meeting On June 24, 2025,30 City staff provided the Parks and Recreation Commission with an informational update on the Cubberley Community Center Master Plan. The presentation included a recap of the second community meeting held on June 12, where Concordia unveiled three concept designs for the site and invited community feedback. Staff also presented the results of the first community poll, released in late April, and shared a list of proposed near-term activation ideas for the Cubberley site, inviting the Commission’s input. In addition, staff sought feedback from the Commission on the three concept designs. The newly formed PRC Cubberley Ad Hoc Committee will continue to refine the activation plans in July. July 9, 2025 Planning and Transportation Commission Meeting On July 9, 2025,31 the Planning and Transportation Commission (PTC) received an update on the Cubberley Master Plan and was asked to provide input to help inform the next phase of the planning process. Staff requested feedback on several key aspects recently reviewed by the community, including arrival and parking, pedestrian circulation, building scale and space organization, greenspace layout, the balance of 29 Staff Presentation, June 19, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=a036e199-31cd-4d94-8214- 7fb0170e39ac 30 Staff Presentation, June 24, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=ac29aa36-1b3a-4403-b8b2- cc403685865d 31 Staff Presentation, June 9, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=49fc32cf-caa1-4dd9-97f9- 5d5d02150256 Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 12  Packet Pg. 49 of 342  Attachment B 1 2 4 6 8 built and open space, and how the site can be a good neighbor. Additional PTC feedback emphasized the importance of clear cost comparisons between renovation and new construction, interest in public-private funding models, and support for a future bond measure and donor engagement. Commissioners favored partial underground parking and better integration with transit and surrounding neighborhoods. There was broad interest in maintaining flexible green space for events, ensuring safe and separate bike/pedestrian circulation, and preserving multigenerational, inclusive programming. Suggestions also included clearer diagrams, more tangible use examples, and consideration of impacts from surrounding development. July 17, 2025 Architectural Review Board Meeting 35, the Architectural Review Board (ARB) received a presentation on the Cubberley Master Plan and provided early feedback to help shape the next phase of planning. The Board expressed strong support for phased development and emphasized minimizing disruption to existing tenants and programs. Members praised pedestrian and bike circulation, supported the proposed balance of buildings and green space, and encouraged improvements to vehicle access and mobility hubs. There was general support for new construction over renovation and interest in enhancing the site's identity through public art and flexible community spaces. The ARB also encouraged a welcoming design that reflects Cubberley’s civic and cultural significance while being a good neighbor to the surrounding community. September 17, 2025 Third Cubberley Master Plan Community Meeting 35 Staff Presentation, July 17, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=2a9a7988-768f-465b-bcf9- 68166ff9af6f Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 13  Packet Pg. 50 of 342  Attachment B 1 2 4 6 8 Phase 1 consists of two parts: a Recreation Wellness Center and a Performing Arts Center. Phase 1 also includes renovation of remaining buildings so the full site continues to be operational until phases 2 and 3 can be completed. Community members were invited to assess the Phase 1 concept designs for the recreation wellness and performing arts area and were asked to reflect on three key questions: 37. September 23, 2025 Parks and Recreation Commission Meeting 38, the Parks and Recreation Commission (PRC) received a presentation on the refined Cubberley Community Center Master Plan concept following the third and final community meeting held on September 17, 2025. Commissioners reviewed updates on program placement, phasing, and site circulation, and were asked 37 Community Meeting #3 Summary; www.paloalto.gov/files/assets/public/v/1/community- services/cubberley-project/2025.11.11_m3-summary.pdf 38 Staff Presentation, September 23, 2025; https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=efbb1418-4bbe-49b2-b786- 165e29017ca3 Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 14  Packet Pg. 51 of 342  Attachment B 1 2 4 6 8 to provide input on the same questions posed to the community: what is working well, what could be improved, and what creative ideas could enhance the campus experience. October 20, 2025 City Council Meeting 41 with an emphasis on the first phase of site development showing a combination of renovated and new building construction. The focus on the first phase recognizes that funding will likely be a limiting factor in full site redevelopment. At this meeting, staff shared objectives and themes for the second community poll to determine voter support for a bond or tax measure to finance the land purchase, and the extent of how much voters are willing to pay annually. Following the October 20 meeting the second poll was conducted. December 15, 2025 City Council Meeting 42, including results from the second community poll and discussed next steps. Council discussed key findings from Poll #2, which indicate broad voter support for the City acquiring the Cubberley property and willingness to invest in limited funding focused on basic repairs, safety upgrades, and accessibility improvements. Results showed relatively higher support for parcel tax and sales tax funding mechanisms, with a $250 average annual parcel tax testing above 50% support and a 0.5% sales tax increase capable of supporting significantly greater capital financing, pending state authorization. 41 City Council, October 20,2025; Agenda Item #1; SR #2503-4353, https://portal.laserfiche.com/Portal/DocView.aspx?id=231071&repo=r-704298fc 42 City Council, December 15, 2025; Agenda Item #3; SR #2503-4355, https://portal.laserfiche.com/Portal/DocView.aspx?id=246305&repo=r-704298fc Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 15  Packet Pg. 52 of 342  Attachment B 1 2 4 6 8 Council expressed alignment with staff and the Ad Hoc Committee’s recommendation to continue refining ballot measure options and to launch a third poll in January 2026 to further test potential parcel tax and sales tax scenarios. February 9, 2026 City Council Meeting 45, including results from the third community poll and progress on public-private partnerships to advance key components of the project. Staff shared that, in anticipation of possible Council consideration of a November 2026 ballot measure to fund the purchase of seven acres from PAUSD and advance all or portions of the project, three of four planned community polls have been completed. Results show both parcel tax and sales tax funding options testing at approximately 48% support—an improvement from the prior poll, though still below the thresholds required for approval (two-thirds for a parcel tax and a simple majority for a general-purpose sales tax). Despite these challenges, Councilmembers remained optimistic, noting that support levels are approaching viability, particularly for a sales tax option, and that emerging public-private partnerships could strengthen the overall funding strategy. 45 City Council, February 9, 2026; Agenda Item #11; SR#2512-5774, https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=fd6f9939-83a3-4ea7-817a- e7719c9194a4 Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 16  Packet Pg. 53 of 342  Attachment B 1 2 4 6 8 expressed interest in exploring partnership opportunities with the City at the Cubberley site. March 11, 2026 Planning and Transportation Commission and Architectural Review Board Special Joint Meeting 47 on the proposed Cubberley Conceptual Master Plan and the Draft Initial Study/Mitigated Negative Declaration (IS/MND) prepared under the California Environmental Quality Act (CEQA). Staff presented the City’s long-term vision to redevelop approximately 15 acres of the Cubberley campus, including the potential purchase of seven acres from the Palo Alto Unified School District (PAUSD) for $65.5 million. Staff noted that the purchase and implementation of the plan will depend on identifying funding sources, which may include a potential sales tax ballot measure in November 2026, development impact fees, grants, philanthropic contributions, and public-private partnerships. 47 Staff Presentation, March 11, 2026; https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=c9289f37-122b-455b-959c- febb294cc3c1 Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 17  Packet Pg. 54 of 342  Attachment B 1 2 4 6 8 and staff to evaluate as the project moves forward into future phases of planning and design. Below are the approved motions: Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 18  Packet Pg. 55 of 342  Attachment B 1 2 4 6 8 March 24, 2026 Parks and Recreation Commission Meeting The Parks and Recreation Commission received a presentation from staff49 on the proposed Cubberley Conceptual Master Plan and the Draft Initial Study/Mitigated Negative Declaration (IS/MND) prepared under the California Environmental Quality Act (CEQA), and results of the second and third community polls. Staff presented the City’s long-term vision to redevelop approximately 15 acres of the Cubberley campus, including the potential purchase of seven acres from the Palo Alto Unified School District (PAUSD) for $65.5 million. Staff noted that the purchase and implementation of the plan will depend on identifying funding sources, which may include a potential parcel or sales tax ballot measure in November 2026, development impact fees, grants, philanthropic contributions, and public-private partnerships. Staff requested that the commission review and consider the Draft IS/MND and provide a recommendation to the City Council regarding adoption of the Conceptual Master Plan. City Council is scheduled to consider adoption of the plan in April 2026, while staff continue advancing environmental review, partnership discussions, and funding and financing strategies. Commissioners expressed strong appreciation for the work completed to date and shared overall excitement about the vision and direction of the project. Discussion included the use of a Mitigated Negative Declaration under CEQA and the level of detail at the conceptual stage, particularly related to architectural and landscape design, including tree preservation and future planting strategies. The Commission also considered key program elements such as recreation amenities and amphitheater capacity, as well as project phasing, funding flexibility, and timelines tied to land acquisition and partnership opportunities. Commissioners also discussed construction impacts on existing operations and opportunities to support the project through grants, partnerships, and continued community engagement and activation efforts. Following discussion and public comment, Commissioner Smith made a motion to recommend the City Council adopt the Cubberley Conceptual Master Plan, it was seconded by Vice Chair Wei, and the vote passed (5–0) with 1 commissioner choosing to abstain. Staff presented the Draft Conceptual Master Plan, Mitigated Negative Declaration, and results of the fourth community poll to the City Council. Staff’s recommendation to 49 Staff Presentation, March 24, 2026; https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=247caade-d1e4-47ca-b8e1- bc3f8694739e Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 19  Packet Pg. 56 of 342  Attachment B 1 2 4 6 8 adopt a Resolution adopting the Mitigated Negative Declaration and the Cubberley Conceptual Master Plan was approved by Council unanimously. Staff also recommended the Council provide direction on next steps to advance the project. Following a presentation on the fourth-round polling results, the Council directed staff to pursue a ½ cent sales tax measure on the November 2026 ballot. Item 5 Attachment B - Background on the Cubberley Project        Item 5: Staff Report Pg. 20  Packet Pg. 57 of 342  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Police Meeting Date: September 28, 2026 Report #:2607-6596 TITLE Approval of the Acceptance of State of California Citizens Options for Public Safety (COPS) Funds of $211,000 and a Budget Amendment in the Supplemental Law Enforcement Services Fund for revenue and municipal police service expenses; CEQA status – not a project. RECOMMENDATION Staff recommends that the City Council: 1. Approve the acceptance of annual Citizens Options for Public Safety (COPS) funds from State of California, totaling $211,000; and 2. Amend the Fiscal Year 2027 Budget Appropriation for the Supplemental Law Enforcement Services (SLES) Fund by (requires 2/3 approval): a. Increasing the estimate for revenue from the State of California by $211,000; b. Increasing Police Department expense appropriation for Facilities and Equipment by $49,000; for Contract Services by $20,000; and for Supplies and Materials by $142,000. BACKGROUND Every year since 1997, the State of California, by statute, allocates designated funds to counties, which pass funding through to cities, through a Citizens Options for Public Safety (COPS) program. This ongoing program is apportioned by state statute, and the level of funding is relative to the population as determined by the California Department of Finance. This funding is not related to the Federal Government Department of Justice “COPS” program with the same acronym. State law provides for four main conditions on the use of the funds as written in California Government Code sections 30025-30029.12 and 30051-30063: 1) Each recipient (County and onto the City) is required to deposit the revenue into a separate fund so the funds are not co-mingled with General Funds (Sec. 30063); 2) the money shall be used for front line law enforcement services or municipal police services (Sec. 30061(c)(2)); 3) transfer to other funds is allowed provided it is to facilitate the use according to the code (Sec. Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 1  Packet Pg. 58 of 342  30063); and 4) the funds shall not supplant the city budget but must instead be used to enhance or expand services (Sec. 30062(a)). ANALYSIS 1. Further, the Growth Fund portion (distribution B above) was reported and funded $106,0002. Staff recommends use of this year’s expected COPS funds in the following manner(s) which are compliant with the law. All expenses below are estimated. 1 California Citizens' Option for Public Safety (COPS) Program and Multi-Agency Juvenile Justice Funds https://www.sco.ca.gov/ard_payrments_cops.html 2 California Citizens Option for Public Safety Growth Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 2  Packet Pg. 59 of 342  The Traffic Division will purchase Mobile LiDAR speed detection devices—commonly known as radar guns—to replace aging equipment that is no longer reliable or serviceable. These devices support traffic enforcement and roadway-safety efforts. POLICY IMPLICATIONS FISCAL/RESOURCE IMPACT Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 3  Packet Pg. 60 of 342  Council’s approval is required according to State Government code referenced above. Revenues and expenses of $211,000 are recommended to be recognized in the SLES Fund. Any ongoing maintenance costs will be absorbed by the Department budget, with the exception of the Public Safety AI and Emergency Communications Platform, which will seek continued funding through budget development. Otherwise, the activities will stop when the SLES funds are spent in full. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW APPROVED BY: Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 4  Packet Pg. 61 of 342  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Community Services Meeting Date: September 28, 2026 Report #:2609-6757 TITLE Approval of a Term Sheet with Friends of the Recreation Wellness Center to Advance a Public- Private Partnership for a New Recreation Wellness Center at the Cubberley Site; CEQA status – Mitigated Negative Declaration Approved on May 19, 2026. RECOMMENDATION Staff recommend the City Council approve and authorize the City Manager to execute a Term Sheet (Attachment A) with the Friends of the Recreation Wellness Center to advance a public- private partnership for a new Recreation Wellness Center at the Cubberley site. EXECUTIVE SUMMARY City staff and the Cubberley Ad Hoc committee are coordinating with community partners to advance certain elements of the Cubberley project using a public-private partnership model. A Letter of Intent with the Friends of the Recreation Wellness Center was approved by the City Council in December 2024 to demonstrate the City’s commitment to provide the land for a new Recreation Wellness Center and the Friends’ commitment to raise donor funds for its construction. Staff is recommending that the City Council approve a Term Sheet (Attachment A) with the Friends to further advance this commitment at the Cubberley site. BACKGROUND The City is advancing a plan to redevelop a 15-acre portion of Cubberley, guided by the Cubberley Conceptual Master Plan and associated CEQA environmental document adopted by the City Council on May 18, 20261. The City and the Palo Alto Unified School District (PAUSD) have a memorandum of understanding that would enable the City to purchase seven acres to support a reimagined community center and fund school improvements. The City currently owns eight acres at Cubberley; acquiring an additional seven acres would create an opportunity 1 City Council, May 18, 2026; Agenda Item #13; SR #2512-5750, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=88082&dbid=0&repo=PaloAlto Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 1  Packet Pg. 62 of 342  to update the aging facility for the benefit of the community. Funding the land purchase and site improvements could be possible through a combination of funding sources including a ballot measure, nonprofit partnerships, philanthropy, grants, and fees from new development. 3, the City Council voted to place a ½ cent (0.50%) Sales Tax (Transactions and Use Tax) measure on the November 3, 2026 ballot. A simple majority (50% plus 1) vote is required to pass. The Council also adopted advisory spending guidelines for proceeds of the Transactions and Use Tax. Resolution No. 102964 states the Council plans to allocate the proceeds to purchase the seven acres and implement part of the first phase of the Cubberley Conceptual Master Plan to modernize aging buildings, expand the amount of green space, and invest in spaces that provide recreation and culture. The City plans to leverage other funding sources, including investments from community partnerships and fees from new development along with this new revenue to advance the project. It is likely that the City will issue certificates of participation (COPs) or similar financing mechanisms to advance funds for land acquisition and to enable construction to proceed within the first few years after passage of the measure. 5 and with TheatreWorks Silicon Valley for a performing arts complex, February 9, 20266. Additionally, Staff will be recommending that Council approve Letters of Intent with Avenidas, HeartFit for Life, and Palo Alto Community Child Care in October. These LOIs are intended to demonstrate the City’s commitment to advance certain elements of the Cubberley project through partnering with organizations that provide a community benefit and share in project costs. Additional agreements will be necessary to establish the City’s and partners’ commitments as plans develop. 3 City Council, June 8, 2026; Agenda Item #14; SR #2603-6081, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=887096&dbid=0&repo=PaloAlto 4 City Council Resolution No. 10296, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=887259&dbid=0&repo=PaloAlto 5City Council, December 2, 2024; Agenda Item #18; SR #2410-3634, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83117&dbid=0&repo=PaloAlto 6City Council, February 9, 2026; Agenda Item #11; SR #2512-5774, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=85859&dbid=0&repo=PaloAlto Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 2  Packet Pg. 63 of 342  ANALYSIS A Letter of Intent with the Friends of the Recreation Wellness Center (Friends) was approved by the City Council on December 2, 2024 to demonstrate the City’s commitment to provide the land for a new Recreation Wellness Center and the Friends’ commitment to raise donor funds for its construction. The Recreation Wellness Center was incorporated into the Cubberley Conceptual Master Plan adopted by the City Council in May 202611. The Recreation Wellness Center would be located on the portion of Cubberley owned by the City and would consist of indoor recreation and wellness program space for community use. The Term Sheet (Attachment A) builds upon the LOI previously approved by Council, identifies Cubberley as the location for the Recreation Wellness Center, and details further terms necessary to engage donors and advance this element of the Cubberley project. Key terms include: The City will provide approximately one (1) acre of City-owned land at the Cubberley site for a Recreation Wellness Center. The Friends will fundraise 100% of the costs to design and construct the Recreation Wellness Center, which is estimated to be $40 million. If the project exceeds that amount, or if the Friends are unable to raise the funds within two years, the parties shall meet to discuss next steps, including alternate funding sources. The Friends capital campaign will be conducted in a timely manner and be independent of other fundraising efforts for the Cubberley project except partnering with other health, wellness and recreational focused organizations. The Friends will engage licensed and qualified contractors and other necessary consultants in compliance with City procurement and contracting procedures, as applicable. The Friends design team will coordinate with other parties engaged in work adjacent to the Recreation Wellness Center. The City and the Friends will negotiate and execute a long-term Operating Agreement governing the use, operation, and maintenance of the Project prior to the commencement of construction. Additional agreements will be required as the project timeline progresses and could include a Mutual Cooperation and Support Agreement or similar, Option to Lease Agreement, Construction Agreement, and Services Agreement. These are examples and the actual agreement type(s) necessary will be determined by the City and the Friends and will require City Council approval. There is no fiscal impact associated with approval of this Term Sheet, as it is not a legally binding agreement. Future agreements would be brought forward to Council for review and 11 City Council, May 18, 2026; Agenda Item #13; SR# 2512-5750, https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=88082&dbid=0&repo=PaloAlto Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 3  Packet Pg. 64 of 342  consideration as the project develops. Implementation of the terms described would have a significant beneficial fiscal impact for the City, enabling the development of a major new recreational asset for the community. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 4  Packet Pg. 65 of 342  Non-binding Term Sheet between the City of Palo Alto (hereinafter “the City” and the Friends of the Palo Alto Recreation Wellness Center (hereinafter “the Friends” or “FPARWC”), a nonprofit 501(c)(3) charitable organization incorporated in the state of California. Item 7 Attachment A - Term Sheet with the Friends of the Recreation Wellness Center        Item 7: Staff Report Pg. 5  Packet Pg. 66 of 342  4. Design and Construction Team a. The Friends will engage licensed and qualified contractors and other necessary consultants in compliance with City procurement and contracting procedures, as applicable. b. The Friends design team will coordinate with other parties engaged in work adjacent to the Recreation Wellness Center. c. The Friends will engage Vance Brown Builders to manage construction of the Project, subject to City oversight, with the scope and manner of such to be negotiated and documented by both parties. d. A Construction Liaison Team will be established to facilitate efficient communication between the parties throughout project design and construction. 5. Construction Access a. Prior to commencement of construction, the City and the Friends will negotiate and execute a construction access lease or license agreement granting the Friends site access for the duration of construction. 6. Permitting and Approvals a. The City will use its reasonable and best efforts to issue all required permits, entitlements, and approvals necessary for the Project in a timely manner so as not to cause significant project delays. b. The City will pay for all permit fees. 7. Existing Structures and Infrastructure a. The City will be responsible for and shall fund the demolition of existing buildings at the Cubberley site. b. The City will relocate City of Palo Alto utilities necessary to accommodate construction and operation of the new Recreation Wellness Center. 8. Existing Tenants a. The Friends will not be responsible for relocating tenants displaced by Project demolition and construction including any related expenses. 9. Scope of Costs a. All costs referenced in this Term Sheet include both soft and hard costs, including but not limited to: i. Design and engineering ii. Permitting and approvals iii. Construction and site work 10.Operating Agreement Item 7 Attachment A - Term Sheet with the Friends of the Recreation Wellness Center        Item 7: Staff Report Pg. 6  Packet Pg. 67 of 342  a. The City and the Friends will negotiate and execute a long-term Operating Agreement governing the use, operation, and maintenance of the Project prior to the commencement of construction. 11.Non-Binding Effect a. Except as may be expressly agreed in writing, these terms are non-binding and are intended solely to guide the preparation of definitive agreements. Item 7 Attachment A - Term Sheet with the Friends of the Recreation Wellness Center        Item 7: Staff Report Pg. 7  Packet Pg. 68 of 342  Attachment B 1 2 4 6 8 The Cubberley Site 1 2 3 Memorandum of Understanding with PAUSD 4 both the City Council and Palo Alto Unified School District (PAUSD or District) Board of Education approved a Memorandum of Understanding (MOU) related to the future of the Cubberley site. The MOU outlines key terms and conditions for the purchase and future planning of Cubberley. The land purchase, which would transfer ownership of seven acres from PAUSD to the City, is contingent on voter approval of a bond measure in November 2026. This condensed timeframe requires development of a master plan for the site by March 2026, conduct stakeholder and community engagement and outreach, polling, financial analysis, CEQA analysis, and other critical tasks. The addition of the seven acres, plus the eight acres already owned by the City of 1 City Council, December 2, 2024: https://portal.laserfiche.com/Portal/DocView.aspx?id=112707&repo=r- 704298fc&searchid=c3e3ed6f-6cda-4dd3-ba35-5d8d4be5579e 2 https://www.cityofpaloalto.org/files/assets/public/v/1/city-manager/communications-office/cubberley- community-center_mappdf.pdf 3 Cubberley Concept Plan 2019: https://www.pausd.org/about-us/committees-task-forces/archived- committees/cubberley-master-plan 4 City Council, October 7, 2024; Agenda Item AA1; SR #2409-3500, https://portal.laserfiche.com/Portal/DocView.aspx?id=98415&repo=r-704298fc&searchid=e199f724-22ab- 472b8ad8-ca162c4dcf8a Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 8  Packet Pg. 69 of 342  Attachment B 1 2 4 6 8 Palo Alto provides an opportunity to develop a new community center and other improvements on a combined 15 acres at the Cubberley site to provide a range of City programs, including health, wellness, and recreational opportunities for residents. Master Plan Update and Pursuit of a Local Ballot Measure 9 related to the future of the Cubberley site. These actions included approval of a contract with Concordia, LLC, and associated budget actions for development of a revised Master Plan for the Cubberley Community Center site, building on the previous master plan completed in 2019 by Concordia and guided by significant community input. Additionally, the Council approved a Letter of Intent with the Friends of the Palo Alto Recreation Wellness Center for the purpose of fundraising for a recreation wellness center (gymnasium) at the Cubberley site, and a workplan for pursuit of a November 2026 local ballot measure to fund the purchase of land and development of a new community center at the Cubberley site. 10 to continue the current use of the property, including playing fields, approval of a professional services agreement with Rincon for CEQA analysis,11 and approval of professional service agreements with Lew Edwards Group and Fairbank, Maslin, Metz & Associates12 for ballot measure strategy advisement and community polling. Cubberley Ad Hoc Committee 9 City Council, December 2, 2024; Agenda Item 18, SR #2410-3634, https://portal.laserfiche.com/Portal/DocView.aspx?id=112713&repo=r-704298fc 10 City Council, December 2, 2024; Agenda Item 12; SR #2410-3651, https://portal.laserfiche.com/Portal/DocView.aspx?id=112707&repo=r-704298fc 11 City Council, December 16, 2024; Agenda Item 12; SR #2411-3813, https://portal.laserfiche.com/Portal/DocView.aspx?id=117742&repo=r-704298fc&searchid=96e9506b- f1bd-485e-a4cb-fc804b5893d1 12 City Council, February 24, 2025; Agenda Item 4; SR #2501-4039, https://portal.laserfiche.com/Portal/DocView.aspx?id=143364&repo=r-704298fc&searchid=fef509a6- 4d34-4060-bc7a-6ab87db7a0ae Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 9  Packet Pg. 70 of 342  Attachment B 1 2 4 6 8 operating and financial models, and decisions on what should be placed on the November 2026 ballot. April 21, 2025 City Council Meeting 17 City Council meeting, staff presented outcomes from the first community meeting held on March 19, an update on the Cubberley Master Plan Project workplan and sought Council authorization to initiate the first community poll. 18 . 17 City Council, April 21, 2025; Agenda Item 11; SR #2503-4310, https://portal.laserfiche.com/Portal/DocView.aspx?id=166428&repo=r-704298fc 18 Staff Presentation, April 21, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=71ade3d7-a57a-4195-a59b- c410d90832ea Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 10  Packet Pg. 71 of 342  Attachment B 1 2 4 6 8 Theater/Performance Space, Greenspace, Makerspace, and Senior/Multigenerational Programs. 21. The poll themes and questions were developed with input from the Cubberley Ad Hoc Committee and will inform critical upcoming milestones in the project. The Council did not take an action but supported proceeding with the poll. April 22,2025 Parks & Recreation Commission Meeting 22 staff presented an informational update to the Parks and Recreation Commission, offering a comprehensive overview of the project's overall workplan and timeline. The presentation included a detailed summary of Community Meeting #1, highlighting key themes and priorities that emerged from the community’s feedback. Staff also introduced Poll #1, which was launched at the end of April, and encouraged Commissioners to help promote the survey to ensure broad community participation. In addition, the presentation outlined several ways the Commission can remain engaged and support the project, including serving as ambassadors within the community, helping to share information, and providing feedback. The creation of a PRC Cubberley ad-hoc committee was discussed and it was decided that this topic will be further considered during the upcoming workplan revisions scheduled for the coming months. June 9, 2025 City Council Meeting 23 staff presented to City Council the results of the first community poll, community engagement milestones coming up and updates to the workplan. The focus of the first poll was to survey voter input on the goals and future of the community center and possible support for a tax or bond measure. Staff also shared community engagement. Overall, the poll found broad majority support for improvement at the Cubberley site. Surveyed voters place highest priority on bringing the facility up to modern standards for electrical, plumbing, safety, and accessibility early childhood 21 FM3 Presentation, April 21, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=83ec6422-b6e4-4e83-9ca3- ca746a5971a0 22 Staff Presentation, April 22, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=dae0543c-e007-4fc1-9a69- fd08b156ee94 23 City Council, June 9, 2025, Agenda Item 2; SR#2503-4313, https://portal.laserfiche.com/Portal/DocView.aspx?id=182790&repo=r-704298fc&searchid=57dac2b5- 5c42-4ef0-978a-be940766f395 Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 11  Packet Pg. 72 of 342  Attachment B 1 2 4 6 8 education; affordability and efficient use of taxpayer dollars; and overall repairs for the facility. Lastly, staff shared with the City Council the community revised Vision Statement for the future of the Community Center. June 12, 2025 Second Cubberley Master Plan Community Meeting A vibrant, beloved, and adaptable destination that promotes learning, connections, joy, and wellbeing where all cultures and generations belong. Following this, staff provided an overview presentation to orient attendees to the three 3-D concept plans being presented. Each conceptual design includes an A, B, and C variations exploring different configurations of building placement, new construction vs renovation, green space, bike and pedestrian circulation, and parking—both above and below ground. 27. 27 Community Meeting #2 Summary, www.paloalto.gov/files/4280f185-ca1d-4965-940f-1e4fcaf6cb11/M2- Summary-Report-Final.pdf Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 12  Packet Pg. 73 of 342  Attachment B 1 2 4 6 8 June 19, 2025 Public Art Commission Meeting On June 19, 2025,29 City staff presented to the Public Art Commission and discussed potential opportunities to support the City’s Strategic Activation Plan for the Cubberley site, which was developed by staff in coordination with the City Council’s Cubberley Ad Hoc Committee. The plan outlined phased enhancements and activations aligned with the broader master planning process, community engagement efforts, and the anticipated November 2026 ballot initiative. As part of the discussion, Commissioners explored how the ArtLift grant program—previously identified at their January retreat as a potential tool—could be leveraged to support temporary public art installations at Cubberley and other key locations. Ideas included murals, ground art, freestanding sculptures, and performance-based activations to help generate community excitement and reinforce the role of the arts in creating vibrant, inclusive public spaces. June 24, 2025 Parks & Recreation Commission Meeting On June 24, 2025,30 City staff provided the Parks and Recreation Commission with an informational update on the Cubberley Community Center Master Plan. The presentation included a recap of the second community meeting held on June 12, where Concordia unveiled three concept designs for the site and invited community feedback. Staff also presented the results of the first community poll, released in late April, and shared a list of proposed near-term activation ideas for the Cubberley site, inviting the Commission’s input. In addition, staff sought feedback from the Commission on the three concept designs. The newly formed PRC Cubberley Ad Hoc Committee will continue to refine the activation plans in July. July 9, 2025 Planning and Transportation Commission Meeting On July 9, 2025,31 the Planning and Transportation Commission (PTC) received an update on the Cubberley Master Plan and was asked to provide input to help inform the next phase of the planning process. Staff requested feedback on several key aspects recently reviewed by the community, including arrival and parking, pedestrian circulation, building scale and space organization, greenspace layout, the balance of 29 Staff Presentation, June 19, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=a036e199-31cd-4d94-8214- 7fb0170e39ac 30 Staff Presentation, June 24, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=ac29aa36-1b3a-4403-b8b2- cc403685865d 31 Staff Presentation, June 9, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=49fc32cf-caa1-4dd9-97f9- 5d5d02150256 Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 13  Packet Pg. 74 of 342  Attachment B 1 2 4 6 8 built and open space, and how the site can be a good neighbor. Additional PTC feedback emphasized the importance of clear cost comparisons between renovation and new construction, interest in public-private funding models, and support for a future bond measure and donor engagement. Commissioners favored partial underground parking and better integration with transit and surrounding neighborhoods. There was broad interest in maintaining flexible green space for events, ensuring safe and separate bike/pedestrian circulation, and preserving multigenerational, inclusive programming. Suggestions also included clearer diagrams, more tangible use examples, and consideration of impacts from surrounding development. July 17, 2025 Architectural Review Board Meeting 35, the Architectural Review Board (ARB) received a presentation on the Cubberley Master Plan and provided early feedback to help shape the next phase of planning. The Board expressed strong support for phased development and emphasized minimizing disruption to existing tenants and programs. Members praised pedestrian and bike circulation, supported the proposed balance of buildings and green space, and encouraged improvements to vehicle access and mobility hubs. There was general support for new construction over renovation and interest in enhancing the site's identity through public art and flexible community spaces. The ARB also encouraged a welcoming design that reflects Cubberley’s civic and cultural significance while being a good neighbor to the surrounding community. September 17, 2025 Third Cubberley Master Plan Community Meeting 35 Staff Presentation, July 17, 2025; https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=2a9a7988-768f-465b-bcf9- 68166ff9af6f Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 14  Packet Pg. 75 of 342  Attachment B 1 2 4 6 8 Phase 1 consists of two parts: a Recreation Wellness Center and a Performing Arts Center. Phase 1 also includes renovation of remaining buildings so the full site continues to be operational until phases 2 and 3 can be completed. Community members were invited to assess the Phase 1 concept designs for the recreation wellness and performing arts area and were asked to reflect on three key questions: 37. September 23, 2025 Parks and Recreation Commission Meeting 38, the Parks and Recreation Commission (PRC) received a presentation on the refined Cubberley Community Center Master Plan concept following the third and final community meeting held on September 17, 2025. Commissioners reviewed updates on program placement, phasing, and site circulation, and were asked 37 Community Meeting #3 Summary; www.paloalto.gov/files/assets/public/v/1/community- services/cubberley-project/2025.11.11_m3-summary.pdf 38 Staff Presentation, September 23, 2025; https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=efbb1418-4bbe-49b2-b786- 165e29017ca3 Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 15  Packet Pg. 76 of 342  Attachment B 1 2 4 6 8 to provide input on the same questions posed to the community: what is working well, what could be improved, and what creative ideas could enhance the campus experience. October 20, 2025 City Council Meeting 41 with an emphasis on the first phase of site development showing a combination of renovated and new building construction. The focus on the first phase recognizes that funding will likely be a limiting factor in full site redevelopment. At this meeting, staff shared objectives and themes for the second community poll to determine voter support for a bond or tax measure to finance the land purchase, and the extent of how much voters are willing to pay annually. Following the October 20 meeting the second poll was conducted. December 15, 2025 City Council Meeting 42, including results from the second community poll and discussed next steps. Council discussed key findings from Poll #2, which indicate broad voter support for the City acquiring the Cubberley property and willingness to invest in limited funding focused on basic repairs, safety upgrades, and accessibility improvements. Results showed relatively higher support for parcel tax and sales tax funding mechanisms, with a $250 average annual parcel tax testing above 50% support and a 0.5% sales tax increase capable of supporting significantly greater capital financing, pending state authorization. 41 City Council, October 20,2025; Agenda Item #1; SR #2503-4353, https://portal.laserfiche.com/Portal/DocView.aspx?id=231071&repo=r-704298fc 42 City Council, December 15, 2025; Agenda Item #3; SR #2503-4355, https://portal.laserfiche.com/Portal/DocView.aspx?id=246305&repo=r-704298fc Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 16  Packet Pg. 77 of 342  Attachment B 1 2 4 6 8 Council expressed alignment with staff and the Ad Hoc Committee’s recommendation to continue refining ballot measure options and to launch a third poll in January 2026 to further test potential parcel tax and sales tax scenarios. February 9, 2026 City Council Meeting 45, including results from the third community poll and progress on public-private partnerships to advance key components of the project. Staff shared that, in anticipation of possible Council consideration of a November 2026 ballot measure to fund the purchase of seven acres from PAUSD and advance all or portions of the project, three of four planned community polls have been completed. Results show both parcel tax and sales tax funding options testing at approximately 48% support—an improvement from the prior poll, though still below the thresholds required for approval (two-thirds for a parcel tax and a simple majority for a general-purpose sales tax). Despite these challenges, Councilmembers remained optimistic, noting that support levels are approaching viability, particularly for a sales tax option, and that emerging public-private partnerships could strengthen the overall funding strategy. 45 City Council, February 9, 2026; Agenda Item #11; SR#2512-5774, https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=fd6f9939-83a3-4ea7-817a- e7719c9194a4 Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 17  Packet Pg. 78 of 342  Attachment B 1 2 4 6 8 expressed interest in exploring partnership opportunities with the City at the Cubberley site. March 11, 2026 Planning and Transportation Commission and Architectural Review Board Special Joint Meeting 47 on the proposed Cubberley Conceptual Master Plan and the Draft Initial Study/Mitigated Negative Declaration (IS/MND) prepared under the California Environmental Quality Act (CEQA). Staff presented the City’s long-term vision to redevelop approximately 15 acres of the Cubberley campus, including the potential purchase of seven acres from the Palo Alto Unified School District (PAUSD) for $65.5 million. Staff noted that the purchase and implementation of the plan will depend on identifying funding sources, which may include a potential sales tax ballot measure in November 2026, development impact fees, grants, philanthropic contributions, and public-private partnerships. 47 Staff Presentation, March 11, 2026; https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=c9289f37-122b-455b-959c- febb294cc3c1 Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 18  Packet Pg. 79 of 342  Attachment B 1 2 4 6 8 and staff to evaluate as the project moves forward into future phases of planning and design. Below are the approved motions: Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 19  Packet Pg. 80 of 342  Attachment B 1 2 4 6 8 March 24, 2026 Parks and Recreation Commission Meeting The Parks and Recreation Commission received a presentation from staff49 on the proposed Cubberley Conceptual Master Plan and the Draft Initial Study/Mitigated Negative Declaration (IS/MND) prepared under the California Environmental Quality Act (CEQA), and results of the second and third community polls. Staff presented the City’s long-term vision to redevelop approximately 15 acres of the Cubberley campus, including the potential purchase of seven acres from the Palo Alto Unified School District (PAUSD) for $65.5 million. Staff noted that the purchase and implementation of the plan will depend on identifying funding sources, which may include a potential parcel or sales tax ballot measure in November 2026, development impact fees, grants, philanthropic contributions, and public-private partnerships. Staff requested that the commission review and consider the Draft IS/MND and provide a recommendation to the City Council regarding adoption of the Conceptual Master Plan. City Council is scheduled to consider adoption of the plan in April 2026, while staff continue advancing environmental review, partnership discussions, and funding and financing strategies. Commissioners expressed strong appreciation for the work completed to date and shared overall excitement about the vision and direction of the project. Discussion included the use of a Mitigated Negative Declaration under CEQA and the level of detail at the conceptual stage, particularly related to architectural and landscape design, including tree preservation and future planting strategies. The Commission also considered key program elements such as recreation amenities and amphitheater capacity, as well as project phasing, funding flexibility, and timelines tied to land acquisition and partnership opportunities. Commissioners also discussed construction impacts on existing operations and opportunities to support the project through grants, partnerships, and continued community engagement and activation efforts. Following discussion and public comment, Commissioner Smith made a motion to recommend the City Council adopt the Cubberley Conceptual Master Plan, it was seconded by Vice Chair Wei, and the vote passed (5–0) with 1 commissioner choosing to abstain. Staff presented the Draft Conceptual Master Plan, Mitigated Negative Declaration, and results of the fourth community poll to the City Council. Staff’s recommendation to 49 Staff Presentation, March 24, 2026; https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=247caade-d1e4-47ca-b8e1- bc3f8694739e Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 20  Packet Pg. 81 of 342  Attachment B 1 2 4 6 8 adopt a Resolution adopting the Mitigated Negative Declaration and the Cubberley Conceptual Master Plan was approved by Council unanimously. Staff also recommended the Council provide direction on next steps to advance the project. Following a presentation on the fourth-round polling results, the Council directed staff to pursue a ½ cent sales tax measure on the November 2026 ballot. Item 7 Attachment B - Cubberley Project Background        Item 7: Staff Report Pg. 21  Packet Pg. 82 of 342  CITY COUNCIL Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Planning and Development Services Meeting Date: September 28, 2026 Report #: 2607-6591 TITLE Approval of a Professional Services and SaaS Agreement C27195677 with TruePoint Solutions, LLC DBA GovPath for an Amount Not-to-Exceed $3,486,301 for the Licensing, Maintenance, and Support of the City’s Building Permitting System on the Accela Platform for a Period of Five Years; CEQA Status - Not a Project. RECOMMENDATION Staff recommend that the City Council approve and authorize the City Manager or designee to execute the attached professional services contract with GovPath, Contract No. C27195677, in the amount not to exceed $3,486,301 for the Licensing, Maintenance, and Support of the City’s permitting system on the Accela platform for a term of five years. This amount includes a contract contingency of $250,000 for unforeseen licensing or additional services that might develop during the contract period. EXECUTIVE SUMMARY The City's permitting system supports building, planning, and development activities used by residents, contractors, and staff. Staff recommends approval of a five-year contract with GovPath, not to exceed $3,486,301, for licensing, maintenance, and support of the City’s Accela permitting system, which includes a contingency of up to $250,000 for unforeseen needs. This recommendation follows a competitive Request for Proposal issued in October 2025, which resulted in 19 submissions and a multiphase evaluation. GovPath, proposing the Accela platform, received the highest overall score and offered the most cost effective and functionally comprehensive solution. Consolidating services for Accela and the City’s electronic plan review system under one competitively selected vendor will improve system integration, support, and continuity. GovPath’s proposal maintains competitive licensing rates, includes support for up to 200 users, and aligns with comparable regional contracts. The contract provides 1,000 annual support hours and key technical services needed to maintain and enhance the permitting ecosystem. Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 1  Packet Pg. 83 of 342  Funding for Year 1 has been appropriated through the Technology Fund and Development Center technology fees, with future years subject to annual budget approval. BACKGROUND Table 1: Summary of Request for Proposal Proposal Description Permitting and Land Management Software Proposed Length of Project 5 Years Number of Vendors Notified 3,720 Number of Proposal Packages Downloaded 92 Total Days to Respond to Proposal 50 Days Pre-Proposal Meeting NA Pre-Proposal Meeting Date NA Number of Proposals Received 25 (Qualified submissions: 19) Public Link to Solicitation https://procurement.opengov.com/governments/650/pr ojects/199820/manage -term maintenance services. The evaluation included a review of a written proposal packet, cost comparison, demonstrations of the proposed permitting software, and a questions and answers session at the end of the demonstration. In April 2026, the City issued a Notice of Intent to Award to the highest scoring proposer, GovPath, who proposed the Accela permitting system along with GovPath serving as ongoing maintenance and support. -year contract from October 1, 2018, to September 30, 2023, and was amended in March 2022 to add the Accela Mobile Office and Accela Electronic Reporting Database modules.1 Another three-year 1 Contract C19173550: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/reports/city- Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 2  Packet Pg. 84 of 342  extension was approved for October 1, 2023 to September 30, 2026, with competitive solicitation planned for 2025.3 These extensions were granted under exemptions from competitive solicitation due to the City’s substantial investment in the system, making a transition to new technology impractical at the time. 4 followed by multiple amendments and a new 2017 contract that was extended through 2020.5,6 Subsequent amendments included a January 1, 2021, to December 31, 2024, agreement for $901,683,7 and the most recent amendment (C21179976), approved December 9, 2024, extending through December 31, 2026, with a total authority of $1,263,995.8 9 3 City Council, October 2, 2023; Agenda Item #7; SR# 2307-1759, https://cityofpaloalto.primegov.com/viewer/preview?id=2714&type=0 4 City Council, June 3, 2013; Agenda Item #9; SR #3775, 5 City Council, June 19, 2017, Agenda Item#4, SR# 7888, 6 City Council, December 14, 2020; Agenda Item #10; SR #11792, 7 City Council, October 2, 2023; Agenda Item #7; SR #2307-1759, https://cityofpaloalto.primegov.com/portal/viewer?id=2714&type=0 8 City Council, December 9, 2024; Agenda Item #9; SR #2410-3552, https://cityofpaloalto.primegov.com/viewer/preview?id=14085&type=3 9 City Council, December 4, 2023; Agenda Item #5; SR # 2310-2111, https://cityofpaloalto.primegov.com/viewer/preview?id=3291&type=0 Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 3  Packet Pg. 85 of 342  ANALYSIS In the second and final phase of vendor evaluation, GovPath received the highest overall score. The evaluation also highlighted the significant costs associated with implementing a new permitting system. The implementation cost is the cost to migrate from the City’s current system to a new permitting software; Accela’s implementation cost is $0 because it is the current permitting software of Palo Alto. The financial costs also do not account for the change management of staff and City staff implementation resources needed to support such a transition. Compared to the recommended contract, the next top three proposals had higher costs. Implementation costs ranged from nearly $600,000 to nearly $2 million. Annual licensing costs were mostly higher, with one proposal coming in at $400,000 and the others between $500,000-$800,000 per year. Annual licensing costs from alternative vendors for 200 users were comparable to or higher than GovPath’s Accela proposal which is recommended to start at $437,000 in year one. Cost was not the only variable evaluated. Other proposals lacked critical reporting capabilities for dashboard tracking and necessary integration with the City’s existing electronic plan review software, DigEplan. Alternative vendors had limited experience with U.S. jurisdictions or had only recently entered the land-use permitting market. One vendor worked with only one public agency since 2019, another has only worked with foreign jurisdictions, while the next highest- scoring vendor is gaining traction with local jurisdictions but has only recently been implemented in the past two years. Recommended Contract with GovPath GovPath’s proposed Accela licensing cost aligns with previous contract rates for 2026 and 2027, with a 4% annual increase thereafter. The average cost per user over the five-year term is approximately $2,134 for up to 200 users, reflecting an increase from the previous 185-user contracts. This contract keeps our annual licensing cost below the regional average. Neighboring jurisdictions with recently renewed and active Accela contracts, average user cost ranges from $2,190 to $3,089.17 The contract also includes the Enhanced Reporting Database used to support custom Power BI dashboards. This feature will be billed at 10 percent of licensing costs; lower than the 13 percent and 14 percent rates paid by comparable jurisdictions that use this feature. The following services will be provided, and modules supported through this contract: Modules: Building, Planning, Code Enforcement, Fire, Public Works, Utilities, Inspections Features: Accela Citizen Access (Public-Facing), GovXML, Hosting, Accela Mobile, Accela GIS, Enhanced Reporting Database Services: Support and maintenance 17 Comparable agencies included: City of Walnut Creek, Santa Clara, Cupertino, Menlo Park. Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 4  Packet Pg. 86 of 342  The Department continues to monitor the changes in artificial intelligence technology for the permitting sector. Before the end of the five-year term, the City will reassess options based on the available technology and proceed with a contract amendment or commence a new request for proposals. Contract support hours and contingency for optional enhancements may be used to adapt to opportunities in this ecosystem during the term. -hour plus project- based contract. The reduction aligns with actual usage and preserves a buffer for staffing changes; no reduction in services is expected. This contract structure shifts from project-based support to a fully flexible support-hours model, allowing the City to adapt to evolving priorities. -approved budget; the City is not obligated to utilize all contracted services. For licensing needs beyond 200 users, the City will pay a per-license fee as outlined in the attached contract. FISCAL/RESOURCE IMPACT Table 2: Annual Costs Term Subscription Fees19 Support Services Total Year 1: 10/1/2026 – 9/30/2027 $436,980 $170,000 $606,980 Year 2: 10/1/2027 – 9/30/2028 $459,187 $170,000 $629,187 Year 3: 10/1/2028 – 9/30/2029 $477,459 $170,000 $647,459 Year 4: 10/1/2029 – 9/30/2030 $496,459 $170,000 $666,459 Year 5: 10/1/2030 – 9/30/2031 $516,216 $170,000 $686,216 Total $2,386,301 $850,000 $3,236,301 19 Annual subscription fees include Accela licenses, Accela Enhanced Reporting Database, and GovPath Payment Processor Integration/Adapter Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 5  Packet Pg. 87 of 342  Funding for subsequent years of the contract will be subject to approval through the annual budget development process. Contingency for Additional Services This contract sets aside the not-to-exceed compensation amount of $250,000 for additional licenses or the performance of additional services. Additional services may include add-ons to the Accela software to improve user experience. Options may include, but are not limited to the following upgrades: Electronic signature integration Permitting decision tree tools Inspection management tools Document management integration STAKEHOLDER ENGAGEMENT The services were coordinated with internal stakeholders and the service provider. ENVIRONMENTAL REVIEW Council action on this item is not a project as defined by CEQA pursuant to CEQA Guidelines Section 15378(b)(2) because the purchase of software licenses is a continuing administrative or maintenance activity. ATTACHMENTS Attachment A: Contract with GovPath; C27195677 APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 6  Packet Pg. 88 of 342  Professional Services Rev. Oct 16,2024 Page 1 of 36 CITY OF PALO ALTO CONTRACT NO. C27195677 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF PALO ALTO AND TRUEPOINT SOLUTIONS, LLC, dba GOVPATH This Agreement for Professional Services (this “Agreement”) is entered into as of the 28th day of September, 2026 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and TRUEPOINT SOLUTIONS, LLC. dba GOVPATH located at 950 East State Highway 114, Suite 105, Southlake TX, 76092 (“CONSULTANT”). The following recitals are a substantive portion of this Agreement and are fully incorporated herein by this reference: RECITALS A.CITY intends to provide the City, its contractors, and its citizens with the ability to apply for and check the status of permits. (the “Project”) and desires to engage a consultant to provide the CITY with access to and use of the online-hosted Accela software-as-a-service platform, as well as GovPath Support Services. in connection with the Project (the “Services”, as detailed more fully in Exhibit A). B.CONSULTANT represents that it, its employees and subconsultants, if any, possess the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C.CITY, in reliance on these representations, desires to engage CONSULTANT to provide the Services as more fully described in Exhibit A, entitled “SCOPE OF SERVICES”. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree as follows: SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. Optional On-Call Provision (This provision only applies if checked and only applies to on-call agreements.) CITY may elect to, but is not required to, authorize on-call Services up to the maximum compensation amount set forth in Section 4 (Not to Exceed Compensation). CONSULTANT shall provide on-call Services only by advanced, written authorization from CITY as detailed in this Section. On-call Services, if any, shall be authorized by CITY, as needed, with a Task Order assigned and approved by CITY’s Project Manager, Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 7  Packet Pg. 89 of 342  Professional Services Rev. Oct 16,2024 Page 2 of 36 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 on-call 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 due to CONSULTANT for all Task Orders issued under this Agreement shall not exceed the amount of compensation set forth in Section 4. CONSULTANT shall only be compensated for on-call Services performed under an authorized Task Order and only up to the maximum compensation amount set forth in Section 4. Performance of and payment for any on-call Services are subject to all requirements and restrictions in this Agreement. SECTION 2. TERM. The term of this Agreement shall be from the effective date of this agreement through September 30, 2031 unless terminated earlier pursuant to Section 19 (Termination) of this Agreement. SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit B, entitled “SCHEDULE OF PERFORMANCE”. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Three Million, Two Hundred Thirty Six Thousand, Three Hundred and One Dollars, and Twelve Cents ($3,236,301.12). 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 Two Hundred Fifty Thousand Dollars ($250,000) for the performance of Additional Services (as defined below). The total compensation for Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 8  Packet Pg. 90 of 342  Professional Services Rev. Oct 16,2024 Page 3 of 36 performance of the Services, Additional Services and any reimbursable expenses specified in Exhibit C, shall not exceed Three Million Four Hundred Eighty Six Thousand Three Hundred One Dollars and Twelve Cents ($3,486,301.12), 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 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 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 9  Packet Pg. 91 of 342  Professional Services Rev. Oct 16,2024 Page 4 of 36 under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be deemed at all times to be an independent contractor and shall be wholly responsible for the manner in which CONSULTANT performs the Services requested by CITY under this Agreement. CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its employees. CONSULTANT will be responsible for all obligations and payments, whether imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and CONSULTANT or any agent or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 10  Packet Pg. 92 of 342  Professional Services Rev. Oct 16,2024 Page 5 of 36 will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties. SECTION 12. SUBCONTRACTING. Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that subcontractors may be used to complete the Services. The subcontractors authorized by CITY to perform work on this Project are: Accela, Inc. CONSULTANT shall be responsible for directing the work of any subcontractors and for any compensation due to subcontractors. CITY assumes no responsibility whatsoever concerning compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcontractors. CONSULTANT shall change or add subcontractors only with the prior written approval of the City Manager or designee. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Michele Niccore as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day-to-day performance of the Services. If circumstances cause the substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project Manager and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s Project Manager. CONSULTANT, at CITY’s request, shall promptly remove CONSULTANT personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Services or a threat to the safety of persons or property. CITY’s Project Manager is Jessica Setiawan, Planning & Development Services Department, 250 Hamilton Ave. Palo Alto, CA, 94301, Telephone: (650) 329-2249. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the Scope of Services. SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 11  Packet Pg. 93 of 342  Professional Services Rev. Oct 16,2024 Page 6 of 36 requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later. SECTION 16. INDEMNITY. 16.1. To the fullest extent permitted by law, each party (the “Indemnifying Party”) shall indemnify, defend and hold harmless the other party, including its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by the Indemnifying Party, its officers, employees, agents or contractors under this Agreement (each an “Indemnifying Party”), regardless of whether or not it is caused in part by an Indemnified Party. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require the Indemnifying Party to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of, or by any omission to perform a duty imposed by law or agreement by, the Indemnifying Party, its officers, employees, agents or contractors under this Agreement. 16.3. The acceptance of each party’s Services and duties by the other party shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy. SECTION 18. INSURANCE. 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 12  Packet Pg. 94 of 342  Professional Services Rev. Oct 16,2024 Page 7 of 36 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided under this Agreement or at law, the City Manager may terminate this Agreement sooner upon written notice of termination. Upon receipt of any notice of suspension or termination, CONSULTANT will discontinue its performance of the Services on the effective date in the notice of suspension or termination. 19.2. In event of suspension or termination, CONSULTANT will deliver to the City Manager on or before the effective date in the notice of suspension or termination, any and all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Ownership of Materials). 19.3. In event of suspension or termination, CONSULTANT will be paid for the Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services provided in material conformity with this Agreement as such determination is made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30. 19.4. No payment, partial payment, acceptance, or partial acceptance by CITY Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 13  Packet Pg. 95 of 342  Professional Services Rev. Oct 16,2024 Page 8 of 36 will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made in accordance with Section 17 (Waivers). SECTION 20. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: To CITY: Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 With a copy to the Purchasing Manager To CONSULTANT: Attention of the Project Manager at the address of CONSULTANT recited on the first page of this Agreement. CONSULTANT shall provide written notice to CITY of any change of address. SECTION 21. CONFLICT OF INTEREST. 21.1. In executing this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subcontractors or other persons or parties having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any conflict arises. 21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act of 1974, as amended from time to time. SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA. 22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 14  Packet Pg. 96 of 342  Professional Services Rev. Oct 16,2024 Page 9 of 36 penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. 22.2. CONSULTANT understands and agrees that pursuant to the Americans Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate against persons with disabilities in the provision of services, benefits or activities provided under this Agreement. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby incorporated by reference and as amended from time to time. CONSULTANT shall comply with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and, third, recycling or composting waste. In particular, CONSULTANT shall comply with the following Zero Waste requirements: (a) All printed materials provided by CONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post-consumer material and printed with vegetable-based inks. (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code Section 4.62.060. SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 15  Packet Pg. 97 of 342  Professional Services Rev. Oct 16,2024 Page 10 of 36 year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS. 26.1. This Project is not subject to prevailing wages and related requirements. CONSULTANT is not required to pay prevailing wages and meet related requirements under the California Labor Code and California Code of Regulations in the performance and implementation of the Project if the contract: (1)is not a public works contract; (2)is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or (3)is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j). SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 27, a “9204 Public Works Project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”. This Project is not a 9204 Public Works Project. SECTION 28. CONFIDENTIAL INFORMATION. 28.1. In the performance of this Agreement, CONSULTANT may have access to CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose. CONSULTANT will maintain reasonable and appropriate administrative, technical and physical safeguards to ensure the security, confidentiality and integrity of the Confidential Information. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality and security obligations of this Agreement. 28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 16  Packet Pg. 98 of 342  Professional Services Rev. Oct 16,2024 Page 11 of 36 intangible, provided or otherwise made available to CONSULTANT by CITY, directly or indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY. 28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing so), to give CITY an opportunity to oppose or otherwise respond to such order. 28.4. CONSULTANT will notify City promptly upon learning of any breach in the security of its systems or unauthorized disclosure of, or access to, Confidential Information in its possession or control, and if such Confidential Information consists of Personal Information, CONSULTANT will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time. 28.5. Prior to or upon termination or expiration of this Agreement, CONSULTANT will honor any request from the CITY to return or securely destroy all copies of Confidential Information. All Confidential Information is and will remain the property of the CITY and nothing contained in this Agreement grants or confers any rights to such Confidential Information on CONSULTANT. 28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions. SECTION 29. MISCELLANEOUS PROVISIONS. 29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions. 29.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California. 29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 17  Packet Pg. 99 of 342  Professional Services Rev. Oct 16,2024 Page 12 of 36 agreement between the parties with respect to the subject matter of this Agreement, and supersedes all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time. 29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect. 29.6. In the event of a conflict between the terms of this Agreement and the exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control. 29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement. 29.8. All section headings contained in this Agreement are for convenience and reference only and are not intended to define or limit the scope of any provision of this Agreement. 29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement. SECTION 30. EXHIBITS. Each of the following exhibits, if the check box for such exhibit is selected below, is hereby attached and incorporated into this Agreement by reference as though fully set forth herein: EXHIBIT A: SCOPE OF SERVICES EXHIBIT A-1: PROFESSIONAL SERVICES TASK ORDER EXHIBIT B: SCHEDULE OF PERFORMANCE EXHIBIT C: COMPENSATION EXHIBIT C-1: SCHEDULE OF RATES EXHIBIT D: INSURANCE REQUIREMENTS EXHIBIT G: INFORMATION PRIVACY POLICY EXHIBIT H: CYBERSECURITY TERMS AND CONDITIONS EXHIBIT I: TRUEPOINT SOLUTIONS LLC, DBA GOVPATH Hosted Services Terms THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 18  Packet Pg. 100 of 342  Professional Services Rev. Oct 16,2024 Page 13 of 36 CONTRACT No. C27195677 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written. CITY OF PALO ALTO ____________________________ City Manager APPROVED AS TO FORM: __________________________ City Attorney or designee TRUEPOINT SOLUTIONS, LLC. dba GOVPATH Officer 1 By: ________________________________ Name: Bret Auburn Title: CEO Officer 2 By: ________________________________ Name: Brian Weber Title: Chief Revenue Officer Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 19  Packet Pg. 101 of 342  Professional Services Rev. Oct 16,2024 Page 14 of 36 EXHIBIT A SCOPE OF SERVICES CONSULTANT (‘GovPath ’) will provide the CITY with access to and use of the online-hosted Accela software-as-a-service platform, as well as Accela Support Services. GovPath will supply the subscription service as a partner of Accela Inc. and implementation consultant. A dedicated GovPath project manager is appointed by GovPath as the liaison to work with City staff to further enhance their knowledge and utilization of the Accela product, provide training, develop reports, and modify the Accela Platform to improve efficiency and operations. Functional Specification & Deliverables Accela Software Accela Civic Platform (City side) and Accela Citizen Access (Public side) are web-based applications that allow the City, its contractors, and its citizens to apply for and check the status of permits. Accela Civic Platform contains the following modules: • Building Permitting and Inspection • Planning Entitlements • Code Enforcement • Fire Permitting and Inspection • Public Works Permitting and Inspection • Business License • Utilities Permitting • Service Request Solutions • Miscellaneous Services • Pre-Applications Services: • Accela Citizen Access (Public side) • Enhanced Reporting Database (ERDB) Accela Support Services The CONSULTANT shall appoint a dedicated project manager to work closely with designated City staff to identify the best approach to maintaining and updating the Accela software. The CONSULTANT will provide the following services: • Day-to-day mentoring and guidance • Configuration changes and enhancements • Create and modify reports and queries • Create and modify modules, workflows, and record types • Introduce new features and functionality as it becomes available using the most up to date software • Provide expert support to the operational needs of the City’s end users with all of the City’s Accela products Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 20  Packet Pg. 102 of 342  Professional Services Rev. Oct 16,2024 Page 15 of 36 • Support implementation and provide training on all Accela modules, Accela Automation, Apps, and Electronic Document Review software • Establish a process for the testing and implementation of all changes and enhancements prior to formal rollout • Other services not listed above that support the City’s Accela products CONSULTANT shall provide the following, but not limited to: • Support via phone, MS Teams, other remote alternatives and onsite, if needed. • A monthly progress report that addresses services provided and reports created in support of the City’s effort to launch most current version of Accela and create management reports. • An approximation of the number of hours it will take to create a report or other project-based efforts and attempt to stay within that estimate prior to implementation. • Response to inquiries within 24 hours. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 21  Packet Pg. 103 of 342  Professional Services Rev. Oct 16,2024 Page 16 of 36 EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER 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 ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 22  Packet Pg. 104 of 342  Professional Services Rev. Oct 16,2024 Page 17 of 36 EXHIBIT B SCHEDULE OF PERFORMANCE 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. Deliverables Schedule 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 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. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 23  Packet Pg. 105 of 342  Professional Services Rev. Oct 16,2024 Page 18 of 36 EXHIBIT C COMPENSATION CONSULTANT shall perform the tasks and categories of work as outlined in Exhibit A as budgeted below. CONSULTANT will provide all hosted services and professional services identified in Exhibit A. CITY agrees to pay and CONSULTANT agrees to accept as total compensation the following: CONSULTANT shall invoice the CITY for all fees covering the timeline and schedule below. CITY shall pay the amounts due under each invoice without deducting any taxes that may be applicable to such payments. CITY is responsible for paying any and all withholding, sales, valued added or other taxes, duties or charges applicable, other than taxes based on CONSULTANT income and taxable property. Accela Support Services Accela Support Services shall be billed on an as needed and project basis depending on the needs of the CITY. At the City’s discretion, the Project Manager may reallocate unused budget from support service hours to GovPath subscription-based enhancements or features (e.g., electronic signatures, G‑wiz). Term Rate Total Year 1: 10/1/2026 – 9/30/2027 1,000 $170.00 $170,000 Year 2: 10/1/2027 – 9/30/2028 1,000 $170.00 $170,000 Year 3: 10/1/2028 – 9/30/2029 1,000 $170.00 $170,000 Year 4: 10/1/2029 – 9/30/2030 1,000 $170.00 $170,000 Year 5: 10/1/2030 – 9/30/2031 1,000 $170.00 $170,000 Annual Subscription Fees Accela subscription fees are based on a 200 users price level. The fees below assume a 3 to 4% uplift annually. Term Accela Accela ERDB GovPath Payment Total Year 1: 10/1/2026 – 9/30/2027 $393,041.31 $39,304.13 $4,635 $436,980.44 Total $2,128,838.27 $212,883.85 $44,579 $2,386,301.12 Additional Accela licenses above 200 users will be charged accordingly per license: Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 24  Packet Pg. 106 of 342  Professional Services Rev. Oct 16,2024 Page 19 of 36 Term Cost Per Additional Accela License $1,965.21 Year 5: 10/1/2030 – 9/30/2031 $2,299.01 Total Fees Below are the total fees combining the Accela Support Services fees and Annual Subscription Fees listed above. Term Subscription Fees Support Services Total Year 1: 10/1/2026 – 9/30/2027 $436,980.44 $170,000 $606,980.44 Total $2,386,301.12 $850,000 $3,236,301.12 Additional Services This contract shall also include $250,000 for additional licensing or services which may develop during the contract term. 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: NONE up to the not-to-exceed amount of: $0.00. 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. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 25  Packet Pg. 107 of 342  Professional Services Rev. Oct 16,2024 Page 20 of 36 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. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 26  Packet Pg. 108 of 342  Professional Services Rev. Oct 16,2024 Page 21 of 36 EXHIBIT C-1 SCHEDULE OF RATES CONSULTANT’s schedule of rates is as follows: EXTRA WORK Extra work as directed and approved in advance by the CITY will be billed at CONSULTANT’s standard rate for service, which is listed as follows: Description Hourly Rate Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 27  Packet Pg. 109 of 342  Professional Services Rev. Oct 16,2024 Page 22 of 36 ATTACHMENT “D” INSURANCE REQUIREMENTS CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS SPECIFIED HEREIN. REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS AGGREGATE YES GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET CONTRACTUAL, PRODUCTS/COMPLETED OPERATIONS AND FIRE PROPERTY DAMAGE BODILY INJURY & PROPERTY $2,000,000 $2,000,000 $2,000,000 $2,000,000 LIABILITY COVERAGE. THE POLICY SHALL AT A MINIMUM COVER PROFESSIONAL MISCONDUCT OR LACK OF REQUISITE SKILL FOR THE PERFORMANCE OF SERVICES DEFINED IN THE CONTRACT AND SHALL ALSO PROVIDE COVERAGE FOR THE FOLLOWING RISKS: (i) NETWORK SECURITY LIABILITYARISING FROM UNAUTHORIZED ACCESS TO, USE OF, OR TAMPERING WITH COMPUTERS OR COMPUTER SYSTEMS, INCLUDING HACKERS, EXTORTION, AND (ii) LIABILITY ARISING FROM INTRODUCTION OF ANY FORM OF MALICIOUS SOFTWARE INCLUDING COMPUTER VIRUSES INTO, OR OTHERWISE CAUSING DAMAGE TO THE CITY’S OR THIRD PERSON’S COMPUTER, COMPUTER SYSTEM, NETWORK, OR SIMILAR COMPUTER RELATED PROPERTY AND THE DATA, SOFTWARE AND PROGRAMS THEREON. CONTRACTOR SHALL MAINTAIN IN FORCE DURING THE FULL LIFE OF THE CONTRACT. THE POLICY SHALL PROVIDE COVERAGE FOR BREACH RESPONSE COSTS AS WELL AS REGULATORY FINES AND PENALTIES AS WELL AS CREDIT MONITORING EXPENSES WITH LIMITS SUFFICIENT TO RESPOND TO THESE OBLIGATIONS. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 28  Packet Pg. 110 of 342  Professional Services Rev. Oct 16,2024 Page 23 of 36 YES CYBER AND PRIVACY INSURANCE. SUCH INSURANCE SHALL INCLUDE COVERAGE FOR LIABILITY ARISING FROM COVERAGE IN AN AMOUNT SUFFICIENT TO COVER THE FULL REPLACEMENT VALUE OF DAMAGE TO, ALTERATION OF, LOSS OF, THEFT, DISSEMINATION OR DESTRUCTION OF ELECTRONIC DATA AND/OR USE OF CONFIDENTIAL INFORMATION, “PROPERTY” OF THE CITY OF PALO ALTO THAT WILL BE IN THE CARE, CUSTODY, OR CONTROL OF VENDOR, INFORMATION INCLUDING BUT NOT LIMITED TO, BANK AND CREDIT CARD ACCOUNT INFORMATION OR PERSONAL INFORMATION, SUCH AS NAME, ADDRESS, SOCIAL SECURITY NUMBERS, PROTECTED HEALTH INFORMATION OR OTHER PERSONAL IDENTIFICATION INFORMATION, STORED OR TRAMSITTED IN ELECTRONIC FORM. YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED EACH PERSON EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 AND OMISSIONS, MALPRACTICE (WHEN YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. I.INSURANCE COVERAGE MUST INCLUDE: A.A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY. II. CONTRACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING EMAIL ADDRESS: Purhcasingsupport@paloalto.gov III.ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL INSUREDS” A.PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS. B.CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 29  Packet Pg. 111 of 342  Professional Services Rev. Oct 16,2024 Page 24 of 36 AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. 2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCE AND ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO AT THE FOLLOWING EMAIL ADDRESS: PurchasingSupport@CityofPaloAlto.org Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 30  Packet Pg. 112 of 342  Professional Services Rev. Oct 16,2024 Page 25 of 36 EXHIBIT “H” CYBERSECURITY TERMS AND CONDITIONS In order to assure the privacy and security of the personal information of the City's customers and people who do business with the City, including, without limitation, vendors, utility customers, library patrons, and other individuals and companies, who are required to share such information with the City, as a condition of receiving services from the City or selling goods and services to the City, including, without limitation, the Software as a Service services provider (the "Consultant") and its subcontractors, if any, including, without limitation, any Information Technology ("IT") infrastructure services provider, shall design, install, provide, and maintain a secure IT environment, described below, while it renders and performs the Services and furnishes goods, if any, described in the Statement of Work, Exhibit B, to the extent any scope of work implicates the confidentiality and privacy of the personal information of the City's customers. The Consultant shall fulfill the data and information security requirements (the "Requirements") set forth in Part A below. A "secure IT environment" includes (a) the IT infrastructure, by which the Services are provided to the City, including connection to the City's IT systems; (b) the Consultant's operations and maintenance processes needed to support the environment, including disaster recovery and business continuity planning; and (c) the IT infrastructure performance monitoring services to ensure a secure and reliable environment and service availability to the City. "IT infrastructure" refers to the integrated framework, including, without limitation, data centers, computers, and database management devices, upon which digital networks operate. In the event that, after the Effective Date, the Consultant reasonably determines that it cannot fulfill the Requirements, the Consultant shall promptly inform the City of its determination and submit, in writing, one or more alternate countermeasure options to the Requirements (the "Alternate Requirements" as set forth in Part B), which may be accepted or rejected in the reasonable satisfaction of the Information Security Manager (the "ISM"). Part A. Requirements: The Consultant shall at all times during the term of any contract between the City and the Consultant: (a) Appoint or designate an employee, preferably an executive officer, as the security liaison to the City with respect to the Services to be performed under this Agreement. (b) Comply with the City's Information Privacy Policy: (c) Have adopted and implemented information security and privacy policies that are documented, are accessible to the City, and conform to ISO 27001/2 – Information Security Management Systems (ISMS) Standards. See the following: http://www.iso.org/iso/home/store/catalogue_tc/catalogue_detail.htm?csnumber=42103 http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=5029 7 (d) Conduct routine data and information security compliance training of its personnel that is appropriate to their role. (e) Develop and maintain detailed documentation of the IT infrastructure, including software versions and patch levels. (f) Develop an independently verifiable process, consistent with industry standards, for performing professional and criminal background checks of its employees that (1) would permit verification of employees' personal identity and employment status, and (2) would Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 31  Packet Pg. 113 of 342  Professional Services Rev. Oct 16,2024 Page 26 of 36 enable the immediate denial of access to the City's confidential data and information by any of its employees who no longer would require access to that information or who are terminated. (g)Provide a list of IT infrastructure components in order to verify whether the Consultant has met or has failed to meet any objective terms and conditions. (h)Implement access accountability (identification and authentication) architecture and support role-based access control ("RBAC") and segregation of duties ("SoD") mechanisms for all personnel, systems, and Software used to provide the Services. "RBAC" refers to a computer systems security approach to restricting access only to authorized users. "SoD" is an approach that would require more than one individual to complete a security task in order to promote the detection and prevention of fraud and errors. (i)Assist the City in undertaking annually an assessment to assure that: (1) all elements of the Services' environment design and deployment are known to the City, and (2) it has implemented measures in accordance with industry best practices applicable to secure coding and secure IT architecture. (j)Provide and maintain secure intersystem communication paths that would ensure the confidentiality, integrity, and availability of the City's information. (k)Deploy and maintain IT system upgrades, patches and configurations conforming to current patch and/or release levels by not later than one (1) week after its date of release. Emergency security patches must be installed within 24 hours after its date of release. (l)Provide for the timely detection of, response to, and the reporting of security incidents, including on-going incident monitoring with logging. (m)Notify the City within one (1) hour of detecting a security incident that results in the unauthorized access to or the misuse of the City's confidential data and information. (n)Inform the City that any third party service provider(s) meet(s) all of the Requirements. (o)Perform security self-audits on a regular basis and not less frequently than on a quarterly basis, and provide the required summary reports of those self-audits to the ISM on the annual anniversary date or any other date agreed to by the Parties. (p)Accommodate, as practicable, and upon reasonable prior notice by the City, the City's performance of random site security audits at the Consultant's site(s), including the site(s) of a third-party service provider(s), as applicable. The scope of these audits will extend to the Consultant's and its third-party service provider(s)' awareness of security policies and practices, systems configurations, access authentication and authorization, and incident detection and response. (q)Cooperate with the City to ensure that to the extent required by applicable laws, rules and regulations, and the Confidential Information will be accessible only by the Consultant and any authorized third-party service provider's personnel. (r)Perform regular, reliable secured backups of all data needed to maximize the availability of the Services. Adequately encrypt the City of Palo Alto's data, during the operational process, hosted at rest, and the backup stage at the Vendors' environment (including Vendor's contracting organization's environment). (s)Maintain records relating to the Services for a period of three (3) years after the expiration or earlier termination of this Agreement and in a mutually agreeable storage medium. Within thirty (30) days after the effective date of expiration or earlier termination of this Agreement, all of those records relating to the performance of the Services shall be provided to the ISM. (t)Maintain the Confidential Information in accordance with applicable federal, state, and local data and information privacy laws, rules, and regulations. (u)Encrypt the Confidential Information before delivering the same by electronic mail to the City and or any authorized recipient. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 32  Packet Pg. 114 of 342  Professional Services Rev. Oct 16,2024 Page 27 of 36 (v)Provide Network Layer IP filtering services to allow access only from the City of Palo Alto's IP address to the Vendor environment (primarily hosted for the City of Palo Alto). (w)Offer a robust disaster recovery and business continuity (DR-BCP) solutions to the City for the systems and services the Vendor provides to the City. (x)Provide and support Single Sign-on (SSO) and Multifactor Authentication (MFA) solutions for authentication and authorization services from the "City's environment to the Vendor's environment," and Vendor's environment to the Vendor's cloud services/hosted environment." The Vendor shall allow two employees of the City to have superuser and super-admin access to the Vendor's IT environment, and a cloud-hosted IT environment belongs to the City. (y)Unless otherwise addressed in the Agreement, shall not hold the City liable for any direct, indirect or punitive damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the City's IT environment, including, without limitation, IT infrastructure communications. (z)The Vendor must provide evidence of valid cyber liability insurance policy per the City’s EXHIBIT “D” INSURANCE REQUIREMENTS. Part B. Alternate Requirements: Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 33  Packet Pg. 115 of 342  Professional Services Rev. Oct 16,2024 Page 28 of 36 EXHIBIT I TruePoint Solutions LLC, DBA GovPath Hosted Services Terms Published: October 1, 2023 Please read these Hosted Services Terms (these “Terms”) carefully. These Terms, policies referenced in these Terms, and all Orders (as defined below) issued in hereunder (collectively, the “Agreement”) is between TruePoint Solutions DBA GovPath (“GovPath”) and the entity identified in an Order (“Customer”). The Agreement is effective as of the effective date listed in the first Order and governs Customer’s use of TruePoint’s Hosted Services (as defined below). CHANGES TO TERMS. GovPath may make modifications, deletions, and additions to these Terms or any policy referenced in these Terms (“Changes”) by amending this Exhibit pursuant to Section 29.4 of this Agreement. No terms contained in any purchase order or ordering document or other written communication from Customer or its agent will in any way modify the Agreement, any such terms being expressly disclaimed by GovPath . 1. Definitions. 1. “Content” means, in whole or part, the information, documents, software, products and services, including copies, modifications and derivatives of the foregoing, and all related Intellectual Property Rights of the foregoing. 2. “Customer Data” means any Data provided by Customer to the Hosted Services. 3. “Data” means any data, information or material as provided or made available by GovPath or Customer in connection with the Agreement. 4. “GovPath Technology” means all GovPath proprietary technology made available to Customer in providing the Hosted Services, including the software components provided for install on Customer infrastructure, if any. 5. “Hosted Services” means GovPath's software services being granted access to under the Agreement for the benefit of Customer. GovPath may perform certain aspects of the Hosted Services, such as service administration and application management support, as well as other services from locations and through use of subcontractors worldwide. 6. “Intellectual Property Rights” means patent rights, design rights, copyrights, trademarks, service marks, trade names, domain name rights, mask work rights, know-how and trade secret rights, and all other intellectual property rights and derivatives, as well as other forms of protection of a similar nature. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 34  Packet Pg. 116 of 342  Professional Services Rev. Oct 16,2024 Page 29 of 36 7.“Personally Identifiable Information” means any data, information, or material provided by Customer's consumers, patrons, and clients, whether or not they use Hosted Services (collectively, “Customer’s Customers”) to Customer that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. 8.“Quote” or “Order” means that GovPath -issued document that specifies the GovPath Technology ordered by Customer and includes information related to pricing and duration of access to the Hosted Services. 9.“Support Level Agreement” means GovPath 's standard policy for providing Hosted Services that may be found on GovPath 's website at www.grayquarter.com. Any updated Service Level Agreement as posted may be amended from time to time in GovPath 's sole discretion in accordance with the change of terms provision listed above. 2.License Grant and Restrictions. 1. GovPath grants Customer a non-exclusive, non-transferable, worldwide right to access and use the Hosted Services and related GovPath Technology, solely for its own internal business purposes, subject to the terms and conditions of the Agreement in addition to the extent of authorizations acquired by Customer as specified in the Quote. 2.Customer agrees not to: (a) license, sublicense, sell, resell, lease, rent, transfer, assign, distribute or otherwise make available to any third party the Hosted Services or any GovPath Technology; (b) copy, distribute, modify, or make derivative works based upon the Hosted Services or any GovPath Technology; (c) reverse engineer, decompile, or attempt to obtain the source code or algorithms of any of the Hosted Services or any GovPath Technology; (d) knowingly send or store infringing, obscene, libelous or otherwise unlawful or tortious material to the Hosted Services or GovPath Technology; (e) knowingly send or store material containing viruses, worms, Trojan horses or other harmful computer code, files, or programs to or from the Hosted Services or GovPath Technology; (f) interfere with or disrupt the integrity or performance of the Hosted Services or GovPath Technology; (g) attempt to gain unauthorized access to the GovPath Technology or Hosted Services or its systems or networks; (h) make any attempt to circumvent the technological measures that control access to or use of the Hosted Services or GovPath Technology; or (i) use the Hosted Services or GovPath Technology in violation of applicable law. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 35  Packet Pg. 117 of 342  Professional Services Rev. Oct 16,2024 Page 30 of 36 3. Unless otherwise agreed by GovPath, Customer agrees to utilize the Hosted Services and GovPath Technology only for its internal business purposes and will not act as a contracted service bureau or type of commercial application service provider that allows for third party access to the Hosted Services in exchange for a fee or profit or even on an unpaid basis. This section does not apply to functionality deliberately designed for the general public to use. 3. Customer Responsibilities. Customer is responsible for all activity occurring under Customer's use of Hosted Services and will abide by all applicable laws, treaties, and regulations in connection with its use of the Hosted Services. Customer agrees to: (a) be responsible for the use of the Hosted Services in compliance with the Agreement by all to whom Customer has given access; (b) promptly notify GovPath of any known or suspected unauthorized use of Hosted Services or any other breach of security of the Hosted Services; and (c) cooperate with GovPath 's investigation of outages, technical issues, security problems, unauthorized use of the Hosted Services, or any suspected breach of the Agreement, or any applicable law, court order, rule or regulation, (d) provide sufficient access to the applicable portions of the Accela System used by Customer so that interfacing can occur. 4. GovPath Responsibilities. GovPath agrees to provide Customer access to its Hosted Services and GovPath Technology during the term and per the terms and conditions of the Agreement. In its sole discretion, GovPath may make changes to or update the Hosted Services and/or GovPath Technology, such as infrastructure, security, technical configurations, application features, and the like, to reflect changes in, among other things laws, regulations, rules, technology, industry practices, patterns of system use and availability, and security. GovPath will make its best efforts to not materially reduce the level of performance, functionality, security, or availability of the Hosted Services during the applicable term under the Agreement. GovPath will take commercially reasonable steps, or cause such commercially reasonable steps to be taken, designed to prevent security breaches of the Hosted Services. 5. Availability and Support. Service administration and technical support for the Hosted Services will be set forth in GovPath 's Support Level Agreement. 6. Use of the Internet. Customer acknowledges and agrees that the internet, and communications over it, may not be absolutely secure and connecting to the internet provides the opportunity for unauthorized access to computer systems, networks, and all data stored therein. Data transmitted through the internet or stored on any equipment through which data is transmitted may not remain confidential and GovPath does not make any representation or warranty regarding the privacy, security, authenticity, or non-corruption or destruction of any such Data. Use of the internet is at Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 36  Packet Pg. 118 of 342  Professional Services Rev. Oct 16,2024 Page 31 of 36 Customer's own risk. This section does not limit GovPath’s duties to prevent security breaches of the Hosted Services as detailed in this Exhibit. 7. Privacy Policy, Customer Data, and Personally Identifiable Information. 1. GovPath is concerned with the security of the data it will collect while providing Hosted Services to Customer and will utilize commercially reasonable protocols to prevent unauthorized access to that information. Such protocols include policies, procedures, employee training, physical access and technical essentials relating to data access controls. In addition, GovPath uses standard security protocols to facilitate the exchange and the transmission of data. GovPath does not process data in a way that is incompatible with the purposes for which it has been collected or subsequently authorized. 2. If Customer Data is, or is reasonably believed to have been, acquired by unauthorized person(s), GovPath will use its best efforts and commercially reasonable procedures to determine the scope of the breach and to ensure or restore the integrity of the Hosted Services. In the event of a breach, if applicable law requires notification, GovPath will notify Customer of the breach no later than 48 hours after GovPath becomes aware of the breach. GovPath may delay notification if GovPath or a law enforcement agency determines that the notification will impede a criminal investigation. In such a case, notification will not be provided unless and until GovPath or the law enforcement agency determines that notification will not compromise the investigation. 3. GovPath does not own any Customer Data or Personally Identifiable Information. Customer Data is Customer's proprietary and confidential information and will not be accessed, used, or disclosed by GovPath except for the limited purpose of: (a) supporting Customer's use of the Hosted Services; (b) improve or enhance the Hosted Services and GovPath Technology; (c) monitor Customer's use of the Hosted Services; (d) enforcement of the Agreement; and (e) share with any of GovPath 's affiliates, third party service providers and subcontractors who need to know such information in order to provide the Hosted Services to Customer. Customer has sole responsibility for the accuracy, legality, reliability, and intellectual property ownership to use the Customer Data. GovPath makes no other warranty or representation regarding the security of Customer Data. Furthermore, except as to GovPath 's express obligations set forth in the Agreement, Customer is solely responsible for any damage or losses caused by unauthorized destruction, loss, interception, or alteration of Customer Data by unauthorized persons. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 37  Packet Pg. 119 of 342  Professional Services Rev. Oct 16,2024 Page 32 of 36 4. Personally Identifiable Information is Customer’s proprietary and confidential information. Although GovPath is capable of accommodating the secure access, use, and processing of Personally Identifiable Information, no Personally Identifiable Information will be accessed, used, processed, or disclosed by GovPath in supporting Customer's use of the Hosted Services. Customer has the sole responsibility for the accuracy, legality, reliability, and protection and fortification and safety of Personally Identifiable Information of Customer's clients. GovPath makes no other warranty or representation regarding the security of Personally Identifiable Information. Furthermore, except as to GovPath 's express obligations set forth in the Agreement, Customer is solely responsible for any damage or losses caused by unauthorized destruction, loss, interception, or alteration of Personally Identifiable Information by unauthorized persons. 5. GovPath reserves the right in its unfettered discretion to modify or change its Privacy Policy to adhere to standards and custom within the industry and as may be required by law. Any posting of an updated Privacy Policy may be found on GovPath 's website (“Privacy Policy”). Any updated Service Level Agreement as posted may be amended from time to time in GovPath 's sole discretion without notice to Customer. 8. Intellectual Property Ownership. 1. GovPath , its licensors or third-party service provider, as appliable, owns all right, title, and interest, in and to the GovPath Technology, Content, and the Hosted Services, including all Intellectual Property Rights in the foregoing, and all will remain the exclusive property of GovPath or its licensors or third-party service providers. 2. This Agreement is not a sale and does not convey any rights of ownership in the GovPath Technology, Content, or Hosted Services. Customer acknowledges and agrees that any enhancements or modifications to the Hosted Services based upon Customer's requests, recommendations, or other feedback, are and will remain the exclusive property of GovPath and/or its licensors or third-part service providers. This ownership is protected not only by the laws of the State of California but also by the laws United States and applicable international laws, treaties, and conventions regarding intellectual property or proprietary rights, inclusive of trade secrets. From the date of the Agreement, Customer agrees to use reasonable means to protect the GovPath Technology, Content, and the Hosted Services from unauthorized use, reproduction, distribution, or publication. GovPath reserves all rights not specifically granted in the Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 38  Packet Pg. 120 of 342  Professional Services Rev. Oct 16,2024 Page 33 of 36 Agreement. GovPath reserves the right to improve or make changes in its offerings of the GovPath Technology, Content, and the Hosted Services at any time. 9.Fees, Billing, and Payment. 1.Fees and Payment. Customer will pay GovPath all fess specified in the Quote. All fees are payable and due as designated in the Quote; however, if the Quote is silent on the timing of payments, Customer agrees to pay all fees within thirty (30) days from the date of the invoice sent by GovPath . Unless otherwise stated in the Quote and to the extent permitted by applicable law, once due, all fees are non-cancellable and non-refundable. Customer will pay all fees and reasonable reimbursable expenses in full, without any setoff, recoupment, counterclaim, deduction, or withholding for any reason. 2.Taxes. Fees on the Quote may not include sales, use, value added or other excise tax. Customer will pay or reimburse GovPath (the latter if paid by GovPath for the benefit of Customer) for all such taxes based upon the Agreement or fees payable under the Agreement (except for taxes based upon GovPath 's gross revenues or net income), together with any interest on such taxes that is not due to GovPath 's delay. 3.Late Charges. In addition to any other remedy available to GovPath for late payments, Customer will be obligated to pay GovPath interest for fees and charges not paid within forty five (45) days after the invoice date at the compounded rate of one percent (1%) per month or the maximum allowed by law, whichever is less for each month (or partial month), calculated from the date such payment was due until the date paid. If Customer elects to discontinue the Services and does not pay the outstanding fees and charges in full within ninety (90) days of such election, Customer will continue to be charged interest until the balance is paid in full. Customer will be responsible for any costs, including attorney’s fees, incurred by GovPath in collecting any past due amounts. 4.Disputed Charges. Customer may not withhold payment of any invoice based on any dispute other than based on clear error on the face of the invoice, such as a calculation error. Payment by Customer will not preclude Customer from questioning any charges that Customer believes are improper or incorrect, within thirty (30) days after the invoice date. If Customer disputes any charge on a given invoice, Customer pay all non-disputed charges and document the disputed charges in writing to TruePoint. Customer will notify TruePoint in Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 39  Packet Pg. 121 of 342  Professional Services Rev. Oct 16,2024 Page 34 of 36 writing, no later than thirty (30) days after the invoice date, of any questions or issues relating to items billed on an invoice or all fees and charges will stand. 10. Term and Termination. 1. Term. GovPath ’s obligations to provide the GovPath Technology and Hosted Services to Customer under the Agreement will commence on the date the Hosted Services are made available for access to Customer and will continue for the period specified in the Quote unless earlier suspended or terminated in accordance with this Agreement. 2. Renewal. Customer’s access to the Hosted Services and GovPath Technology will not automatically renew at the end of the then-current term. 3. Effect of Termination. Upon any termination or expiration of the Agreement, Customer will remove all GovPath Technology that is enable within Customer infrastructure, if any. 11. Representations and Warranties. 1. By GovPath . GovPath represents and warrants that: (a) it will provide the Hosted Services in a manner consistent with general industry standards and as noted in the Support Level Agreement; (b) the Hosted Services will perform substantially in accordance with the provided documentation to Customer, if any; (c) it will use all commercially reasonable efforts to detect software viruses and other undesirable components and will promptly take all reasonable steps to remove or neutralize any such components; (d) it will use leading commercial encryption technology designed to encrypt Customer Data in its possession; and (e) to the best of GovPath 's knowledge, information, and belief, provision by GovPath and use by Customer of the Hosted Services provided under the Agreement does not infringe upon any intellectual property right of any third party. 2. By Customer. Customer represents and warrants that: (a) it will be solely responsible with regard to the quality or completeness of any Customer Data; (b) it, at its own expense, will be solely responsible for establishing, operating and maintaining Customer's connection to the internet in order to interface with the Hosted Services, including but not limited to, procuring, configuring, operating and maintaining all computer hardware and software, including communications equipment, databases, electronic systems, networks, and web browsers, and modems and access lines, necessary for such connection and interface; and (c) it Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 40  Packet Pg. 122 of 342  Professional Services Rev. Oct 16,2024 Page 35 of 36 will use reasonable best efforts to ensure compliance with the above restrictions, noted in paragraph 2, and all other paragraphs of the Agreement. 12. Indemnification. 1. Customer will indemnify, defend and hold GovPath , and each of GovPath 's affiliates, officers, directors, employees, attorneys and agents harmless from and against any and all claims, costs, damages, losses, liabilities and expenses, including attorneys' fees, arising out of or in connection with: (a) a claim by a third party alleging that access to or use of the Customer Data infringes the Intellectual Property Rights or violates any rights of confidentiality of a third party; provided that, in any such case, GovPath : (i) promptly gives Customer written notice of the claim; (ii) gives Customer sole control of the defense and settlement of the claim; and (iii) provides Customer all available information and assistance; and (b) a breach of security or unauthorized use of the Hosted Services which may or may not result in unauthorized third party access to Customer Data or Personally Identifiable Information. 2. GovPath will indemnify, defend and hold Customer and Customer affiliates, officers, directors, employees, attorneys and agents harmless from and against any and all claims, costs, damages, losses, liabilities and expenses, including attorneys' fees, arising out of or in connection with: (a) a claim by a third party alleging that the Hosted Services or any GovPath Technology directly infringes an Intellectual Property Right of a third party; provided that Customer: (i) promptly give written notice of the claim to GovPath ; (ii) give GovPath sole control of the defense and settlement of the claim; and (iii) provide GovPath all available information and assistance. 13. Disclaimer. THE REPRESENTATIONS AND WARRANTIES PROVIDED IN THE AGREEMENT ARE GOVPATH 'S COMPLETE AND EXCLUSIVE REPRESENTATIONS AND WARRANTIES. TO THE FULLEST EXTENT PERMITTED BY LAW, GOVPATH DISCLAIMS ALL OTHER REPRESENTATIONS, WARRANTIES AND GUARANTIES OF ANY KIND WHETHER EXPRESS OR IMPLIED, WRITTEN OR ORAL, INCLUDING BUT NOT LIMITED TO ANY WARRANTY OF SATISFACTORY QUALITY, FITNESS FOR A PARTICULAR PURPOSE OF THE SUBSCRIPTION SERVICES OR GOVPATH TECHNOLOGY, AND ANY WARRANTY WITH RESPECT TO THE SECURITY OF THE SUBSCRIPTION SERVICES OR THAT CUSTOMER DATA OR PERSONALLY IDENTIFIABLE INFORMATION WILL NOT BE DESTROYED, LOST, INTERCEPTED, OR ALTERED BY UNAUTHORIZED PERSONS. GOVPATH DOES NOT WARRANT THAT THE OPERATION OR OTHER USE OF THE SUBSCRIPTION SERVICES WILL BE UNINTERRUPTED OR ERROR FREE OR WILL NOT CAUSE DAMAGE OR DISRUPTION TO CUSTOMER DATA. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 41  Packet Pg. 123 of 342  Professional Services Rev. Oct 16,2024 Page 36 of 36 14. Limitations of Liability. 1. GOVPATH ’S LIABILITY WILL NOT EXCEED THE HIGHER OF: (1) THE INSURANCE COVERAGE REQUIRED BY THIS AGREEMENT, OR (2) TWO-TIMES THE AMOUNT ACTUALLY PAID BY CUSTOMER UNDER THE APPLICABLE ORDER IN THE TWELVE (12) MONTH PERIOD PRECEDING THE EVENT GIVING RISE TO SUCH CLAIM. GOVPATH WILL NOT BE LIABLE FOR ANY INDIRECT, PUNITIVE, SPECIAL, EXEMPLARY, INCIDENTAL, CONSEQUENTIAL OR OTHER DAMAGES OF ANY TYPE OR KIND ARISING FROM CUSTOMER'S USE OF THE SUBSCRIPTION SERVICES. THIS LIMITATION OF LIABILITY INCLUDES CUSTOMER’S AFFILIATES AND ITS OFFICERS, DIRECTORS, EMPLOYEES AND AGENTS. THIS LIMITATION DOES NOT APPLY TO GOVPATH’S DUTY TO INDEMNITY CUSTOMER AND ITS AFFILIATES UNDER SECTION 12(2.) OF THIS EXHIBIT OR FOR THE WILLFULL MISCONDUCT OF GOVPATH, ITS OFFICERS, DIRECTORS, EMPLOYEES AND AGENTS. 2. NOTWITHSTANDING ANYTHING IN THE AGREEMENT TO THE CONTRARY, GOVPATH WILL NOT BE LIABLE TO CUSTOMER FOR CONSEQUENTIAL DAMAGES. IN NO EVENT SHALL GOVPATH BE LIABLE TO CUSTOMER OR ITS OFFICERS, DIRECTORS, EMPLOYEES AND AGENTS FOR, LOST PROFITS, OR SIMILAR ECONOMIC LOSS OR FOR ANY CONSEQUENTIAL, SPECIAL, INCIDENTAL, DIRECT, INDIRECT OR PUNATIVE DAMAGES, REGARDLESS OF THE FORM OF ACTION INCLUDING BUT NOT LIMITED TO, ACTIONS FOR BREACH OF CONTRACT, NEGLIGENCE, STRICT LIABILITY, AND BREACH OF WARRANTY WHETHER IN CONTRACT, TORT OR OTHERWISE, IN ANY WAY ARISING OUT OF OR IN CONNECTION WITH THE USE OR PERFORMANCE OF, OR ANY FAILURE OR DELAY IN PROVIDING THE SERVICES, HOWEVER CAUSED, EVEN IF GOVPATH HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 15. Reserved. Docusign Envelope ID: C8D39374-9068-814A-81B3-3F0D05231BED Item 8 Attachment A - Contract with GovPath; C27195677        Item 8: Staff Report Pg. 42  Packet Pg. 124 of 342  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: September 28, 2026 Report #:2606-6460 TITLE Approval of Professional Services Contract No. C27197334 with Cascadia Consulting Group, Inc. for a Waste Characterization Study of the City’s Municipal Solid Waste Stream in an Amount Not-to-Exceed $270,233; CEQA Status – Exempt under CEQA Guidelines Sections 15061, 15262 RECOMMENDATION Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Contract No. C27197334 with Cascadia Consulting Group, Inc., to perform a Waste Characterization Study (WCS) and associated analysis of the City’s municipal solid waste stream, including recyclable, compostable, landfill and construction and demolition materials for a total not-to-exceed amount of $270,233. EXECUTIVE SUMMARY The City’s 2018 Zero Waste Plan1 established a goal of 95% waste diversion from landfills by 2030. To support this goal, a waste characterization study is needed to analyze the current composition of the City’s municipal solid waste generated by residents and businesses and collected as recyclable, compostable, landfill, and construction and demolition materials. The contract with Cascadia Consulting Group, Inc. (Cascadia) will provide the City with detailed data on the breakdown of the materials and include recommendations on materials and strategies that could further reduce landfill disposal and support progress toward the City’s diversion goal. BACKGROUND Waste characterization studies (WCS) are an essential tool used by the City and the solid waste industry to understand how residents and businesses sort their waste into various containers, including the types and amounts of waste generated. The City’s most recent WCS was completed in 20172 and provided foundational data to support the development of the 2018 Zero Waste Plan (ZW Plan)3. For example, the 2017 WCS found that two-thirds of the waste 1 City of Palo Alto Zero Waste Plan. August 2018. https://www.paloalto.gov/files/assets/public/v/1/zero- waste/zero-waste-website-files/2018-zero-waste-plan.pdf 2 City of Palo Alto, California 2017 Waste Characterization Study. January 2018. paloalto2017wcs_finalreport.pdf 3 City of Palo Alto Zero Waste Plan. August 2018. https://www.paloalto.gov/files/assets/public/v/1/zero- waste/zero-waste-website-files/2018-zero-waste-plan.pdf Item 9 Item 9 Staff Report        Item 9: Staff Report Pg. 1  Packet Pg. 125 of 342  placed in Palo Alto landfill containers was recyclable or compostable. The WCS also found that most compostable waste in the landfill container was food waste. In response to these findings, initiatives were developed and implemented to expand education and encourage edible food recovery in Palo Alto. Many of the initiatives developed in the 2018 ZW Plan have since been implemented, and new data is needed to evaluate and compare the changes made and to continue moving toward the City’s diversion goal. Residential single-family garbage, recyclables, and compost Residential multifamily garbage, recyclables, and compost Commercial garbage, recyclables, and compostables Hospital garbage Loose roll-off garbage Mixed construction and demolition materials Residuals that are landfilled Characterize waste composition Sort and quantify collected materials by weight Identify recovery and diversion opportunities Evaluate variability across the community Support program evaluation Inform future program development ANALYSIS Item 9 Item 9 Staff Report        Item 9: Staff Report Pg. 2  Packet Pg. 126 of 342  and recommending strategies to improve material recovery and increase landfill diversion. Due to the nature and quantity of the work, outside resources are required. The recommended consultant to carry out the WCS and meet the project's objectives is Cascadia. Table 1: Summary of Solicitation Process Proposal Description Waste Characterization Study/RFP197334 Proposed length of project 4 months Total days to respond to proposal 44 days Number of vendors notified 3977 Number of proposal packages downloaded 40 Pre-proposal meeting and date None, N/A Number of proposals received 4 Proposal price range $120,032 - $291,135 Public link to solicitation https://procurement.opengov.com/portal/palo-alto- ca/projects/251994 Table 2: Proposals Received Company Name Location (City, State)Proposal Amount Cascadia Consulting Group, Inc. Oakland, CA $291,135 SCS Engineers Pleasanton, CA $240,320 Green Group Consulting, LLC Saint Paul, MN $210,500 Nothing Wasted Consulting San Jose, CA $120,032 Time criticality. As outlined further below, the 2026 WCS will provide essential data to develop the City’s updated Zero Waste Plan, help shape the service requirements, performance standards for diversion, and establish policy priorities for the future solid waste collection and Item 9 Item 9 Staff Report        Item 9: Staff Report Pg. 3  Packet Pg. 127 of 342  processing agreement. Selecting a consultant that can complete the work on schedule is a key piece in maintaining progress on the City’s broader waste reduction, contracting, and long- range planning objectives. See Table 3 for an estimated timeline of these projects. Depth of professional expertise: The City is working toward an ambitious 95% diversion goal. As diversion rates increase, identifying and capturing the remaining recoverable material becomes more complex and challenging. For that reason, it is important to retain a consultant with deep technical expertise, strong analytical capability, and demonstrated success in this specialized field. Cascadia demonstrated this need through their technical expertise and extensive experience performing similar WCSs for local agencies. onsistently compare with prior reporting to demonstrate trends, changes, and progress towards the City’s 95% diversion goal. The City intends to compare the results of the 2026 WCS with the 2017 WCS to evaluate changes in waste composition and identify progress and remaining opportunities in diversion efforts. Consistency in methodology is key to improve comparability of results, and strengthens the value of the findings for future planning and decision-making. Cascadia’s prior completion of the City’s 2017 WCS provides this additional benefit. Table 3: Future Major Refuse Fund Projects and Estimated Timeline Projects Estimated Dates WCS completed December 2026 Target RFP issuance for consultant services to assist with solicitation process to obtain a new consolidated contract for refuse services October 2026 Target RFP issuance to solicit new consolidated contract for collection, processing, and disposal services for recyclable, compostable, landfill, deconstruction, and construction and demolition materials. June 2027 Target date for finalizing new agreement June 2028 Current contract with GreenWaste for garbage processing and disposal ends June 30, 2030 Current contract with GreenWaste of Palo Alto ends June 30, 2030 New consolidated solid waste contract begins July 1, 2030 Item 9 Item 9 Staff Report        Item 9: Staff Report Pg. 4  Packet Pg. 128 of 342  FISCAL/RESOURCE IMPACT Table 4: Summary of Contract Costs with Cascadia Consulting Group, Inc. Tasks Amount Project coordination and administration $9,018 Waste characterization – targeted waste audits $167,987 Prepare reports $32,470 Reimbursable expenses (if any)$51,953 Additional services (if needed for additional sampling or more analysis comparisons)$8,805 Total contract not-to-exceed amount $270,233 STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 9 Item 9 Staff Report        Item 9: Staff Report Pg. 5  Packet Pg. 129 of 342  Professional Services Rev. Oct 16,2024 Page 1 of 43 CITY OF PALO ALTO CONTRACT NO. C27197334 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF PALO ALTO AND CASCADIA CONSULTING GROUP, INC. This Agreement for Professional Services (this “Agreement”) is entered into as of the 14th day of September, 2026 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and CASCADIA CONSULTING GROUP, INC., a corporation, located at 1109 1st Ave, Suite 400, Seattle, WA 98101 (“CONSULTANT”). The following recitals are a substantive portion of this Agreement and are fully incorporated herein by this reference: RECITALS A.CITY intends to complete a waste characterization study (the “Project”) and desires to engage a consultant to carry out a waste characterization study on the City’s solid waste stream and report on the findings of the study in connection with the Project (the “Services”, as detailed more fully in Exhibit A). B.CONSULTANT represents that it, its employees and subconsultants, if any, possess the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C.CITY, in reliance on these representations, desires to engage CONSULTANT to provide the Services as more fully described in Exhibit A, entitled “SCOPE OF SERVICES”. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree as follows: SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. Optional On-Call Provision (This provision only applies if checked and only applies to on-call agreements.) CITY may elect to, but is not required to, authorize on-call Services up to the maximum compensation amount set forth in Section 4 (Not to Exceed Compensation). CONSULTANT shall provide on-call Services only by advanced, written authorization from CITY as detailed in this Section. On-call Services, if any, shall be authorized by CITY, as needed, with a Task Order assigned and approved 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. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 6  Packet Pg. 130 of 342  Professional Services Rev. Oct 16,2024 Page 2 of 43 Compensation for on-call 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 due to CONSULTANT for all Task Orders issued under this Agreement shall not exceed the amount of compensation set forth in Section 4. CONSULTANT shall only be compensated for on-call Services performed under an authorized Task Order and only up to the maximum compensation amount set forth in Section 4. Performance of and payment for any on-call Services are subject to all requirements and restrictions in this Agreement. SECTION 2. TERM. The term of this Agreement shall be from September 14, 2026 through August 15, 2027 unless terminated earlier pursuant to Section 19 (Termination) of this Agreement. SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit B, entitled “SCHEDULE OF PERFORMANCE”. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Two Hundred Sixty- One Thousand Four Hundred Twenty-Eighty Dollars ($261,428). 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 Eight Thousand Eight Hundred Five Dollars ($8,805) 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 Two Hundred Seventy Thousand Two Hundred Thirty-Three Dollars ($270,233), 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 Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 7  Packet Pg. 131 of 342  Professional Services Rev. Oct 16,2024 Page 3 of 43 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 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 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 8  Packet Pg. 132 of 342  Professional Services Rev. Oct 16,2024 Page 4 of 43 may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be deemed at all times to be an independent contractor and shall be wholly responsible for the manner in which CONSULTANT performs the Services requested by CITY under this Agreement. CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its employees. CONSULTANT will be responsible for all obligations and payments, whether imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and CONSULTANT or any agent or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties. SECTION 12. SUBCONTRACTING. Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 9  Packet Pg. 133 of 342  Professional Services Rev. Oct 16,2024 Page 5 of 43 Services to be performed under this Agreement without the prior written authorization of the City Manager or designee. In the event CONSULTANT does subcontract any portion of the work to be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and omissions of subcontractors. Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that subcontractors may be used to complete the Services. The subcontractors authorized by CITY to perform work on this Project are: • Waste Busters, Inc – 321 S. Main Street, PMB #42, Sebastopol, CA 95472 • Nothing Wasted Consulting LLC – 1512 S. De Anza Blvd., #126, San Jose, CA 95129 CONSULTANT shall be responsible for directing the work of any subcontractors and for any compensation due to subcontractors. CITY assumes no responsibility whatsoever concerning compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcontractors. CONSULTANT shall change or add subcontractors only with the prior written approval of the City Manager or designee. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Heather Levy as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day -to-day performance of the Services. If circumstances cause the substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project Manager and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s Project Manager. CONSULTANT, at CITY’s request, shall promptly remove CONSULTANT personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Services or a threat to the safety of persons or property. CITY’s Project Manager is Chuck Muir, Public Works Department, Environmental Services Division, 3201 E Bayshore Rd, Palo Alto, CA, 94303, Telephone: (650) 496-6979. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the Scope of Services. SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 10  Packet Pg. 134 of 342  Professional Services Rev. Oct 16,2024 Page 6 of 43 years from the date of final payment, CONSULTANT’s records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later. SECTION 16. INDEMNITY. [Option A applies to the following design professionals pursuant to Civil Code Section 2782.8: architects; landscape architects; registered professional engineers and licensed professional land surveyors.] 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all third party demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) to the extent that such Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. CITY will reimburse CONSULTANT for the proportionate percentage of defense costs exceeding CONSULTANT’s proportionate percentage of fault as determined by the final judgment of a court of competent jurisdiction. [Option B applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8.] 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of, or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its officers, employees, agents or contractors under this Agreement. 16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 11  Packet Pg. 135 of 342  Professional Services Rev. Oct 16,2024 Page 7 of 43 apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy. SECTION 18. INSURANCE. 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided under this Agreement or at law, the City Manager may terminate this Agreement sooner upon written notice of termination. Upon receipt of any notice of suspension or termination, CONSULTANT will discontinue its performance of the Services on the effective date in the notice of suspension or termination. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 12  Packet Pg. 136 of 342  Professional Services Rev. Oct 16,2024 Page 8 of 43 19.2. In event of suspension or termination, CONSULTANT will deliver to the City Manager on or before the effective date in the notice of suspension or termination, any and all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Ownership of Materials). 19.3. In event of suspension or termination, CONSULTANT will be paid for the Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services provided in material conformity with this Agreement as such determination is made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30. 19.4. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made in accordance with Section 17 (Waivers). SECTION 20. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: To CITY: Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 With a copy to the Purchasing Manager To CONSULTANT: Attention of the Project Manager at the address of CONSULTANT recited on the first page of this Agreement. CONSULTANT shall provide written notice to CITY of any change of address. SECTION 21. CONFLICT OF INTEREST. 21.1. In executing this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subcontractors or other persons or parties having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 13  Packet Pg. 137 of 342  Professional Services Rev. Oct 16,2024 Page 9 of 43 State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any conflict arises. 21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act of 1974, as amended from time to time. SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA. 22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. 22.2. CONSULTANT understands and agrees that pursuant to the Americans Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate against persons with disabilities in the provision of services, benefits or activities provided under this Agreement. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby incorporated by reference and as amended from time to time. CONSULTANT shall comply with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and, third, recycling or composting waste. In particular, CONSULTANT shall comply with the following Zero Waste requirements: (a) All printed materials provided by CONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post-consumer material and printed with vegetable-based inks. (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 14  Packet Pg. 138 of 342  Professional Services Rev. Oct 16,2024 Page 10 of 43 additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code Section 4.62.060. SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS. 26.1. This Project is not subject to prevailing wages and related requirements. CONSULTANT is not required to pay prevailing wages and meet related requirements under the California Labor Code and California Code of Regulations in the performance and implementation of the Project if the contract: (1) is not a public works contract; (2) is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or (3) is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j). OR 26.1. This Project is subject to prevailing wages and related requirements as a “public works” under California Labor Code Sections 1720 et seq. and related regulations. CONSULTANT is required to pay general prevailing wages as defined in California Labor Code Section 1773.1 and Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as amended from time to time. Pursuant to Labor Code Section 1773, the CITY has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of worker needed to execute the contract for this Project from the State of California Department of Industrial Relations (“DIR”). Copies of these rates may be obtained at the CITY’s Purchasing Department office. The general prevailing wage rates are also available at the DIR, Division of Labor Statistics and Research, web site (see e.g. http://www.dir.ca.gov/DLSR/PWD/index.htm) as amended from time Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 15  Packet Pg. 139 of 342  Professional Services Rev. Oct 16,2024 Page 11 of 43 to time. CONSULTANT shall post a copy of the general prevailing wage rates at all Project job sites and shall pay the adopted prevailing wage rates as a minimum. CONSULTANT shall comply with all applicable provisions of Division 2, Part 7, Chapter 1 of the California Labor Code (Labor Code Section 1720 et seq.), including but not limited to Sections 1725.5, 1771, 1771.1, 1771.4, 1773.2, 1774, 1775, 1776, 1777.5, 1782, 1810, 1813 and 1815, and all applicable implementing regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq. (8 CCR Section 16000 et seq.), as amended from time to time. CONSULTANT shall comply with the requirements of Exhibit E, entitled “DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS”, for any contract for public works construction, alteration, demolition, repair or maintenance, including but not limited to the obligations to register with, and furnish certified payroll records directly to, DIR. SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 27, a “9204 Public Works Project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”. This Project is a 9204 Public Works Project and is required to comply with the claims procedures set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”. OR This Project is not a 9204 Public Works Project. SECTION 28. CONFIDENTIAL INFORMATION. 28.1. In the performance of this Agreement, CONSULTANT may have access to CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose. CONSULTANT will maintain reasonable and appropriate administrative, technical and physical safeguards to ensure the security, confidentiality and integrity of the Confidential Information. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality and security obligations of this Agreement. 28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or intangible, provided or otherwise made available to CONSULTANT by CITY, directly or indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 16  Packet Pg. 140 of 342  Professional Services Rev. Oct 16,2024 Page 12 of 43 Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY. 28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing so), to give CITY an opportunity to oppose or otherwise respond to such order. 28.4. CONSULTANT will notify City promptly upon learning of any breach in the security of its systems or unauthorized disclosure of, or access to, Confidential Information in its possession or control, and if such Confidential Information consists of Personal Information, CONSULTANT will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time. 28.5. Prior to or upon termination or expiration of this Agreement, CONSULTANT will honor any request from the CITY to return or securely destroy all copies of Confidential Information. All Confidential Information is and will remain the property of the CITY and nothing contained in this Agreement grants or confers any rights to such Confidential Information on CONSULTANT. 28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions. SECTION 29. MISCELLANEOUS PROVISIONS. 29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions. 29.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California. 29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated agreement between the parties with respect to the subject matter of this Agreement, and supersedes all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 17  Packet Pg. 141 of 342  Professional Services Rev. Oct 16,2024 Page 13 of 43 Code, as amended from time to time. 29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect. 29.6. In the event of a conflict between the terms of this Agreement and the exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control. 29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement. 29.8. All section headings contained in this Agreement are for convenience and reference only and are not intended to define or limit the scope of any provision of this Agreement. 29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement. SECTION 30. EXHIBITS. Each of the following exhibits, if the check box for such exhibit is selected below, is hereby attached and incorporated into this Agreement by reference as though fully set forth herein: EXHIBIT A: SCOPE OF SERVICES EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER EXHIBIT B: SCHEDULE OF PERFORMANCE EXHIBIT C: COMPENSATION EXHIBIT C-1: SCHEDULE OF RATES EXHIBIT D: INSURANCE REQUIREMENTS EXHIBIT E: MATERIALS TYPES LIST THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 18  Packet Pg. 142 of 342  Professional Services Rev. Oct 16,2024 Page 14 of 43 CONTRACT No. C27197334 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written. CITY OF PALO ALTO ____________________________ City Manager APPROVED AS TO FORM: __________________________ City Attorney or designee CASCADIA CONSULTING GROUP, INC. By: ________________________________ Name: ______________________________ Title: _______________________________ By: ________________________________ Name: ______________________________ Title: _______________________________ Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Amity Lumper Co-President & Co-owner Co-President and Co-Owner Stephanie Thomas Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 19  Packet Pg. 143 of 342  Professional Services Rev. Oct 16,2024 Page 15 of 43 EXHIBIT A SCOPE OF SERVICES 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. Introduction CONSULTANT shall conduct a waste characterization study (WCS) of the City’s municipal solid waste stream. All materials are collected by the City’s exclusive contractor, GreenWaste of Palo Alto (GWPA). The current Zero Waste Plan (ZW Plan), last updated in 2018, establishes strategies and initiatives to help the City achieve its objective of diverting 95 percent of waste from landfill disposal by 2030. The city completed a comprehensive WCS in 2017 to support the ZW Plan. A new WCS is needed to support a future update of the ZW Plan, which will be conducted under a separate Agreement. Under this Agreement, the consultant shall conduct a 2026 WCS, analyze the collected data, and develop clear visual representations of the findings suitable for use in reports, presentations, and public communications and to help guide an update to the future ZW Plan. The consultant shall also perform a comparative analysis between the 2026 results and the 2017 WCS to assess changes and trends. Based on the findings, the consultant shall provide recommendations on materials and strategies that could further reduce landfill disposal and support progress toward the City’s diversion goal. The WCS shall include the following waste sectors: •Residential single-family garbage, recyclables, and compost are materials GWPA collects from single-family residences (single-family homes and townhouses or buildings with up to four residential units). These materials typically arrive at the GreenWaste Recovery Materials Recovery Facility located in San Jose (GWR MRF) in packer trucks (e.g., side loaders). Compost is taken to the GreenWaste Renewable Energy Digestion Facility. During this study, CONSULTANT shall collect samples of these materials directly from carts at the curb in front of single-family homes on collection day and bring collected samples to the GWR MRF for sorting by CONSULTANT field team stationed there. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 20  Packet Pg. 144 of 342  Professional Services Rev. Oct 16,2024 Page 16 of 43 •Residential multifamily garbage, recyclables, and compost are collected by GWPA from multifamily residences (apartments or condominiums with more than four residential units). It typically arrives at GWR MRF in packer trucks (e.g., front loaders). GWPA collects multifamily materials in the same truck as commercial garbage, recyclables and compostable materials therefore some coordination with GWPA shall be necessary to ensure a select amount (or volume) of material is collected from multifamily locations for the WCS. •Commercial garbage is garbage collected from the commercial sector in a front-load, or side-load compacting vehicle. The materials are delivered to the GWR MRF for processing. •Commercial recyclables are recyclable materials collected from the commercial sector in a front-load, or side-load compacting vehicle. The materials are delivered to the GWR MRF for processing. •Commercial compost is compostable material collected from the commercial sector in a front-load, or side-load self-contained compacting vehicle. It is typically delivered to GreenWaste Renewable Energy Digestion Facility. Selected loads shall be rerouted to the GWR MRF for sampling during this study. •Hospital garbage is collected in compactors from the three local hospitals located in Palo Alto in a roll-off vehicle. The materials are delivered to the GWR MRF for processing. Hospitals in Palo Alto consist of the Stanford Hospital, the Veteran’s Affair Hospital, and the Palo Alto Medical Foundation. •Loose roll-off garbage is garbage collected from the commercial sector in a non- compacted open-top roll-off container, commonly referred to as a “debris box” or “drop- box.” •Mixed construction and demolition materials (C&D) is recoverable material generated from construction activities and bulky materials delivered to the GreenWaste Zanker Resource Recovery Facility in loose roll-off boxes. •Residuals are produced as byproducts from the two GreenWaste materials recovery facilities. Residuals do not include fines screened from the trommels. The primary objectives of the 2026 WCS are: A.Characterize Waste Composition CONSULTANT shall determine the composition of the City’s recycling, compost, and landfill waste streams using a statistically representative sampling methodology and material categories relevant to the Palo Alto waste stream. To allow for the comparison of the 2017 WCS data with the new 2026 WCS data, CITY requests using the sampling methodology utilized in 2017 WCS Appendix B, Study Design or an alternative methodology to be approved by the City. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 21  Packet Pg. 145 of 342  Professional Services Rev. Oct 16,2024 Page 17 of 43 B.Quantify Materials by Weight CONSULTANT shall quantify the weight and proportion of each material type within the recycling, compost, and landfill waste streams. C.Identify Recovery and Diversion Opportunities CONSULTANT shall identify recyclable and compostable materials currently disposed of incorrectly and evaluate opportunities to increase material recovery and diversion from landfill. The information shall be made relevant to existing recycling and compost markets and to future realistic market opportunities. D.Evaluate Variability Across the Community CONSULTANT shall assess differences in waste composition across sectors. E.Support Program Evaluation CONSULTANT shall compare results with the City’s 2017 waste characterization study and identify materials, and products frequently disposed of incorrectly. CONSULTANT shall provide capture rates of all waste material categories. F.Inform Future Program Development CONSULTANT shall provide actionable data to support the planning, development, and evaluation of programs that advance the City’s Zero Waste goals. Task 1. Project Coordination and Administration CONSULTANT shall provide management of all task activities under this Agreement, including project team assignments; meeting preparation and attendance; maintenance and monitoring of the budget and schedule; quality assurance and quality control of all deliverables; and coordination of any and all sub-CONSULTANT s. CONSULTANT shall provide project coordination and administration for all tasks including project start-up, team assignments, internal team coordination, meeting preparation and attendance, maintenance and monitoring of the budget and schedule, quality assurance and quality control of all deliverables, and coordination of all subcontractors. CONSULTANT shall provide regular invoices and progress reports. CONSULTANT shall attend a kick-off meeting with the City to confirm project objectives, scope, roles, communication preferences, data needs, schedule milestones, and next steps. CONSULTANT shall provide a meeting agenda, summarize meeting outcomes, and provide a project work plan. CONSULTANT shall meet at least every two weeks or as needed to provide to review of completed work, upcoming activities, schedule and budget status, key decisions, and any study concerns. CONSULTANT shall provide agendas and supporting materials to document action items and next steps with estimated completion dates. CONSULTANT shall ensure all team members, including subcontractors, are accountable for their work tasks being on time and within budget. CONSULTANT shall provide hands-on supervision of all team members, including subcontractors, provide at least weekly check-ins or as needed, discuss project status, and make any adjustments. Any major changes to the schedule or budget Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 22  Packet Pg. 146 of 342  Professional Services Rev. Oct 16,2024 Page 18 of 43 shall be shared with and approved by the City. CONSULTANT Project Manager shall provide frequent updates and meeting notes to the City’s Project Manager via email, virtual check -in meetings, or phone. CONSULTANT shall use Deltek Vantagepoint to manage staff availability and schedule staff time for each project and task in Cascadia’s book of work. CONSULTANT shall go over Deltek Vantagepoint and book of work with the City prior to beginning any work. CONSULTANT project managers and field work leads shall meet weekly to plan field work schedule, ensure experienced staff are available for each field work task, ensure experienced staff are not over or double booked, that project plans are up to date, and staff calendars are up to date and reflect field work dates to prevent scheduling conflicts. CONSULTANT shall provide manager(s) to ensure adequate qualified staff are available and that the study stays on schedule. CONSULTANT shall track the progress of the study and provide regular client check-ins and progress reports. CONSULTANT shall use Vantagepoint to track labor and expenses at the various project levels, provide activity reports with each invoice and report on the remaining budget amounts per task. Task 2. Waste Characterization – targeted waste audits SubTask 2a. Conduct Project Meetings and Prepare Work Plan CONSULTANT shall work with City staff and internal team members to solidify the methodology, protocols, and tools needed for the WCS including development of a detailed work plan, sampling plan and schedule, preparation of field forms and databases, and methodology for comparing data to the previous WCS. CONSULTANT shall collaborate with the City’s hauler GWPA for the selection of routes, and timing of arrival at GWR MRF. Task 2 provides a foundation for all fieldwork, data entry, analysis, and reporting that shall be conducted as part of the study. The CONSULTANT shall identify common findings from waste characterization studies conducted in up to two cities similar to Palo Alto and within key sectors such as multifamily dwellings and shall meet with City staff to determine the specific audits, analyses and summary report format needed. CONSULTANT shall review waste sectors, material streams, sampling methodology, ideal number of samples, sample type and size per material streams, sampling logistics, and material categories. CONSULTANT shall use two different methods to select a load for sampling: • Loads from sectors with regularly scheduled waste collection routes shall be pre-selected using a random selection method. • Loads from sectors that do not have regularly scheduled waste collection routes shall be systematically selected on each day of sampling. CONSULTANT shall sample single-family residential material by systematically selecting households and collection “paired samples” including garbage, recycling, and organics from single-family dwellings. “Paired” samples refer to the simultaneous collection and sorting of multiple carts from a single household, as part of the same set-out. Systematic selection involves Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 23  Packet Pg. 147 of 342  Professional Services Rev. Oct 16,2024 Page 19 of 43 creating a sampling frequency to ensure random selection. CONSULTANT shall sample at least the preliminary list of waste sectors and streams that match the 2017 WCS and shall include any additional waste streams not in the original the 2017 WCS. Table 1: Waste Sectors, Materials Streams, and Characterization Methods Sector and Waste Stream Characterization Method Sample Selection Method Commercial front-load garbage Hand sort Pre-selected Commercial Compactor garbage Hand sort Pre-selected Commercial front-load recycling Hand sort Pre-selected Commercial front-load compost Hand sort Pre-selected Loose roll-off Visual Characterization Systematic selection Loose roll-off: C & D Visual Characterization Systematic selection Hospital Garbage Compactors Hand sort Pre-selected Multifamily Garbage Hand sort Pre-selected; special study routing1 Multifamily recycling Hand sort Pre-selected; special study routing1 Multifamily compost Hand sort Pre-selected; special study routing1 Single family: garbage Hand sort Households will be systematically selected; paired sampling Single family: recycling Hand sort Households will be systematically selected; paired sampling Single family: compost Hand sort Households will be systematically selected; paired sampling Residuals - from the recycling Material Recovery Facility Hand sort Systematic selection Residuals - from the garbage Material Recovery Facility Hand sort Systematic selection 1CONSULTANT shall work with the City’s waste hauler, GreenWaste of Palo Alto, to isolate multifamily from commercial routes. SubTask 2b. Sorting Area Below is a list of the Palo Alto waste streams collected and processed by the various GreenWaste of Palo Alto processing facilities. CONSULTANT shall work with GreenWaste of Palo Alto to clarify the exact sampling locations within each listed facility for each specified waste stream. This shall be done before the first official kick-off meeting. If sufficient sampling locations can’t be confirmed, the CONSULTANT shall suggest alternative locations to sample the various waste streams within the available facilities. If acceptable sorting locations cannot be identified within the listed GreenWaste facilities, the City shall secure alternative viable facilities at no cost to the CONSULTANT. CONSULTANT field crew will be receiving all samples in the sorting area. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 24  Packet Pg. 148 of 342  Professional Services Rev. Oct 16,2024 Page 20 of 43 All field work for one day will occur concurrently or consecutively without long breaks between field tasks. Table 2: Sorting and sampling locations Sector and Stream Processing Location Sampling Location Commercial front-load garbage GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF Commercial Compactor garbage GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF Commercial front-load recycling GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF Commercial front-load compost GreenWaste Renewable Energy Digestion Facility (GWREDF), 685 Los Esteros Rd., San Jose, CA 95134 GWREDF or CONSULTANT to specify Loose roll-off GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF or CONSULTANT to specify Loose roll-off: C & D GreenWaste Zanker Resource Recovery Facility (GWZRRF), 675 Los Esteros Rd., San Jose, CA 95134 GWZRRF or CONSULTANT to specify Hospital Garbage Compactors GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF Multifamily Garbage GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF Multifamily recycling GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF Multifamily compost GreenWaste Renewable Energy Digestion Facility (GWREDF), 685 Los Esteros Rd., San Jose, CA 95134 GWREDF or CONSULTANT to specify Single family: garbage GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF or CONSULTANT to specify Single family: recycling GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF or CONSULTANT to specify Single family: compost GreenWaste Renewable Energy Digestion Facility (GWREDF), 685 Los Esteros Rd., San Jose, CA 95134 GWREDF or CONSULTANT to specify Residuals - from the recycling Material Recovery Facility GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF or CONSULTANT to specify Residuals - from the garbage Material Recovery Facility GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF or CONSULTANT to specify Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 25  Packet Pg. 149 of 342  Professional Services Rev. Oct 16,2024 Page 21 of 43 Garbage and Recyclables The City has confirmed that the GreenWaste San Jose Materials Recovery Facility located at 625 Charles St., Charles Street, San Jose will act as the sorting area for garbage and recycling waste streams for single family households, multifamily dwellings, and commercial customers including loose roll-off, unless another location or methodology is proposed by CONSULTANT. Compostables CONSULTANT shall confirm with GreenWaste whether compostable waste sampling will be performed at the Zero Waste Energy Development Company (ZWEDC) processing facility or another location. Compostable waste processed at ZWEDC includes commercial customers, multifamily dwellings, loose roll-offs (compostable), and single-family households. CONSULTANT shall confirm with GreenWaste of Palo Alto where specific “green material only” commercial compostables are processed and provide a location where samples shall be sampled. This may include ZWEDC located in San Jose, CA; Z-Best located in Gilroy, CA; or GWR located in San Jose, CA or as specified by CONSULTANT. Roll-offs & Roll-offs C&D CONSULTANT shall confirm with GreenWaste where loose roll-off, loose roll-off - C&D; as well as residuals from the various processing facilities will be sampled. This may include GWR located in San Jose, CA or Zanker Materials Processing Facility located in San Jose, CA or as specified by CONSULTANT. CONSULTANT Task 2c. Develop Detailed Study Design The study design shall include protocols for a representative and unbiased approach to select routes, residences, businesses, etc. for sampling, the number size, and allocation of samples, and sample selection and characterization processes. The design shall also include field forms specific to each study that are designed to maximize data collection efficiency and minimize data collection errors. Within the study design, CONSULTANT shall design a sampling schedule based on regular collection and operating schedules to be provided by GWPA. CONSULTANT shall design the schedule to ensure an even distribution of samples across days of the week. CONSULTANT shall design and share with the City a sampling schedule the evenly distributes samples across the days of the week. CONSULTANT shall develop and present to the City a detailed study design consistent with the 2017 WCS that shall include protocols for selecting routes, residences, and businesses for sampling. CONSULTANT shall pre-select random loads of materials for sampling based on regular collection route information. CONSULTANT shall specify the number, size, and allocation of samples, sample selection, and characterization process. CONSULTANT shall provide detailed field forms. CONSULTANT shall provide details on data analysis and reporting procedures and methodologies. CONSULTANT shall propose a material category list that shall be approved by the City. The list shall be based off City’s RFPs Attachments B and C to ensure consistency with 2017 WCS, adhere to CalRecycle standards list of materials, and compliance with GWPA acceptable materials list. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 26  Packet Pg. 150 of 342  Professional Services Rev. Oct 16,2024 Page 22 of 43 CONSULTANT shall classify materials according to recoverability (i.e. recyclable, compostable, potentially recyclable, and problem materials). The classification shall be approved by the City. CONSULTANT shall document all assumptions, deviations, and refinements to the sampling design in the final work plan. CONSULTANT shall describe any variations such as different processing facilities and technologies, etc. and their implications and how the differences are addressed analytically. Task 2d. Field Sampling and Waste Sorting The CONSULTANT shall conduct fieldwork to collect and sort waste samples (garbage, recyclables, and compostables) for the characterization study. The only exceptions include garbage only compactors for hospitals, garbage only loose roll-off containers, and mixed construction and demolition materials (C&D) roll-off boxes. During this period, the CONSULTANT shall propose the number of samples to be collected and sorted per day. The final number of samples and daily sampling schedule may be refined in coordination with the City during Task 2c (Study Design). The CONSULTANT shall propose the most appropriate sampling methodologies for each waste sector to ensure representative and statistically valid results. Sampling methods shall account for differences in waste generation and collection practices among single family residential, multifamily residential, commercial, roll-off containers, and compactors. The CONSULTANT shall coordinate with the City during study design to finalize the sampling approach, schedule, and logistics, including site access, collection coordination, and safety procedures. Single-family residential sampling The CONSULTANT shall collect samples of single-family waste materials directly from carts at the curb in front of single-family homes on collection day and bring collected samples to the GWR MRF for sorting by the CONSULTANT field team. The number and types of samples shall be provided in the study design and approved by the City. CONSULTANT may propose an alternative method which shall be approved by the City. Multi-family residential and commercial sampling CONSULTANT shall characterize organic waste from the multi-family residential sector separately from the commercial sector. GWPA collects multifamily organic waste in the same truck as commercial organics therefore coordination with GWPA shall be done to ensure a select amount (or volume) of material shall be collected from multifamily locations for the WCS. The number and types of samples shall be provided in the study design and approved by the City. To characterize commercial organic waste selected loads shall be rerouted to the GWR MRF for sampling during this study. CONSULTANT may propose an alternative method which shall be approved by the City. The following table outlines Cascadia’s proposed sampling schedule and detail. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 27  Packet Pg. 151 of 342  Professional Services Rev. Oct 16,2024 Page 23 of 43 Table 3: Sampling Schedule and Details Study week Day of week Proposed sort location Role Number of samples W1 Monday GreenWaste MRF Non-single family garbage and recycle 21 hand, 2 visual W1 Tuesday GreenWaste MRF Non-single family garbage and recycle 23 hand, 3 visual W1 Wednesday GreenWaste MRF Non-single family garbage and recycle 24 hand, 2 visual W1 Thursday GreenWaste MRF Non-single family garbage and recycle 25 hand, 2 visual W1 Friday GreenWaste MRF Non-single family garbage and recycle 25 hand, 3 visual W1 Saturday GreenWaste MRF Non-single family garbage and recycle 25 hand, 3 visual W2 Monday GreenWaste MRF, GreenWaste Digestor, GreenWaste Zanker Non-single family garbage and recycle Up to 26 hand, 3 visual W2 Tuesday GreenWaste MRF, GreenWaste Digestor, GreenWaste Zanker Non-single family garbage and recycle Up to 26 hand, 3 visual W2 Wednesday GreenWaste MRF, GreenWaste Digestor, GreenWaste Zanker Non-single family garbage and recycle Up to 26 hand, 3 visual W2 Thursday GreenWaste MRF, GreenWaste Digestor, GreenWaste Zanker Non-single family garbage and recycle Up to 26 hand, 3 visual W2 Friday GreenWaste MRF, GreenWaste Digestor, GreenWaste Zanker Non-single family garbage and recycle Up to 26 hand, 3 visual Task 2e. Characterize Samples CONSULTANT ’s field manager shall be on-site at the outset of all sorting activities to ensure that the crew follows approved protocols and maintains consistency across samples and sampling events. Field manager shall brief personnel on any facility-specific health and safety requirements, personal protective equipment (PPE) requirements, contingency protocols, and ensure the quality and efficiency of field work. Table 4: Proposed sample allocations and weights Sector and Stream Number of samples Sample weight Commercial front-load garbage 30 150 lbs. Commercial compactor garbage 10 150 lbs. Commercial front-load recycling 20 100 lbs. Commercial front-load compost 20 150 lbs. Loose roll-off 15 Entire load Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 28  Packet Pg. 152 of 342  Professional Services Rev. Oct 16,2024 Page 24 of 43 Loose roll-off: C & D 15 Entire load Hospital garbage compactors 3 150 lbs. Multifamily garbage 30 150 lbs. Multifamily recycling 20 100 lbs. Multifamily compost 20 150 lbs. Single family garbage Up to 30 Up to 30 lbs. Single family recycling Up to 30 Up to 30 lbs. Single family compost Up to 30 Up to 50 lbs. Residuals – from the recycling Materials Recovery Facility 15 50 - 150 lbs. Residuals – from the garbage Materials Recovery Facility 15 50 lbs. CONSULTANT shall follow its standard process for sorting all materials and provide a copy of that process to the City for approval. Photographs • A member of the field crew shall take photographs of the sample using a digital device. The sample placard identifying the sample shall be positioned to be visible in each photo. CONSULTANT o Two types of images shall be taken – perspective and close-up. Perspective image is a photograph taken from a distance of 10’-20’. A close-up image is a photograph taken from a distance of 1’-3’. o For the photographic evidence, each photographic set shall consist of: ▪ Photographs shall be provided of the samples before separated from the vehicle, bin or cart; ▪ Photographs shall be provided of the samples after they are separated from the vehicle, bin or cart; ▪ Photographs shall be provided of the samples when the samples are comingled, but the contents not removed; ▪ Photographs shall be provided of the samples before the samples are composited; and, ▪ Photographs shall be provided of the samples when the materials are sorted and co- mingled. Sorting • The field crew shall sort the sample into the material categories and store separated materials in separate containers. Individual members of the sorting crew typically specialize in groups of materials, such as papers or plastics. The field manager shall monitor the homogeneity of material in the containers as they accumulate, rejecting any materials that are improperly classified. • The field manager shall then visually inspect the purity of each material as it is weighed in its container using a pre-calibrated scale and shall record each material weight on data sheet. Custodial bags • CONSULTANT shall determine the percentage of commercial customers using colored custodial bags. Commercial customers are required to utilize blue see-through recycling bags or no bag; green compostable see-through bag for compostables or no bag; and clear Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 29  Packet Pg. 153 of 342  Professional Services Rev. Oct 16,2024 Page 25 of 43 bags or no bag for landfill waste. Determine what percentage of commercial customers are using colored see-through custodial bags. • CONSULTANT shall determine the percentage of single-family and multi-family residential customers that are using green colored see-through compostable bags. Single family and multi-family residents are only required to use green see-through compostable bags for the collection of food waste if bags are used. Hand sorting • CONSULTANT shall follow their standard process for hand -sorting process for most municipal solid waste (MSW), recyclable materials, organics, and residuals. A copy of the standard hand-sorting process shall be provided during the kick-off meeting. • CONSULTANT shall take pre-sample collection (before material separated from container), sample captured on tarp (not yet composited), and composited samples (sorted into the various material categories) consistent with recent CalRecycle methodologies. Visual characterization • For commercial and multifamily loads, CONSULTANT shall follow their standard process of visually characterizing waste. A copy of the standard visually characterizing waste process shall be provided during the kick-off meeting. o CONSULTANT shall characterize organic waste from multi-family residential sector separately from commercial sector. GWPA collects multifamily organic waste in the same truck as commercial organics therefore coordination with GWPA shall be done to ensure a select amount (or volume) of material shall be collected from multifamily locations for the WCS. The number and types of samples shall be provided in the study design and approved by the City. To characterize commercial organic waste selected loads shall be rerouted to the GWR MRF for sampling during this study. CONSULTANT may propose an alternative method which must be approved by CITY. Task 2f. Data Management, Quality Assurance/Quality Control, and Statistical Analysis CONSULTANT shall record and manage field data. The electronic capture of data shall be linked to cloud-based storage to prevent the loss of data. CONSULTANT shall prepare and submit a written QA/QC protocol during the kick-off meeting. The CONSULTANT shall analyze the data collected and documented during Task 2e, using rigorous quality assurance and quality control (QA/QC) procedures and established statistical methodologies commonly applied in municipal waste characterization studies, including those used in prior Palo Alto studies and the most recent CalRecycle statewide waste characterization methodology. CONSULTANT shall prepare and submit a written QA/QC protocol for the City to review and describes procedure for data verification, validation, and statistical analysis. CONSULTANT shall enter all field data into a waste characterization database following each sampling event. CONSULTANT The database and associated outputs shall be accessible to the City and provided in a format compatible with common software platforms, including *.CSV and/or Microsoft Excel file formats. At the conclusion of the study, the CONSULTANT shall provide the City with a complete electronic accounting of all sorted samples and associated Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 30  Packet Pg. 154 of 342  Professional Services Rev. Oct 16,2024 Page 26 of 43 datasets. CITY will provide the CONSULTANT with annual and/or monthly tonnage estimates for the applicable waste streams, including commercial, single family residential, multifamily residential, and roll-off services. These tonnage estimates shall be used to support the statistical analysis and extrapolation of results. CONSULTANT shall conduct the appropriate statistical analysis depending on the sampling method used, including disposal site analysis (and generator-based analysis where applicable). All calculations and approaches shall be consistent with those used in the most recent CalRecycle statewide study. If alternative analytical approaches are proposed, CONSULTANT shall coordinate with CITY and receive approval to ensure the methodology is defensible and capable of producing representative, reliable, and statistically valid results. As part of the analysis, the CONSULTANT shall develop charts, tables, and figures to clearly present and interpret the findings. The presentation of results shall follow industry best practices and may reference formats used in the City’s 2017 Waste Characterization Study Report. At a minimum, the CONSULTANT shall include the following data visualizations and summary tables: • Pie charts showing recoverability groupings, including: o Recyclable materials o Compostable materials o Potentially recyclable materials o Problem materials o Potentially recoverable materials o Reusable items or materials (e.g. furniture, reusable cups, textiles, and other items commonly identified as reusable) • Summary tables identifying the most prevalent material types by weight. • Detailed composition tables presenting the quantity and percentage by weight of each material type, including the full list of approximately 80 material categories used in the study. Task 3 - Prepare Report CONSULTANT shall assemble findings and recommendations into a clear, concise, and highly visual report that the City can use with confidence for short-and long-term planning. To ensure that CONSULTANT fully meets project expectations, CONSULTANT ’s project manager shall develop and submit an outline of the final report for review by City staff. The outline shall indicate all sections and analyses that are expected to be part of the final report. Upon approval of the outline, the project team shall prepare a draft of the report, including executive summary, description of research protocols, and findings. CONSULTANT shall include at least two City review cycles in the project schedule. At the 90% completion stage, CONSULTANT shall submit a draft report to City for review and comment. City will return comments to CONSULTANT, and CONSULTANT shall revise the draft to incorporate the requested changes. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 31  Packet Pg. 155 of 342  Professional Services Rev. Oct 16,2024 Page 27 of 43 Following those revisions, CONSULTANT shall submit an updated draft for a second City review. City may provide additional comments, and CONSULTANT shall incorporate any final revisions and submit the completed 100% final report. CONSULTANT shall provide a report with components as identified below. Report components: A. Task 1 - Project Coordination and Administration B. Task 2 - Develop Plan/Study Design 1. Task 2a – Prepare Work Plan 2. Task 2b – Select Sorting Area 3. Task 2c – Study Design 4. Task 2d – Field Sampling and Waste Sorting 5. Task 2e – Sample Characterization 6. Task 2f – Data Management, QA/QC, and Statistical Analysis C. Task 3 - Prepare Report 1. Findings 2. Comparison of 2026 to 2017 Waste Characterization Study results 3. Provide Recommendations 4. Appendices Task 4 – Additional Services CONSULTANT shall provide additional services as needed to assist the City in collecting waste characterization data. For example, additional samples may need to be collected, and additional reporting may be needed to thoroughly analyze the results of any extra sampling. At the request of the CITY, CONSULTANT shall perform additional services. A cost estimate for additional services includes a total of $8,805 for one day’s worth of sampling. Alternatively, the additional services money may be used if CITY requests additional analysis and/or comparison of the data or as needed by CITY to complete the WCS. Non-sampling additional services will be billed based on the hourly rate schedule in Exhibit C-1. Additional services Scope Rate (per additional day of sampling) Task 4: Additional services $8,805 Schedule of work Table 5: Project schedule and activities Deliverable Activities Timeline Kick-off meeting/draft work plan Kick-off meeting Confirm study objectives Review methodologies and samples Prepare and submit draft work plan Two weeks after Notice to Proceed (NTP) is issued 2nd Meeting/Final Add City comments to work plan Three weeks after NTP Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 32  Packet Pg. 156 of 342  Professional Services Rev. Oct 16,2024 Page 28 of 43 Work Plan Finalize study design Confirm scope, schedule, duties Submit final work plan Work commences Field work mobilization and crew scheduling Coordinate sample collection Field sampling, sorting, and documentation Data entry and field QA/QC Six weeks after NTP Draft report due Complete data review Develop tables and findings Prepare draft report Submit draft to City for review Ten weeks after NTP Final report due For draft report address City comments Refine analysis Finalize report Submit report and supporting data files No later than January 18, 2027 The final report is due no later than January 18, 2027. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 33  Packet Pg. 157 of 342  Professional Services Rev. Oct 16,2024 Page 29 of 43 EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER 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 ___________________________________ Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 34  Packet Pg. 158 of 342  Professional Services Rev. Oct 16,2024 Page 30 of 43 EXHIBIT B SCHEDULE OF PERFORMANCE 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 Weeks (as specified below) from NTP 1. Kick-Off Meeting/Draft Work Plan Two Weeks 2. 2nd Meeting/Final Work Plan Three Weeks 3. Work Commences Six Weeks 4. Draft Report Due Ten Weeks 5. Final Report Due No later than January 18, 2027 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 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. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 35  Packet Pg. 159 of 342  Professional Services Rev. Oct 16,2024 Page 31 of 43 EXHIBIT C COMPENSATION 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 Coordination and Administration) $9,018 Task 2 (Waste Characterization - Targeted Waste Audits) $167,987 Task 3 (Prepare Report) $32,470 Sub-total for Services $209,475 Reimbursable Expenses (if any) $51,953 Total for Services and Reimbursable Expenses $261,428 Additional Services (if any, per Section 4) $8,805 Maximum Total Compensation $270,233 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 including meals at the GSA per diem rate for Palo Alto. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are up to the not-to-exceed amount of Fifty-One Thousand Nine Hundred Fifty-Three Dollars ($51,953). Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 36  Packet Pg. 160 of 342  Professional Services Rev. Oct 16,2024 Page 32 of 43 A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as reimbursable, will be reimbursed at actual cost, including meals at the GSA per diem rate for Palo Alto, 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. The table below outlines the reimbursable expenses the CONSULTANT anticipates to complete the WSC. REIMBURSABLE EXPENSES Expense Type CCG Waste Busters Nothing Wasted Subtotal Flights $2,400.00 $1,666.65 $2,475.17 $6,541.82 Hotels $5,280.00 $3,666.64 $5,445.38 $14,392.02 Per diem $2,024.00 $1,405.54 $2,087.40 $5,516.94 Rental $2,200.00 $1,527.76 $2,268.91 $5,996.67 Fuel $756.00 $525.00 $779.68 $2,060.68 Supplies $6,000.00 $4,166.63 $6,187.93 $16,354.56 Baggage $225.00 $156.25 $232.05 $613.30 Mileage $175.00 $121.53 $180.48 $477.01 Total $19,060.00 $13,236.00 $19.657.00 $51,953.00 Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 37  Packet Pg. 161 of 342  Professional Services Rev. Oct 16,2024 Page 33 of 43 EXHIBIT C-1 SCHEDULE OF RATES CONSULTANT’s schedule of rates is as follows: Title Hourly Rate Director $285.00 Senior Associate $200.00 Associate $135.00 Senior Associate $210.00 Director $290.00 Fieldworker Lead $135.00 Associate $135.00 Principal $112.50 Principal $150.00 Onsite Manager $112.50 Sorting Staff $89.00 Safety Manager $70.00 Field Lead $70.00 Sorting Staff $70.00 Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 38  Packet Pg. 162 of 342  Professional Services Rev. Oct 16,2024 Page 34 of 43 EXHIBIT D INSURANCE REQUIREMENTS CONSULTANTS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS AS SPECIFIED HEREIN. REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS EACH OCCURRENCE AGGREGATE YES YES WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORY STATUTORY STATUTORY STATUTORY YES GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL LIABILITY BODILY INJURY PROPERTY DAMAGE BODILY INJURY & PROPERTY DAMAGE COMBINED. $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED BODILY INJURY - EACH PERSON - EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY DAMAGE, COMBINED $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE ALL DAMAGES $1,000,000 YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONSULTANT, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONSULTANT AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. I. INSURANCE COVERAGE MUST INCLUDE: A. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONSULTANT’S AGREEMENT TO INDEMNIFY CITY. II. THE CONSULTANT MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING EMAIL: PURCHASINGSUPPORT@CITYOFPALOALTO.ORG III. ENDORSEMENT PROVISIONS WITH RESPECT TO THE INSURANCE AFFORDED TO ADDITIONAL INSUREDS: A. PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 39  Packet Pg. 163 of 342  Professional Services Rev. Oct 16,2024 Page 35 of 43 B. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. 2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF PALO ALTO SENT TO THE FOLLOWING EMAIL: PURCHASINGSUPPORT@CITYOFPALOALTO.ORG Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 40  Packet Pg. 164 of 342  Professional Services Rev. Oct 16,2024 Page 36 of 43 EXHIBIT E: Material List and Definitions Samples will be characterized according to the list of 80 materials below. PAPER CLEAN, FLATTENED, UNCOATED CORRUGATED CARDBOARD: Uncoated boxes, packaging, sheets and other pieces with a corrugated layer sandwiched between two outer layers that has been flattened to reduce the volume. Examples include shipping boxes, and some shoe boxes. CLEAN, UNFLATTENED, UNCOATED CORRUGATED CARDBOARD: Uncoated boxes, packaging, sheets and other pieces with a corrugated layer sandwiched between two outer layers that has NOT been flattened to reduce the volume. Examples include shipping boxes, clean pizza box, and some shoe boxes. NEWSPAPER: Ground wood paper used in newspapers. Includes clay coated (not poly coated) glossy ad inserts and other items made from newsprint, such as advertising circulars, election guides and tax instruction booklets. OTHER CLEAN PAPER: Paper and products recycled curbside except newspaper, and corrugated cardboard. Includes high grade white or colored ledger, paper bags, bond, rag (paper made of cotton or linen), stationary, office, copy or printing paper and low grade mixed junk mail, envelopes (plastic windows ok), magazines, clay coated glossy catalogs, brochures and pamphlets, hardback and paperback books, spiral notebooks, manila folders, index cards, self-adhesive notes, phonebooks, shredded paper, construction paper, butcher paper, kraft or bleached sheets, toilet paper tubes, paper towel tubes, non-corrugated box/liner/chip/paper board (e.g., cereal and tissue boxes, six pack holders), egg cartons, tissue wrapping paper, blueprints, photographs (not Polaroid), hard cover books, and carbonless forms. Minor amounts of glue or other binding are okay. PAPER TISSUE & TOWELS: Paper towels, napkins, tissues, toilet paper, and other short fiber, potentially soiled, paper that is not recyclable, but is compostable. Includes cotton balls, pads and non-plastic swabs and wipes. OTHER SOILED UNCOATED FIBER: Uncoated paper and paper products that are not tissue & towels, that may be recyclable, but are too food-soiled or dirty and can be composted such as, food-soiled paper plates, french fry containers and coffee filters. Recyclable paper that was likely soiled in the collection bin or truck should be included in the appropriate recyclable paper category. COATED CORRUGATED CARDBOARD: Boxes, packaging, sheets and other pieces with a corrugated layer sandwiched between two outer layers where at least one of the 3 layers is “waxed” or paraffin or poly coated, typically to make it liquid resistant such as for perishable produce shipping boxes. OTHER COATED PAPER: Paper and paper products that are poly, compostable plastic or wax (not clay) coated inside and/or outside. Includes fast food wrappers, pizza box liners, butcher paper, and ice cream and other frozen/refrigerated food packaging. This does not include coated corrugated cardboard, items with a gable top, or prepared food takeout containers GABLE TOP CARTONS: Containers that are poly or wax (not clay) coated inside and/or outside with a gable top such as milk and juice cartons (including those with plastic spouts). Does not include aseptic packaging. ASEPTICS: Multilayer composite cartons of bleached paper, poly film and foil, such as juice, milk, soup and tofu boxes. PAPER TAKEOUT CONTAINERS: Rigid paper containers used for serving or transporting single-use, ready to eat, prepared foods from a food service point-of-sale. This material type includes containers that could have been avoided had a customer brought a re-usable food container to the point-of-sale. Example include boxes and clamshells for items from the “hot food” bar or salad bar at a grocery store or deli, “Chinese food” take out cartons, etc. This does not include paper cups or paper wraps Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 41  Packet Pg. 165 of 342  Professional Services Rev. Oct 16,2024 Page 37 of 43 (like for a hamburger, deli sandwich, or burrito). This does not include items in paper retail packaging like frozen foods, cereals. COATED PAPER CUPS: Cups that are poly, compostable plastic or wax coated inside and/or outside such as for coffee and other hot drinks or soda and other cold drinks. PIZZA BOXES: Boxes used for take-out or delivery of prepared pizza. Includes both clean and soiled boxes. OTHER COMPOSITE PAPER: Items, not including aseptics, predominantly paper, but with one or more other material rendering them hard to recycle or compost, such as orange juice concentrate cans, carbon copy paper, foil laminated paper boxes and gum wrappers, packaging with large plastic windows (blister packs) or integrated foam, padded envelopes, and heavily plastic laminated or painted paper. PLASTIC #1 PETE PLASTIC PACKAGING: Polyethylene terephthalate (PET) bottles, jars, clamshells, frozen food trays, retail packaging and other rigid items such as food and beverage containers. #1 PETE PLASTIC PACKAGING THERMOFORMS: Clamshells, trays, and cups. #2 HDPE PLASTIC PACKAGING: High-density polyethylene (HDPE) bottles, jars, tubs, lids and other rigid items such as distilled water, milk, juice, vinegar, yogurt, detergent and empty motor oil or antifreeze containers. EXPANDED #6 PRODUCTS AND PACKAGING: Styrofoam and other expanded polystryrene cups, plates, bowls, clamshells, packaging blocks and peanuts (except compostable ones), insulation, non- corrugated foamcore (Include sandwiched between two layers of paper or plastic)and other rigid items. OTHER #3-7 PLASTIC PACKAGING: Polyvinyl chloride (PVC), low-density polyethylene (LDPE), polypropylene (PP), non-expanded styrene (PS), other (#7, various resins) and unlabeled, unidentifiable bottles, jars, tubs, lids, and other rigid items such as some salad dressing, syrup and prescription bottles, CD cases, auto parts. Items are typically constructed of a single plastic resin and smaller than a basketball. DURABLE PLASTIC PRODUCTS: Large, rigid items made predominately from plastic (usually a single resin) and intended for multiple uses. Examples include clothes hangers, buckets, lawn furniture, plastic pipe, plates, cups, and some toys, PLASTIC TAKEOUT CONTAINERS: Rigid plastic containers used for serving or transporting single-use, ready-to-eat, prepared foods from a food service point-of-sale. This material type includes containers that could have been avoided had a customer brought a re-usable food container to the point-of-sale. Example include boxes and clamshells for items from the “hot food” bar or salad bar at a grocery store or deli, “Chinese food” take out cartons, plastic tubs and bowls from fast food restaurants, etc. This does include plastic to-go cups. This does not include items in plastic retail packaging like frozen foods, microwavable soups, etc. COMPOSTABLE PLASTIC BAGS: Polylactic acid (PLA) and other bags labeled “compostable” (such as used for kitchen composting pails, as produce bags, or as bathroom bags to collect paper hand towels or for restaurant food scrap collection). Does not include compostable plastic bags that are not ASTM D6400 or D6868 compliant. OTHER COMPOSTABLE PLASTIC: Polylactic acid (PLA), polyhydroxyalkanoate (PHA) and other cups, straws, lids, plates, bowls, clamshells, trays, utensils and other non-bags labeled “compostable.” Does not include compostable plastic products that are not ASTM D6400 or D6868 compliant. RECYCLABLE FILM PLASTIC: Single layer clear or colored film without an inner foil or metallic layer accepted in the Palo Alto recycling carts. Includes, dry cleaner, newspaper, Ziploc, bread, cracker, Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 42  Packet Pg. 166 of 342  Professional Services Rev. Oct 16,2024 Page 38 of 43 tortilla chip, stretch, shrink and bubble wrap, plastic sheeting, frozen food, and clear or colored grocery, department store and other retail and food establishment merchandise and to go bags. FLEXIBLE PLASTIC POUCHES: means plastic pouches made of thicker, multi-layer flexible material. May have a flat bottom so that package would stand up on its own, but not always. Material is thicker than potato chip bags and frozen vegetable bags. Includes plastic coffee bags like Starbucks and Peet’s; Capri Sun pouches; baby food pouches – may have plastic screw top; soup pouches; salad dressing pouches; wine pouches; backpacking meals in pouches; soap refill pouches; laundry detergent pouches; and other similar items. INCLUDED – THICKER, MULTI- LAYER PACKAGING EXCLUDED – THINNER, SINGLE- LAYER PACKAGING Plastic coffee bags (Starbucks and Peet’s) Juice pouches (Capri Sun) Baby food pouches – may have plastic screw top Soup pouches Salad dressing pouches Wine pouches Backpacking meals in pouches Soap refill pouches Laundry detergent pouches Other similar items Potato chip bags and similar Candy wrappers Tortilla bags Frozen food bags (vegetables, berries) Nut/snack bags Shrink plastic wrappers (Slim Jim and string cheese wrappers) Ziplock bags intended for home use Thin produce bags as used in grocery stores Newspaper bags Bread bags Small (2 inch) pouches for condiments (mustard, relish, etc.) Yogurt tubes (Gogurt) Mailing pouches, usually colored or white (not clear) (LL Bean, medication pouches) 100% Plastic mailing pouches with bubble wrap Other similar items Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 43  Packet Pg. 167 of 342  Professional Services Rev. Oct 16,2024 Page 39 of 43 OTHER COMPOSITE FILM PLASTICS: Items made of multi-layer, multi-material films, typically with a metallic or foil layer. Examples include potato chip bags, candy bar wrappers, energy bar wrappers, and anti-static electronics wrappers. OTHER PLASTIC: Items that are predominantly rigid plastic, but have more than one type of plastic and/or other materials like metal or film plastics not described elsewhere. Includes toothbrushes, disposable razors, pens, some toys, lighters, vinyl binders, hoses, foil and plastic blister packs (such as for medications), and fiberglass products except insulation. Does not include appliances or Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 44  Packet Pg. 168 of 342  Professional Services Rev. Oct 16,2024 Page 40 of 43 electronics. Includes non-recyclable film like trash bags, condiment pouches, mailing pouches, shower curtain, woven polyethylene (e.g., grain bags, wipes, dryer sheets), and mylar balloons. GLASS GLASS BOTTLES & JARS: Any container grade glass bottles and jars (except red or blue), for water, soda, juice, wine, beer, liquor, vinegar, condiments, pickles, body care and other products. BLUE OR RED GLASS BOTTLES & JARS: Any red or blue bottles, jars, and other container grade glass. OTHER NON-COMPOSITE GLASS: Items made only of clear or tinted glass that is not container glass. Includes drinking glasses, crystal, and laboratory ware, table tops, or blown glass. Includes tempered or toughened glass (such as flat side or rear window auto glass). OTHER COMPOSITE GLASS: Items that are predominantly glass, but have other materials like wire mesh or plastic lamination (curved auto windshields, bus shelter and other safety glass), silvering (mirrors), or other components (incandescent and halogen bulbs). Does not include mercury lamps, which go in the mercury lamps hazardous category. Does not include glass used for construction purposes which goes in C&D glass. METAL ALUMINUM CANS & FOIL: Aluminum cans and bi-metal cans made mostly of aluminum (for beverages, pet food, etc.), empty aluminum aerosol cans for hazardous products, all (empty or full) aluminum aerosol cans with non-toxic contents, and aluminum food containers, trays, pie tins and foil. OTHER NON-FERROUS METAL: Items at least 75% non-ferrous metal (metals not derived from iron, to which a magnet will not adhere, and not stainless steel). Includes aluminum products and scrap that are not cans & foil, such as window frames, siding and cookware. Includes other metals and alloys such as copper, brass, bronze, lead and zinc and products such as pipe and shell casings. STEEL CANS & LIDS: Steel containers including bi-metal cans made mostly of steel. Includes food cans, empty steel paint cans, empty steel aerosol cans for hazardous products, and all (empty or full) steel aerosol cans with non-toxic contents. APPLIANCES: Intact or parts of predominantly ferrous metal (iron or steel that is magnetic or stainless steel), analog appliances such as toasters, stoves, refrigerators, washers and dryers, and hot water heaters. May be enamel coated in any color. If it contains a significant plastic or electronic portion (a microwave, for example), it goes in the electronics material type. OTHER FERROUS METAL: Items at least 75% ferrous metal (iron or steel that is magnetic or stainless steel), but not cans & lids or appliances. Includes items like coat hangers, stainless steel cookware, bed frames, pipe, beams, rebar, security bars, small car parts and other ferrous scrap. OTHER COMPOSITE METAL: Items predominately metal, made of both ferrous and non-ferrous metal and/or with more than 25% non-metal materials, such as certain motors, insulated wire and other products that are not appliances. COMPOST PLANT TRIMMINGS: Prunings and cuttings from bushes, shrubs and trees, and non-woody plant materials including grass clippings, sod, leaves, dead flowers, weeds, loose or rolled tobacco (without filters but including any rolling paper), cork, hemp rope and other plant material. Includes all plant types, and branches, trunks and stumps of any size. EDIBLE FOOD SCRAPS: The components of food that, in a particular food supply chain, are intended to be consumed by humans. What is considered edible varies among users (e.g., chicken feet are Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 45  Packet Pg. 169 of 342  Professional Services Rev. Oct 16,2024 Page 41 of 43 consumed in some food supply chains but not others), changes over time, and is influenced by a range of variables. INEDIBLE FOOD SCRAPS: The components of food not included in the edible food (skins, pits, bones, eggshells, coffee grounds, tea bags, etc.) OTHER COMPOSTABLE ORGANICS: Includes bagasse foodware and disposable wood utensils, wood stirrers, toothpicks, wood popsicle sticks. candles, compostable packaging peanuts, hair, finger nails, etc. DIAPERS: Diapers made from a combination of fibers, synthetic and/or natural, primarily for single use. Includes disposable baby diapers, adult protective undergarments, feminine hygiene products. Includes diaper and any contents, including human feces not in diapers, etc. ANIMAL FECES & LITTER: Any non-human animal feces and litter such as cat feces and kitty litter, dog poop, bird droppings, and horse manure and soiled bedding. Includes soiled paper and other litter materials. Also includes animal carcasses not resulting from food storage or preparation. OTHER ORGANIC: Predominantly organic items that are mixed with non-organic materials and cannot easily be separated for composting. HAZARDOUS ELECTRONICS: All types of products which include one or more integrated circuits, circuit boards, or “chips” and/or have a visual display greater than (or equal to) four inches on the diagonal. Generally includes anything that can be programmed. Includes televisions, computer monitors, CPUs and computer peripherals, fax machines, stereo equipment, VCRs, some games and toys. Does NOT include items powered by electricity (“plug or battery”) if electronic circuitry or a video display are not present, for example non-robotic vacuum cleaners. Note that there may be products intended for the same use of which some will be electronic waste and some will not – for example, coffeemakers (some just plug in and are switched on manually and some contain chips/boards because they have on/off/grind etc. features which can be programmed). PAINT: Latex paint, alkyd paint, oil-based paint, architectural paint, automotive and specialty (traffic marking) paint NOT packaged under pressure. BATTERIES: All chemistries, including alkaline batteries, Ni-Cd, Ni-MH, Lithium, Lithium-ion, and small sealed lead acid (SSLA) batteries often used in battery backup units. NON-EMPTY AEROSOL CANS: All non-empty pressurized containers which hold a consumer product characterized as a hazardous waste (paint/pesticides/cleaners). Includes spray paint, bug sprays, hair spray, oven cleaners, waterproofing sprays. Does NOT include cooking oil, deodorant, room/air freshener, starch, or compressed air (keyboard cleaner). MERCURY LAMPS: All tubes and bulbs with intentionally added mercury, includes fluorescent tubes and compact fluorescents, High Intensity Discharge (HID) bulbs, sodium vapor lamps, and neon signs. Does NOT include incandescent or halogen tubes or bulbs. PESTICIDES: Includes pesticides, insecticides, herbicides, and wood preservatives NOT packaged under pressure. CLEANING PRODUCTS: (except aerosols) Consumer products intended for cleaning NOT packaged under pressure includes ammonia, bleach, “green” cleaners, waxes and polishes. MOTOR OIL: Lubricating oil, either used or unused, primarily used in vehicles or internal combustion engines. OIL & FUEL FILTERS: Metal and plastic filters for oil and fuel used in vehicles or other types of equipment. UNTREATED MEDICAL WASTE: Materials used in medical processes, including tubing, surgical tray liners, exam table liners, latex gloves, bandages, and any materials in red biohazard bags. Also includes needles, syringes, and lancets. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 46  Packet Pg. 170 of 342  Professional Services Rev. Oct 16,2024 Page 42 of 43 TREATED MEDICAL WASTE: Medical waste that has been processed in order to change its physical, chemical, or biological character or composition, or to remove or reduce its harmful properties or characteristics, as defined in Section 25123.5 of the Health and Safety Code. Bags of treated medical waste may appear shrunken from sterilization. BLUE WRAP: A blue wrap made from polypropylene (# 5 plastic) and used for wrapping surgical instruments for sterilization. MEDICINE: All medicine intended for human or veterinary use, including prescription and non- prescription (over-the-counter) drugs as well as vitamins and nutritional products. COLD PACKS: Re-usable liquid or gel packs commonly used to keep food cool in portable coolers, or as a cold compress to alleviate the pain of minor injuries. Packs may be either flexible or rigid. OTHER HAZARDOUS: Items and materials not fitting into any of the other hazardous categories but which meet California’s hazardous waste characteristic descriptions for ignitability, corrosivity, reactivity, or toxicity. Includes lab chemicals, solvents (paint thinner, nail polish & nail polish remover), mercury thermometers & thermostats, adhesives, glues, fuel, non-empty and pressurized gas canisters and cylinders, antifreeze, asbestos containing material, ammunition, writing and printing ink, hair dye. Does NOT typically include cosmetics or personal care products. Does NOT include empty containers 5 gallons in size and smaller which previously contained a hazardous material. CONSTRUCTION AND DEMOLITION DEBRIS CLEAN WOOD: Unpainted, untreated, new or demolition dimensional lumber (milled lumber commonly used in construction), pallets and crates (whole or broken), packaging panelboard and sawdust. Includes wood with small amounts of paint (such as 2 x 4s with painted ends), nails and other contaminants. CLEAN ENGINEERED WOOD: means unpainted new or demolition scrap from sheeted goods such as plywood, particleboard, wafer board, oriented strand board, and other residual materials used for sheathing and related construction uses. May contain nails or other trace contaminants. PAINTED WOOD: Painted, stained, varnished or shellacked lumber and wood products from construction or demolition, and assembled items with minimal fasteners or glue. TREATED WOOD: Wood treated with a chemical preservative for protection against pests and environmental conditions. Includes dimensional lumber treated with creosote, arsenic, chromium, copper, or pentachlorophenol – typically identified by “staple marks” by which chemical was injected into the wood, a characteristic green or dark brown color, and/or presence of obvious crystals. Does NOT include painted or stained wood. INERTS: Concrete (building foundations, sidewalk paving and cinder blocks), cement mix, asphalt, brick, clay roofing, ceramic or porcelain (toilets, sinks, tile and some dishware), rock, gravel, soil and sand with minimal organic contamination. Includes concrete containing steel mesh and/or reinforcement bars (rebar). CLEAN GYPSUM: Calcium sulfate dehydrate sandwiched between layers of kraft-type paper. Includes unpainted and untreated, new or old, broken or whole sheets of drywall, sheetrock, wallboard, plasterboard (without plaster), gypboard or gyproc. Excludes exterior or roof paneling that is gypsum sandwiched between fiberglass-reinforced coatings. PAINTED GYPSUM: Used or demolition gypsum drywall that has been painted, treated or plastered. Includes exterior paneling that is gypsum sandwiched between fiberglass-reinforced coatings. ROOFING: Asphalt shingles, built-up roof membranes, other asphaltic roofing membranes, single-ply roofing membranes, roof paneling that is gypsum sandwiched between fiberglass-reinforced coatings, contaminated wood shingles, contaminated clay roofing, and contaminated metal roofing (if clean put in respective wood, inerts, or metal category), etc. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 47  Packet Pg. 171 of 342  Professional Services Rev. Oct 16,2024 Page 43 of 43 C&D GLASS: Includes glass used for construction purposes, like window panes, sliding doors, and architectural glass. CARPET: Flooring applications of various natural (e.g., wool) or synthetic (e.g., nylon) fibers typically bonded to some type of backing material. Includes other soft floor coverings such as synthetic turf. Also includes carpet padding, commonly made of urethane foam, but could be felt from jute, hair, or other synthetic materials, such as recycled carpet fibers, and coated with latex or other resin. FIBERGLASS INSULATION: Fiberglass building and mechanical insulation, batts, or rigid. OTHER C&D: materials commonly used in residential and commercial construction that cannot be put in any other type. This type may include items from different types combined, which would be very hard to separate. Examples include Includes wood with significant metal, concrete, drywall, or other contaminants, such as substantial glue or binders in plywood, particleboard, wafer board or oriented strand board. OTHER MATERIALS MATTRESSES: Mattresses, box springs and platforms, but not frames. Includes futons, foam and contour mattresses, and infant and pet beds. FURNITURE: Mixed-material furniture such as upholstered chairs and couches. Furniture made purely of one material, such as plastic or metal, would be categorized as that material. TIRES & RUBBER: Vehicle (including scooters, bicycles, lawn mowers, etc.) tires and tubes of all types. Finished products and scrap made of natural or synthetic rubber, such as bath mats, rubber hoses, rubber bands and foam rubber. TEXTILES & LEATHER: Items made of thread, yarn, fabric, or cloth from natural or synthetic materials such as cotton, wool, silk, nylon, rayon or polyester. Includes clothes, fabric trimmings, curtains, drapes, and linens. Also includes real and synthetic leather shoes, handbags, belts, scraps, etc. Does not include mattresses, furniture or carpet & upholstery. NON-METAL APPLIANCES: Multi-material electric analog (not digital, no chips) appliances, primarily plastic, such as old toasters, power tools, curling irons, light fixtures, clocks and dial telephones FINES: Mixed inert (soil, sand, grit, ash) and non-inert (small bits of wood and other organics) materials smaller than 2” in diameter, sometimes from a sorting line or sweepings. OTHER MATERIALS: All remaining, generally multi-material composite or indistinct items not elsewhere defined. Examples include whole filtered cigarettes and cigarette butts, dryer lint, and personal care products (shampoo, cosmetics, soaps, toothpaste, etc.). EDIBLE RECOVERABLE FOOD: Food the appears to be in good non-spoiled condition maybe slightly bruised or ill-formed such as unpackaged fruit and vegetables; packaged fruits and vegetables which do not appear spoiled which may or may not be past sell-by date; frozen foods which appear to not be spoiled but may or may not be past their sell-by date; prepared food which appears to be edible not spoiled or rotten. REUSABLE MATERIALS: Furniture, appliances, carpet, rugs, and other bulky items and household goods that are unbroken and suitable for reuse. Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9 Attachment A - Cascadia Consulting Group, Inc., Contract #C27197334        Item 9: Staff Report Pg. 48  Packet Pg. 172 of 342  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Utilities Meeting Date: September 28, 2026 Report #:2607-6560 TITLE Approval of Contract Amendment Number 2 to Contract C21181846 with CAD Masters, Inc. in the Amount of $420,000 for a total not to exceed $2,370,000 for Continued Support of Utility Engineering Systems and Applications through August 2, 2029 (a total of 8 years); CEQA Status: Not a Project Under CEQA Guidelines Section 15378 RECOMMENDATION Staff recommends that the City Council authorize the City Manager to execute Amendment No. 2 to Contract No. C21181846 with CAD Masters, Inc., extending the term of the contract through August 2, 2029, and increasing the contract authority by an additional $420,000, for a revised not-to-exceed amount of $2,370,000. EXECUTIVE SUMMARY The Utilities Department requests approval of Amendment No. 2 to extend the existing professional services agreement with CAD Masters, Inc. through August 2, 2029, under a reduced scope of work. CAD Masters developed several of the City's custom utility applications and engineering workflows, including Service Order Generation (SOGEN), DWG Generation (DWGGEN), and Electrical Equipment Maintenance (EEM), and possesses extensive institutional knowledge of the City's utility engineering systems, software architecture, and business processes. Transitioning these services to another consultant would require significant time, cost, and operational risk. Due to the ongoing transition from Autodesk AutoCAD Map 3D Enterprise (AME) to Esri ArcGIS Pro, the scope of services has significantly decreased. However, continued support remains critical for AutoCAD Civil 3D design work and for maintaining the SOGEN system, which is essential for daily utility operations and development services. Extending the existing relationship avoids operational risk, ensures continuity during a major system transition, and reflects prudent fiscal management by reducing the scope of work and annual contract authority from $390,000 to $140,000. Item 10 Item 10 Staff Report        Item 10: Staff Report Pg. 1  Packet Pg. 173 of 342  BACKGROUND 1 The 2021 agreement was originally scheduled to expire on June 30, 2026. Amendment No. 1 subsequently extended the agreement by six months, through December 31, 2026, without increasing the contract amount. The annual authorization has varied under the successive agreements: $300,000 annually under the 2011 extension, $500,000 annually under the 2016 agreement, and $390,000 annually under the current 2021 agreement. Actual expenditures under the current agreement have averaged approximately $120,000 annually over the past five years, with expenditures reaching approximately $148,000 in one year, reflecting the City’s use of these services on an as-needed basis. The City’s technology environment has evolved significantly, particularly with the migration to Esri ArcGIS Pro that is currently underway. As a result, Utilities reevaluated its long-term consulting needs and determined that a significantly reduced scope of services is sufficient to support ongoing operations during the transition. Based on anticipated migration and workflow-replacement activities, Utilities determined that an annual authorization of $140,000 over the proposed extension period would provide sufficient capacity while remaining substantially below the $390,000 annual authorization under the current agreement. ANALYSIS Technology Transition and Reduced Scope The City is currently transitioning from Autodesk AutoCAD Map 3D Enterprise (AME) to Esri ArcGIS Pro as the primary platform for utility mapping and asset management. The migration is expected to be substantially completed by the end of February 2027. Following the migration, staff will begin using ArcGIS Pro for day-to-day operations, while Utilities and IT continue supporting user adoption, workflow refinement, and post-implementation support. 1 City Council, May 17, 2021, Agenda Item No. 5, Staff Report No. 12082: https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=2258&dbid=0&repo=PaloAlto Item 10 Item 10 Staff Report        Item 10: Staff Report Pg. 2  Packet Pg. 174 of 342  As a result, a substantial portion of CAD Masters’ previous scope, particularly AME-related support, is no longer required. Future service needs are expected to be significantly reduced. Ongoing Critical Support Needs 1. AutoCAD Civil 3D Design Support Utilities Engineering continues to use AutoCAD Civil 3D for Capital Improvement Program (CIP) projects, including pipeline replacement and rehabilitation. CAD Masters’ familiarity with City standards enables efficient support without additional onboarding or training. 2. Service Order Generation (SOGEN) System CAD Masters developed the custom SOGEN system to support the City's utility operations. SOGEN is a tool used to generate and track service orders, support maintenance and repairs, and coordinate work between Engineering and Operations. SOGEN also supports the WGW Development Services program by tracking utility-related work tied to private development permits and coordinating field operations. Disruption to SOGEN would impact operations, development coordination, customer service, and revenue. Rationale for Amendment of Current Contract Staff recommends amending the current contract rather than issuing a new RFP because the remaining services involve support of custom utility applications, specialized engineering workflows, and systems that are to be reviewed for standardization and scalability with current day best practices during this extension period. Conducting a competitive procurement at this time would provide limited value while increasing operational risk while system transition for GIS is ongoing and review of long term replacement of legacy systems is active. FISCAL/RESOURCE IMPACT Item 10 Item 10 Staff Report        Item 10: Staff Report Pg. 3  Packet Pg. 175 of 342  STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 10 Item 10 Staff Report        Item 10: Staff Report Pg. 4  Packet Pg. 176 of 342  Vers.: Aug. 5, 2019 Page 1 of 10 AMENDMENT NO. 2 TO CONTRACT NO. C21181846 BETWEEN THE CITY OF PALO ALTO AND CAD MASTERS, INC. This Amendment No. 2 (this “Amendment”) to Contract No. C21181846 (the “Contract” as defined below) is entered into as of August 3, 2026 by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and CAD MASTERS, INC., a California corporation, located at 201 North Civic Drive, Suite 182, Walnut Creek, CA 94596 (“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 development, support, and maintenance of the City’s Enterprise Geographical Information System (GIS) asset management database (the “Project”) and desires to engage a consultant to provide these services in connection with the Project, as detailed therein. B. The Parties now wish to amend the Contract to update the software products and services provided under the Contract to reflect current practices, increase compensation by Four Hundred Twenty Thousand Dollars ($420,000), from One Million Nine Hundred Fifty Thousand Dollars ($1,950,000) to a new total not-to-exceed amount of Two Million Three Hundred Seventy Thousand Dollars ($2,370,000), increase the current rates as set forth in Exhibit C-1, and extend the term through August 2, 2029. 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. C21181846 between CONSULTANT and CITY, dated July 1, 2021, as amended by: Amendment No. 1, dated June 1, 2026 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows: “The term of this Agreement shall be from the date of its full execution through August 2, 2029, unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.” SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby amended to read as follows: Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 5  Packet Pg. 177 of 342  Vers.: Aug. 5, 2019 Page 2 of 10 “The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Two Million Three Hundred Seventy Thousand Dollars ($2,370,000). 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.” SECTION 4. 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”, AMENDED, REPLACES PREVIOUS b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”, AMENDED, REPLACES PREVIOUS c. Exhibit “C” entitled “COMPENSATION”, AMENDED, REPLACES PREVIOUS d. Exhibit “C-1” entitled “SCHEDULE OF RATES”, AMENDED, REPLACES PREVIOUS SECTION 5. 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 6. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 6  Packet Pg. 178 of 342  Vers.: Aug. 5, 2019 Page 3 of 10 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 CAD MASTERS, INC. By:______________________________ Name:___________________________ Title:____________________________ Attachments: Exhibit “A” entitled “SCOPE OF SERVICES”, AMENDED, REPLACES PREVIOUS Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”, AMENDED, REPLACES PREVIOUS Exhibit “C” entitled “COMPENSATION”, AMENDED, REPLACES PREVIOUS Exhibit “C-1” entitled “SCHEDULE OF RATES”, AMENDED, REPLACES PREVIOUS Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Drew Burgasser Vice-President Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 7  Packet Pg. 179 of 342  Vers.: Aug. 5, 2019 Page 4 of 10 EXHIBIT A SCOPE OF SERVICESAMENDMENT NO. 2 (AMENDED, REPLACES PREVIOUS) BACKGROUND INFORMATION (DATA ENGINES AND EXISTING APPLICATIONS): Database Engines: • Oracle • Microsoft SQL Server • Microsoft Access (for maintenance of legacy applications) Primary Software Applications: • Autodesk AutoCAD Civil 3D • Autodesk Utility Design (AUD) • ArcGIS / ArcGIS Pro Custom Applications: • Electric data model (Oracle) • WGW Service Order Generation (SOGEN) • Electric Equipment and Maintenance data model (Oracle) front-end application (EEM) Electric Autodesk Utility Design (AUD) • Document Management System (DMS) • Drawing Generation (DWGGEN) for creating AutoCAD and AUD entities from GIS Map Locator (custom Google Maps interface on top of AutoCAD) • FME workspaces for import from and export to SAP, ESRI SHP, DWG, and Excel • Transformer Purchasing DB data export SAP data import and export SCOPE OF WORK (including but not limited to the following items): 1. User Support and Maintenance of Existing Applications and Workflows 1.1 SQL Server Database Administrator (DBA) • Install and configure Oracle software • Configure and monitor data backups • Troubleshoot performance issues 1.2 Service Order Generation • Write, configure, and monitor Service Order Generation (SOGEN) software • Provide programming and support for mobile SOGEN Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 8  Packet Pg. 180 of 342  Vers.: Aug. 5, 2019 Page 5 of 10 1.3 Automated Utility Design • Install and configure software and upgrades, provide training, and troubleshoot problems; assist IT when necessary • Provide customization services for import/export to SAP and report generation • Write, configure, and monitor software to update material catalog prices from SAP • Write, configure, and monitor software to output work order data to Excel 1.4 Electric Equipment Management (EEM) Database • Write, configure, and monitor database (Oracle) and front-end application (EEM) for electric equipment maintenance 2. Data Synchronization, Import, and Export • Configure and support FME workspaces for export to ESRI SHP, AutoCAD DWG, Excel, and ArcGIS maps • Write, configure, and monitor software to import SAP utility meter data (installation numbers) • Configure and support FME workspaces to import SAP consumption data (via a middleware Excel file) for any desired utility 3. GIS and Engineering Drawing Support • Provide technical support for ArcGIS and ArcGIS Pro for WGW Engineering and Operations users • Assist with creation and maintenance of WGW utility system maps in ArcGIS Pro for engineering analysis, operations planning, and paper map production • Configure and assist with ArcGIS queries, map layers, and attribute searches to support user workflows • Assist with creation and maintenance of AutoCAD Civil 3D drawings to support WGW Engineering design and construction drawing development • Provide support for data exchange between GIS, AutoCAD Civil 3D, and other engineering systems used by WGW Engineering Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 9  Packet Pg. 181 of 342  Vers.: Aug. 5, 2019 Page 6 of 10 EXHIBIT B SCHEDULE OF PERFORMANCE AMENDMENT NO. 2 (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 Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 10  Packet Pg. 182 of 342  Vers.: Aug. 5, 2019 Page 7 of 10 EXHIBIT C COMPENSATION AMENDMENT NO. 2 (AMENDED, REPLACES PREVIOUS) CITY agrees to compensate CONSULTANT for the Services performed in accordance with the terms and conditions of this Agreement, including Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule attached as Exhibit C-1. The compensation to be paid to CONSULTANT under this Agreement for all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed the amount(s) stated 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. TASK DESCRIPTIONS Estimated Annual Budget: 3 Year Contract Total: Install and configure Oracle software; configure and monitor backups; and troubleshoot database performance issues. Task 1.2 – Service Order Generation (SOGEN) Write, configure, and monitor SOGEN software; provide programming and support for mobile SOGEN. Task 1.3 – Automated Utility Design Support (SAP / Reporting / Data Automation) Install and configure software and upgrades; provide training and troubleshooting; assist IT as needed; develop customizations for SAP integration including material catalog price updates and work order data export to Excel. Task 1.4 – Electric Equipment Management (EEM) Database Write, configure, and monitor Oracle database and front-end application for electric equipment maintenance. Task 1.5 – ArcGIS and Engineering Application Support and maintenance; support queries, layers, and attribute workflows; and support AutoCAD Civil 3D drawings and data exchange with GIS and other systems. Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 11  Packet Pg. 183 of 342  Vers.: Aug. 5, 2019 Page 8 of 10 Category 2 – Data Synchronization, Import and Export $30,000 $90,000 Task 2.1 – FME Data Export Workflows Configure and support FME workspaces for exporting data to ESRI SHP, AutoCAD DWG, Excel, and ArcGIS formats. Task 2.2 – SAP Utility Meter Data Import Write, configure, and monitor software to import SAP utility meter data (installation numbers). Task 2.3 – SAP Consumption Data Import Configure and support FME workspaces to import SAP consumption data via middleware (Excel or similar formats) for any utility. Category 3 – Application Development, Data Integration, and GIS Enhancements $40,000 $120,000 Develop new applications, scripts, and workflows to support utility engineering, operations, and data management needs. Task 3.2 – Data Integration and Expansion Incorporate new datasets and expand existing data structures within GIS and related systems to support engineering analysis, operations planning, and reporting. Task 3.3 – GIS Data Access and Usability Enhancements Enhance access to GIS data through improvements to map layers, queries, Total: $140,000 $420,000 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: NONE up to the not-to-exceed amount of: $0.00. Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 12  Packet Pg. 184 of 342  Vers.: Aug. 5, 2019 Page 9 of 10 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. Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 13  Packet Pg. 185 of 342  Vers.: Aug. 5, 2019 Page 10 of 10 EXHIBIT C-1 SCHEDULE OF RATES AMENDMENT NO. 2 (AMENDED, REPLACES PREVIOUS) CONSULTANT’s schedule of rates is as follows: Junior Engineer: $ 175 per hour Project Engineer: $ 210 per hour Senior Engineer: $ 240 per hour Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Item 10 Attachment A - Amendment No. 2 to Contract No. C21181846        Item 10: Staff Report Pg. 14  Packet Pg. 186 of 342  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: September 28, 2026 Report #:2607-6599 TITLE Approval of Amendment No. 4 to Contract No. C20176877 with Schaaf & Wheeler Consulting Civil Engineers to Extend the Contract Term Through June 30, 2027 for the Corporation Way System Upgrades and Pump Station (SD-21000), West Bayshore Road Pump Station (SD-20000), and West Bayshore Trunk Line Improvements (SD-23000) Projects; CEQA Status - Exempt Under CEQA Guidelines Section 15301 RECOMMENDATION Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 4 to Contract No. C20176877 with Schaaf & Wheeler Consulting Civil Engineers. This amendment extends the Contract term through June 30, 2027, with no changes to the contract scope or not-to-exceed amount for the Corporation Way System Upgrades and Pump Station (SD-21000), West Bayshore Road Pump Station (SD-20000), and West Bayshore Road Trunk Line Improvements (SD-23000) projects. BACKGROUND The Corporation Way System Upgrades and Pump Station, West Bayshore Road Pump Station, and West Bayshore Road Trunk Line Improvements projects are three of the highest-priority storm drain projects identified in the City's 2015 Storm Drain Master Plan. Design contract C20176877 was awarded to Schaaf & Wheeler Consulting Civil Engineers (Schaaf & Wheeler) on June 15, 2020.1 The original contract had a four-year term that extended to May 30, 2024. Due to the time required to secure easements within private properties and obtain project entitlement and building permit approvals, the contract was extended to November 30, 2024 by Amendment No. 1.2 Amendment No. 2 updated the contract rate schedule and extended the 1 City Council, June 15, 2020; Agenda Item #2; SR # 100992 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=80673&dbid=0&repo=PaloAlto 2 Schaaf & Wheeler Consulting Civil Engineers for Professional Services C20176877 Amendment No.1 Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 1  Packet Pg. 187 of 342  term to February 28, 2026.5 Due to delays in bidding, Amendment No. 3 extended the contract term to August 28, 2026.6 ANALYSIS FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: 5 5 City Council, December 02, 2024; Agenda Item # 13; SR # 2410-3606 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83114&dbid=0&repo=PaloAlto&searchid=c5954d65 -6e89-4d24-95f2-4ec785fa1eb4 6 Schaaf & Wheeler Consulting Civil Engineers for Professional Services C20176877 Amendment No. 3 Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 2  Packet Pg. 188 of 342  Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 4 TO CONTRACT NO. C20176877 BETWEEN THE CITY OF PALO ALTO AND SCHAAF & WHEELER, CONSULTING CIVIL ENGINEERS This Amendment No. 4 (this “Amendment”) to Contract No. C20176877 (the “Contract” as defined below) is entered into as of August 26, 2026, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and SCHAAF & WHEELER, CONSULTING CIVIL ENGINEERS, a California Corporation, located at 4699 Old Ironsides Drive (“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 provide engineering design, analysis, planning and construction management support in connection with the Corporation Way System Upgrades and Pump Station and West Bayshore Road Pump Station and Trunk Line Improvement Project, as detailed therein. B. The Parties now wish to amend the Contract in order to extend the term of the contract. 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. C20176877 between CONSULTANT and CITY, dated June 15, 2020, as amended by: Amendment No.1, dated March 11, 2024 Amendment No.2, dated November 24, 2024 Amendment No. 3 dated February 16, 2026 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows: “The Term of the Agreement shall be from the date of its full execution through June 30, 2027, unless terminated earlier pursuant to Section 19 of 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: Docusign Envelope ID: B46375EB-6D48-8B73-8065-E894259DD7DA Item 11 Attachment A - Schaaf & Wheeler Consulting Civil Engineers, Contract C20176877, Amendment No.4        Item 11: Staff Report Pg. 3  Packet Pg. 189 of 342  Vers.: Aug. 5, 2019 Page 2 of 4 a. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS. SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) Docusign Envelope ID: B46375EB-6D48-8B73-8065-E894259DD7DA Item 11 Attachment A - Schaaf & Wheeler Consulting Civil Engineers, Contract C20176877, Amendment No.4        Item 11: Staff Report Pg. 4  Packet Pg. 190 of 342  Vers.: Aug. 5, 2019 Page 3 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee SCHAAF & WHEELER, CONSULTING CIVIL ENGINEERS Officer 1 By: Name: Charles D. Anderson Title: President Officer 2 By: Name: Glen Anderson Title: Vice President Attachments: EXHIBIT “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS. Docusign Envelope ID: B46375EB-6D48-8B73-8065-E894259DD7DA Item 11 Attachment A - Schaaf & Wheeler Consulting Civil Engineers, Contract C20176877, Amendment No.4        Item 11: Staff Report Pg. 5  Packet Pg. 191 of 342  Vers.: Aug. 5, 2019 Page 4 of 4 EXHIBIT “B” SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4 (AMENDED, REPLACES PREVIOUS) CONSULTANT shall perform the Services to complete each milestone within the number of 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. The order for Construction Administration Services, Task H-1, H-2 and H-3 may be changed at City’s discretion. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the Notice To Proceed (“NTP”). Task/Milestones Completion Date(s) A. Preliminary Design Completed B. Final Design Completed C. Cost Estimate Completed D. Meetings Completed E. Work Product Submittal Completed F. Construction Documents Completed G. Regulatory & City Permits Completed H. Construction Administration Services H-1 Corporation Way System Upgrades and Pump Station June 30, 2027 H-2 West Bayshore Road Pump Station Improvement June 30, 2027 H-3 West Bayshore Trunk Line Improvement June 30, 2027 Docusign Envelope ID: B46375EB-6D48-8B73-8065-E894259DD7DA Item 11 Attachment A - Schaaf & Wheeler Consulting Civil Engineers, Contract C20176877, Amendment No.4        Item 11: Staff Report Pg. 6  Packet Pg. 192 of 342  1 0 3 2 7 Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Planning and Development Services Meeting Date: September 28, 2026 Report #: 2607-6561 TITLE 706 Cowper Street [26PLN-00144]. Council Preliminary Review for Comprehensive Plan Land Use Plan Map Amendment to Allow an Approximately 400 Square Foot Commercial Addition to a Category 1 Historic Resource in the Multiple-Family Residential Land Use Designation. CEQA Status: Not a Project. RECOMMENDATION Staff recommends Council acknowledge and accept staff response to the Preliminary Review application for a Comprehensive Plan Map Amendment to allow a minor expansion of commercial floor area in a residential land use designation. EXECUTIVE SUMMARY The applicant requests a Preliminary Review application to change the Comprehensive Plan land use designation for the site from Multiple-Family Residential to a designation that permits office use. This, in turn, would facilitate an approximately 400 square foot expansion to an existing office use permitted under a 1970s Planned Community (PC) ordinance (Attachment D). The project includes a new two-story addition, seismic and historic rehabilitation of an existing Category 1 historic structure. A project of this minor nature would normally be approved at a staff level pursuant to Palo Alto Municipal Code (PAMC) Section 18.76.020(b)(3)(E). This prescreening is required, however, in accordance with PAMC Section 18.79.030(A), because staff identified the need to amend the City’s Comprehensive Plan. Due to the minor nature of the subject application, this item is placed on the consent calendar as an efficient approach authorized pursuant to PAMC 18.79.050(a), which gives the City Council broad discretion in the manner in which to conduct the review. Receipt and review of the Preliminary Review application on the consent calendar paves the way for the applicant to file a formal application. If desired, individual Councilmembers could provide feedback under Councilmember comments or when approving the consent calendar. If three or more Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 1  Packet Pg. 193 of 342  1 0 3 2 7 Councilmembers are interested in pulling the item from the consent calendar for discussion, staff will be prepared to support that discussion on the same evening. BACKGROUND Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 2  Packet Pg. 194 of 342  1 0 3 2 7 and repair of exterior wood elements such as porch railings, columns, decking, ceilings, siding, cornices, and window and door casings and surrounds. ANALYSIS Policy L-7.1 encourages the public and private upkeep and preservation of resources with historic merit. Policy L-7.9 specifically allows compatible nonconforming uses to continue for the life of historic buildings, recognizing that continued use can support the long-term preservation and maintenance of historic resources. Policy L-7.10 supports the preservation of significant historic resources while allowing them to be adapted to contemporary needs consistent with the Secretary of the Interior’s Standards for Rehabilitation. Policy C-1.7 encourages public access to privately owned open spaces and facilities for community meetings and events. Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 3  Packet Pg. 195 of 342  1 0 3 2 7 conformance with ADA and green building code requirements for accessibility and efficiency, and restore some of the original historic features. The project would also provide a new privately owned public open space, consistent with the Comprehensive Plan’s encouragement for increased public access to open spaces. The existing 11 parking spaces would be reduced to 9 spaces, including two EV spaces. The floor area for the site would increase by approximately 400 square feet. A historic preservation covenant would be requested to ensure future development complies with the Secretary of the Interior’s Standards for Rehabilitation. 1 Based on the conceptual plans, the proposed addition appears consistent with these criteria, subject to review of the formal project plans. 1 PAMC Section 18.76.020(b)(3)(E): the term "minor" means a change that is of little visual significance, does not materially alter the appearance of previously approved improvements, is not proposed for the use of the land in question, and does not alter the character of the structure involved. If the cumulative effect of multiple minor changes would result in a major change, a new application for Architectural Review approval of a major project, Site and Design approval, Planned Community District approval, or other applicable approval is required. Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 4  Packet Pg. 196 of 342  1 0 3 2 7 Existing Rear Elevation (South): Proposed Rear Elevation (South): : Historic Resource 706 Cowper Street is listed as a Category 1 (“Exceptional Building”) historic resource on the City’s Historic Inventory. Category 1 resources are buildings of preeminent national or state importance, meritorious works by notable architects, or outstanding examples of architectural development, and are subject to historic preservation project review. The property is also listed on the National Register of Historic Places. Despite the property being a listed historic resource, Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 5  Packet Pg. 197 of 342  1 0 3 2 7 it is not currently eligible to participate in the Transfer of Development Rights (TDR) program. The property is located outside the boundaries of the Downtown Commercial (CD) District, and the ordinance establishing the Planned Community (PC) zoning district did not authorize the use of transferable development rights on the site. 3 As part of a formal application, the owner has indicated an interest 3 The Walking Tour of Palo Alto’s Privately Owned Public Open Spaces was supported in part by the ArtLift Grants Program through the City of Palo Alto Public Art Program. More information about this event is available online: https://www.paloalto.gov/Events-Directory/Community-Services/Walking-Tour-of-Palo-Alto%E2%80%99s- Privately-Owned-Public-Open-Spaces Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 6  Packet Pg. 198 of 342  1 0 3 2 7 in memorializing this benefit to include a management and maintenance plan that would address responsibilities related to access, maintenance, litter and other measures associated with the publicly accessible space. Public access to the property in the manner described by the applicant is not currently a planned community benefit associated with the current PC ordinance. POLICY IMPLICATIONS Preliminary Review are intended to solicit early feedback on proposed projects and, like all study sessions, cannot result in any formal action. If accepted on the consent calendar, the Council is acknowledging the applicant’s intent to file a Comprehensive Plan amendment to advance the conceptual project. If a formal application is submitted, additional analysis would be required to evaluate the proposed public space and potential impacts to historic resources. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 7  Packet Pg. 199 of 342  1 0 3 2 7 ATTACHMENTS APPROVED BY: Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 8  Packet Pg. 200 of 342  Downing_House Waverley Surgery_Center Select Physical Therapy Cedar Terraces_Condominiu Rose Lane Apts. Cowper_Inn 250.0' 50.0' 200.0' 50.0'50.0' 100.0' 250.0' 50.0' 200.0' 50.0'50.0' 100.0' 250.0' 50.0' 200.0' 50.0'50.0' 100.0' 250.0' 50.0' 200.0' 50.0'50.0' 100.0' 250.0' 50.0' 200.0' 50.0'50.0' 100.0' 250.0' 50.0' 200.0' 50.0'50.0' 100.0' 250.0' 50.0' 200.0' 50.0'50.0' 100.0' 1 52.3' ' 200.0' 200.0' 90.0' 150.0' 110.0' 50.0' 50.0' 100.0' 50.0' 150.0' 50.0' 150.0' 50.0' 150.0' 100.0' 150.0' 100.0' 150.0' 150.0' 60.0' 150.0' 60.0' 150.0' 90.0' 150.0' 90.0' 200.0' 50.0' 200.0' 50.0' 200.0' 50.0' 200.0' .' 200.0' 50.0' 200.0' 130.0' 50.0' 130.0' 75.0' 134.0' 75.0' 134.0' 75.0' 134.0' 75.0' 134.0' 50.0' 134.0' 50.0' 134.0'50.0' 134.0' 50.0' 134.0'50.0' 134.0' 50.0' 134.0' 100.0' 84.0'100.0' 84.0' 100.0' 50.0' 100.0' 50.0' 150.0' 50.0' 150.0' 50.0' 150.0' 50.0' 150.0' 50.0' 200.0' 100.0' 100.0' 25.0' 100.0' 125.0' 100.0' 25.0' 50.0' 150.0' 150.0' 125.0' 50.0' 150.0' 50.0'200.0' 50.0' 200.0' .0' 200.0' 100.0' 250.0' 50.0' 200.0' 50.0'50.0' 100.0' 250.0' 50.0' 200.0' 50.0'50.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 200.0' .0' 200.0' 100.0' 50.0' 150.0' 50.0' 150.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 130.0' 143.0' 100.0' 140.0' 200.0' 140.0' 200.0' 140.0' 100.0' 250.0' 200.0' 200.0' 50.0' 200.0' 200.0' 50.0' 200. 3.0' 50.0' 150.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 150.0' 60.0' 200.200.200.200.200.200.200.200. 59.0' 51.0' 51.0' 59.0' 150.0'150.0' 150.0' 150.0' 55.0' 459 611 701 725 745 425 430 446 455 483 501 532 457- 481 427-453 411-419 724-732 734-740 711 705 460 735 630 423 421 706 720 744 475 469 454 400 437435 439 441 443 445 447 449 457 455 451 453 669 675 681 536 534 544610 550 432 434 436 COWPER STREET FOREST AVENUE FOREST AVEN COWPER STREET HOMER AVENUE DOWNING LANE PC-3007 M-40 PC-2130 R PKG PKG This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend Project Site 0' 87' Attachment A Location Map 706 Cowper Street CITY OF PALO ALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors ©1989 to 2016 City of Palo Alto sswitze, 2026-08-19 17:22:37 (\\cc-maps\Encompass\Admin\Personal\Planning.mdb) Item 12 Attachment A - Location Map        Item 12: Staff Report Pg. 9  Packet Pg. 201 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n RENDERING: PROPOSED LANDSCPE w/EXISTING BUILDING PROJECT DESCRIPTION DOWNING HOUSE OFFICE REMODEL/ADDITION SAMSARA 628 Middlefield Road, Palo Alto CA 94301 COUNCIL PRE-SCREENING (Submittal) OWNER ARCHITECT Michael A. Chacon 135 Embarcadero Road, Palo Alto, CA 94301 Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 10  Packet Pg. 202 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n NORTH PROJECT ZONING/LOCATION Project Location: The project is located in the 'Downtown Commercial (CD) District with a PC overlay, and fronted by public strees on three sides: Cowper Street to the north, Forest Avenue to the west and Downing Lane to the south. Ordinance: Zoned CD-C(P). Required Setbacks: per PC-3007 Maximum Site Coverage: per PC-3007 Maximum Bldg Ht: per PC-3007 Maximum Floor Area: per PC-3007 This project proposes a modest rear and side L-shaped addition to an existing Category 1 Queen Anne Victorian in Palo Alto (built in 1894), rehabilitating the property for continued office use while preserving its historic character as a designated local landmark. The new floor area provides code‑compliant, functional workspace that allows the building to remain viable in contemporary professional use, consistent with the Secretary of the Interior’s Standards for Rehabilitation. PROJECT DESCRIPTION HISTORICAL CONTEXT Historic Context The existing building is a late‑19th‑century wood‑frame Queen Anne Victorian, a style noted in Palo Alto materials for its complex roof forms, asymmetrical massing, and prominent corner elements. As a Category 1 resource, the property is recognized as having the highest level of historic significance locally, and exterior changes are subject to review by the Historic Resources Board. Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 11  Packet Pg. 203 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n DESIGN APPROACH The addition is located on the rear and secondary side elevations, with limited visibility from the public way, to maintain the primacy of the historic street‑facing facades. Massing, ridge heights, and roof forms are calibrated to remain subordinate to the original Queen Anne volume while echoing its proportions and general vertical emphasis. The cladding, trim, and foundation treatment are drawn from the same family of painted wood materials as the landmark structure, but detailing, fenestration groupings, and glazing patterns are intentionally simplified to clearly differentiate the new work as a product of its own time, consistent with Standards 9 and 10. Preservation of Historic Fabric Work on the historic portion of the building is limited to repair and selective replacement in kind of deteriorated elements, following the hierarchy of preserving existing materials wherever feasible. Character‑defining features of the Queen Anne, including its primary roof forms, corner massing, and street‑facing ornament, are retained and remain visually dominant when viewed from the public realm. COMMINUTY BENEFIT AND PUBLIC VALUE In addition to preservation and adaptive reuse, the project provides a package of community benefits centered on public access, sustainability, and landscape education. These benefits include public access to a parklet area, installation of EV charging infrastructure, use of high- efficiency building systems, and creation of a garden area planted with indigenous species and accompanied by interpretive signage. The parklet will provide a publicly accessible outdoor amenity associated with the site, while the EV charging and efficient building systems will support cleaner transportation and improved environmental performance. The indigenous garden, envisioned as a small educational landscape similar in spirit to Gambrel Gardens, will offer informational signage about the plantings and their ecological value, extending the project’s benefit beyond the property itself. CONCLUSION Overall, the addition is designed to be compatible yet clearly differentiated in accordance with the Secretary of the Interior’s Standards, maintaining the landmark Queen Anne as the primary historic artifact on the site. By pairing carefully calibrated new construction with community‑oriented benefits and long‑term stewardship, the project supports the continued viability of a significant historic resource while contributing to the broader community goals identified in local policy documents. Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 12  Packet Pg. 204 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n (E) NORTH ELEV NORTH ELEV RENDER NORTH (COWPER ST PUBLIC VIEWING CORRIDOR) EXISTING & PROPOSED EXTERIOR ELEVATIONS Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 13  Packet Pg. 205 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n (E) EAST ELEV EAST ELEV RENDER EAST EXISTING & PROPOSED EXTERIOR ELEVATIONS Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 14  Packet Pg. 206 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n (E) WEST ELEV WEST ELEV RENDER WEST (FOREST AVE ST PUBLIC VIEWING CORRIDOR) EXISTING & PROPOSED EXTERIOR ELEVATIONS Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 15  Packet Pg. 207 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n (E) SOUTH ELEV SOUTH ELEV RENDER SOUTH (DOWNING LN) EXISTING & PROPOSED EXTERIOR ELEVATIONS Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 16  Packet Pg. 208 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n KEY PHOTO PLAN The Downing House shares diverse architectural styles and uses at the Forest/Cowper intersection: from a 13-story apartment complex, to a mixed-use 3-story building to a historic bed-and- breakfast built in 1896. Public viewing corridors of the Downing House will remain virtually untouched as no additional square footage is being proposed on either of these elevations. NEIGHBORHOOD CONTEXT PROJ NORTH PROJECT SITE 706 COWPER STREET COWPER STREET ELEVATION (NEXT PAGE) FO R E S T AV E N U E EL E V A T I O N (N E X T PA G E ) A B C F E D Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 17  Packet Pg. 209 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n ADDITION 7 0 6 C O W P E R S T R E E T7 2 0 C O W P E R S T R E E T 72 0 DR I V E W A Y ADDITION (N) TRASH ENCLOSURE 7 0 6 C O W P E R S T R E E T 4 5 4 F O R E S T A V E N U E DO W N I N G AL L E Y The Downing House shares diverse architectural styles and uses at the Forest/Cowper intersection: from a 13-story apartment complex, to a mixed-use 3-story building to a historic bread-and-breakfast inn built in 1896. Public viewing corridors of the Downing House will remain virtually untouched as no additional square footage is being proposed on either of these elevations. STREET ELEVATION A B Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 18  Packet Pg. 210 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n A 720 COWPER STREET B 454 FOREST AVENUE NEIGHBORHOOD CONTEXT Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 19  Packet Pg. 211 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n C 705 COWPER STREET C 711 COWPER STREET NEIGHBORHOOD CONTEXT Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 20  Packet Pg. 212 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D 457-481 FOREST AVENUE E 483 COWPER STREET NEIGHBORHOOD CONTEXT Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 21  Packet Pg. 213 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n E 501 FOREST AVENUE NEIGHBORHOOD CONTEXT Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 22  Packet Pg. 214 of 342  D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n D: \ M A C Pr o j e c t \ D O W N I N G HO U S E \ 1 c . De s i g n \ 1 c . 4 Pl n g Re q t s & Ap p r o v a l \ P R E S C R E E N I N G SU B M I T T A L \ C 2 _ 7 0 6 C O W P E R _ P L A N . p l n The Nickel Gap profile is self-gapping, creating a consistent nickel-sized space between each board. Smooth Finish Woodgrain Finish NICKEL GAP Nominal Size Actual Thickness Actual Width Reveal Boards Per Square 1 x 4 11/16"3-1/2"3-3/32"24 1 x 6 11/16"5-1/2"5-3/32"15 1 x 8 11/16"7-1/4"6-13/16"11 1 x 10 11/16"9-1/4"8-13/16"9 Available in 16-foot lengths 19 TRUEXGTERIOR NICKEL GAP SIDING YOSEMITE TAN AGGREGATE BASALT COBBLESTONE GEVENA BLACK COBBLE BORDER BASALT SCULPTED SLAB BENCH MARVIN DIVIDED LITE WINDOW PROPOSED EXTERIOR MATERIALS Item 12 Attachment B - Applicant’s Description Letter        Item 12: Staff Report Pg. 23  Packet Pg. 215 of 342  If you need assistance reviewing the above documents, please contact the Project Planner or call the Planner-on-Duty at 650-617-3117 or email planner@paloalto.gov Project Plans In order to reduce paper consumption, a limited number of hard copy project plans are provided to Councilmembers for their review. The same plans are available to the public, at all hours of the day, via the following online resources. Directions to review Project plans and environmental documents online: 1. Go to: bit.ly/PApendingprojects 2. Scroll down to find “706 Cowper Street” and click the address link 3. On this project-specific webpage you will find a link to the project plans and other important information Direct Link to Project Webpage: https://www.paloalto.gov/Departments/Planning-Development-Services/Current- Planning/Projects/706-Cowper-Street Item 12 Attachment C - Project Plans        Item 12: Staff Report Pg. 24  Packet Pg. 216 of 342  Item 12 Attachment D - Planned Community Zoning Ordinance (PC 3007)        Item 12: Staff Report Pg. 25  Packet Pg. 217 of 342  Item 12 Attachment D - Planned Community Zoning Ordinance (PC 3007)        Item 12: Staff Report Pg. 26  Packet Pg. 218 of 342  Item 12 Attachment D - Planned Community Zoning Ordinance (PC 3007)        Item 12: Staff Report Pg. 27  Packet Pg. 219 of 342  Item 12 Attachment D - Planned Community Zoning Ordinance (PC 3007)        Item 12: Staff Report Pg. 28  Packet Pg. 220 of 342  Item 12 Attachment D - Planned Community Zoning Ordinance (PC 3007)        Item 12: Staff Report Pg. 29  Packet Pg. 221 of 342  Item 12 Attachment D - Planned Community Zoning Ordinance (PC 3007)        Item 12: Staff Report Pg. 30  Packet Pg. 222 of 342  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Planning and Development Services Meeting Date: September 28, 2026 Report #:2609-6723 TITLE QUASI-JUDICIAL. 3200 Park/340 Portage: Final Map and Street Naming [26PLN-00009]: Request for a Final Map to Subdivide One Existing 3.92-Acre Parcel for Condominium Purposes, Consistent with the Approved Development Agreement, and to Name the New Private Streets. Zone District: PC 5597. CEQA Status: Council Adopted Resolution 10123 Certifying the EIR for the Project on September 12, 2023 (SCH # 2021120444). RECOMMENDATION Staff recommends that City Council: 1. Approve Phase 2 of the final subdivision map (Attachment B), consistent with the approved Vesting Tentative Map, for the previously approved project at 3200 Park Boulevard, pursuant to Palo Alto Municipal Code (PAMC) Section 21.16 and the Subdivision Map Act; and 2. Approve the private street names Gondolier Lane, Snow Peak Lane, Bohemian Court, and Calico Court recommended by the Palo Alto Historical Association (PAHA) for the four new private streets as shown on the Final Map. BACKGROUND In September 2023, Council approved the Development Agreement between the City and Sobrato Organization, subsequently amending the site’s Comprehensive Plan land use designation; rezoning the site into five Planned Community Zone Districts based on the boundaries of the resulting parcels set forth in the Vesting Tentative Map; and approving the Vesting Tentative Map in accordance with Record of Land Use Action 2023-03 (Attachment A). Final Map Application and Process The Final Map is the second of a two-part subdivision mapping process; the first part is approval of a Tentative Map or Vesting Tentative Map. As detailed in the November 17, 2025, staff report to Council, and in the approved Development Agreement, the Final Map for this project is to be completed in two phases. On April 21, 2025, Sobrato Organization filed phase one of the Final Map application, which Council approved on November 17, 2025. The first phase included merging and subdividing 11 existing parcels (including one grant deed) totaling 14.65 Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 1  Packet Pg. 223 of 342  acres to create five resulting parcels, consistent with the approved Vesting Tentative Map and Development Agreement. This second phase of the Final Map includes the condominium subdivision of the recently created Townhome Parcel as well as delineation of the streets internal to the townhome parcel. ANALYSIS FISCAL/RESOURCE IMPACT Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 2  Packet Pg. 224 of 342  proposed improvement of the City dedication parcel. Similar to the impact fees, the $5 million shall be paid pro-rata if occupancy of the townhomes is phased. The impact fees do not include park fees, parkland dedication fees, housing impact fees, nor housing in-lieu fees. Those fees are addressed through the dedication of a 3.25-acre parcel to the City and the $5 million to be paid at the time of occupancy of the townhomes. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 3  Packet Pg. 225 of 342     ( $ )* +(, + #+$+ !   ++$  ++ -#$!# + ./ !$    + '##! !0 *)1 **2567869:6;<<8=6>?8 >@A4B?CDEFGHIJFKDELMNDONFDPQIJFKIDRSTJNUV9648Z[;669648<>@97;6=64\?W6]C 4^ 4X_\6` 7 4Xa6b8Z964X9648 c6d@4?4[<e?\8@;?Bc6W?6f< 4Xg6\8?4[a648 8?W6` 7f?8=hbB678?@4\<9?4X?4[\<X686;9?4 8?@4\< 4XX6BC ; 8?@4\kal3mn oZ>pqc3_mYn34ZA[A\8r<sstDuvMFDwvxMSJyMFJDSzGHvHJSvHEHvvH{FDM|QtDuvMFDC@79648Z[;669648<>@97;6=64\?W6]C 4Z964X9648<]C 446X>@99A4?8 W?6f< 4X g6\8?4[a648 8?W6` 7f?8=hbB678?@4\8@ CC@f8=6X6W6C@79\<B@4W6;\?@4@j<\j@jZA8@9@8?W656;W?B6\57 B68@c6\6 ;B= 4XY6W@4\8;AB8?@4@j 46f\?4[C6~\8@; <8f@~^6W6C] ;i?4[q ; [6na=6 C\@ CC@f4[cY\7 B6 4X <}}\j@j6b?\8?4[@jj?B6\7 B68@;69 ?4 88=6\?86na=@X?j?B 8?@4\8@<?4BCAX?4[7 ;8? CX69@C?8?@4@j<8=6j@;96;> 446; oA?CX?4[8=6> C?j@;4? c6[?\86;@je?\8@;?Bc6\@A;B6\na=67;@€6B8f@ACX C\@?4BCAX6XXjA4X\8@8=6>?8 j@; 4 jj@;X :C6=@A\?4[X6W6C@79648 \f6CC \C 4Xj@;C?B@764\7 B6A\6 X€ B648` 8 X6;@>;66ina=67;@€6B8\?86B@4\?\8\@j6C6W64 ‚6b?\8?4[7 ;B6C\C@B 86X 8~ ~rZ\=58;668< ~r] ;io@AC6W ;X< 4X}^ 9:6;8 Z]m5ƒ~ < 4X~~  4X~}‚8@8 C?4[ nr B;6\nhb?\8?4[A\6\?4BCAX6= 4XY6W6C@79648_\6\< <}}\j@j@jj?B6A\6<}<\j@jZA8@9@8?W656b?9 86C  <\j@jW B 48;68 ?C\7 B6n34ZA[A\8<>@A4B?CB@4XAB86X 7;6\B;664?4[;6W?6f@j8=6 B8?@4\?4 BB@;X 4B6f?8=]Z`>n}„n343B8@:6;< 4X3B8@:6;<]C 44?4[ 4Xa; 4\4=6CX\8AX \6\\?@4\8@7;@W?X6j66X: Bi 4X CC@fj@;7A:C?BB@99647;@€6B8n34m@W69:6;<a=6]C 44?4[ 4Xa; 4\7@;8 8?@4>@X6X8= 88=6 77C?B 48\A:9?88=67;@7@\6X7C 4\8@8=6Z;B=?86B8A; Cc6W?: \6X@48=6B@4B678A CX6\?[4 4X7;@7@\6X7;@€6B8?4 BB@;X 4B6f?8=8=6 DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 4  Packet Pg. 226 of 342         <   =>  "#$$#%&'(*./012+'-7123)4/5&/%6*./@$+''&'(+'-A4+')B#4*+*&#'C#<     <   => J KL   > KLGM> N OP G  Q R   <      >  TU  P  <WS  O  P>L G>  Y T>   PWZT  [ P  P    \L J  ]  PN OP L< KL \ T>    PG  Q R  J  ]]^]]   PU  P> P   G>  \  FT Q RO F    >L   K Q RO FZJ_ W_VZTJ_W_FOQTWVZW` G   W    a>  OEGWaOHG   W B#4*:cdb1e;,#4*./fgg@#4*+(/75/'9/A#%'.#D/@4#h/8**#B4#5&-/+'+)       M>   P  > P>  >L< i  KL O! 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"#%% %(' $ %& %'( DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 9  Packet Pg. 231 of 342      2    4 2 2  <=>?>=@1    0! 0 3  A    5 1    5 42B  12  2CD 0E 0 F 2  0 G2  FD D   A @K2 2 2 5  5 L 5 25    42B       L12 10! 00   L 2    25 0 0 E  12200 K E  2 L2  A10 1220    A0 122     12B  A0      FK 20N 0M      GRPQ9S=@TUVW78XVYZU:[:\QP]PVR:QRY8UV7VQZRV[P9Q^ZU:Z@:ZV[:QPQZV7Q:I[VQ[V8]87RV7:QRRV[P7:_IVVQ`P78Q;VQZ]878YY\W:QZ[RZUV9VQV7:IY8;;\QPZa^[V7`V[^7V[WVYZ[:QRPQZV97:ZV[VbP[ZPQ9Q:Z\7:I]V:Z\7V[ZU:ZY8QZ7P_\ZVWZUV[PZV:QRZUVUP[Z87PYYU:7:YZV7PQYI\RPQ9UP[Z87PY7V[8\7YV[8]ZUV:7V`:QZ^8Q[P[ZVQZcPZUZUVY8QZVbZJ_:[VRRV[P9QY7PZV7P:8]ZUV:WWIPY:_IVd8QVRP[Z`PRV[U:7;8QP8\[Z7:Q[PZP8Q[PQ[Y:IV^;:[[:QRYU:7:YZV7Z8:RX:YVQZI:QRR\[VRV[P9Q:ZP8Q[^U:QYV[IP`PQ9Y8QRPZP8Q[8QZUV[PZVeP]PZPQYI\RV[7V[PRVQZP:I\[V[f:QRPQPRVQZP:I:7V:[>opqnlrqpqoirospohtpruprvwxyinz{qi| B        A5  5 2 00 A    1A M  2  A  2}2~ 2A2 DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 10  Packet Pg. 232 of 342       "              %  $  &  "  '  '       ) *                 &        &          &            &        +     , !   - ++ $   .        "  &+        + )   * '    "             +  ) +  *  &                '       &         ,   "    &             -  +       !           0  42356789:;4;<2532<=>:25:?;<@:;@2ABC?D2@EFC<235:25:BC?D2@EF23?34?IIG=IG2?@;A=3<@GCA@2=3@;A:32BC;<F?3423A=GI=G?@235@;J@CG;<FA=2D<@:?@?G;A=HI?@2KD;L2@:?34;3:?3A;@:;<CGG=C34235?G;?MVWXUSYXWXVPYVZWVO[WY\WY]^_`PUabXPc        d   d         - &          &        &      , &          '                        -         &         42356e89:;4;<2532<>C3A@2=3?DF?DD=L235>=G;?<;?34<?>;@E=>I;4;<ooghnpqrmstgqgpuosmkjkvkplwlxnlwyrrsmllxkfygjqgpuzwpkhkwwnmisrkmnl@};:2AD;?AA;<<@=IG=I;G@E?34C@2D2@2;<F?IIG=IG2?@;?GG?35;H;3@?34? DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 11  Packet Pg. 233 of 342      $%      %            !  %  !#  #&#*()+,-./0123)*45361*14(+)57862181)943)*1)03)514901:;(2*()+*1BC<BD>E<>FGG@AG@<F=H=A=IH><=HJ>K?BL=<AB>EFBC?=<M<NH>=A=IHHO=HB=*(+1)7;4*P7;+09P14(493)9623)98391P(325363:217Q6P7R(*()+*14(P3:2103P76P(3912S83()93()1*T]^_\Z`_^_]W`]a^]Vb^`c^`defgW\hi_Wj "  # $    %         ##  #%  #            %*()+,l./016P7m159()57P67P3914*14(+)6P()5(62149039350(1R14;493()91*971)1P+S1QQ(5(1)5Sno391P57)41PR39(7)n:;(2*()+8391P(324n23)*4536()+]^_\Z`_^_]W`]a^]Vb^`c^`depgW\hi_Wjrtxyz{|{|x}z{~€ vxxr‚ƒz„wzr…†x…ƒ„s{zur€‡{|xˆvu‰xt{yz„„€s{z€Š~{|xvx‹ƒ   ‘ %      "         “ ” Ž  • &#% —•˜ %™”– —˜ ”˜ —™” š›—˜’—˜ –%           # # ! œk   #k– š ž% k k  ŸXYZXZ_Wc¢hX^_`Z]\Z`_^_]W`]a^]VhXX£^\hg£WdW`WYh£h`c_XW\^¤^\X£h`_h_pf¦f j DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 12  Packet Pg. 234 of 342 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ocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 13  Packet Pg. 235 of 342 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`SSaWXYZRWXbXcVX[X\SVdebbRSRa\cffTgc_ZhfR`c``XVVX&03+ ,&05)(,%&'.4/3+4&1&53,,)'()?30&8./,398)0 / ++&224&,-&&1i (:j&<?&1.& $AkPl m<i@nE@i$AkPoAPpAPqD &'()')2&08 '-3,%,%&&6+&',3)1,),%&'(3? ,&2,(&&,-30,%>+)8'/3&253103172 2(&=.3(&031i<mEE% ',&(  " """""M()')2&0'()*&+,32' (,)5 0&?&/)'8&1, 7(&&8&1,-3,%,%&E3, 10? ,3)1)5 ')(,3)1)5,%&&632,317+ 11&( 4.3/0317>' (,3+./ (/ ,%&8)13,)()1,)'()?30&I ,)-1%)8&.13,2> 100&03+ ,3)1)5 l +(&2)5' (:/ 10,)& 31-%3+%,%&I ,)-1%)8&232'()')2&0,)4&'()?30&032/383,&04 ,%& (:j)./&? (0 2-&// 2,%&+ 11&( 4.3/0317 10,%& (& 4&3170&03+ ,&0,)(,)'()?30&,%&%).2317.13,2-%3/&2,3//8 31, 31317,%&2&),%&(5& ,.(&2 100&?&/)'8&1, 7(&&8&1,>,%&'()')2&02,(&&,-30,%4&,-&&1,%&,)-1%) DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 14  Packet Pg. 236 of 342 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aVSbR )8O',/5 ./*0R )5'7=U*.>B)'2 /0/095 00') =U**. >B 0,.&'cR )8a*37'6 ),a3/7,/09=U*.c>?SVQNLKd@%eRUQNJ?L*0+.)35./*0 0,,'6'7*(2'0.+& 775*0-*)2.*.&'ilmlgknopqrssthuvwxygkzhunothgx{glx|hgm}xuimh|ml~y€ mllhgo‚jy€ mllQ393+.B*0-/7'1/.&.&'R7 00/09O'( ).2'0.Bce 2/7.*0Q6' DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 15  Packet Pg. 237 of 342     / ( '*!)(0%%''% #"(#"!'!#) 0 #'*%)%(#" $%'*% #)) &!''%" !"!#$%&!' 1 (%)253,53/ &"!!( '!#)''*% 0%"6%(')* %) & #" 0 !'(#)' ('!# " !#$'*% !"!#$%&!'% ('!#* )%+'*%6%('!)&"!!%" '*% !( #'+!'!)'*%%)#)!!#''(#' (''*% ##!#$!0!)!#86%(' ##%"!%(' '' !# '&"!9:;<9=>?@<9A<BC;DDE9:;><FAGCAD=>A9H9E9<I<=B9JBE9JB<;>IDG=D=ACK:BLC:<;>K<=HG9>J9<<=<BCDG=LC:<DE;>>CGFA ''%#'!# 1 (%)2N3 *%%0%&%#'$%%&%#')* $0%#'*%'%&'%O! 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((%)))* %%)#)!%'*%& !#'%# #& '!V&"  '*)%"%'7%%# .  %0 " #"' $%0%# %8++ #" 2Q35 !''*%!)) #(% !"!#$%&!')'*%'7#*&%)+'*% !''*% "Q(5&&!''%% 0 '*%7!#$!'%&)+''*%) !%(' ##!#$ #"%0%&%#'/%0!(%)W *% )%)* % &!#!& &%%'7!"%X'*%"!0% !)%)& % DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 16  Packet Pg. 238 of 342 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ocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 17  Packet Pg. 239 of 342      "$%&'()*+*,*-./,*0*1(+231+(/(.(*'**+$4567895887(/31+$,*+*,= (/31+$3,3()*,*> 2(/31+ ++?*2/'/*</1!3=*,10*1(3<*@ ABCDDEFG$()/+/+(3?,3=/<*13(/'/2 (/31() ($ +3'()*< (*3'()/+13(/2*$()) +H*I.1/1J)/2) 3.0 ?,3(*+(()*+*,*-./,*0*1(+&)/+0 ((*,/++.HK1/ 3<*3'/=/L,32*<.,*+@A*2(/31 &M()*(/0*H J)/2)K.</2*+3.I)(/+I3=*,1*<H *2(/31 &&@3(+ 1< A&L 11/1I/=/+/31/1 L/1+?*2(/31J/LLH*,*-./,*<(3<1(/ L230?L/ 12*J/()()* ??,3=*<?L 1+?,/3,(3()*+2)*<.L/1I3' ./L</11 ,*=/+/31+<.,/1I()*H./L</1I?,32*++0.+(H* ??,3=*<H L 11/1I$/12L/(*<(3M0 (*,/ L+$L 1<+2 ?/1I 1<) ,<+.,' 2*L32 (/31+&31( 2( 3.,$L /,* H3.L< (L /,*& H3.L<N2/( 3'? L3 L(3&3,I(3+2)*<.L*()/+/1$$ A &3()**>(*1(?*,0/((*<H L J$()*??L/2 1(+) LL/1<*01/' 1<)3L<TUSOVRSOTRWXYZS[USOVW\\SZQ]VUQ^_[WTQQV`Ya`bQYOVcOPQdSYaQ^YS\SQa_`]OS /1+( 1 2L /0$ 2(/31$3,?,32**</1IH,3.I)(H ()/,<? ,( I /1+(()*/1< 1<()* ??L/2 1((3 (( 2g$+*( +/<*3,=3/<$ 1 ?*,0/(3, ??,3= L '3,()*,3K*2($/12L.</1I@J/()3.(L/0/( (/31A,*/0H.,+/1I()*/( '3,QTVi\QQV`YaZWVOVSYZX]]QaSYaQ\QYVQW\OPQ[SOSb`O/31&)*/( 0 $//31$*L*2((3<*'*1< 1 +.2) 2(/31J/() ((3,1* +3'/(+3J12)3/2*&@LL? "&3+/I1+ ,* ??,3=*< (()/+(/0*&LL+/I1++) LL231'30*1(+3'/(L*&3'()* L3L(3#.1/2/? L3<*@/I13<*A 1<+) LLH* LH ()*/,*2(3,3'L 11/1I&@LL ,2*L+A#!!!#&#/(/I (/31#31/(3/1I,3I, 0@##A$?,*? ,*<'3,()/+?,3K*2(/1230?L/ 12*J/()()*10*1( Lj. L/( 2(@jA$+) LLH*/123,?3, (*<H ,*'*,*12* +231< L&)* ??L/2 1(+) LL230?L J/() LL+?*2/'/*<0/(/I (/310* +.,*+/1()*aSYOPQ_]WkQZOiVllmno@LL ,2*L+A&LL(, +) ,* ++) LLH**''*2(/=*L +2,**1*<',30=/*J 1<23=*,*< 1<0 /1*,L +( (*(3?,*=*1(J (*,',30*1(*,/1I/1(3()*I ,H I*231( /1*,&33.(<3*<p?*,0/((*<.1L*++<*+/I1 (*<31()* ??,3=*<?L 1+*(&, +) ,* +/1*</1 0 11*,(3</+23., I*/LL*I L<.0?/1I&@LL ,2*L+Axyz{|}yxw~{} DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 18  Packet Pg. 240 of 342 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ocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 19  Packet Pg. 241 of 342 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bcdefgh_gffc_ghJk>l=DCCjGED,Gkm=$nk>?=$DmookEi?Hm,=pD003 %'*( 5) 4<!"/*$ 003 '!%*$ %4%2!"/ '!% 4!3./)%'*") ')4'!C.53J!"#*H%!%*3 %5)2!.%4 ''()2!! %&%#p +3' !20 ! '!+!"&Xo)0 "'/)%'*XC.53;J!"#*XH%&%))"%&;=)"<3)*Xn!"/*@DC "3)*AGHJDmoBiGoHjGmH=nk>,rH>HqGHJkn=iLoGqG=GkmC>ksHE,=po)<)!"t)'()/*)<)* '('()&.4)%)*4)*3"5)4%'()m!<)/5)"")<* uvww 9x  6yw 9zQ w  O{|7OGG@')/*F'("!.&(A %4=)3'!%q@')/*D'("!.&(EA+X +3' !20 ! '!+!"&X2)*X **)'*X0.53X0 %%%&; /0;4)<)!0/)%';*)"<!%X3."")%';0 %%%&X2!"/*; %4;&.4)%)*X!<)"<) ; %4;&.4)%)*;2!";'();4<*!%;0"!})3'*+042@DC "3)*AG=GkmG?C>kqH?Hm,DB>HH?Hm,p,() 003 %'*( )1)3.') =.)/)%'D&"))/)%' %40"!<4)/0"!<)/)%'*)3."')*@L!%4*A2!" 0"!0!*)/)%'*+,rHDB>HH?Hm,=rDjjLHH~HEi,HoC>Gk>,k?DC>HEk>oDEHknDmKCH>?G,=nk>Ekm=,>iE,Gkm$km=G,HDmoknn=G,H+DoqG=k%'*( 0"!<4) 4)' )4')/t)4*' /0)4 %4*&%)4)%&%))"*)*'/ ')53/0"!<)/)%'* (3( 5)")<) )4'!4)')"/%)'()*)3."' /Aj?DCXnGmDj?DCp,(*0"!})3'**.5})3''!$ %43!%'%&)%'.0!%'() 00 DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 20  Packet Pg. 242 of 342     =>?@A;7?<B?CD>CEF< G 0   0A/ 0 301 0 220 %+%H$)($#)*#+#%#$*$)&$'I '%J$$ : /75< ;3L2E0M @ / 0 22.0 0 K/ NO P 0A/ 0 301 0  //2 22L 0 / L2 .0/  %H  0  L  /2 Q .  /56722; 0 2 8ER?S;C?:><F< //2   22L  K0 0M; 0.0 @ 2E0M .0 22/3L2/01   56722; 0 2 8VU7V@CWG7D7<>RV;C?:><F7U0 4; 0 0 X30 / 0;7:GG /0 //2   22 //2 L2 3  6 K =. //2 $-$%Y !+#Z%[\*]**]^_--$)H%++%,*]*%$`abcdIef_gdheY\f7k<=R?>lCUCVC?7PU?7@>VU7V@>VK<7PP7<>RVRO<=CK<R?:@?7>Vmk>P@>VU7V@k<>P><B>:;?RDC:CV<K7?CK=REVOR??COC?CVGC>VORhg_f\Ipqr\&bbnI\Y_f_b\qpdjgdheY\fidb_YYfns_j^t6P  U?7@>VUF/01 ?34U0 4;2 .0 0M/0/  / 0. 1 ; 0 //2 5< ?34U0 4;2   22234 .22 2 1 0/ 2 1 40304 22 2 .1 0 Q 1 .  0 21 0 22 00M123 63 .228 /0 0 04.0  0 / .0  0  2  6.  80 /0  30  5G=V>G7PCVU>VCC?K<7<C:CV<F< 40 4/2   2223  *$]*-*-+-!'$)e%$#)*#+\*]*%Hf#%-`abcdIYj_hcC@7V@ORkV@<RmC>VUCVC?7PGRVOR?:7VGCE><=<=C>V<CV<7V@e\nb\&chd&_jf\Ynfbt^6P  8F< /0/  1 2/ 22 30L0   0 .2 570*$)+++'H%#%] *-$)I$$Z$f% #&%*$%+q%-(4  0 2/ 0.0 0  0  04    03 .> 6VR>8  22L .2 .0 /0y  KE?Gm0 0L  / 05< U  0 2; 00 X30  //2 /0 / 0 /E  0;223;0 1 ;2 6KE;;;85< //2  0 X30  3. VR>  0 .KE;;; ;3L2E0M @ / 0 .00 2/00 3  . L324/ 05< KE;;; 3223 L/ 1 2/ /0y  4. 30  /0 0  30 /2 DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 21  Packet Pg. 243 of 342 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`BD<89E<>8B<6""-"6'"!"",$&( 6'6, *&&('-#&" DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 22  Packet Pg. 244 of 342     0123450/6738444-0/9/300.% (?@ABC>D@EFAG=HB>DIJKLAMN@AOC@C?;:AP:;;QR>DSL=;ADCMT>@;SC"## ))"$#$#! "")#$ %" !*#%,#&%%#%(!"# "$ "++# "*! +)5,$"'""' #")$*#%)*!#% +)5,$""!"# )4!() "9$"W&%%! +.YZXY ") #%"$# #"#( "##%)'$"#%"$# #"''() " -)) )$.0123450/6738444-/40/99/5.##%") $# (() "#$% ))('# ) $Z+ )#8 &"'$* ))!( #"#%( +)'%#Z*Z&  $!"#$"&%%#%4# &"$ ""#.`abcde[a`b`][c/0/913/0//f1/% (() "#$% )) +:CDNBA:@C@>ADG;HCD?OCDCI;H;D@hgGOiBLCDj;D@>@L;?EklmnA:@CI;op;)(!"#g:CDNBA:@C@>ADG;HCD?OCDCI;H;D@nLCDhgGOiRj@A@T;NC@>NsCU@*) """' "9)(!"#$ %9() "") $! $!$# %  #""$"')Z ( " %)#($##%$#+ %9() "") $ " "" )!"#"'() "# !"#!$()#(V#$# %9 "" )(#$% ))+$ +!####%4%* "$) "#"' "(#"'u !"#$! +$"#%* # *#%"$"# %#% '%#%! $ $ "(' !$"# )) !()!"#"# %#%u  #"! +$ +V## ) (" )#$ $$vwNs;;NUT;?=L;xgT;AMD;:A:@T;s=@=:;@;DCD@NTCLLB:Ap*# "$#( !() $ $( #*#%9() " -3#.dzyb`_a|`]}]`]_d14079030/() "#$% ))$ +!# u $##$""# #)# $$ "!!$!$#+($$&#%"&,"' $ *#(#*#%u #"(!#&))+$$ + #%+ )"'"$(#"$" *# )) #)# !#$% +"$""# "! -3#$ ". DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 23  Packet Pg. 245 of 342     23-4-56378,.509:.//;5<.67=65-67>?@A2A2BCDBEE FEFG?HAGIJKAELACMTUVVSWXYSRWUVZRR[VTY\\]SYQV\\S^$\)) *   !+  "  !  !      !(!! %"   ! !( )+ a %")"#! )% !)%  )   #!!  %%    !%% %  %(&((! )   )    ! !(!+ a+ (+  (+ !  "  (          ! %(&( %)% ) ( $\)))  *   !% &  !&   % !% )( % )  % )   )%  ( a)*$\   ++  ( !( (&(! ")          a     %( ! '!   '"'  $\ *"!!   + $W+ a %" &( %%          ") b)b_!(b_ + %c  +% de776-e6378f-87f6:,;571HNNBg0e-f/-h706;i07fj;i703.,,97,7./ef771W $\ *"!!  + $W^+ a %""V^T^ ]*#! &( %%     %#!     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M@šžŸ ¡¢£¤¥¦§Ÿ £¨¢©¥ª¢¥ª«¬ª­ ¡š¥ £¤ª¬š¤­¥  DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 26  Packet Pg. 248 of 342 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PP# ##$ @ L L QOU YT TUZ .* %-+(.4 DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 41  Packet Pg. 263 of 342        ! "#$%&"'$($ )* +!%%&,!&$,%,24 4 5 102 6(8%&#, ! "#* +!%%&,!&$,%,24 4 5 102 6(8%&#,           0 <   <      ! "#* +!%%&,!&$,%,24 4 5 102 6(8%&#,       <    FG$H,%"E$ IIHIJHKLKMJ)MM)KLN   DocuSign Envelope ID: E77297D3-ABD0-4DC5-A03B-797ABB58FF32 Item 13 Attachment A - Approved Record of Land Use Action for the Vesting Tentative Map        Item 13: Staff Report Pg. 42  Packet Pg. 264 of 342  1 1 7 8 1 Project Plans The Final Map is available to the public online. Hardcopies of the Final Map have been provided to Councilmembers. Environmental Document Council certified the Revised Final EIR on September 12, 2025 through adoption of Resolution 10123 Directions to review Project plans online: 1. Go to: bit.ly/PApendingprojects 2. Scroll down to find “340 Portage” and click the address link 3. On this project specific webpage you will find a link to the project plans as well as links to the EIR Direct Link to Project Webpage: https://www.paloalto.gov/Departments/Planning-Development-Services/Current- Planning/Projects/3200-Park-Boulevard Item 13 Attachment B - Final Map        Item 13: Staff Report Pg. 43  Packet Pg. 265 of 342  City Council Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: Transportation Meeting Date: September 28, 2026 Report #:2603-6134 TITLE Direction to advance the Locally Preferred Alternatives for Grade Separation at Churchill Avenue, Meadow Drive, and Charleston Road crossings to 35% design and environmental documentation. CEQA Status – Statutorily Exempt. RECOMMENDATION Staff recommend that the Council direct proceeding with the 35% design phase and preparation of environmental documentation for the selected alternatives at the Churchill Avenue, Meadow Drive, and Charleston Road crossings. EXECUTIVE SUMMARY This item seeks approval to continue design plans for the Churchill Avenue Partial Underpass with a bicycle and pedestrian crossing at Seale Avenue, the Meadow Drive Hybrid, and the Charleston Road Underpass with a Direct Access Ramp (DAR). Approval would enable proceeding with 35% design and environmental documentation. Feedback received from both the Rail Committee and City Council will be considered and incorporated during the early stages of the 35% design phase. Completion of 15% Design plans established a preliminary project footprint for initiating the environmental process, identified the primary cost and constructability drivers at each crossing, and was used to develop an independent cost estimate and preliminary construction schedule for each delivery scenario. On August 25 and 26, 2026 staff conducted community engagement meetings to share the 15% design plans and total rough-order-of-magnitude (ROM) project costs at each crossing. Community feedback received during these meetings is documented in Attachment D. At the September 8, 2026 Rail Committee meeting, Committee members reviewed the 15% design concepts, preliminary ROM cost estimates, high-level construction schedules and provided feedback on total program cost relative to identified funding, how the alternatives were narrowed, wall heights, and construction period effects at Meadow Drive, and potential property acquisition by crossings. Committee members also discussed how future decisions on delivery and phasing would be informed by completion of 35%. Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 1  Packet Pg. 266 of 342  Advancing the alternatives into 35% design will provide additional information to support these future decisions by refining project costs, schedules, risks, and funding needs, and by identifying opportunities to phase or sequence implementation in a manner that balances community benefits, constructability, funding availability, and overall program cost. The City is obligated to advance the selected grade separation alternatives through the Preliminary Engineering (end of 35% Design) and Environmental Documentation phase, and this work is fully funded with $20 million in secured external funds. BACKGROUND On December 10 and December 15, 2025, Council directed staff to advance the following alternatives into 15% Design, with a focus on enhancing safety and access, establishing a preliminary project footprint for environmental clearance, and minimizing congestion, environmental impacts, and property impacts: Churchill Avenue: A Partial Underpass was selected as the Locally Preferred Alternative, with a partial crossing for motor vehicles at Churchill Avenue, no landscaping strip along Alma Street, and a pedestrian and bicycle crossing at Seale Avenue/Peers Park with a ramp along Alma Street. (Consistent with Council direction from November 29, 2021, the Pedestrian and Bicycle Undercrossing at Churchill remains as the backup alternative and is not being advanced into preliminary engineering at this time.) Meadow Drive: A Hybrid Underpass was selected as the preferred alternative, with direction to evaluate earthen berm and podium options during 15% Design. The Rail Committee reviewed structural and design considerations for both options on March 10, 2026 and confirmed the earthen berm with a short bridge over Meadow Drive as the basis of design. Charleston Road: An Underpass with a Direct Access Ramp (DAR) was selected as the preferred alternative. Churchill Avenue Partial Underpass with bicycle and pedestrian crossing at Seale Avenue Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 2  Packet Pg. 267 of 342  Councilmembers have expressed a preference for the Seale Avenue portion of this project to occur in advance of the Churchill Avenue portion. At Seale Avenue, the bicycle and pedestrian crossing includes an east ramp along Alma Street that transitions to a tunnel beneath Alma Street and the Caltrain tracks, terminating in Peers Park and connecting by a west ramp to Castilleja Avenue. Charleston Road Underpass and Meadow Drive Hybrid Underpass delivered concurrently Charleston Road Underpass and Meadow Drive Hybrid Underpass delivered sequentially as back-to-back projects Charleston Road Underpass Only Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 3  Packet Pg. 268 of 342  Where the track profile must be raised, such as at Meadow Drive, trains cannot remain on the existing alignment while the permanent improvements are constructed and a temporary shoofly track would be constructed east of the existing tracks along the southbound portion of Alma Street to maintain rail service through the work area. The need for a shoofly varies by delivery scenario. ANALYSIS 15% Design Phase Churchill Avenue Partial Underpass: The Churchill Ave concept maintains access across Churchill Avenue with a pedestrian and bicycle bridge adjacent to Caltrain tracks across the lowered Churchill Avenue roadway. The bridge is anticipated to Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 4  Packet Pg. 269 of 342  include railings and fencing to separate users from the rail corridor and roadway. Seale Avenue Bicycle and Pedestrian Undercrossing: The Seale Ave concept provides a 16-foot-wide pedestrian and bicycle path that descends from Seale Avenue along Alma Street, passes beneath Alma Street and the Caltrain tracks and emerges in Peers Park, and ramps up to grade at Castilleja Avenue. The tunnel provides 8 feet of vertical clearance for bicyclists and pedestrians. Meadow Drive Hybrid Underpass: The Meadow Drive concept would provide a 5-foot bicycle lane in each direction and 5-foot sidewalks on both sides of Meadow Drive beneath the rail bridge, reconnecting to existing bicycle facilities at project limits. Charleston Road Underpass with Direct Access Ramp: The Charleston Road concept includes a vertically separated pedestrian and bicycle path that would run parallel to the lowered Charleston Road as it passes beneath Alma Street and the Caltrain tracks. The path has a minimum clear width of 14 feet through the undercrossing with at least 8 feet of vertical clearance. The concept also includes an approximately 60-foot pedestrian and bicycle bridge adjacent to the rail bridge that would allow for bicycle and pedestrian access across Charleston Road. Connections to the Surrounding Bicycle and Pedestrian Facilities: The proposed facilities enhance east-west pedestrian and bicycle connections across the Caltrain corridor and connect to existing facilities at project limits. The Churchill Avenue and Seale Avenue facilities would connect to the Embarcadero Bike Path and Park Bike Boulevard and support access to Palo Alto High School and adjacent neighborhoods. At Meadow Drive, the reconstructed bicycle lanes and sidewalks would connect to existing and future facilities on East and West Meadow Drive. At Charleston Road, the separated path and pedestrian and bicycle bridge would connect Charleston Road with Alma Street and Park Bike Boulevard. These facilities would support access to nearby schools and neighborhoods destinations. Specific off-site improvements and transitions between the existing and proposed facilities will be refined. Cost & Risk: The 15% design phase includes permanent pedestrian and bicycle facilities and preliminary construction traffic control. Temporary pedestrian and bicycle routes, accessible detours, barriers, signs, lighting, and other construction-period accommodations have not been fully defined. Temporary and permanent pedestrian/bicycle access elements could affect construction staging, property needs, project cost, and construction duration. Next Step for 35% Design: The 35% design phase will focus on refining the pedestrian and bicycle facility alignment, accessibility, connections and transitions to existing facilities, as well as lighting, wayfinding, and other safety features. A traffic study will evaluate permanent and construction-period pedestrian and bicycle operations, including school access, temporary closures, detour routes, and options to maintain a usable crossing or Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 5  Packet Pg. 270 of 342  reduce the duration of overlapping closures. The results will inform more detailed construction phasing and sequencing, access plans, environmental analysis, and updated cost and schedule information. Vehicle Access and Circulation 15% Design Objective: Confirm whether each alternative can accommodate safe pedestrian, bicycle and vehicle movement, and explore methods to maintain pedestrian and bicycle access during construction. Alma Street is a designated local truck route for its entire length within the City, which shapes geometric requirements at each crossing. 15% Design Analysis and Findings: Passenger vehicles can generally be accommodated within the preliminary roadway geometry. However, much of the available stopping and nighttime headlight sight distance falls below Caltrans criteria, particularly along Alma Street and at roadway low points. Larger vehicles including semi-trailers, fire apparatus, school buses, and City garbage trucks require wider turning paths or operational adjustments at several locations. Recommendations from the analysis include restricting large vehicles from the Charleston Road Direct Access Ramp, modifying curb and sidewalk geometry at the upper Alma Street/Charleston Road intersection, installing high visibility pavement markings, green bike lanes, pedestrian and street lighting. These recommendations are preliminary and will continue to be evaluated and refined as the design progresses. Cost & Risk: The cost estimate developed during the 15% Design phase includes the principal pedestrian, bicycle and roadway facilities, traffic signals, lighting, pavement markings, and preliminary construction traffic control. Further geometric changes could affect retaining walls, bridge elements, utilities, property needs, construction staging, and project cost. Next Step for 35% Design: The 35% phase will refine roadway profiles and intersection geometry, update sight-distance and turning analyses, define vehicle restrictions and traffic control measures, and advance pedestrian and bicycle facility design. A traffic study will be completed to evaluate permanent and construction-period operations, including intersection performance, diversion routes, temporary closures, and emergency, school, pedestrian, and bicycle access. The results will inform more detailed construction phasing, detours, access plans, cost estimates, schedule, and environmental analyses. Utility Identification and Relocation 15% Design Objective: Collect additional information on the existing water, sewer, gas, electrical, and communication lines to establish a preliminary utility base map and evaluate potential conflicts with roadway grading, retaining walls, bridges, and excavation. 15% Design Analysis and Findings: Utility records indicate extensive infrastructure at each crossing. Preliminary concepts for utility relocation include moving utilities into shared Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 6  Packet Pg. 271 of 342  trenches or duct banks, rerouting or lowering individual lines, and protecting certain facilities in place. The analysis was limited to approximate horizontal locations and utility depths. Vertical conflicts between utilities were not analyzed during the 15% Design phase. Cost & Risk: Utility relocation is a significant source of cost and schedule uncertainty. The estimate includes preliminary relocation quantities, but these cost estimates could be impacted by unknown utility depths, nonstandard clearance requirements, utility-owner requirements, and unidentified conflicts. The 24-inch PG&E gas transmission line at Charleston Road is assumed to remain in place; and any required protection or relocation of this line will also result in cost and schedule impacts. Responsibility for relocation costs among the City, Caltrain, and utility owners has not been determined at this stage of the Project. Next Step for 35% Design: The 35% Design phase will verify utility locations and depths through subsurface investigation and potholing, develop a detailed utility conflict matrix, and refine relocation and protection plans with utility owners. This work will verify required clearances, as well as preliminary construction sequencing, service interruptions, property or easement needs and cost responsibility to provide greater clarity on costs associated with utilities. Potential Property Acquisition 15% Design Objective: The 15% Design established a preliminary project footprint and potentially affected parcels using preliminary plans, assessor maps, available right-of-way records, and limited title information and identified potential property impacts to the level of detail needed support environmental review and cost estimation. The design aimed to minimize property impacts while meeting safety, access, constructability, and Caltrain operating requirements. 15% Design Analysis and Findings: Based on available assessor maps, partial Caltrain right- of-way information, and limited title reports, the 15% Design preliminarily identifies five (5) full property acquisitions and 33 additional partial acquisitions of private parcels. Additional right-of-way from Caltrain may also be required. These findings are preliminary because a complete boundary survey was not available and the exact limits and types of property interests have not been established. Cost & Risk: Final cost estimates will depend on updated project footprints and estimated extents of permanent acquisition and temporary construction easements. Property constraints may also affect retaining walls, the temporary shoofly, construction staging and access, and therefore construction cost and schedule. Next Step for 35% Design: Property impacts will continue to be evaluated and refined as design advances. At 15%, the Project identifies the general footprint and potentially affected properties using preliminary plans, assessor maps, available right-of-way records, Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 7  Packet Pg. 272 of 342  and limited title information. During the 35% Design, additional survey, title, and engineering information will be used to refine parcel-specific limits, distinguish potential permanent acquisition and easements from temporary construction easements, and evaluate design changes that could avoid or reduce impacts. The 35% findings will provide a more reliable basis for environmental analysis and future coordination with property owners but will not authorize any real estate acquisition or determine that any specific property will be acquired. If the Project moves forward following environmental review and future approvals, some property interests may need to be acquired. Any future acquisition would require confirmation of the Project and right-of-way needs, compliance with applicable acquisition procedures, separate funding, and separate authorization. No construction funding is currently identified or programmed. Total ROM Project Costs and Preliminary Construction Schedule Cost estimates become more reliable as design advances and assumptions are replaced by verified information. The 15% Opinion of Probable Construction Cost is an early-phase estimate. It is intended to document the current level of design, inform delivery planning, test the reasonableness of planning-level figures, and focus design efforts during the next phase. It is not intended to establish a final project budget or serve as the basis for construction funding requests. Figure 1: Cost Estimate Lifecycle An independent cost estimator, working separately from the design team, prepared a 15% Opinion of Probable Construction Cost and a preliminary construction schedule for the project. The cost estimate was prepared using a design-bid-build procurement assumption for pricing purposes and reflects how a contractor would price the work based on the current level of design. The estimate was developed using the available 15% Design and technical materials prepared for this phase, including the 15% plan sets and supporting technical documentation. Components of Total ROM Project Cost Ranges Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 8  Packet Pg. 273 of 342  The total ROM project cost ranges include the following major cost categories: Construction contractor costs, including direct construction costs such as roadway work, utility work, retaining walls and bridges, jacked boxes, dewatering, track work, rail systems, overhead contact system (OCS), lighting, power, and landscaping. Contractor indirect costs, including contractor supervision, staffing, field office expenses, general and administrative costs, escalation, and contractor fees. Designer/Engineer of Record costs, including design services needed to advance the project through subsequent design phases. Agency costs, including project management, oversight, construction administration, management, and inspection. Environmental documentation and permitting, including costs associated with CEQA/NEPA documentation and required permits. Trans America Services Inc. (TASI), a third party managing the Caltrain operation as included in the total project cost assumptions. Real property and easements, including property acquisition and temporary or permanent easement needs. Escalation, reflecting the assumed timing of construction and year-of-expenditure cost basis. Project contingency, reflecting uncertainty at the current level of design and the need for refinement as the project advances. Costs are developed in 2026 dollars, with escalation applied beginning in 2027 at 5 percent per year using a project midpoint approach Total ROM project costs are expressed in year-of-expenditure dollars, meaning they include escalation. Craft labor rates reflect current Northern California union agreements. Work within the Caltrain right-of-way is assumed to occur at night, including in residential areas where night work is assumed to be permissible. Weekend closures are assumed for temporary rail bridge installation and removal and for track cutovers. Productivity inefficiency factors are applied to account for work adjacent to active rail operations. Construction is assumed to begin in 2032. Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 9  Packet Pg. 274 of 342  Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 10  Packet Pg. 275 of 342  Table 1: Total ROM Project Cost Range and Preliminary Construction Duration Delivery Scenario Total ROM Project Cost Range Preliminary Construction Duration $420M – $450M 3-4 Years $1B - $1.1B 5 Years $ 1.2B -$1.3B 9 Years $480M - $530M 4 Years Primary Cost Drivers of the 15% Estimate The 15% total ROM project costs is a tool to support decision-making and is based on the current level of design, supplemented by contractor means-and-methods assumptions and estimating judgement where information was incomplete. Design Progression: The 15% estimate includes allowances and contingency for cost elements that are not fully defined at this stage of design. Allowances were included for design, potential real estate and easement needs. Contingency was included for other project-specific risk items. These buffers reflect the preliminary nature of 15% Design and will be updated as the project advances and additional technical work is completed. Physical Cost Drivers: Major Cost Drivers include retaining walls and bridges, jacked-box structures, shoofly and track work, signal and OCS changes, deep excavation and dewatering, pump stations and drainage, potential ground improvement, and extensive utility relocation. Schedule and Market Drivers: Cost and duration are highly dependent on delivery method, sequencing, construction work windows and flagging, weekend shutdowns, night work, productivity next to active rail, anticipated start of construction, escalation, and contractor market conditions. Key Findings for Charleston Road and Meadow Drive Delivery Scenarios: The Charleston Road and Meadow Drive delivery scenarios have different implications for construction duration, access across the Caltrain corridor, and the timing of construction impacts in the community. Under the combined delivery scenario, the preliminary construction schedule is approximately 60 Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 11  Packet Pg. 276 of 342  months. During that period, closure of Meadow Drive and Charleston Road crossings would overlap for approximately 26 months. Based on current design and sequencing assumptions, there would be no open crossing of the Caltrain corridor between Meadow Drive and Charleston Road during that overlap, with the nearest available crossings at Oregon Expressway and San Antonio Road. Staff recognizes this as a significant community impact. Exploring design solutions to reduce or eliminate the overlap is a specific objective of the 35% Design phase, Staff will continue to evaluate sequencing refinements, including whether the roadway bridge over Alma Street can be constructed in advance of the railroad work, as discussed at the May 2026 Rail Committee meeting. Utilities: Utility profiles have not yet been developed, so utility depths were estimated using standard assumptions. A 24-inch gas transmission line along Charleston Road is assumed to remain in place with no associated work. Utility relocation cost responsibility between the City, Caltrain, and utility owners has not been established. Potential Property Acquisition: Property impacts will be refined as design advances. Groundwater and dewatering: No groundwater flow rate data was available at 15% Design. Dewatering assumptions were developed from geotechnical groundwater elevations and anticipated excavation depths, and will be refined through additional geotechnical investigation, groundwater monitoring, and pumping tests. Ground improvement: Deep soil mixing for soil stabilization beneath the jacked boxes at Churchill Avenue and Charleston Road, and beneath the mechanically stabilized earth system at Meadow Drive, may be required but is not included in the current estimate. Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 12  Packet Pg. 277 of 342  Box jacking performance: Limited space for casting and launching the jacked box segments creates a risk that the box could deviate downward during jacking. Additional ground improvement or other mitigation may be required, and a separate contingency is recommended. Construction sequencing: Cost and duration are sensitive to whether Meadow Drive and Charleston Road are delivered together or separately, and to the sequencing of roadway and railroad work within each scenario. Railroad work windows and flagging: Track access, weekend shutdown availability, and flagging requirements will be determined with Caltrain. Flagging is carried as a separate allowance rather than in the base estimate. Escalation and construction start year: Escalation is applied based on an assumed construction start. A later start increases cost. Construction start depends on funding availability. As the project advances into 35% Design, staff will continue to refine the total ROM project cost ranges and preliminary construction schedules, particularly as key assumptions are confirmed or updated. Future updates will incorporate more detailed information on construction sequencing, rail service requirements, utility conflicts, property needs, permitting requirements, market conditions, and other design refinements that affect project cost and schedule. Components of Total ROM Project Cost Ranges The total ROM project cost ranges include the following major cost categories: Construction contractor costs, including direct construction costs such as roadway work, utility work, retaining walls and bridges, jacked boxes, dewatering, track work, rail systems, overhead contact system (OCS), lighting, power, and landscaping. Contractor indirect costs, including contractor supervision, staffing, field office expenses, general and administrative costs, escalation, and contractor fees. Designer/Engineer of Record costs, including design services needed to advance the project through subsequent design phases. Agency costs, including project management, oversight, construction administration, management, and inspection. Environmental documentation and permitting, including costs associated with CEQA/NEPA documentation and required permits. Trans America Services Inc. (TASI), a third party managing the Caltrain operation as included in the total project cost assumptions. Real property and easements, including property acquisition and temporary or permanent easement needs. Escalation, reflecting the assumed timing of construction and year-of-expenditure cost Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 13  Packet Pg. 278 of 342  basis. Project contingency, reflecting uncertainty at the current level of design and the need for refinement as the project advances. Key Estimate Assumptions The total ROM project costs were developed using the following key assumptions: Costs are developed in 2026 dollars, with escalation applied beginning in 2027 at 5 percent per year using a project midpoint approach Total ROM project costs are expressed in year-of-expenditure dollars, meaning they include escalation. Craft labor rates reflect current Northern California union agreements. Work within the Caltrain right-of-way is assumed to occur at night, including in residential areas where night work is assumed to be permissible. Weekend closures are assumed for temporary rail bridge installation and removal and for track cutovers. Productivity inefficiency factors are applied to account for work adjacent to active rail operations. Construction is assumed to begin in 2032. The estimate corresponds to an approximate Association for the Advancement of Cost Engineering (AACE) Class 3 estimate. The table below summarizes the total ROM project cost ranges and preliminary construction durations for each delivery scenario. Table 1: Total ROM Project Cost Range and Preliminary Construction Duration Delivery Scenario Total ROM Project Cost Range Preliminary Construction Duration Churchill Avenue Partial Underpass with bicycle and pedestrian crossing at Seale Avenue $420M – $450M 3-4 Years Charleston Road Underpass and Meadow Drive Hybrid delivered concurrently $1B - $1.1B 5 Years Charleston Road Underpass and Meadow Drive Hybrid delivered sequentially as back-to-back projects $ 1.2B -$1.3B 9 Years Charleston Road Underpass constructed on its own $480M - $530M 4 Years Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 14  Packet Pg. 279 of 342  Primary Cost Drivers of the 15% Estimate The 15% total ROM project costs is a tool to support decision-making and is based on the current level of design, supplemented by contractor means-and-methods assumptions and estimating judgement where information was incomplete. Design Progression: The 15% estimate includes allowances and contingency for cost elements that are not fully defined at this stage of design. Allowances were included for design, potential real estate and easement needs. Contingency was included for other project-specific risk items. These buffers reflect the preliminary nature of 15% Design and will be updated as the project advances and additional technical work is completed. Physical Cost Drivers: Major Cost Drivers include retaining walls and bridges, jacked-box structures, shoofly and track work, signal and OCS changes, deep excavation and dewatering, pump stations and drainage, potential ground improvement, and extensive utility relocation. Schedule and Market Drivers: Cost and duration are highly dependent on delivery method, sequencing, construction work windows and flagging, weekend shutdowns, night work, productivity next to active rail, anticipated start of construction, escalation, and contractor market conditions. Key Findings for Charleston Road and Meadow Drive Delivery Scenarios: The Charleston Road and Meadow Drive delivery scenarios have different implications for construction duration, access across the Caltrain corridor, and the timing of construction impacts in the community. Under the combined delivery scenario, the preliminary construction schedule is approximately 60 months. During that period, closure of Meadow Drive and Charleston Road crossings would overlap for approximately 26 months. Based on current design and sequencing assumptions, there would be no open crossing of the Caltrain corridor between Meadow Drive and Charleston Road during that overlap, with the nearest available crossings at Oregon Expressway and San Antonio Road. Staff recognizes this as a significant community impact. Exploring design solutions to reduce or eliminate the overlap is a specific objective of the 35% Design phase, Staff will continue evaluate sequencing refinements, including whether the roadway bridge over Alma Street can be constructed in advance of the railroad work, as discussed at the May 2026 Rail Committee meeting. Under separate delivery, the preliminary construction schedule is approximately 92 months. This approach would keep at least one crossing open throughout construction, but it would extend the overall period of construction activity compared to the combined delivery scenario. Charleston Road would also remain subject to construction restrictions for approximately 52 months during the later Meadow Drive work. Separate delivery would also be expected to increase overall cost by duplicating scopes of work, including roadway removals and improvements, fencing, signage and Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 15  Packet Pg. 280 of 342  striping, landscaping, and trackwork, and by extending indirect costs for both the contractor and the City. Utilities: Utility profiles have not yet been developed, so utility depths were estimated using standard assumptions. A 24-inch gas transmission line along Charleston Road is assumed to remain in place with no associated work. Utility relocation cost responsibility between the City, Caltrain, and utility owners has not been established. Potential Property Acquisition: Property impacts will be refined as design advances. Groundwater and dewatering: No groundwater flow rate data was available at 15% Design. Dewatering assumptions were developed from geotechnical groundwater elevations and anticipated excavation depths, and will be refined through additional geotechnical investigation, groundwater monitoring, and pumping tests. Ground improvement: Deep soil mixing for soil stabilization beneath the jacked boxes at Churchill Avenue and Charleston Road, and beneath the mechanically stabilized earth system at Meadow Drive, may be required but is not included in the current estimate. Box jacking performance: Limited space for casting and launching the jacked box segments creates a risk that the box could deviate downward during jacking. Additional ground improvement or other mitigation may be required, and a separate contingency is recommended. Construction sequencing: Cost and duration are sensitive to whether Meadow Drive and Charleston Road are delivered together or separately, and to the sequencing of roadway and railroad work within each scenario. Railroad work windows and flagging: Track access, weekend shutdown availability, and flagging requirements will be determined with Caltrain. Flagging is carried as a separate allowance rather than in the base estimate. Escalation and construction start year: Escalation is applied based on an assumed construction start. A later start increases cost. Construction start depends on funding availability. Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 16  Packet Pg. 281 of 342  ranges and preliminary construction schedules, particularly as key assumptions are confirmed or updated. Future updates will incorporate more detailed information on construction sequencing, rail service requirements, utility conflicts, property needs, permitting requirements, market conditions, and other design refinements that affect project cost and schedule. Table 2: Total ROM Program Delivery Cost Estimates Program Delivery Scenario Total Program Cost Churchill Avenue plus Meadow Drive and Charleston Road concurrently Churchill Avenue plus Meadow Drive and Charleston Road sequentially FISCAL/RESOURCE IMPACT Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 17  Packet Pg. 282 of 342  Environmental Documentation phase. Therefore, this item has no new fiscal impact. Funding Sources Awarded & Allocated Awarded & Unallocated Unawarded $6 M -- $14 M -$350 M -$23 M - $9 M -$30 M $432 M STAKEHOLDER ENGAGEMENT Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 18  Packet Pg. 283 of 342  2026. The community engagement summary is included in Attachment E. The CSTSC briefing focused on access routes serving Palo Alto High School and other Palo Alto Unified School District schools. The PABAC briefing focused on planned pedestrian and bicycle infrastructure and routes at the crossings and regional connections within Palo Alto. Attachment D. Staff will incorporate Rail Committee feedback, along with City Council feedback received on September 28, 2026, during the early stages of the 35% Design phase. ENVIRONMENTAL REVIEW ATTACHMENTS Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 19  Packet Pg. 284 of 342  Attachment E: Community Engagement Summary APPROVED BY: Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 20  Packet Pg. 285 of 342  City of Palo Alto Project for Grade Separation: Churchill Avenue | Meadow Drive | Charleston Road Funded by: Churchill Avenue - Partial Underpass Upper Alma St Ch u r c h i l l A v e Ch u r c h i l l A v e Ke l l o g g A v e Ke l l o g g A v e Co l e r i d g e A v e Co l e r i d g e A v e Ch u r c h i l l A v e Ch u r c h i l l A v e Lower Alma St LEGEND Preliminary Project Footprint Caltrain Right-of-Way Bicycle and Pedestrian Routes from the Seale Ave Underpass Access and Connectivity NOR T H 80 Graphic Scale in Feet 160 3200 Retaining walls Connection to Embarcadero Bike Path Retaining walls Bridge for railroad tracks Bicycle and pedestrian bridge One northbound through lane to intersection of Lower Alma St and Churchill Ave (west leg) One-way through traffic Item 14 Attachment A - Churchill Avenue and Seale Avenue 15% Concept and Rendering        Item 14: Staff Report Pg. 21  Packet Pg. 286 of 342  City of Palo Alto Project for Grade Separation: Churchill Avenue | Meadow Drive | Charleston Road Funded by: Churchill Avenue - Partial Underpass Rendering Item 14 Attachment A - Churchill Avenue and Seale Avenue 15% Concept and Rendering        Item 14: Staff Report Pg. 22  Packet Pg. 287 of 342  City of Palo Alto Project for Grade Separation: Churchill Avenue | Meadow Drive | Charleston Road Funded by: Seale Avenue - Bicycle and Pedestrian Undercrossing Alma StAlma St Se a l e A v e Se a l e A v e Te n n y s o n A v e Te n n y s o n A v e Ri n c o n d a A v e Ri n c o n d a A v e Par k B l v d Par k B l v d LEGEND Preliminary Project Footprint Caltrain Right-of-Way Bicycle and Pedestrian Routes from the Seale Ave Underpass Access and Connectivity NOR T H 80 Graphic Scale in Feet 160 3200 PEERS PARKPEERS PARK Retaining walls Retaining wallsDriveway access maintained Bicycle and pedestrian connection under Alma Street and railroad tracks Bicycle and pedestrian ramp to/from crossing Bicycle and pedestrian ramp to/from crossing Bicycle and pedestrian connection to Palo Alto High School from Peers Park Alma St travel lanes shifted west to accommodate ramp Item 14 Attachment A - Churchill Avenue and Seale Avenue 15% Concept and Rendering        Item 14: Staff Report Pg. 23  Packet Pg. 288 of 342  City of Palo Alto Project for Grade Separation: Churchill Avenue | Meadow Drive | Charleston Road Funded by: Seale Avenue - Bicycle and Pedestrian Undercrossing Rendering Item 14 Attachment A - Churchill Avenue and Seale Avenue 15% Concept and Rendering        Item 14: Staff Report Pg. 24  Packet Pg. 289 of 342  City of Palo Alto Project for Grade Separation: Churchill Avenue | Meadow Drive | Charleston Road Funded by: Meadow Drive - Hybrid Item 14 Attachment B - Meadow Drive Crossing 15% Concept and Rendering        Item 14: Staff Report Pg. 25  Packet Pg. 290 of 342  City of Palo Alto Project for Grade Separation: Churchill Avenue | Meadow Drive | Charleston Road Funded by: Meadow Drive - Hybrid Rendering Item 14 Attachment B - Meadow Drive Crossing 15% Concept and Rendering        Item 14: Staff Report Pg. 26  Packet Pg. 291 of 342  City of Palo Alto Project for Grade Separation: Churchill Avenue | Meadow Drive | Charleston Road Funded by: Charleston Road - Underpass with Direct Access Ramp Item 14 Attachment C - Charleston Road, Underpass with Direct Access Ramp, 15% Layout Plans        Item 14: Staff Report Pg. 27  Packet Pg. 292 of 342  City of Palo Alto Project for Grade Separation: Churchill Avenue | Meadow Drive | Charleston Road Funded by: Charleston Road - Underpass with Direct Access Ramp Rendering Item 14 Attachment C - Charleston Road, Underpass with Direct Access Ramp, 15% Layout Plans        Item 14: Staff Report Pg. 28  Packet Pg. 293 of 342  Comment # Comment Project Team Respons Comment Sourc Associated Concept Community Themes 1 Has projected usage of the Seale Avenue bicycle and pedestrian undercrossing been studied? Use by Palo Alto High School students may be limited because California Avenue is nearby and students north of Seale Avenue tend to cross at Embarcadero Road. Projected usage of the Seale Avenue bicycle and pedestrian undercrossing was not forecasted during the 15% Design phase, which focused on confirming safe pedestrian and bicycle accommodation, establishing a preliminary project footprint, and maintaining access during construction. The crossing was directed by City Council in December 2025 as part of the Churchill Avenue Partial Underpass alternative to provide a grade separated connection between the neighborhoods east of Alma Street and Peers Park. A traffic study during 35% Design will evaluate permanent and construction period operations, including school, pedestrian, and bicycle access. Staff briefed the Community Safety and Traffic Safety Committee on August 27, 2026 regarding access routes serving Palo Alto High School and other district schools.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Bicycle, Pedestrian, and School Access 2 How would the project change student and parent traffic on East Meadow Drive, where residents already live with it, or would conditions remain similar to today? The project team recognizes that East Meadow Drive serves students, families, and nearby residents. As a part of project development, traffic operations and circulation are being evaluated to understand how each concept could affect local travel patterns including school-related traffic.Community Meeting Meadow Drive Hybrid Bicycle, Pedestrian, and School Access 3 If construction temporarily makes a residence uninhabitable, what relocation assistance, comparable housing, and moving-cost support may be available? Information shown about potential right-of-way needs is for planning purposes only. The project has not received environmental clearance, and is not substantially funded for construction; therefore, is not approved for implementation. Nothing at this stage authorizes or commits to any property acquisition or temporary easement. If the project advances and funding is identified, defined state and federal processes apply, including the Uniform Relocation Assistance and Real Property Acquisition Policies Act. Those processes govern questions about assistance and comparable housing, and they apply only once a project is approved and substantially funded. During 35% Design there will be opportunities for the City and Caltrain to provide additional information to the community on how these processes work.Community Meeting Not Concept Specific Construction Considerations Housing Assistance 4 Why does the current cost estimate for the Meadow Drive Hybrid appear higher than the Charleston Road Underpass, and what changed from earlier estimates, when the hybrid was much less expensive? The earlier figures were planning-level, construction-only estimates that had not been vetted or validated, and they reflected a different set of concepts, including a combined Meadow Drive and Charleston Road underpass option that is not part of the current scope. The 15% figures are total project costs in year-of-expenditure dollars, adding design, agency costs, environmental documentation and permitting, real property and easements, escalation, and contingency, which accounts for much of the apparent increase. The two delivery scenarios also cover different amounts of work. The Meadow Drive Hybrid scenario grade separates both Meadow Drive and Charleston Road, while the Charleston Road Underpass scenario grade separates Charleston Road only. Estimates will continue to be refined as design advances and do not establish a project budget.Community Meeting Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Total Project Cost Estimate 5 Would the proposed grade separation concepts improve conditions compared with the existing crossings? The proposed grade separation concepts are intended to eliminate at-grade conflicts between trains and roadway users, which can improve safety, reduce delays caused by train crossings, and enhance connectivity across the rail corridor. Community Meeting All concepts Design Elements and Development 6 Why are different grade-separation concepts proposed for Charleston Road and Meadow Drive? City Council selected a different concept at each location in December 2025: an Underpass with a Direct Access Ramp at Charleston Road and a Hybrid Underpass at Meadow Drive. The two sites have different utility, right-of-way, drainage, and construction conditions, and the amount of vertical change needed differs. In the combined delivery scenario, the tracks would be raised about 16 feet at Meadow Drive and about 4.5 feet at Charleston Road, and the roadway would be lowered about 7 feet at Meadow Drive and about [20] feet at Charleston Road. Council also recognized that findings at one crossing do not always transfer to the other.Community Meeting Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Design Elements and Development 7 Kellogg Avenue and Alma Street are already gridlocked from Palo Alto High School and Castilleja traffic, and the project would add further difficulty and gridlock. Consider closing Kellogg Avenue, and possibly Churchill Avenue and Coleridge Avenue, as was done in College Terrace. A traffic operations analysis has already been completed for the project. It evaluated Churchill Avenue, Meadow Drive, Charleston Road, Alma Street, and adjacent intersections under existing and future conditions, including level of service and queuing, to compare how each concept would affect nearby intersections and local street traffic. Traffic conditions during construction, including access, detours, and operations on surrounding streets, will be evaluated as the design advances. Suggested changes to local streets, such as closures or turn restrictions, would be considered separately from the grade separation design and would require City action and further community input. Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Construction Considerations 8 What did the near-term safety improvements presented by Caltrain cost, and how are they being paid for? The near-term safety improvements presented at the meeting are being delivered by Caltrain separately from the grade separation project and are not funded through the grade separation project. Along the Alma Street corridor at Churchill Avenue, Meadow Drive, and Charleston Road, Caltrain has installed delineators, solar markers, pavement markings, and updated striping, and has implemented anti-trespass panel and Rail Sentry safety pilots. Cost and funding details for that work are maintained by Caltrain and can be confirmed with Caltrain staff. The City is separately advancing near-term safety improvements at the Alma Street and Charleston Road crossing through the federal Section 130 program administered by the California Department of Transportation (Caltrans). Caltrans is providing $700,000 for the design phase, the identified improvements were determined to be fully eligible for Section 130 funding, and the City will request additional Section 130 funds for construction once construction documents and an engineer's estimate are complete.Community Meeting Not Concept Specific Design Elements and Development; Total Project Cost Estimate 9 Neighbors near Alma Street and Park Boulevard already experience train horn blasts every day at 96 to 110 decibels. How would the project protect them from noise if trains are shifted onto temporary tracks along Alma Street for five to ten years? Noise, vibration, air quality, traffic, and access are among the topics that will be studied through the environmental review under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), beginning in fall 2026. A temporary track, called a shoofly, would only be needed where the track profile is raised. It would be removed after construction and the corridor restored. For high-level estimating purposes, the cost estimate assumes work within the Caltrain right-of-way occurs during off-peak periods, with weekend closures for certain activities such as track cutovers. No work windows are approved. Construction work windows, flagging requirements, and weekend shutdown availability will be determined with Caltrain as design advances. Specific noise levels, work hours, and measures have not been established and will come from the environmental review and later design phases. Community Meeting Not Concept Specific Design Elements and Development; Construction Considerations 10 How is flooding risk being evaluated for the proposed underpasses? Oregon Expressway floods when it rains. Each underpass would have a stormwater pump station. At the 15% Design level, pumps are sized for a 50-year storm, with a 100-year check to evaluate backup, surcharge, and flooding conditions. Each pump station includes a standby pump so it can keep operating during maintenance or a pump failure. Inlets and catch basins are spaced to capture a 10- year storm while keeping a travel lane clear of water. During 35% Design, the team will confirm that the City's downstream storm drain system can receive the pumped flows, and will further evaluate how the Churchill Avenue and Seale Avenue pump stations interact, since the current layout makes them dependent on one another. Community Meeting Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access; Design Elements and Development 11 How will the proposed design at Charleston Road address the risk of bicyclists traveling in the wrong direction? The project team is evaluating how all users, including bicyclists, will navigate proposed improvements. Design elements such as signage, markings, and intersection configuration will be reviewed to help minimize confusion and support safe bicycle travel.Community Meeting Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access; Design Elements and Development 12 Are the renderings shown of the Charleston Road Underpass in the correct orientation? The rendering of the Charleston Road Underpass is an aerial view looking southeast along the corridor, not a north-up map. From that viewpoint, Alma Street and the tracks appear on the opposite sides from how they would read on a plan view, which can make the orientation look reversed. Renderings are simplified visualizations and may not show every existing feature in exact detail, but the orientation shown is correct for that viewpoint. Community Meeting Charleston Road Underpass - Direct Access Ramp Design Elements and Development 13 What is the length of the temporary tracks, and how would electrified trains be handled on them? The term shoofly is not understood by the public, materials should state plainly that trains would run along Alma Street, reducing it to two lanes, approximately 50 feet from homes. The temporary track would be approximately 6,500 feet long and would shift approximately 50 feet towards Alma Street. Supporting infrastructure for the rails would cause traffic impacts on Alma Street for 5,500 feet and may extend up to 37 feet into the roadway.Community Meeting Not Concept Specific Construction Considerations 14 How do the proposed grade-separation concepts compare with a viaduct alternative in cost, construction duration, property impacts, flooding risk, and tree removal? A viaduct is not among the concepts being carried through this phase. Alternatives were screened earlier through the Connecting Palo Alto effort and the Rail Crossing Community Advisory Committee, and City Council selected the current alternatives in December 2025. Because a viaduct was not advanced, the 15% Design did not develop cost, schedule, property, drainage, or tree information for that option, so a side-by-side comparison is not available. Tree removal, drainage, and property effects for the selected concepts will be developed further during 35% Design and studied in the environmental review.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing; Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Design Elements and Development; Total Project Cost Estimate; Construction Considerations 15 What is the completed length of each grade separation, so that total project cost per mile can be compared across the three locations? Separately, at the Seale Avenue and Peers Park bicycle and pedestrian crossing, has an alignment farther from the northwest edge of the park been considered to avoid removing trees? Project limits differ at each crossing and are shown on the 15% Design plan exhibits posted on the project website. The estimate was not developed on a cost-per-mile basis. It is a total project cost estimate of the specific work at each location, prepared by an independent cost estimator using the 15% plans and supporting technical documentation, and corresponds to an approximate AACE Class 3 estimate. The amount of structure, utility, drainage, and rail work varies substantially between crossings, so a per-mile figure would not describe those differences. On the Seale Avenue alignment, the ramp rises through private property and the north edge of Peers Park to reach Castilleja Avenue. Alignment refinements, including tree effects, will be evaluated during 35% Design and in the environmental review. Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Design Elements and Development; Total Project Cost Estimate 16 Do the cost estimates include long term operation and maintenance of the pumps required to prevent flooding in the lowered roadway sections? Cost estimates do not contain operations and maintenance costs. Costs for pump infrastructure are included in the estimate. Community Meeting Not Concept Specific Design Elements and Development; Total Project Cost Estimate 17 Where can the public find current Caltrain ridership data and what is the outlook for Caltrain over the next 50 years? Current ridership reports, bicycle planning documents, and information about bicycle access on Caltrain can be found on Caltrain's official website. Community members may also contact Caltrain directly for the most up-to-date information regarding ridership and bicycle-related programs.Community Meeting Not Concept Specific Bicycle, Pedestrian, and School Access; Design Elements and Development 18 How are long term changes in travel behavior being considered, including remote work, commuting by car one or two days per week, and the growth of ride hailing services, e-bikes, and e-scooters? The previous traffic analysis forecasted future traffic volumes based on historical traffic patterns, input from the City, and planned future developments. Those forecasts were used to compare how each concept would perform under existing and future conditions.Community Meeting Not Concept Specific Design Elements and Development 19 What does the future look like under scenario planning, and will Caltrain fares continue to be subsidized at approximately 70 percent? The grade separation alternatives are developed to accommodate future conditions along the corridor, including increased Caltrain service and longer gate downtimes, so that the crossings continue to function as rail service grows. Caltrain fares, fare policy, and operating subsidy are set by Caltrain and are outside the scope of this project. Fare information is available on the Caltrain website at caltrain.com. Community Meeting Not Concept Specific Design Elements and Development; Total Project Cost Estimate 20 The Charleston Road and Meadow Drive project extents measure 6,500 feet, or 1.23 miles. On that basis the cost per mile, plus long term maintenance, far exceeds comparable viaducts, including high speed rail projects, which have been estimated at approximately $200 million per mile. The assertion that viaducts are much more expensive is disputed. Please cite the sources supporting that assertion. The estimate is not a cost per mile. It was prepared by an independent cost estimator working separately from the design team, using the 15% plans and supporting technical documentation, and it prices the specific work at Charleston Road and Meadow Drive. That work includes a temporary shoofly track, retaining walls and bridges, jacked box structures, deep excavation and dewatering, pump stations and drainage, signal and overhead contact system changes, extensive utility relocation, and work next to an active electrified railroad. It corresponds to an approximate AACE (Association for the Advancement of Cost Engineering International) Class 3 estimate. Costs are in 2026 dollars, escalated beginning in 2027 at [4] percent per year, with construction assumed to begin in 2032. The project has not prepared a cost comparison with viaduct projects, and no such comparison was developed as part of the 15% Design. The assumptions, quantities, and unit costs behind the estimate are documented in the Basis of Estimate prepared by the independent cost estimator.Community Meeting Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Design Elements and Development; Total Project Cost Estimate 21 The design should serve the next 100 years. Build it correctly now and pay the current cost rather than fixing it 20 years from now. The project team is evaluating how each concept would perform over the long term, including factors such as safety, maintenance, operational efficiency, infrastructure lifespan, and adaptability to future transportation needs. Community Meeting Not Concept Specific Design Elements and Development; Total Project Cost Estimate 22 At Meadow Drive, how does raising the track profile benefit the City given the project cost and the effects on adjacent neighborhoods, and why was it selected as the preferred alternative? At Meadow Drive, the concept raises the tracks by up to about 16 feet and lowers the roadway by about 7 feet, rather than raising the tracks the full height needed for clearance. Visual character, noise, air quality, traffic, and access will be studied in the environmental review under CEQA and NEPA, beginning in fall 2026. Urban design elements have not been designed and will be developed during 35% Design with further community input. Community Meeting Meadow Drive Hybrid Design Elements and Development 23 Grade separation would intentionally restrict access to the rail corridor. How does the project address youth suicide prevention, effects on property values and land use, noise, and pedestrian access? Grade separation removes the at-grade crossings and creates a sealed corridor at these locations, eliminating pedestrian, bicycle, and vehicle access onto the railroad tracks. That separation is the primary safety benefit of the project, reducing conflicts between trains and people and reducing opportunities for unauthorized access to the corridor. Caltrain is also advancing near-term safety measures along the corridor, including anti-trespass panel and Rail Sentry pilots, separate from the grade separation project. Access across the corridor would be maintained through the grade separated crossings, and dedicated bicycle and pedestrian facilities are included at each location. Noise, land use, and pedestrian access will be evaluated through environmental review under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), beginning in fall 2026. Community Meeting Not Concept Specific Bicycle, Pedestrian, and School Access; Design Elements and Development Item 14 Attachment D - Community Feedback Tracker - August 25 & 26, 2026 Community Meetings        Item 14: Staff Report Pg. 29  Packet Pg. 294 of 342  24 What improvements are proposed for northbound Alma Street near Embarcadero Road, where the road currently narrows from two lanes to one? The grade separation project covers Churchill Avenue, Meadow Drive, and Charleston Road. The Churchill Avenue alternative includes the bicycle and pedestrian crossing at Seale Avenue using the Alma Street ramp as part of that design. Northbound Alma Street near Embarcadero Road is outside the project limits and is not part of this design work. The Churchill Avenue bicycle and pedestrian concept does connect to the Embarcadero Bike Path. The 35% Design traffic analysis will evaluate how traffic moves to and from the project area, which can identify effects on nearby streets. Community Meeting Not Concept Specific Design Elements and Development; Construction Considerations 25 How would the revised Direct Access Ramp affect setbacks along East Charleston Road? Reduced front yards would have an impact on our safety from traffic, environmental exposure, and resale value. The 15% Design established a preliminary project footprint and identified potential property needs to support environmental review and cost estimating. The design was developed to reduce property impacts while meeting safety, access, constructability, and Caltrain operating requirements. These findings are preliminary. During 35% Design, additional survey, title, and engineering information will refine parcel-specific limits, distinguish permanent needs from temporary construction easements, and evaluate design changes that could avoid or reduce impacts. Community Meeting Charleston Road Underpass - Direct Access Ramp Design Elements and Development 26 Would a U-turn at Charleston Road and Mumford Place include traffic control measures appropriate for a school route? Traffic control at individual intersections and turnarounds has not been established at the 15% Design level. The 35% Design traffic analysis will evaluate intersection performance, turning movements, and emergency, school, pedestrian, and bicycle access. Signal needs and other traffic control measures would be determined through that analysis and in coordination with City Transportation staff.Community Meeting Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access; Design Elements and Development 27 How would construction impacts on Charleston Road residents be evaluated and mitigated? Construction effects, including noise, vibration, air quality, traffic, and access, will be studied through the environmental review under CEQA and NEPA, beginning in fall 2026. Construction sequencing and access will continue to be developed as the design advances. Measures to address construction effects would be identified through that work. Community Meeting Charleston Road Underpass - Direct Access Ramp Construction Considerations 28 How do the Charleston Road and Meadow Drive concepts compare with the elevated-track and street-underpass design in San Carlos? A comparison with the San Carlos grade separation was not prepared as part of the 15% Design. The Meadow Drive concept uses a similar general approach: the tracks would be raised on an embankment supported by retaining walls with a bridge over the roadway, and the roadway would be lowered to meet the required clearance. At Meadow Drive, the tracks would be raised by up to about 16 feet and the roadway lowered by about 7 feet. The height, wall design, and street layout at any location are shaped by the utilities, right-of-way, drainage, and rail operating conditions at that site. Community Meeting Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Design Elements and Development 29 How high are the tracks elevated in San Carlos relative to cross street grade, and how high can the tracks feasibly be raised at Meadow Drive and Charleston Road? In the current concepts, the tracks would be raised by up to about 16 feet at Meadow Drive. In the scenario where Meadow Drive and Charleston Road are built together, the tracks at Charleston Road would be raised by about 4.5 feet. How much the track can be raised is governed by Caltrain design criteria for track grades, the clearance required over the roadway, the corridor length available to return the tracks to existing grade, and effects on adjacent properties. Track elevations in San Carlos were not reviewed as part of this work. Community Meeting Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Design Elements and Development 30 Would cyclists and e-bike riders, who travel faster than other cyclists and pedestrians, be able to travel with vehicles at Meadow Drive and Charleston Road? The 15% Design provides separated bicycle and pedestrian facilities at both crossings, including protected bicycle lanes at Meadow Drive and a bicycle and pedestrian bridge over the roadway at Charleston Road. Whether riders use those facilities or the roadway, and any restrictions on where e-bikes may operate, are governed by City policy and state law rather than by this project's design. Facility widths, transitions, and how riders traveling at different speeds are separated from people walking will continue to be refined during 35% Design. Community Meeting Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access; Design Elements and Development 31 Will the eastbound Alma Street–Oregon Expressway slip lane be evaluated for safety and access improvements? That slip lane is outside the limits of the grade separation project and is not part of this design work. Traffic operations in and around the project area during construction will be evaluated as the design advances, which can identify effects on nearby streets and intersections.Community Meeting Not Concept Specific Bicycle, Pedestrian, and School Access; Design Elements and Development 32 What are the two reasons that Charleston Road and Meadow Drive are not both hybrid concepts with raised track at each location? A short answer is requested. City Council selected a different concept at each location in December 2025, following alternatives evaluation and community input at each crossing: a Hybrid Underpass at Meadow Drive and an Underpass with a Direct Access Ramp at Charleston Road. The site conditions also differ, including utilities, right-of-way width, drainage, and how much the track profile would need to be raised, which is why the same solution does not apply equally at both crossings. Community Meeting Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Design Elements and Development 33 Would the temporary tracks affect northbound and southbound traffic on Alma Street, and would that effect last the entire nine year construction duration of the combined Charleston Road and Meadow Drive scenario? The temporary track, called a shoofly, would reduce Alma Street to one lane in each direction where it is in place. Traffic conditions during construction, including the duration and extent of lane reductions on Alma Street, will be analyzed during 35% Design, and construction phasing and sequencing will continue to be refined. Community Meeting Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Construction Considerations 34 How would the proposed designs affect potential future Caltrain improvements, including possible undergrounding of the tracks? The project team is coordinating with Caltrain to understand how the proposed concepts may interact with future rail corridor improvements. Future opportunities and constraints will be considered as part of the ongoing planning and evaluation process.Community Meeting Not Concept Specific Design Elements and Development 35 How would the Churchill Avenue concept affect signalized access from Old Palo Alto to southbound Alma Street? In the current Churchill Avenue concept, part of Alma Street would be lowered along with Churchill Avenue, creating a signalized intersection at the lower level where left and right turns between Churchill Avenue and Alma Street are provided. One outer lane on the north side of Alma Street would remain at its existing elevation and continue to connect with nearby cross streets. How left turns from neighborhood streets onto southbound Alma Street would operate has not been resolved at the 15% Design level and will be evaluated as the design advances. Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Design Elements and Development 36 Could another location for a specialized location provide a signalized southbound connection to Alma Street if access changes occur? Neighborhood access and circulation around Churchill Avenue will continue to be evaluated as the design advances, including where turns are provided and how traffic would redistribute if access changes. A new signalized connection at another location would need to be evaluated for traffic operations, safety, visibility, and cost, and would involve City Transportation staff.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Design Elements and Development 37 How has the preliminary project cost estimate changed, and what factors could cause future cost increases? The project cost will continue to be refined as engineering design advances and additional information becomes available. Factors such as design development, construction costs, utility relocations, utility relocations, right-of-way needs, environmental requirements, and market conditions can all affect future project costs. Community Meeting Not Concept Specific Total Project Coast Estimate; Construction Considerations 38 Could the proposed bicycle and pedestrian switchback ramp be redesigned to improve convenience and expected use? The project team is evaluating bicycle and pedestrian access as part of the design process and is considering community feedback on ramp design, convenience, and usability. Community Meeting Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access; Design Elements and Development 39 Will the proposed path provide enough space for faster e-bikes to pass pedestrians and people using mobility devices safely? The project team is evaluating bicycle and pedestrian facilities to support safe access and shared use by people with a range of travel speeds and mobility needs. Path widths, accessibility requirements, and user comfort are being considered as part of the design process.Community Meeting Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access; Design Elements and Development 40 Would a wider sidewalk and a landscape buffer improve pedestrian and bicycle safety and comfort near Alma Street and East Charleston Road? Sidewalk widths, buffers, and other pedestrian and bicycle details shown in the 15% Design are preliminary and will be advanced during 35% Design. At Churchill Avenue, City Council directed the team in December 2025 to advance the Partial Underpass without a landscaping strip along Alma Street. Available width along Alma Street is constrained by the lowered roadway, retaining walls, utilities, and property limits. Community Meeting Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access; Design Elements and Development 41 Could the West Meadow Drive crossing prioritize bicycle and pedestrian access if the benefit to automobile traffic is limited? City Council selected the Meadow Drive Hybrid Underpass in December 2025 to advance into design, which keeps the crossing open to vehicles as well as people walking and biking. The concept also removed the slip lane to improve bicycle safety and includes protected bicycle lanes. Changing the crossing to bicycle and pedestrian use only would be a change in direction that City Council would need to make. This comment will be included in the community input summary provided to the Rail Committee and City Council.Community Meeting Meadow Drive Hybrid Bicycle, Pedestrian, and School Access; Design Elements and Development 42 What property and setback impacts are anticipated near East Charleston Road and Mumford Place? Currently there are no permanent property easements or setbacks anticipated near East Charleston Road and Mumford Place. There may be potential temporary construction easements needed for this location. Community Meeting Charleston Road Underpass - Direct Access Ramp Design Elements and Development 43 Where would construction staging occur near East Charleston Road and Mumford Place, and how could it affect nearby properties? Construction staging areas have not been established at the 15% Design level. Staging locations, work hours, haul routes, and setbacks from homes and streets would be developed in later design phases and evaluated in the environmental review under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), beginning in fall 2026.Community Meeting Charleston Road Direct Access Ramp Construction Considerations 44 How would the Churchill Avenue concept affect traffic, left turns, sight distance, and queuing in Old Palo Alto? The 15% Design evaluated how far ahead a driver can see and how vehicles turn at each crossing. At Churchill Avenue, nothing structural blocks the view, but the available sight distance generally falls short of Caltrans Highway Design Manual criteria, primarily because the roadway dips down under the tracks. Preliminary recommendations were identified for further study, including visibility, lighting, and intersection control measures. Intersection performance, queuing, left turn movements, and effects on surrounding streets in Old Palo Alto have not been analyzed at this stage and will be evaluated during 35% Design as the geometry is refined. Understood on the note going forward. I will keep the comment answered and apply your direction without restating what changed unless something in it creates a real risk Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Design Elements and Development 45 Is closure of the Churchill Avenue crossing being considered? The alternatives currently under consideration maintain access across the rail corridor at the Churchill area, including vehicle, pedestrian, and bicycle connections. The project team is continuing to evaluate how best to provide safe access for all users.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Construction Considerations 46 How would closing Churchill Avenue affect local connectivity, and what options would preserve crossing access? The alternatives currently under consideration maintain access across the rail corridor at the Churchill area, including vehicle, pedestrian, and bicycle connections. The project team is continuing to evaluate how best to provide safe access for all users.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Bicycle, Pedestrian, and School Access 47 What protective barriers or other safety features are proposed for the pedestrian bridge near Palo Alto High School? Comment noted. Barrier heights, railings, fencing, and other safety features for bicycle and pedestrian structures will be developed as the design advances,Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Bicycle, Pedestrian, and School Access; Design Elements and Development 48 Why is the proposed shoulder near Churchill Avenue longer than at Charleston Road, and could its dimensions be adjusted to provide more lane space? The project proposes shoulders in the Churchill and Charleston underpasses both are proposed to be 8 feet. The project will continue to evaluate lane widths at these locations to conform with all necessary standards. Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Design Elements and Development 49 How would the project maintain a signalized option for left turns from Old Palo Alto to southbound Alma Street? Under the Churchill Avenue concept, a signalized intersection would remain at Churchill Avenue and Alma Street at the lowered level, with left and right turns provided between the two streets. How left turns from other Old Palo Alto streets onto southbound Alma Street would operate has not been determined at the 15% Design level. Neighborhood access, turns, and how traffic would redistribute will be evaluated as the design advances. Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Design Elements and Development 50 How would the concept affect left-turn operations, sight distance, and vehicle queuing? The 15% Design evaluated how far ahead a driver can see and how vehicles turn at each crossing. Available sight distance generally falls short of Caltrans Highway Design Manual criteria, largely because the roadways dip down under the tracks, and at the Charleston Road Direct Access Ramp the bridge supports and retaining walls block the view at the corner. Preliminary recommendations were identified for further study, including visibility, lighting, intersection control, and restricting wide vehicles from the Direct Access Ramp. A traffic analysis evaluating intersection operations and vehicle queuing, including left turn movements, under existing and future conditions was presented to City Council in December 2025. Those results will be updated during 35% Design as the geometry and intersection configurations are refined.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Design Elements and Development 51 How would the project maintain a convenient walking route for families traveling between Southgate and destinations near Churchill Avenue and Walter Hays Elementary School? Providing safe pedestrian access is an important consideration in the project. The project team is evaluating how each concept would affect walking routes, connectivity, and access to nearby destinations, including schools, parks and neighborhoods.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Bicycle, Pedestrian, and School Access 52 How would the Seale Avenue concept address conflicts between bicyclists exiting the underpass and vehicles turning from Alma Street? Conflict points where people on bikes leave the crossing and meet turning vehicles have not been resolved at the 15% Design level. The 35% phase will advance pedestrian and bicycle facility design and update visibility and turning analyses.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Bicycle, Pedestrian, and School Access; Design Elements and Development 53 Should left-turn movements from Alma Street onto Seale Avenue be restricted or redesigned? Conflict points where people on bikes leave the crossing and meet turning vehicles have not been resolved at the 15% Design level. The 35% phase will advance pedestrian and bicycle facility design and update visibility and turning analyses.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Bicycle, Pedestrian, and School Access; Design Elements and Development 54 How will the project explain what people experience today and how conditions would change under each concept? The project will use visualizations, renderings, maps, and other outreach materials to help people understand current conditions and compare how each concept could affect their daily travel experience, access, safety, and connectivity. Community Meeting Design Elements and Development 55 Could the project cause more Palo Alto High School students to drive via Embarcadero Road, and how would that potential effect be evaluated? Comment noted for consideration. Potential changes in travel patterns and routes near Palo Alto High School will be considered as the traffic analysis is updated during 35% Design Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Bicycle, Pedestrian, and School Access 56 How would drivers safely enter or cross traffic where there is no signalized gap? Traffic operations were analyzed at the study intersections identified for the project, and those results were presented to City Council in December 2025. The unsignalized side street connections along Alma Street in this area were not part of that analysis. Access and turning movements at these locations will be evaluated as the design advances. If that work identifies a need, options such as signal changes, turn restrictions, or other traffic control measures would be evaluated with City Transportation staff.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Design Elements and Development Item 14 Attachment D - Community Feedback Tracker - August 25 & 26, 2026 Community Meetings        Item 14: Staff Report Pg. 30  Packet Pg. 295 of 342  57 Should closures or other measures be considered at Kellogg Avenue, Churchill Avenue, and Coleridge Avenue to reduce cut-through traffic? Changes to traffic on neighborhood streets will be evaluated as the design advances, including how traffic redistributes once the crossing configuration changes and which nearby residential streets drivers may shift to. Street closures and traffic calming measures are City decisions that would involve City Transportation staff and neighborhood input, and are not part of the current design work.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Design Elements and Development 58 How would the intersection protect bicyclists from conflicts with vehicles turning onto Alma Street? The project team is evaluating intersection and roadway features that can help reduce conflicts between people bicycling and turning vehicles.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Bicycle, Pedestrian, and School Access; Design Elements and Development 59 How could the project support a long-term plan to make Alma Street safer and more comfortable for all users? The project is evaluating opportunities to improve safety, connectivity, and accessibility for everyone who uses Alma Street, including pedestrians, bicyclists, transit riders, motorists, and emergency responders. By reducing conflicts at rail crossings, the project could help support broader long-term community goals for a safer, more connected, and more comfortable transportation corridor.Community Meeting Not Concept Specific Bicycle, Pedestrian, and School Access; Design Elements and Development 60 How would the 15 percent design concepts accommodate emergency response, including access through tunnels and along entrances and ramps? Emergency access was evaluated as part of the 15% Design. Turns were tested using several vehicle types, including a City fire truck, a school bus, a semi-trailer, and a garbage truck. Passenger vehicles can generally be accommodated within the proposed street layout, while larger vehicles including fire apparatus require wider turning paths or operational adjustments at several locations. Preliminary recommendations include restricting wide vehicles from the Charleston Road Direct Access Ramp and modifying curb and sidewalk geometry at the upper Alma Street and Charleston Road intersection. Emergency access will continue to be evaluated as the design advances, for both the completed condition and during construction.Community Meeting Not Concept Specific Design Elements and Development 61 Has the project considered a corridor-wide grade separation solution, such as a rail viaduct, to improve long-term connectivity, creating additional crossing opportunities, and support future growth? A corridor-length viaduct is not among the concepts being carried through this phase. Alternatives were screened earlier through the Connecting Palo Alto effort and the Rail Crossing Community Advisory Committee, and City Council selected the current alternatives in December 2025 for Churchill Avenue, Meadow Drive, and Charleston Road. Project Website Churchill Avenue - Partial Underpass without Landscape Strip; Seale Ave - Bicycle and Pedestrian Undercrossing; Meadow Drive Hybrid; Charleston Road Underpass - Direct Access Ramp Design Elements and Development 62 Why is the Palo Alto Avenue Crossing not included in the project? Palo Alto Avenue was one of four crossings studied under Connecting Palo Alto. City Council directed staff to pause design at that crossing, and the current project covers Churchill Avenue, Meadow Drive, and Charleston Road. Project Website Not Concept Specific Design Elements and Development 63 How does the project address safety concerns related to unauthorized access to the rail corridor? The project is intended to improve safety by reducing conflicts between trains, vehicles, bicyclists, and pedestrians at existing crossings. 35% design will continue to incorporate safety features consistent with applicable railroad, roadway, and pedestrian design standards.Community Meeting Not Concept Specific Design Elements and Development 64 How are station access and elevation changes considered when rail or roadway grades are modified? There are no Caltrain stations within the project limits at Churchill Avenue, Meadow Drive, or Charleston Road, so the alternatives do not change station access or platform elevations. Rail and roadway grade changes are evaluated as part of the engineering design to maintain access, meet applicable design standards, and provide connections between the roadway, bicycle, and pedestrian facilities at each crossing. These elevations will be refined as the design advances. Community Meeting Not Concept Specific Design Elements and Development; Construction Considerations 65 What is the estimated cost of the Seale Avenue bicycle and pedestrian crossing? The Seale Avenue bicycle and pedestrian crossing is currently included as part of the broader project cost estimate. Project costs have not yet been finalized but may be refined as project development continues. Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Total Project Cost Estimate 66 How will future decisions regarding project costs, funding, and implementation be made? Current cost estimates are preliminary and will continue to be refined as design advances. Future decisions regarding implementation will be made by the City Council based on project costs, funding availability, environmental review , and other project considerations.Community Meeting Not Concept Specific Total Project Cost Estimate 67 How could the project affect traffic operations on Oregon Expressway, San Antonio Road, and surrounding roadways? Potential traffic impacts, including those during construction, will continue to be evaluated through analysis and coordination with the City. Findings will help identify appropriate traffic management and mitigation measures. Community Meeting Not Concept Specific Design Elements and Development 68 What engineering and design considerations influenced the recommended concept at Charleston Road? City Council selected the Charleston Road Underpass with a Direct Access Ramp in December 2025 following alternatives screening, technical evaluation, and public input, and directed that the 15% Design phase focus on enhancing safety and access while minimizing congestion, environmental impacts, and property impacts. Reducing potential property impacts was one of several considerations in carrying this concept forward, along with traffic operations, bicycle and pedestrian access, constructability, and cost. The 15% Design advanced that direction by refining the roadway profile, retaining wall and structure configuration, utility relocations, and the Direct Access Ramp layout to fit the improvements within the available corridor. These elements will continue to be refined during 35% Design. Community Meeting Charleston Road Underpass - Direct Access Ramp Design Elements and Development 69 Could alternative bicycle and pedestrian access connections near Churchill Avenue and Kellogg Avenue be considered? Alternative bicycle and pedestrian connections were evaluated during previous phases of project development. In December 2025, City Council selected the Churchill Avenue Partial Underpass without a landscaping strip, together with a bicycle and pedestrian crossing at Seale Avenue using the Alma Street ramp, with attention to bicycle safety on the east side. The Seale Avenue crossing is the connection being carried forward as part of the Churchill Avenue alternative. The current concept reflects engineering constraints, property considerations, grades, and overall project footprint requirements. The Seale Avenue crossing is shown at a preliminary level and will be refined during 35% Design. Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Design Elements and Development 70 How will student safety and bicycle/pedestrian access be maintained during construction? Maintaining safe access for bicyclists, pedestrians, and students will be an important consideration during construction phase planning. Temporary routes and traffic control measures will be developed to support safe travel during construction activities.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip Bicycle, Pedestrian, and School Access 71 Why are different design approaches proposed at Meadow Drive and Charleston Road? Although the crossings appear similar, each location has unique engineering conditions, railroad operational constraints, and roadway characteristics that influence the recommended design approach. Community Meeting Charleston Road Underpass - Direct Access Ramp; Meadow Drive Hybrid Design Elements and Development; Construction Considerations 72 How will project benefits and performance improvements be evaluated relative to existing conditions? A traffic analysis comparing existing and future conditions was presented to City Council in December 2025, evaluating intersection operations and vehicle queuing at the study intersections. Those results, along with engineering evaluations of safety, access, and mobility, are how project performance is compared against current conditions. A traffic analysis of impacts during construction will also be completed during 35%, examining how access, detours, and operations on surrounding streets would be affected while the work is underway. Both the operational and construction period analyses will be updated during 35% Design as the design is refined. Community Meeting Not Concept Specific Design Elements and Development; Construction Considerations 73 What factors contributed to changes in the project cost estimates? Updated cost estimates include additional information developed through the design process, including construction costs, railroad coordination, risk, and other factors not reflected in earlier planning-level estimates. Community Meeting Charleston Road Underpass - Direct Access Ramp Total Project Cost Estimate 74 How could bicycle and pedestrian access change at East Meadow Drive? The proposed design would remove conflicts with rail operations while providing bicycle and pedestrian facilities intended to improve connectivity and safety for users Community Meeting Meadow Drive Hybrid Bicycle, Pedestrian, and School Access; Design Elements and Development 75 What are temporary bypass rail tracks ("shoofly tracks") and how could they be used during construction? Temporary bypass rail tracks, commonly referred to as shoofly tracks, may be used to maintain rail service while construction activities occur on or near the existing tracks. Community Meeting Not Concept Specific Design Elements and Development 76 Could bicycle and pedestrian improvements be funded or implemented separately from other project elements? Opportunities for alternative project packaging, sequencing, and funding approaches may continue to be evaluated as the project advances and funding strategies are refined. Community Meeting Not Concept Specific Bicycle, Pedestrian, and School Access 77 How has the project considered minimizing impacts to mature trees and park resources within Peers Park? Comment noted. Effects on trees and park resources near the project area will be evaluated as the design advances and through environmental review under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), beginning in fall 2026.Community Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Design Elements and Development 78 How would temporary bypass rail tracks be incorporated into the project area, and how could they affect future roadway improvements at Charleston Road? Temporary bypass rail tracks would be used to maintain rail service during construction. Specific track locations and construction staging will continue to be refined as design advances. PABAC Meeting Charleston Road Underpass - Direct Access Ramp Design Elements and Development; Construction Considerations 79 How will bicycle and pedestrian access and crossing movements be accommodated at Charleston Road during construction and in the completed project? Bicycle and pedestrian access will continue to be evaluated through future design phases with a focus on maintaining safe access during construction and improving connectivity in the completed project. PABAC Meeting Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access; Construction Considerations 80 How will pedestrian and bicycle detour routes be evaluated and incorporated into future construction planning? Construction phasing and detour planning will be developed during future design phases and will include consideration of pedestrian and bicycle needs.PABAC Meeting Not Concept Specific Design Elements and Development; Construction Considerations 81 What is the expected extent and profile of the proposed embankment associated with the Meadow Drive Hybrid concept? The preliminary embankment limits shown in the 15% design are subject to refinement as engineering and environmental review continue. Additional design details will be developed during future project phases. PABAC Meeting Meadow Drive Hybrid Design Elements and Development 82 How does the proposed bicycle and pedestrian ramp configuration at Charleston Road support project goals related to walking, bicycling, and multimodal connectivity? The proposed configuration is intended to maintain bicycle and pedestrian connectivity across the corridor while working within the project design constraints at this location, including the lowered roadway profile, retaining walls, structure, and utilities. The ramp layout also reflects City Council direction to minimize property impacts, which limits the width available for the bicycle and pedestrian facilities. Opportunities to refine bicycle and pedestrian access, including path widths, ramp grades, and transitions, will continue to be evaluated during 35% Design. PABAC Meeting Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access; Design Elements and Development 83 A community member submitted a handout evaluating the project against four criteria: neighborhood protection, design feasibility and budget, the City's capacity to deliver, and holistic regional analysis. The handout states that protecting residents near the rail corridor should be a prime design criterion rather than mitigation applied after a design is selected, and that available funding should not determine the structure before the City defines the best outcome. It raises concerns about the City's capacity to deliver a program of this scale and requests that the project not advance until each of these issues has a defensible answer. Comment noted for consideration. The 15% Design phase was directed by City Council in December 2025 with a focus on enhancing safety and access while minimizing congestion, environmental impacts, and property impacts, and the issues raised will continue to be considered as the project advances through 35% Design and environmental review. Community Meeting All concepts Bicycle, Pedestrian, and School Access; Design Elements and Development; Total Project Cost Estimate; Construction Considerations 84 A community member submitted a handout asking the City's position on undergrounding Caltrain and converting the Palo Alto Baylands into parks and nature preserves. The handout raises concerns about rider and pedestrian safety, including platform boarding conditions and an injury the commenter experienced, and states that street level tracks in populated areas present ongoing safety risks that current measures at crossings do not adequately address. Comment noted. Undergrounding the rail corridor is not among the alternatives City Council selected for this phase, and station platform conditions and Baylands land use are outside the scope of this project. Community Meeting All concepts Bicycle, Pedestrian, and School Access; Design Elements and Development 85 A community member presented a slide deck illustrating the Meadow Drive Hybrid at a street level view, including the temporary track along Alma Street during construction and the permanent raised track condition. The recorded presentation states that the technical drawings do not convey what construction and the finished condition would mean for people living beside the corridor, and asks that the Meadow Drive Underpass receive further refinement so it can be compared directly with the Hybrid before the Hybrid alone advances. The comment proposes a capped 90 to 120 day review of the underpass, subject to written responses from the involved agencies. City Council selected the Meadow Drive Hybrid in December 2025 following alternatives screening, technical evaluation, and public input. A Meadow Drive underpass was evaluated at a high level for the November and December 2025 Council meetings, including circulation, constructability, and property impacts. The Hybrid was carried forward in part because it reduced potential property impacts and avoided the full acquisitions identified in that evaluation. The current grant funding supports advancing the alternatives Council selected through 15% and 35% Design. An underpass at Meadow Drive is not among those alternatives and is not funded for advancement in this phase. Bringing it to a comparable level of detail would require additional funding and time. City Council could direct that work at a future date using other funding sources. The project team acknowledges the request for information at a street level rather than an aerial view. Staff will provide additional explanation of how the alternatives were narrowed, along with more specific information on the Meadow Drive Hybrid, including wall height and construction duration. Visual character, along with noise, vibration, air quality, traffic, and access, will be studied through environmental review under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), beginning in fall 2026. Urban design elements have not been designed and will be developed during 35% Design with further community input. This comment, the submitted materials, and the proposed motion will be documented and provided to the Rail Committee and City Council for consideration.Rail Committee Meadow Drive Hybrid Bicycle, Pedestrian, and School Access; Construction Considerations Item 14 Attachment D - Community Feedback Tracker - August 25 & 26, 2026 Community Meetings        Item 14: Staff Report Pg. 31  Packet Pg. 296 of 342  86 A community member stated that the project materials have not explained what the alternatives would mean at a human scale, either during construction or in the permanent condition, and asked how public feedback has changed the proposals or why suggested changes were declined. The comment notes that Churchill Avenue and Charleston Road concepts were visibly improved through that process, questions whether the Meadow Drive Underpass was fairly represented before it was set aside, asks whether box jacking was considered at Meadow Drive, and expresses concern that available budget and schedule are driving the design. Community input has changed the concepts at several points in the process. Examples include the removal of the roundabout at the Charleston Road crossing and Council direction in December 2025 to advance the Churchill Avenue Partial Underpass without a landscaping strip along Alma Street. Staff will continue to report how comments were considered, including where a suggested change was not carried forward and why. A Meadow Drive underpass was evaluated at a high level for the November and December 2025 Council meetings, including circulation, constructability, and property impacts, and the Hybrid was carried forward in part because it reduced potential property impacts. That evaluation was not advanced to a level that assessed specific construction methods, including whether box jacking could be used at Meadow Drive. Doing so would require design work to a comparable level of detail, along with additional funding and time. On budget and schedule: the rough order-of-magnitude figures presented at 15% Design are a planning tool, not a project budget or a construction funding request. The current $20 million funds preliminary engineering and environmental documentation only, and no construction funding has been identified. Construction period effects and permanent effects, including noise, vibration, air quality, traffic, access, and visual character, will be studied through environmental review under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), beginning in fall 2026. This comment will be documented and provided to the Rail Committee and City Council as project development continues. Rail Committee Meadow Drive Hybrid Design Elements and Development 87 A community member proposed a different delivery approach for the corridor, suggesting that the private sector take over the full alignment and construct a viaduct, which the comment states would avoid temporary tracks, avoid lane reductions on Alma Street, shorten construction duration, and cost less than the current concepts. The comment also stated that relocating passing tracks elsewhere on the Peninsula would remove the need for additional track capacity near Palo Alto, and noted difficulty accessing the meeting transcript and presentation. A viaduct is not among the concepts being carried through this phase. Corridor concepts were narrowed through the Connecting Palo Alto alternatives screening and subsequent Rail Committee and City Council direction, and Council selected the current alternatives in December 2025. The 15% Design advances those alternatives. Rail Committee Charleston Road Underpass - Direct Access Ramp; Meadow Drive Hybrid Bicycle, Pedestrian, and School Access; Construction Considerations 88 A community member asked that a rail viaduct be reconsidered, stating that it would avoid the pump stations and lowered roadways associated with the current concepts, avoid conflicts with the 24 inch gas transmission line, remove the need for bicycle and pedestrian ramps by keeping crossings at grade, avoid a long retaining wall through the neighborhood, and avoid the need for a temporary track. The comment also stated that the 15% cost estimates are substantially higher than earlier figures, and questioned why the City would fund elements that serve Caltrain operations. The project team recognizes community concerns regarding project cost, stormwater infrastructure, utility relocations, temporary rail operations, construction impacts, property impacts, and long-term community effects. The current concepts include infrastructure such as pump stations, utility relocations, temporary rail facilities where required, and modifications to bicycle, pedestrian, and roadway facilities that are being refined as design advances. These topics will continue to be evaluated through 35% Design and environmental review under CEQA and NEPA. Rail Committee Charleston Road Underpass - Direct Access Ramp Design Elements and Development; Total Project Cost Estimate 89 The total ROM project cost estimate is presented in 2026 dollars. Why were costs not projected forward instead, and does the escalation approach fully account for future inflation? Confirmation was also requested of the assumed construction start date, the combined cost of delivering all three crossings, and the amount of funding secured to date. The independent cost estimator priced the work using current market conditions in 2026 dollars. Escalation is then applied beginning in 2027 at 5 percent per year to the midpoint of construction. The total ROM project costs presented in Table 1 are expressed in year of expenditure dollars, meaning escalation is already included. Total ROM project costs are presented by delivery scenario rather than as a single combined figure, because cost and duration at Meadow Drive and Charleston Road depend on whether the two crossings are delivered concurrently or sequentially. Table 1 shows the range and preliminary construction duration for each scenario. Rail Committee Not Concept Specific Total Project Cost Estimate 90 Requested a high level summary of the community feedback received at the August 2026 community meetings, including input from the Palo Alto Bicycle and Pedestrian Advisory Committee (PABAC) and comments related to safe routes to school. Community input fell into three main areas. The first was the alternatives themselves, including questions about bicycle and pedestrian facilities and roadway configuration, and how the current designs were arrived at. The second was construction period effects, including potential property impacts and the location of the shoofly track. The third was the total ROM project cost estimate and how it was developed. PABAC input focused on the bicycle and pedestrian connection between the west and east sides of the tracks, including the switchback ramp on the west side of Charleston Road. The roll plots shared at the community meetings are posted on the project website, along with the larger format exhibits.Rail Committee Not Concept Specific Bicycle, Pedestrian, and School Access 91 The staff report identifies five potential full property acquisitions and 33 partial acquisitions at the 15 percent level, but only three appeared on the exhibit, all at Charleston Road. Where are the remaining two? Separately, given community concern about the retaining wall associated with the Meadow Drive Hybrid, a reminder was requested of why the Hybrid was carried forward at Meadow Drive rather than an underpass. The two additional potential full acquisitions are located on the south side of Charleston Road and are within the preliminary project footprint. Design work is ongoing to determine whether they would be directly impacted, so they are identified as potential and are included within the five reported. Several factors supported carrying the Hybrid forward at Meadow Drive. An underpass at Meadow Drive would require two ramps providing access to and from Alma Street north of the crossing, one of which would come close to the adjacent shopping center. It would also result in substantially greater property impacts, including direct impacts to multifamily residential buildings in the northeast quadrant of the intersection. The Hybrid also responded to direction to improve conditions for bicyclists, particularly students traveling to schools on both sides of the corridor, by providing a more protected crossing at Meadow Drive. Rail Committee Charleston Road Underpass - Direct Access Ramp; Meadow Drive Hybrid Design Elements and Development 92 Was the 15 percent design finding on increased property acquisition needs describing all three crossings or Charleston Road specifically? Charleston Road was selected in part because it carried lower property acquisition needs, so clarification was requested on whether the findings show more property acquisition than was expected entering the phase. The finding is stated across all three crossings collectively. Future reporting can present property acquisition information by crossing. Property acquisition needs at Charleston Road are lower than under the earlier design, which included a roundabout and other features that drove higher acquisition needs. The Direct Access Ramp (DAR) was developed at the direction of the Rail Committee and City Council to reduce those impacts on the east side. Options on the west side remain more constrained by available right of way. Potential acquisition needs identified at 15 percent are higher than anticipated at the start of the phase, driven largely by utility conflicts and the space available within the corridor. Staff is coordinating with the City's Utilities Department this fall on potential utility rerouting, and property needs will be refined during 35 percent design.Rail Committee Charleston Road Underpass - Direct Access Ramp Design Elements and Development 93 What are the dimensions of the shared use path on the switchback ramp at Charleston Road, given that some bicyclists may choose to remain on the roadway instead? Has a stairway been considered at the ramp locations closest to the tracks? Separately, could the South Palo Alto bikeway undercrossing near Matadero Creek be constructed before construction begins at Meadow Drive or Charleston Road, so that a crossing option is available for people walking and bicycling during construction? The shared use path is 14 feet wide, with five feet in each direction for bicyclists and four feet for pedestrians. A stairway at the ramp locations closest to the tracks has not been evaluated and has been added to the list of items to study during 35 percent design. A staircase closer to Park Boulevard has been under consideration. The location that works best will be determined through further design, with ramp grades retained for accessibility. The South Palo Alto bikeway undercrossing near Matadero Creek is being planned and pursued for funding concurrently with this project. Rail Committee Charleston Road Underpass - Direct Access Ramp; Meadow Drive Hybrid Bicycle, Pedestrian, and School Access 94 Requested that the South Palo Alto bikeway undercrossing near Matadero Creek be shown in the City Council presentation and reflected in the construction period traffic discussion, so that the public and City Council understand that both projects are advancing and that the undercrossing is intended to be in place before construction begins. The scope of the traffic study includes the bicycle pathway and evaluates how it would function under both conditions. Preliminary analysis was completed in advance of the December 2025 City Council meeting and can be provided to the Committee again. Staff will reference the South Palo Alto bikeway undercrossing in the City Council presentation and in the discussion of construction period circulation.Rail Committee Not Concept Specific Design Elements and Development; Construction Considerations 95 What is the preliminary level of service at Charleston Road with the Underpass and Direct Access Ramp, compared with existing conditions and with future projected growth if the project were not built? Intersection analysis completed in advance of the December 2025 City Council meeting remains part of the public record and can be provided to the Committee again. Results showed improved operations in all conditions compared with existing conditions. In the morning peak at Charleston Road, average delay is approximately 1.5 minutes per vehicle under existing conditions and approximately half a minute with the Underpass and Direct Access Ramp. Under 2040 conditions without the project, delay increases to approximately three minutes per vehicle, compared with approximately half a minute with the project. In the afternoon peak, existing delay is approximately three minutes per vehicle, increasing to approximately six minutes in 2040 without the project, compared with approximately half a minute with the project.Rail Committee Charleston Road Underpass - Direct Access Ramp Design Elements and Development 96 Does the 2040 no build scenario assume a specific number of trains per hour? The adopted Caltrain service vision covers a broad range, so clarification was requested on which assumption was used and whether it reflects the upper limit. The 2040 analysis is based on the adopted Caltrain service vision. Preliminary review indicates the analysis considered six and eight trains per hour and did not assume high speed rail service. Staff will confirm the specific assumption used and report back to the Committee.Rail Committee Not Concept Specific Design Elements and Development 97 Why does the width of the raised track section at Meadow Drive extend to the edge of Alma Street? Is that driven by a potential future passing track, by maintenance access, or by both? Retaining walls at Meadow Drive are located at or offset from the Caltrain right of way line so that Caltrain can continue to use and maintain its right of way. The width supports maintenance access and preserves the ability to accommodate an additional track in the future if one is pursued. The four track segment previously analyzed and presented to the Rail Committee is located north of Meadow Drive, between Meadow Drive and Churchill Avenue. Wall placement and setbacks will be discussed further with Caltrain during 35 percent design. Rail Committee Meadow Drive Hybrid Design Elements and Development 98 Raised the relationship between Caltrain's requirement for maintenance access along the raised track section at Meadow Drive and Caltrain's policies supporting grade separations. A comparable raised track section in San Carlos does not include this feature, and the requirement adds cost. This has been raised with Caltrain and a request has been made that it be brought to the Caltrain board to reconcile the design, technical, and operating standards. The 15 percent design applied current Caltrain standards in order to establish a preliminary project footprint and identify the associated tradeoffs. Along Alma Street the retaining wall is placed close to the right of way line, with a small setback for maintenance. On the west side it is set back approximately 10 feet from the fence line to allow maintenance vehicle access. Electrified rail also carries clearance requirements for safe maintenance of overhead systems. Grade separations built 20 to 30 years ago were designed under different requirements, so direct comparison with those structures has limits. The bridge at Meadow Drive is sized to carry two tracks along with maintenance access and emergency egress for passengers if a train is disabled. Wall placement, setbacks, and where flexibility may exist are appropriate topics for coordination with Caltrain during 35 percent design. Staff will continue that discussion with Caltrain as design advances.Rail Committee Meadow Drive Hybrid Design Elements and Development 99 Noted that Caltrain is re-examining the tension between its policy support for grade separations and its right of way access policies. At Middle Avenue in Menlo Park, a change in Caltrain's position on use of the right of way for a bicycle and pedestrian undercrossing significantly increased that project's cost. Caltrain's board is expected to discuss the policy in the coming months and the outcome is not settled. Design decisions on this project have been driven by technical requirements. At Charleston Road, evaluation of the Direct Access Ramp included limited encroachment into Caltrain right of way, which supported the feasibility of the grade separation at that location. Some flexibility exists at Charleston Road. Meadow Drive will require further discussion with Caltrain on what flexibility may be available from a technical standpoint. Staff will track the Caltrain policy discussion and report back on any outcome that affects the project. Rail Committee Not Concept Specific Design Elements and Development 100 If the maintenance access along the raised track section is required for Caltrain operations and maintenance rather than for the grade separation itself, whose responsibility is it to fund? The traditional division of cost responsibility between Caltrain and cities is less clear in this case. Cost responsibility for elements associated with Caltrain right of way use is expected to be part of the coordination during 35 percent design. Caltrain has full use of its right of way at this location today. The question to be resolved is the extent to which the grade separation drives the need to relocate the retaining wall to the right of way line so that Caltrain retains that use in the future. Staff will address cost responsibility with Caltrain as part of 35 percent design and report back to the Committee.Rail Committee Not Concept Specific Total Project Cost Estimate 101 Noted that the 25th Avenue grade separation in San Mateo was built in anticipation of electrification and does not include a comparable maintenance access area, and that further review of that project may offer lessons on operations and maintenance. Clarification was also requested on the funding available through final design, including whether the Transit and Intercity Rail Capital Program (TIRCP) funding is an award or a grant at risk, the amount available from VTA Measure B, and the potential use of City of Palo Alto capital funds. Staff can review the 25th Avenue grade separation in San Mateo and report back on relevant lessons learned. The TIRCP funding is a state grant with an expiring timeline. Staff is working with the state to extend that timeline. The Preliminary Engineering and Environmental Documentation phase is fully funded with $20 million in secured external funds. Amounts identified beyond that phase, including the VTA Measure B grade separation program share and City of Palo Alto capital funds, are planning level figures that will be refined as VTA updates its sales tax projections. Additional Measure B grade separation funding may be available depending on final project cost. No construction funding is currently identified or programmed.Rail Committee Not Concept Specific Total Project Cost Estimate Item 14 Attachment D - Community Feedback Tracker - August 25 & 26, 2026 Community Meetings        Item 14: Staff Report Pg. 32  Packet Pg. 297 of 342  102 Given the overall cost of all three crossings, the City should consider intentionally limiting the number of grade separations it advances. Churchill Avenue has already been deprioritized and could be formally placed on pause. The 15 percent findings indicate that lower property acquisition was a key reason the Hybrid was selected at Meadow Drive, and that advantage now appears reduced, so an underpass at Meadow Drive warrants further examination. If Charleston Road were advanced on its own, the construction duration and cost appear closer to the funding identified to date. Focusing on Charleston Road, together with the South Palo Alto bikeway undercrossing, would reduce staff time and cost while still delivering a grade separation. More detailed information broken out by individual crossing would support that discussion. The current grant agreements fund advancement of all three alternatives through 35 percent design and environmental documentation. Decisions on prioritization, sequencing, and construction packaging would be made by City Council following completion of that phase. The 15 percent findings identify higher potential property acquisition needs across all three crossings, driven largely by utility conflicts rather than by conditions at a single crossing. Staff can present property and cost information by crossing in future reporting. Table 1 presents total ROM project cost ranges and preliminary construction durations for each delivery scenario, including Charleston Road constructed on its own at approximately 48 months. These figures are planning level and will be refined during 35 percent design. Rail Committee All concepts Total Project Cost Estimate 103 If only one crossing can be advanced, or if the crossings are sequenced, why would Charleston Road be first? Clarification was also requested on how realistically the City can partner with county, state, and federal agencies to secure funding at the scale required for all three crossings, and how cities generally approach that level of funding uncertainty. Completing 35 percent design and environmental documentation is the point at which additional federal and state construction and final design funding sources become available to the project. The current grants fund the work through 35 percent design for all three crossings, with no commitment beyond that point. City Council would decide at that stage whether and how to proceed, including prioritization among crossings. Charleston Road carries the highest traffic volume of the three crossings, which is one factor in prioritization. A full evaluation of prioritization factors would be brought to City Council following completion of 35 percent design. Caltrain is also working with corridor cities on a programmatic corridor funding strategy. Corridor wide approaches of this kind have supported successful funding for grade separation programs in other regions.Rail Committee Charleston Road Underpass - Direct Access Ramp Design Elements and Development 104 Is constructability also a constraint at Meadow Drive relative to Charleston Road? Meadow Drive presents additional constructability challenges. Alma Street is constrained at that location, larger structures are present on the east side, and utility conflicts along Meadow Drive would affect an underpass. These factors would need to be addressed in any further evaluation of an underpass at that location. Rail Committee Charleston Road Underpass - Direct Access Ramp; Meadow Drive Hybrid Design Elements and Development; Construction Considerations 105 The Jed Foundation has recommended grade separating all four Palo Alto crossings as a means restriction measure, including Palo Alto Avenue, for which no planning has been undertaken. Concern was raised that a program of that scale would cost approximately $2 billion, is unlikely to be funded, and could take two decades, and that presenting it as a near term option is not realistic. At grade safety measures have been implemented and are combined with crossing guards funded jointly by the City and the school district, and questions have been raised about the long term sustainability of that funding. Grade separation reduces risk at the crossings but does not address station areas, which account for an increasing share of incidents along the corridor. Charleston Road, together with the bicycle and pedestrian undercrossing near Matadero Creek, is anticipated as a likely priority, with a City Council decision expected following completion of 35 percent design. This project advances the three remaining at grade crossings identified through prior alternatives screening and City Council direction. Palo Alto Avenue is not within the current project scope. Adding a crossing would require City Council action, additional funding, and a separate planning and environmental process. Grade separation eliminates conflicts between trains and roadway users at the crossings themselves. Safety within station areas and along other portions of the corridor is under Caltrain's jurisdiction and is addressed through separate Caltrain programs. Decisions on how many crossings advance into final design and construction would be made by City Council following completion of 35 percent design and environmental documentation, informed by cost, schedule, funding availability, and construction effects. Rail Committee Not Concept Specific Total Project Cost Estimate 106 Requested a more thorough understanding of Caltrain's specific rights compared with its inferred rights. Clarification was also requested on vertical clearance at the underpasses, which in earlier work exceeded clearances at existing undercrossings and affected both design and cost. What is the existing clearance at Oregon Expressway and Embarcadero Road, and is the clearance requirement based on concern about vehicles colliding with the bridge structure? Vertical clearance for the underpasses follows Caltrans design requirements, which are 16 and a half feet without a variance and 15 and a half feet with a variance. The 15 percent design used 16 and a half feet in order to establish a conservative preliminary footprint. During 35 percent design, staff will evaluate reducing the clearance to 15 and a half feet with a sacrificial beam. Clearances at the existing Oregon Expressway and Embarcadero Road undercrossings are lower. Those structures were built under earlier standards and different vehicle conditions. Clearance requirements have increased in response to vehicle collisions with rail bridges elsewhere. Because state and federal grant funds are involved, funding agency review requirements also apply and will be reflected in the design. Staff will continue coordination with Caltrain on which requirements are fixed and where flexibility may exist. Rail Committee Not Concept Specific Construction Considerations 107 Requested a clearer understanding of which Caltrain requirements are necessary and which are preferences as the project advances. Several items were offered for future consideration rather than for decision at this time: potential signals on Alma Street between Meadow Drive and Churchill Avenue, and what role they might play in these projects or in reducing speeds on Alma Street; and, if Churchill Avenue is placed on indefinite hold, options for improving bicycle and pedestrian crossing in that area, including a bicycle only undercrossing on the north side of California Avenue at lower cost than a new combined facility, with the existing undercrossing retained for pedestrians. The focus on geotechnical and utility risk in the 15 percent work was commended. It was also noted that state growth projections have been revised downward from the forecasts that informed earlier assumptions about future train and vehicle volumes, which changes long term expectations for how many grade separations will be needed along the corridor. Staff will continue to work with Caltrain during 35 percent design to distinguish requirements from preferences, and will report back on items where flexibility may exist. Signals on Alma Street and a bicycle only undercrossing near California Avenue are outside the scope of the current project. Staff can carry these forward as items for future consideration through the City's separate transportation planning and capital programming processes. Geotechnical and utility investigation will continue during 35 percent design, including subsurface utility exploration beginning in October 2026 and coordination with the City's Utilities Department. Travel demand and rail service assumptions used in the analysis will be reviewed during 35 percent design and environmental documentation as updated regional and state projections become available.Rail Committee Charleston Road Underpass - Direct Access Ramp; Meadow Drive Hybrid Design Elements and Development 108 Does the Committee need to give direction so that an underpass at Meadow Drive receives full consideration during 35 percent design? Concern was raised that the alternative discussed by members of the public would not be available for a recommendation after 35 percent design because it was not advanced through 15 percent design. Clarification was requested on whether that option would remain available at the conclusion of 35 percent design. The current grant funding supports advancing the alternatives selected by City Council in December 2025 through 15 percent and 35 percent design. An underpass at Meadow Drive is not among those alternatives and is not funded for advancement in this phase. An underpass at Meadow Drive was evaluated at a high level for the November and December 2025 City Council meetings, including circulation, constructability, and property impacts. Advancing it further would require additional funding and time, including design work to a comparable level of detail before a decision could be made. City Council could direct that work at a future date using other funding sources. Staff will provide additional explanation of why the alternatives were narrowed and will provide more specific information on the concerns raised about the Meadow Drive Hybrid, including wall height and construction duration. One clarification on duration: Charleston Road and Meadow Drive delivered concurrently are estimated at approximately 5 years, and delivered sequentially at approximately 9 years. These are alternative scenarios rather than a combined duration. Rail Committee Meadow Drive Hybrid Design Elements and Development 109 Do the property impacts presented cover Charleston Road only, or all three crossings? Are there no full property acquisitions associated with the Meadow Drive Hybrid, and are there full acquisitions associated with the Charleston Road Underpass? Would an underpass at Meadow Drive require full acquisitions, given the multifamily housing and larger buildings at that location? Potential property impacts have been identified at all three crossings, not just at Charleston Road. At Meadow Drive, the Hybrid does not include any full acquisitions. It includes two partial acquisitions to accommodate pedestrian facilities on the west side, and full acquisitions were avoided on the east side. The Charleston Road Underpass does include potential full acquisitions. Based on the high level evaluation prepared for City Council in November and December 2025, an underpass at Meadow Drive would require full acquisitions. That alternative was not advanced through 15% Design, so the extent has not been refined. The expectation of fewer property impacts was one reason the Hybrid was carried forward at Meadow Drive, and it remains one of the principal tradeoffs between alternatives at that location. Information shown about potential right of way needs is for planning purposes. No property acquisition is authorized at this stage. Any future acquisition would require project approval, confirmation of right of way needs, compliance with applicable acquisition procedures, separate funding, and separate authorization. Rail Committee Charleston Road Underpass - Direct Access Ramp; Meadow Drive Hybrid Design Elements and Development 110 The concerns being raised about the Meadow Drive Hybrid are valid, and the Committee has also heard consistently from community members who favor a viaduct, which is not among the alternatives being advanced. Having completed 15 percent design, the decision at Meadow Drive is effectively set for this phase, though a different alternative could be considered in the future. Rather than simply stating that, the project should proactively explain to the public what the reasons for narrowing were, including for the viaduct, and whether those reasons still hold. Alternatives at each crossing were narrowed through the Connecting Palo Alto screening process, the Rail Crossing Community Advisory Committee (XCAP), and successive Rail Committee and City Council direction. Refinement of roadway and track geometry prior to 15 percent design produced the Hybrid at Meadow Drive by identifying a track elevation that avoided full acquisitions and reduced permanent impacts. Staff will provide historical context on how the alternatives were narrowed, including the reasons a viaduct was not carried forward, in materials for the September 28, 2026 City Council meeting and in ongoing public engagement. Construction period effects will be a focus of 35 percent design and environmental documentation. If the information developed during that phase does not adequately address the concerns raised, City Council would have the opportunity to revisit its direction at that time. Rail Committee Meadow Drive Hybrid Design Elements and Development 111 Could Alma Street be permanently reduced to one travel lane in each direction between San Antonio Road and East Meadow Drive, with dedicated turn lanes at key intersections and space for bicycle facilities? The project teams is evaluating opportunities to improve safety, connectivity, and accessibility for all users of the corridor users of the corridor, including pedestrians, bicyclists, transit riders, and motorists. The current grade separation concepts focus on improving safety and mobility at rail crossings while maintaining roadway operations and access. Community input regarding multimodal improvements and Complete Streets elements along Alma Street will be documented and considered as project design advances. Project Website Meadow Drive Hybrid Bicycle, Pedestrian, and School Access 112 Will bicyclists be permitted to ride within the vehicle travel lanes on Charleston Road rather than use the shared pedestrian and bicycle facilities? The project team is evaluating how all users, including bicyclists, will navigate proposed improvements at Charleston Road. Bicycle and pedestrian facilities shown in 15 percent design are preliminary and will continue to be refined during 35 percent design. The project team is exploring how bicycle movements could be accomodated both within dedicated facilities and along the roadway, while considering safety, accessibility, traffic operations, utility constraints, and connectivity. Any restrictions, requirements, or operational guidance for bicyclists would be determined during future design phases and in coordination with applicable transportation agencies and regulations. Project Website Charleston Road Underpass - Direct Access Ramp Bicycle, Pedestrian, and School Access 113 What improvements are planned at the Embarcadero intersection to improve bicycle and pedestrian access for students and residents north of Churchill Avenue? Improvements at the Embarcadero are being implemented through a separate project. Improvements on the north side are largely complete, with remaining beacon-related electrical components still pending installation. Improvements on the south side are anticipated to occur before implementation of the grade separation project. The project is intended to improve bicycle and pedestrian access and safety for users traveling north of Churchill Avenue CSTC Meeting Churchill Avenue - Partial Underpass without Landscape Strip Bicycle, Pedestrian, and School Access 114 What is the anticipated construction sequencing for the Charleston Road, East Meadow Drive, and related crossing projects? Construction sequencing has not been finalized. The City is evaluating whether the Charleston Road and Meadow Drive improvements would be delivered concurrently, sequentially, or as separate projects. Final sequencing will depend on project readiness, available funding, environmental review, and City Council direction. CSTC Meeting Charleston Road Underpass - Direct Access Ramp; Meadow Drive Hybrid Design Elements and Development 115 Has an implementation priority been established for the planned crossings and roadway improvements? No final implementation sequence has been established. Charleston Road has been identified as a priority corridor due to its transportation role and traffic volumes; however, decisions regarding implementation order, project packaging, and funding priorities will be determined by City Council as project development progresses. CSTC Meeting Not Concept Specific Design Elements and Development 116 Could the bicycle and pedestrian underpass at Churchill Avenue be advanced ahead of other Churchill-area improvements? The project team has indicated that advancing bicycle and pedestrian improvements earlier in the implementation process may be considered where feasible. Final project phasing will continue to be evaluated during future design phases based on funding, constructability, access needs, and coordination with related improvements. CSTC Meeting Churchill Avenue - Partial Underpass without Landscape Strip Bicycle, Pedestrian, and School Access 117 What grade is anticipated for the proposed bicycle and pedestrian underpass at Seale Avenue? The proposed Seale Avenue bicycle and pedestrian underpass is being designed to meet applicable accessibility requirements, including ADA standards. Specific grades, slopes, and geometric details will continue to be refined during future design phases.CSTC Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Design Elements and Development 118 What lighting, overhead coverage, and safety features are anticipated for the proposed underpass at Seale Avenue? Lighting, overhead coverage, visibility treatments, and other safety features have not yet been finalized. These elements will be evaluated and refined during future design phases as the project advances beyond the preliminary 15% Design level.CSTC Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Design Elements and Development 119 How will the project address soil stability and structural safety near the proposed underpass at Seale Avenue? Geotechnical investigations and engineering analyses will continue as design advances. Proposed retaining structures, foundation systems, and soil stabilization measures will be designed to meet applicable engineering standards and maintain long-term structural stability and safety.CSTC Meeting Churchill Avenue - Partial Underpass without Landscape Strip, Including Seale Ave Bicycle and Pedestrian Undercrossing Design Elements and Development Item 14 Attachment D - Community Feedback Tracker - August 25 & 26, 2026 Community Meetings        Item 14: Staff Report Pg. 33  Packet Pg. 298 of 342  120 What potential impacts could construction have on nearby school activities, including noise and vibration? Potential construction impacts, including noise, vibration, traffic, air quality, access, and effects on nearby schools and neighborhoods, will be evaluated during environmental review under CEQA and NEPA. Appropriate mitigation measures will be identified and considered as project planning and design progress. CSTC Meeting Not Concept Specific Construction Considerations 121 How will bicycle and pedestrian family dimensions, turning movements, and project risks be further defined as design advances? Facility widths, turning radii, user circulation patterns, utility constraints, and other project risks will continue to be refined during the 35% Design phase. Additional engineering analysis, utility investigations, and stakeholder coordination will provide more detailed information to support future design decisions and project evaluation. PABAC Meeting Not Concept Specific Design Elements and Development 122 Could the Seale Avenue bicycle and pedestrian crossing be constructed before Churchill Avenue, and how was the proposed tunnel length determined. The project team has indicated that Seale Avenue may need to be completed before Churchill Avenue can be fully closed in order to maintain bicycle and pedestrian connectivity, particularly for school access. The proposed tunnel length is driven by engineering requirements, including track clearance, tunnel depth, accessibility standards, and the distance needed to safely return users to grade. Opportunities for refinement will continue to be evaluated during future design phases.PABAC Meeting Churchill Avenue - Partial Underpass without Landscape Strip; Seale Ave - Bicycle and Pedestrian Undercrossing Design Elements and Development 123 A community member expressed opposition to the Meadow Drive Hybrid, citing the height of the wall facing the Fairmeadow and Park Boulevard neighborhoods, a minimum of five years of temporary track along Alma Street, reduced lanes on Alma Street, and the resulting congestion, air quality, and noise effects. The project team recognizes that wall height, construction duration, and conditions along Alma Street are significant concerns for the Fairmeadow and Park Boulevard neighborhoods. City Council selected the Meadow Drive Hybrid in December 2025, and the earthen berm with a short bridge over Meadow Drive was confirmed as the basis of design following the March 2026 Rail Committee study session. Under the 15% Design, the track profile at Meadow Drive would be raised by up to approximately 16 feet and the roadway lowered by approximately 7 feet, with the tracks supported on embankment behind retaining walls. Wall heights, setbacks, and visual character are preliminary at this level of design, and staff will provide more specific information on wall height as design advances. A temporary track, called a shoofly, is required where the track profile is raised. Under the combined delivery scenario it would be built east of the existing tracks along Alma Street, beginning north of Meadow Drive and ending south of Charleston Road, and would reduce Alma Street to one lane in each direction for the duration of construction. The preliminary construction duration is approximately 60 months for combined delivery and approximately 92 months if the two crossings are delivered sequentially. After construction, the shoofly would be removed and the corridor restored. Noise, vibration, air quality, traffic, access, and visual effects will be studied through environmental review under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), beginning in fall 2026. Reducing construction period impacts, including the overlap of crossing closures, is a specific objective of the 35% Design phase. This comment and the linked video will be documented and provided to the Rail Committee and City Council for consideration.Project Website Item 14 Attachment D - Community Feedback Tracker - August 25 & 26, 2026 Community Meetings        Item 14: Staff Report Pg. 34  Packet Pg. 299 of 342  City of Palo Alto Grade Separation Project Churchill Avenue, Meadow Drive, and Charleston Road Palo Alto Engagement Summary September 28, 2026 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 35  Packet Pg. 300 of 342  Engagement Informing Council Direction #2 Rail Committee Total Project Cost Estimate and schedule; community meeting feedback AUGUST OCTOBER15101520253051015202530 9/8 CSTSC Safe access routes for Palo Alto HS & other PAUSD schools 8/20 Community Meetings 15% design overview; Total Project Cost Estimate and schedule; community feedback opportunities; what will continue to be refined 8/25 & 8/26 PABAC Planned pedestrian/bike considerations 9/3 City Council Concurrence on concepts to advance into 35% design and environmental documentation 9/28 2 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 36  Packet Pg. 301 of 342  Community Outreach Methods 3 984 Mailers sent to residents/owners Social Media Blast Promoted project via Palo Alto Weekly 7 Lawn Signs placed Email blasts to project website subscriber list Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 37  Packet Pg. 302 of 342  Meeting Format 2 Meetings 68 attendees for both meetings Comment Input Process 100+ Comments Comments and responses logged in the project comment tracker Community meeting materials posted to the project website Community Meeting Recap 4 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 38  Packet Pg. 303 of 342  Key Topics Discussed Bicycle, Pedestrian, and School Access Design Elements and Development Total Project Cost Estimate Construction Considerations 5 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 39  Packet Pg. 304 of 342  Neighborhood and Residential Effects: Respondents expressed concern about the day-to-day impacts of construction on households near the corridor, including noise, environmental exposure, and what support would be available if a residence could not be occupied during construction. Flooding, Trees, and Environmental Considerations: Respondents asked how flooding risk would be evaluated in lowered roadway sections and whether long term pump operation and maintenance is accounted for. Respondents also asked that mature trees and park resources, particularly at Peers Park, be protected as the design advances. Corridor Wide and Long-Term Considerations: Respondents asked the project to consider the corridor as a whole, including the South Palo Alto bicycle and pedestrian crossing, inclusion of the Palo Alto Avenue crossing, compatibility with potential future Caltrain improvements, and long-term rail safety and corridor access. Project Delivery, Funding, and Communication: Respondents raised questions about the City's capacity to deliver a program of this size, whether bicycle and pedestrian elements could be funded separately, and asked for clearer explanation of how conditions would change. Operational questions were also raised regarding emergency response access and Alma Street conditions beyond the crossings. Additional Topics Heard From Community 6 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 40  Packet Pg. 305 of 342  Palo Alto High School Churchill Ave – Partial Underpass 7 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 41  Packet Pg. 306 of 342  Alma Street and Churchill Avenue Intersection: Respondents shared input on turn movements to and from southbound Alma Street, the availability of signalized connections, and how sight distance and queuing at the intersection are being evaluated. Neighborhood Street Circulation: Respondents shared input on traffic conditions on surrounding neighborhood streets, including cut through traffic near Palo Alto High School and the role Churchill Avenue plays in connecting neighborhoods across the corridor. Bicycle, Pedestrian, and School Access: Respondents shared input on walking and bicycling routes serving Palo Alto High School and Walter Hays Elementary School, including route directness, safety features on the pedestrian bridge, and the possibility that route changes could influence how students and families choose to travel. Construction Considerations: Respondents raised questions about how bicycle, pedestrian, and student access would be considered during the construction period. Churchill – Community Key Takeaways 8 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 42  Packet Pg. 307 of 342  Seale Ave – Bicycle and Pedestrian Undercrossing 9 West Ramp to/from Undercrossing East Ramp to/from Undercrossing Peers Park Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 43  Packet Pg. 308 of 342  Expected Use and Route Directness: Respondents shared input on how the undercrossing would be used, including its location relative to existing crossings at California Avenue and Embarcadero Road, and how route directness could influence travel choices for nearby households and students. Intersection Conditions at Alma Street: Respondents shared input on the interaction between people bicycling exiting the undercrossing and turning vehicles at Alma Street, including sightlines, separation, and turn movements at the intersection. Peers Park: Respondents shared input on the alignment of the undercrossing along the northwest edge of Peers Park, including whether an alignment farther from that edge was considered. Total Project Cost Estimate: Respondents asked about the estimated cost of the Seale Avenue bicycle and pedestrian crossing as a distinct element of the project. Seale – Community Key Takeaways 10 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 44  Packet Pg. 309 of 342  11 Meadow Drive – Hybrid Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 45  Packet Pg. 310 of 342  Design Elements and Development: Respondents shared input on why the hybrid configuration is proposed at Meadow Drive, how it differs from the approach at Charleston Road, and how it compares with grade separations elsewhere along the corridor. Aesthetics and Visual Effects: Respondents shared input on the appearance of the retaining wall along the raised track, including its height, continuity, and how it would be experienced from adjacent streets and homes. Bicycle, Pedestrian, and School Access: Respondents shared input on walking and bicycling conditions at East Meadow Drive, including how the crossing experience could change, how people traveling at different speeds would share space, and how student and parent travel patterns are being considered. Construction Considerations: Respondents raised questions about the temporary tracks, including their potential effect on travel along Alma Street and the duration of those conditions. Meadow – Community Key Takeaways 12 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 46  Packet Pg. 311 of 342  13 Charleston Road – Underpass Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 47  Packet Pg. 312 of 342  Bicycle, Pedestrian, and School Access: Respondents shared input on the proposed bicycle and pedestrian facilities, including the switchback ramp configuration, path width where people biking and walking share space, directional travel, and sidewalk and buffer conditions near Alma Street. Design Elements and Development: Respondents shared input on the engineering and design considerations that shaped the Charleston Road alternative, including the intersection configuration at Alma Street and how drainage in the lowered roadway is being studied. Potential Property Effects: Respondents asked how close the direct access ramp would come to homes along East Charleston Road, with front yard depth and proximity to traffic raised as concerns. Construction Considerations: Respondents shared input on potential construction staging near East Charleston Road and Mumford Place, and on how potential effects on nearby residents are being considered as the design advances. Charleston – Community Key Takeaways 14 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 48  Packet Pg. 313 of 342  Bicycle and Pedestrian Access to Schools: Committee members provided input on walking and bicycling routes serving students, including conditions at the Embarcadero Road intersection for students north of Churchill Avenue who are less likely to travel south to the proposed Seale Avenue crossing. Sequencing and Delivery: Committee members provided input on how the crossings would be sequenced, including the relationship between the grade separations and the South Palo Alto Bicycle and Pedestrian Connectivity Project and whether the Seale Avenue undercrossing could be advanced ahead of Churchill Avenue. Seale Avenue Undercrossing Design Elements: Committee members provided input on the design of the undercrossing, including grade and accessibility, the extent of tunnel enclosure, and lighting and safety features to be developed in later design phases. Construction Effects Near Schools: Committee members provided input on construction period conditions adjacent to school property, including ground stability near the field area at Churchill Avenue and potential vibration and noise effects on class time. CSTSC Feedback 15 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 49  Packet Pg. 314 of 342  Bicycle and Pedestrian Facility Detail: Committee members requested more specific information on how the facilities would function, including path widths, turning radii, and a walkthrough of the route a person would take by direction and by mode. Charleston Road Access and Connectivity: Committee members expressed concern that the switchback ramp is indirect, lacks a pedestrian stair option, and would likely lead most cyclists to remain in the roadway. Members also asked how cyclists traveling east would cross Charleston Road and noted that the configuration should be tested against adopted City goals for walking, bicycling, and reduced vehicle miles traveled. Alma Street Corridor Treatment: Committee members stated that where the project substantially changes Alma Street, the corridor should be treated as a complete street, with adequate sidewalk width and a buffer separating people walking and bicycling from traffic. Information Requested Before Advancing: Committee members asked for additional detail ahead of the Council item, including where pedestrian and bicycle detour routes would go during construction, resolution of risks still identified as undefined, drawings showing the extent of the raised track profile at Meadow Drive, and whether the Seale Avenue undercrossing could be delivered ahead of Churchill Avenue. PABAC Feedback 16 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 50  Packet Pg. 315 of 342  Project Scale and Funding Reality: Committee members discussed the gap between the estimated total project cost for all three crossings and the funding currently identified and indicated a likely narrowing of crossing focus. Meadow Drive Alternative and Public Explanation: Committee members asked the project team to restate why the hybrid was carried forward at Meadow Drive rather than the underpass and requested the wall height profile with greater specificity on where effects occur. Members emphasized that the reasons for narrowing the range of alternatives need to be explained more clearly to the public. Charleston Road Priority and Refinements: Committee members identified Charleston Road as the likely near-term priority given traffic volumes, and discussed preliminary level of service results across existing, project, and future no build conditions. Right of Way Requirements and Cost Responsibility: Committee members asked why the retaining wall at Meadow Drive extends to the edge of Alma Street. Rail Committee Feedback 17 Item 14 Attachment E - Community Engagement Summary        Item 14: Staff Report Pg. 51  Packet Pg. 316 of 342  City Council Staff Report Report Type: INFORMATION REPORTS Lead Department: Administrative Services Meeting Date: September 28, 2026 Report #:2602-6004 TITLE Monthly Investment Report - August 2026 (Unaudited) RECOMMENDATION This is an Information Report. No Council action is required. ANALYSIS The City’s Investment Policy (Policy)1 and California Government Code Section 53607 requires that a report of transactions (investments, reinvestment, sold, and exchanged securities) be made available to the Council on a monthly basis. This reporting requirement is separate and distinct from the quarterly investment report submitted under California Government Code Section 53646 that includes portfolio composition, a detailed list of all securities, performance compared to the Policy, overall compliance with the Policy, and the City’s ability to meet expenditure requirements over the next six months. ATTACHMENTS Attachment A: Investment Portfolio Transaction Ledger - August 2026 APPROVED BY: Lauren Lai, Administrative Services Director 1 Investment Policy Fiscal Year 2025-2026 (Adopted February 9, 2026): https://www.paloalto.gov/files/assets/public/v/1/administrative-services/investment-policies/1-39-asd- investment-policy.pdf Item A Item A Staff Report        Item A: Staff Report Pg. 1  Packet Pg. 317 of 342  Buy Call Redemption Maturity CUSIP Security Description Security Type Transaction Type Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 91282CRK9 UNITED STATES TREASURY 4.375 08/31/2031 US GOV Buy 08/31/2026 5,000,000.00 99.656 4.452 -4,982,812.50 0.00 -4,982,812.50 912797UG0 UNITED STATES TREASURY 09/17/2026 T-BILL Buy 08/06/2026 15,000,000.00 99.577 3.690 -14,936,579.13 0.00 -14,936,579.13 912797UF2 UNITED STATES TREASURY 09/10/2026 T-BILL Buy 08/06/2026 9,000,000.00 99.649 3.670 -8,968,438.75 0.00 -8,968,438.75 87268UAA5 TMUST 262 A 4.74 03/20/2031 ABS Buy 08/14/2026 1,565,000.00 99.984 4.794 -1,564,748.82 0.00 -1,564,748.82 362011AD0 GMALT 263 A3 4.53 07/20/2029 ABS Buy 08/13/2026 1,245,000.00 99.988 4.580 -1,244,848.73 0.00 -1,244,848.73 ---------Buy 08/11/2026 31,810,000.00 ---3.894 -31,697,427.93 0.00 -31,697,427.93 CUSIP Security Description Security Type Transaction Type Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 798306WQ5 SAN JUAN CALIF UNI SCH DIST 1.201 08/01/2026 MUNI Call Redemption 08/01/2026 -545,000.00 100.000 4.653 545,000.00 0.00 545,000.00 685585FD8 ORCHARD CALIF SCH DIST 3.125 08/01/2027 MUNI Call Redemption 08/01/2026 -40,000.00 100.000 3.249 40,000.00 0.00 40,000.00 54473ENT7 LOS ANGELES CNTY CALIF PUB WKS FING AUTH LEASE REV 7.488 08/01/2033 MUNI Call Redemption 08/01/2026 -90,000.00 100.000 5.801 90,000.00 0.00 90,000.00 54438CMS8 LOS ANGELES CALIF CMNTY COLLEGE DIST 7.53 08/01/2029 MUNI Call Redemption 08/01/2026 -105,000.00 100.000 4.679 105,000.00 0.00 105,000.00 12082SDN1 BURBANK CALIF UNI SCH DIST 1.367 08/01/2026 MUNI Call Redemption 08/01/2026 -1,000,000.00 100.000 0.960 1,000,000.00 0.00 1,000,000.00 ------MUNI Call Redemption 08/01/2026 -1,780,000.00 100.000 2.606 1,780,000.00 0.00 1,780,000.00 CUSIP Security Description Security Type Transaction Type Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 880541XY8 TENNESSEE ST 2.116 08/01/2026 MUNI Maturity 08/01/2026 -1,000,000.00 100.000 1.950 1,000,000.00 0.00 1,000,000.00 87970GPQ4 TEMECULA VY CALIF UNI SCH DIST 1.051 08/01/2026 MUNI Maturity 08/01/2026 -355,000.00 100.000 0.900 355,000.00 0.00 355,000.00 87165FZN7 Synchrony Bank 0.9 08/20/2026 CD Maturity 08/20/2026 -249,000.00 100.000 0.900 249,000.00 0.00 249,000.00 839278JZ2 SOUTH PASADENA CALIF UNI SCH DIST 5.0 08/01/2026 MUNI Maturity 08/01/2026 -390,000.00 100.000 2.411 390,000.00 0.00 390,000.00 835569GT5 SONOMA CNTY CALIF JR COLLEGE DIST 2.447 08/01/2026 MUNI Maturity 08/01/2026 -155,000.00 100.000 0.854 155,000.00 0.00 155,000.00 83412PHQ8 SOLANO CALIF CMNTY COLLEGE DIST 1.025 08/01/2026 MUNI Maturity 08/01/2026 -750,000.00 100.000 1.025 750,000.00 0.00 750,000.00 83412PGZ9 SOLANO CALIF CMNTY COLLEGE DIST 1.025 08/01/2026 MUNI Maturity 08/01/2026 -200,000.00 100.000 0.900 200,000.00 0.00 200,000.00 Palo Alto Monthly Transactions 08/01/2026 - 08/31/2026 1 ATTACHMENT A Item AAttachment A - InvestmentPortfolio TransactionLedger - August 2026       Item A: Staff Report Pg. 2  Packet Pg. 318 of 342  CUSIP Security Description Security Type Transaction Type Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 802498ZA6 SANTA MONICA-MALIBU UNIFIED SCHOOL FACILITY IMPROV 0.849 08/01/2026 MUNI Maturity 08/01/2026 -215,000.00 100.000 1.210 215,000.00 0.00 215,000.00 802309NY6 SANTA MARIA CALIF JT UN HIGH SCH DIST 1.508 08/01/2026 MUNI Maturity 08/01/2026 -455,000.00 100.000 4.652 455,000.00 0.00 455,000.00 801686TF3 SANTA CLARITA CALIF CMNTY COLLEGE DIST 1.146 08/01/2026 MUNI Maturity 08/01/2026 -1,250,000.00 100.000 0.750 1,250,000.00 0.00 1,250,000.00 801139AE6 SANTA ANA CALIF PENSION OBLIG 1.176 08/01/2026 MUNI Maturity 08/01/2026 -175,000.00 100.000 1.240 175,000.00 0.00 175,000.00 799408Z93 SAN RAMON VALLEY CALIF UNI SCH DIST 1.034 08/01/2026 MUNI Maturity 08/01/2026 -935,000.00 100.000 4.103 935,000.00 0.00 935,000.00 799055QV3 SAN MATEO FOSTER CITY CALIF SCH DIST 1.799 08/01/2026 MUNI Maturity 08/01/2026 -175,000.00 100.000 0.910 175,000.00 0.00 175,000.00 799055ME5 SAN MATEO FOSTER CITY CALIF SCH DIST 6.0 08/01/2026 MUNI Maturity 08/01/2026 -415,000.00 100.000 2.328 415,000.00 0.00 415,000.00 797508JW9 SAN DIEGUITO CALIF UN HIGH SCH DIST 1.074 08/01/2026 MUNI Maturity 08/01/2026 -430,000.00 100.000 1.074 430,000.00 0.00 430,000.00 797508HF8 SAN DIEGUITO CALIF UN HIGH SCH DIST 1.86 08/01/2026 MUNI Maturity 08/01/2026 -435,000.00 100.000 2.099 435,000.00 0.00 435,000.00 797272RN3 SAN DIEGO CALIF CMNTY COLLEGE DIST 1.445 08/01/2026 MUNI Maturity 08/01/2026 -1,980,000.00 100.000 1.210 1,980,000.00 0.00 1,980,000.00 76886PJP9 RIVERSIDE CALIF CMNTY COLLEGE DIST 1.124 08/01/2026 MUNI Maturity 08/01/2026 -1,365,000.00 100.000 1.020 1,365,000.00 0.00 1,365,000.00 757889EG1 REDWOOD CITY CALIF SCH DIST 2.159 08/01/2026 MUNI Maturity 08/01/2026 -1,095,000.00 100.000 1.751 1,095,000.00 0.00 1,095,000.00 697511FU2 PALOMAR CALIF CMNTY COLLEGE DIST 1.031 08/01/2026 MUNI Maturity 08/01/2026 -1,000,000.00 100.000 1.031 1,000,000.00 0.00 1,000,000.00 697511FD0 PALOMAR CALIF CMNTY COLLEGE DIST 1.199 08/01/2026 MUNI Maturity 08/01/2026 -335,000.00 100.000 2.321 335,000.00 0.00 335,000.00 68609TZT8 OREGON ST 0.984 08/01/2026 MUNI Maturity 08/01/2026 -250,000.00 100.000 1.310 250,000.00 0.00 250,000.00 683050BW7 ONTARIO CALIF WTR REV 1.44 08/01/2026 MUNI Maturity 08/01/2026 -600,000.00 100.000 4.403 600,000.00 0.00 600,000.00 56781RKU0 MARIN CALIF CMNTY COLLEGE DIST 0.893 08/01/2026 MUNI Maturity 08/01/2026 -1,000,000.00 100.000 0.893 1,000,000.00 0.00 1,000,000.00 56781RKD8 MARIN CALIF CMNTY COLLEGE DIST 0.679 08/01/2026 MUNI Maturity 08/01/2026 -285,000.00 100.000 1.041 285,000.00 0.00 285,000.00 56781RGT8 MARIN CALIF CMNTY COLLEGE DIST 3.172 08/01/2026 MUNI Maturity 08/01/2026 -120,000.00 100.000 3.500 120,000.00 0.00 120,000.00 54438CYL0 LOS ANGELES CALIF CMNTY COLLEGE DIST 1.174 08/01/2026 MUNI Maturity 08/01/2026 -2,025,000.00 100.000 1.236 2,025,000.00 0.00 2,025,000.00 359819DN6 FULLERTON CALIF SCH DIST 3.16 08/01/2026 MUNI Maturity 08/01/2026 -1,360,000.00 100.000 2.767 1,360,000.00 0.00 1,360,000.00 3133EAG44 FEDERAL FARM CREDIT BANKS FUNDING CORP 2.63 08/03/2026 AGCY BOND Maturity 08/03/2026 -1,000,000.00 100.000 1.104 1,000,000.00 0.00 1,000,000.00 Palo Alto Monthly Transactions 08/01/2026 - 08/31/2026 2 ATTACHMENT A Item AAttachment A - InvestmentPortfolio TransactionLedger - August 2026       Item A: Staff Report Pg. 3  Packet Pg. 319 of 342  Sell Summary CUSIP Security Description Security Type Transaction Type Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 250433UA5 DESERT SANDS CALIF UNI SCH DIST 1.982 08/01/2026 MUNI Maturity 08/01/2026 -880,000.00 100.000 1.410 880,000.00 0.00 880,000.00 212204LM1 CONTRA COSTA CALIF CMNTY COLLEGE DIST 1.3 08/01/2026 MUNI Maturity 08/01/2026 -1,000,000.00 100.000 0.775 1,000,000.00 0.00 1,000,000.00 15722TJR3 CHABOT-LAS POSITAS CALIF CMNTY COLLEGE DIST 1.08 08/01/2026 MUNI Maturity 08/01/2026 -285,000.00 100.000 0.910 285,000.00 0.00 285,000.00 142665DJ4 CARLSBAD CALIF UNI SCH DIST 5.234 08/01/2026 MUNI Maturity 08/01/2026 -305,000.00 100.000 2.890 305,000.00 0.00 305,000.00 088023PL4 BEVERLY HILLS CALIF UNI SCH DIST 2.7 08/01/2026 MUNI Maturity 08/01/2026 -920,000.00 100.000 2.681 920,000.00 0.00 920,000.00 02079KAC1 ALPHABET INC 1.998 08/15/2026 CORP Maturity 08/15/2026 -1,000,000.00 100.000 2.228 1,000,000.00 0.00 1,000,000.00 010878AS5 ALAMEDA CNTY CALIF 4.0 08/01/2026 MUNI Maturity 08/01/2026 -290,000.00 100.000 2.168 290,000.00 0.00 290,000.00 ---------Maturity 08/02/2026 -24,679,000.00 100.000 1.715 24,679,000.00 0.00 24,679,000.00 CUSIP Security Description Security Type Transaction Type Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 797272RT0 SAN DIEGO CALIF CMNTY COLLEGE DIST 2.113 08/01/2031 MUNI Sell 08/04/2026 0.00 91.197 2.150 0.00 0.00 456,073.04 797272QS3 SAN DIEGO CALIF CMNTY COLLEGE DIST 2.407 08/01/2027 MUNI Sell 08/04/2026 0.00 98.606 1.021 0.00 0.00 251,496.45 ------MUNI Sell 08/04/2026 0.00 ---1.585 0.00 0.00 707,569.49 CUSIP Security Description Security Type Transaction Type Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount ------------08/07/2026 5,351,000.00 ---2.930 -5,238,427.93 0.00 -4,530,858.44 Palo Alto Monthly Transactions 08/01/2026 - 08/31/2026 3 ATTACHMENT A Item AAttachment A - InvestmentPortfolio TransactionLedger - August 2026       Item A: Staff Report Pg. 4  Packet Pg. 320 of 342  City Council Staff Report From: City Manager Report Type: INFORMATION REPORTS Lead Department: City Clerk Meeting Date: September 28, 2026 Report #:2609-6756 TITLE Conflict of Interest Code 2026 Local Agency Biennial Notice; CEQA Status – Not a Project RECOMMENDATION Receive the attached Conflict of Interest Code 2026 Local Agency Biennial Notice. No City Council action is required. BACKGROUND / ANALYSIS The Palo Alto Municipal Code1 and the Political Reform Act2 require the City to adopt a list of designated positions and disclosure responsibilities for each position subject to the Conflict of Interest Code for Designated Employees. The Conflict of Interest Code lists specific City positions other than those specified in Government Code section 87200 which involve making or participating in making decisions which have a reasonably foreseeable material effect on an economic interest, and to designate for each position the specific types of investments, business positions, interests in real property and sources of income which are reportable based on the scope of the decision-making authority of the position. The City Council adopts the Conflict of Interest Code by resolution. The Political Reform Act requires the City to review its Conflict of Interest Code every two years, typically in even-numbered years. The City Council most recently reviewed and adopted the Conflict of Interest Code in February 2025. While the City is in compliance with the 2-year requirement, potential updates have been identified and staff recommends proceeding with these updates to stay consistent with the even-numbered year cycle. In accordance with these requirements, the attached notice must be submitted to the City Council by October 1, 2026. As stated in the notice, code updates have been identified and are 1 City of Palo Alto Municipal Code, Chapter 2.09: https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-60594 2 Government Code, Title 9, Chapter 7, Article 3: https://www.leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=GOV&division=&title=9.&part=&c hapter=7.&article=3 Item B Item B Staff Report        Item B: Staff Report Pg. 1  Packet Pg. 321 of 342  being prepared by staff. Staff anticipates presenting the recommended code updates to Council by the end of calendar year 2026. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item B Item B Staff Report        Item B: Staff Report Pg. 2  Packet Pg. 322 of 342  www.fppc.ca.gov FPPC Advice: advice@fppc.ca.gov (866.275.3772) Page 1 of 1 2026 Local Agency Biennial Notice Name of Agency: Mailing Address: Contact Person: Phone No. Email: Alternate Email: Accurate disclosure is essential to monitor whether officials have conflicts of interest and to help ensure public trust in government. The biennial review examines current programs to ensure that the agency’s code includes disclosure by those agency officials who make or participate in making governmental decisions. This agency has reviewed its conflict of interest code and has determined that (check one BOX): An amendment is required. The following amendments are necessary: (Check all that apply.) Include new positions Revise disclosure categories Revise the titles of existing positions Delete titles of positions that have been abolished and/or positions that no longer make or participate in making governmental decisions Other (describe) The code is currently under review by the code reviewing body. No amendment is required. (If your code is over five years old, amendments may be necessary.) Verification (to be completed if no amendment is required) This agency’s code accurately designates all positions that make or participate in the making of governmental decisions. The disclosure assigned to those positions accurately requires that all investments, business positions, interests in real property, and sources of income that may foreseeably be affected materially by the decisions made by those holding designated positions are reported. The code includes all other provisions required by Government Code Section 87302. __________________________________________ _________________________ Signature of Chief Executive Officer Date All agencies must complete and return this notice regardless of how recently your code was approved or amended. Please return this notice no later than October 1, 2026, or by the date specified by your agency, if earlier, to: (PLACE RETURN ADDRESS OF CODE REVIEWING BODY HERE) PLEASE DO NOT RETURN THIS FORM TO THE FPPC. City of Palo Alto 250 Hamilton Avenue, Palo Alto, CA 94301 Mahealani Ah Yun, City Clerk (650) 329-2571 city.clerk@paloalto.gov mahealani.ahyun@paloalto.gov 4 4 4 4 4 Item B Attachment A - 2026 Local Biennial Notice        Item B: Staff Report Pg. 3  Packet Pg. 323 of 342  City Council Supplemental Report From: Mahealani Ah Yun, City Clerk Meeting Date: September 28, 2026 Item Number: 2 Report #:2609-6809 TITLE Supplemental Report: Review Applications and Select Candidates to Interview for the Human Relations Commission (HRC), Planning and Transportation Commission (PTC), and Stormwater Management Oversight Committee (SWMOC) Vacancies; CEQA Status – Not a Project BACKGROUND An application received during the HRC Extended Recruitment was inadvertently omitted from the agenda packet. The revised application packet is attached. ATTACHMENTS Attachment A: HRC Extended Recruitment Applications - Updated APPROVED BY: Mahealani Ah Yun, City Clerk Item 2 Item 2 Supplemental Report        Item 2: Staff Report Pg. 1  Packet Pg. 324 of 342  Human Relations Commission Application Submitted on 16 September 2026, 1:07am Receipt number 94 Related form version 17 Personal Information Name Aji Oliyide Cell Phone Number Home Phone Number Email Address Are you a Palo Alto resident?Yes Address City Palo Alto Postal Code 94303 Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members? No Are you available and committed to complete the term applied for? Yes Fair Political Practices California state law requires board/commission members to file a disclosure of financial interests (Fair Political Practices Commission, Conflict of Interest, Form 700).  Do you/your spouse have an investment in, or do you or your spouse serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to:  1. Engage in business with the City; 2. Provide products or services for City projects; or 3. Be affected by decisions of this Board or Commission? No 1 of 4 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 2  Packet Pg. 325 of 342  Excluding your principal residence, do you or your spouse own real property in Palo Alto? No How did you learn about the vacancy on the Human Relations Commission? Other: Commissioner Katie Causey Consent to Publish Personal Information on the City of Palo Alto Website Read the code, and check only ONE option below:I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website. Personal and Job Experience Occupation Director of AI Strategy and Operations at Sam's Club Please list your relevant education, training, experience, certificates of training, licenses, and professional registration. If describing work experience, please include company/employer name and occupation.   I want to thank City Council as this is my second time applying to the Human Relations Commission, and I greatly appreciated the opportunity to interview during my 2025 application. I hold a B.S. in Mechanical Engineering from Georgia Tech and an MBA from Duke University’s Fuqua School of Business. I also completed MIT Professional Education’s Chief Operating Officer Program in 2025. Professionally, I am Director of AI Strategy and Operations at Sam’s Club. Previously, I spent 10 years at Google, most recently as a Senior Technical Engineering Program Manager leading work in Cloud and AI, and earlier as an M&A Finance Integration Manager. Prior to Google, I held consulting and management roles at Deloitte and Accenture. My career has given me extensive experience in strategic planning, operations, technology, finance, program management, and cross-functional leadership. Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held. My community involvement has focused on education, youth, the arts, and expanding opportunities for underserved communities. I currently serve on the Board of the Palo Alto Junior Museum and Zoo (2025–present) and on the Board of Trustees of TheatreWorks Silicon Valley (2025–present). I previously served as Vice Chair of Global Glimpse (2022–2025), an organization that provides leadership and international learning opportunities for high school students from diverse backgrounds, and on the Board of Directors of San Francisco CASA (2017–2021), which advocates for children and youth in foster care. My volunteer service also includes work with a grassroots organization in Ghana through Globe Aware (2017) and a fundraising trek in Nepal supporting Voluntary Service Overseas (2011). Application Questions 1. Why are you interested in serving on the Human Relations Commission and what experience would you bring to the position? Having followed HRC and very familiar with the meetings I recognize the HRC is in a period where there are a majority of new commissioners. Having served extensively on nonprofit boards, including as a Vice Chair, I bring experience helping boards operate effectively—following Rosenberg's Rules keeping 2 of 4 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 3  Packet Pg. 326 of 342  meetings focused, organized, and productive while ensuring different perspectives on sensitive issues feel heard. My family has a deep love of Palo Alto, (my mother has resided here as well for 1.5+ year and I have a child in Palo Verde and one entering preschool soon). I understand that the commissioner who recently stepped down played an important role in the HRC’s ongoing discussions about youth mental health and the experiences of families. As a parent of children in Palo Alto schools, I would bring a valuable firsthand perspective on the needs, challenges, and experiences of families. 2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. Archived video meetings are available from the Midpen Media Center. Like many Palo Altans, I am caring across generations: I have an aging mother and children in our local schools. I was particularly interested in the CEDAW Subcommittee’s recent audit of Palo Alto’s caregiving infrastructure, including childcare and adult care, and the HRC’s listening session on seniors and affordable housing. I am encouraged that the CEDAW work is already informing how the City considers unpaid caregiving and captures the experiences of caregivers in assessing community needs. I would be especially interested in helping translate the Commission’s findings into pragmatic policy recommendations. For example the two areas highlighted in the senior housing listening session were exploring renter protections for those in their 70s or older who have been longtime residents and exploring what HOA fees could be reduced for seniors in BMR units. 3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process? My goal would be to help ensure effective implementation of the JED report recommendations. As someone with extensive board experience, I am confident I can step into the Commissioner role quickly and contribute from the outset. I understand how effective boards operate, work within established procedures, and keep discussions organized, inclusive, and focused on actionable outcomes. I also bring significant nonprofit experience serving vulnerable young people. For four years, I served on the Board of Directors of San Francisco CASA, which advocates for children and youth in foster care and helps ensure they have consistent, trusted adults in their lives. That experience directly connects to themes in the JED report: creating pathways to trusted adults, helping families navigate systems of support, empowering youth, and ensuring young people's voices meaningfully inform decisions that affect them. 4. Human Relations Commission Members work with the documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection. Human Services Needs Assessment (2024) Muni Code 9.72 – Mandatory Response Program Community Services Element of the Comprehensive Plan (2017) While I have not yet worked directly with these specific City documents, their focus aligns closely with skills I have developed throughout my professional and nonprofit leadership experience. My work at Sam’s Club, Google, Deloitte, and Accenture has required me to analyze complex data and policies, identify gaps and priorities, and translate findings into actionable recommendations. My nonprofit board service has similarly required thoughtful review of community needs, organizational policies, and strategic plans. If appointed, I would bring that analytical and governance experience to understanding the Human Services Needs Assessment, Mandatory Response Program, and Community Services Element, and to applying them thoughtfully in the HRC’s recommendations to the City Council. 3 of 4 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 4  Packet Pg. 327 of 342  If you'd like to provide any additional documents, please upload below. Please confirm that you have read the Boards and Commissions Handbook. View the Boards and Commissions Handbook. Yes Signature Name of signatory: Aji Oliyide Link to signature Date Completed 09/16/2026 4 of 4 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 5  Packet Pg. 328 of 342  Human Relations Commission Application Submitted on 16 September 2026, 4:12pm Receipt number 95 Related form version 17 Personal Information Name Sunny Dykwel Cell Phone Number 6504006960 Home Phone Number Email Address sunny.dykwel@gmail.com Are you a Palo Alto resident?Yes Address 480 Gary Ct City Palo Alto Postal Code 94306 Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members? No Are you available and committed to complete the term applied for? Yes Fair Political Practices California state law requires board/commission members to file a disclosure of financial interests (Fair Political Practices Commission, Conflict of Interest, Form 700).  Do you/your spouse have an investment in, or do you or your spouse serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to:  1. Engage in business with the City; 2. Provide products or services for City projects; or 3. Be affected by decisions of this Board or Commission? No 1 of 3 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 6  Packet Pg. 329 of 342  Excluding your principal residence, do you or your spouse own real property in Palo Alto? No How did you learn about the vacancy on the Human Relations Commission? Community Group Consent to Publish Personal Information on the City of Palo Alto Website Read the code, and check only ONE option below:I give permission for the City of Palo Alto to post to the City’s website the attached Board and Commission Application intact. I have read and understand my rights under Government Code Section 6254.21. I may revoke this permission at any time by providing written notice to the Palo Alto City Clerk. Personal and Job Experience Occupation Realtor with Compass; Principal-Brokers By Design; Community volunteer Please list your relevant education, training, experience, certificates of training, licenses, and professional registration. If describing work experience, please include company/employer name and occupation.   SJSU B.S. Degree, Business Admin. Former Commissioner, PA Parks and Recreation; served on PA Parks & Rec Foiundation. 2- term Director, League of Women Voters. 2-term Director, PA Chamber of Commerce. Founding. Director for the PA Downtown Business Improvement District. 2-term Director, PA Family YMCA. Currently serving PA Neighborhoods Block Preparedness Emergency Response Team. Board/Steering Committee member, Midtown Residents Assn. CA Dept of Real Estate licensee 30 yrs. Former Director, Cal Assn of Realtors (CAR) also served as CAR Arbitrator, Served on several committees for PA District Board of Realtors, Southern. Alameda Board, and Silicon Valley Assn of Realtors including Legislative and Professional Standards. Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held. Extensive community involvement includes membership to Palo Alto Rotary Club and other non-proifts. Former Director, Palo Alto-University Rotary Club. Served on PAUSD PTA Council Exec Board and. Paly PTSA Board. While serving on the board of PAUSD All Schools Fund, (ASF), helped merge ASF and Palo Alto Foundation for Education (PAFE) into Partners In Education. Helped establish Project Safety Net with the City, PAUSD, Stanford Hospital and affiliates and a coalition of organizations focused on youth suicide prevention, adolescent mental issues, improved access to mental health services and community education. Director for Filipino Women's Network supporting women and helping end the cycle of abuse. Worked with Rubicon Childrens Center group homes to raise awareness and funding for abused and neglected children in Alameda, San Mateo and Santa Clara counties. Application Questions 1. Why are you interested in serving on the Human Relations Commission and what experience would you I have always dedicated my life to helping others. Serving on the Human Relations. Commission is an extension of the impact I can 2 of 3 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 7  Packet Pg. 330 of 342  bring to the position?bring for the betterment of our community. My breath of work experience related to housing, arbitration, and legislation, as well as my long-history of civic engagement would be helpful on issues and projects that come before the commission. Being a parent of an active PAUSD student and. having lived in Palo Alto for 30 years will also. come in handy. 2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. Archived video meetings are available from the Midpen Media Center. At the moment, I am engaged in housing issues for the League and the needs of our unhoused population, which also is a matter of importance to the Commission. Measure J is another issue that I would like to pass in November as Cubberley Community Center provides opportunities for affordable childcare and our treasured community resources and services; it is home to several agencies and art organizations that.help make our community thrive. 3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process? See above. 4. Human Relations Commission Members work with the documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection. Human Services Needs Assessment (2024) Muni Code 9.72 – Mandatory Response Program Community Services Element of the Comprehensive Plan (2017) I have read the. handbooks and have an understanding of the goals and responsibilities and the work plan of the Human Relations Commission. I am somewhat familiar with the Community Services Element of the Comprehensive Pan, having served on the Parks and Recreation Commission. If you'd like to provide any additional documents, please upload below. Please confirm that you have read the Boards and Commissions Handbook. View the Boards and Commissions Handbook. Yes Signature Name of signatory: Sunny Dykwel Link to signature Date Completed 09/16/2026 3 of 3 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 8  Packet Pg. 331 of 342  Subject: Human Relations Commission Application – Becky Wolf Dear Mayor Veenker and Members of the Palo Alto City Council, I am submitting my application for appointment to the Palo Alto Human Relations Commission. I am applying because I believe I could bring a perspective to the Commission that is not always represented in government decision-making: the perspective of someone who has experienced systems from both sides of the table. My life has included domestic violence beginning in childhood and continuing into adulthood, a long-term marriage affected by abuse, legal and financial abuse, disability, housing instability, supportive housing, and now homelessness. I have also spent the last year advocating for other people navigating many of those same systems. Those experiences changed the way I look at public policy. I have learned that a policy can sound excellent on paper and still fail the person it was created to protect. That is why I care so deeply about bringing policy and lived experience into the same room. As founder of The Opportunity Center Single Side Tenant Union and as an advocate, I have worked with residents, veterans, seniors, people with disabilities, survivors, and people who are unhoused or housing insecure. I have learned to review public records, Housing Authority materials, voucher requirements, ADA procedures, HAP contracts, CDBG funding, complaint processes, City documents, planning materials, and reports such as SPUR. I am comfortable asking: Who is responsible? Who is monitoring? Where does the funding come from? What protections exist? Were they followed? And what actually happened to the person at the end of the process? I do not believe accountability has to mean hostility or blame. I believe accountability means making sure that when an organization or government body accepts responsibility for monitoring, funding, protecting, or serving people, that responsibility has meaning. I also believe deeply that people who rarely enter government meeting rooms deserve representation inside them. If appointed, I would especially hope to help strengthen the connection between the HRC and Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 9  Packet Pg. 332 of 342  Palo Alto residents who are unhoused, living in supportive housing, disabled, elderly, survivors of violence, or otherwise struggling to make themselves heard. One thing about me is very simple: once I learn that something is wrong, I cannot unknow it. I want to understand why it happened, what can be changed, and how we can keep the next person from falling into the same gap. I am currently unhoused, while actively working to secure permanent full-time housing again in Palo Alto. I hope my current housing circumstances will not prevent me from serving the community I care so deeply about. In many ways, this experience has made the importance of representation even clearer to me. I am attaching my application and supporting materials for your consideration. Please let me know if there is any additional information, documentation, or material that would be helpful. Thank you for considering my application and for the opportunity to participate in Palo Alto civic life. Warmly, Becky Wolf Advocate Founder, The Opportunity Center Single Side Tenant Union #SilenceIsNotSurvivable Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 10  Packet Pg. 333 of 342  Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 11  Packet Pg. 334 of 342  Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 12  Packet Pg. 335 of 342  Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 13  Packet Pg. 336 of 342  Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 14  Packet Pg. 337 of 342  Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 15  Packet Pg. 338 of 342  Human Relations Commission Application Submitted on 15 September 2026, 7:53pm Receipt number 93 Related form version 17 Personal Information Name Laal Rezayani Cell Phone Number Home Phone Number Email Address Are you a Palo Alto resident?Yes Address City Palo Alto Postal Code 94306 Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members? No Are you available and committed to complete the term applied for? Yes Fair Political Practices California state law requires board/commission members to file a disclosure of financial interests (Fair Political Practices Commission, Conflict of Interest, Form 700).  Do you/your spouse have an investment in, or do you or your spouse serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to:  1. Engage in business with the City; 2. Provide products or services for City projects; or 3. Be affected by decisions of this Board or Commission? No 1 of 4 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 16  Packet Pg. 339 of 342  Excluding your principal residence, do you or your spouse own real property in Palo Alto? No How did you learn about the vacancy on the Human Relations Commission? City Website Consent to Publish Personal Information on the City of Palo Alto Website Read the code, and check only ONE option below:I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website. Personal and Job Experience Occupation Educator/Tutor Please list your relevant education, training, experience, certificates of training, licenses, and professional registration. If describing work experience, please include company/employer name and occupation.   M.A. in Biology, San José State University; B.A. in biology from UC Berkeley; High School degree from Gunn High School. I have worked as an educator in the Bay Area in both science and English. My experience includes teaching Biology at Terra Nova High School; Biology at Menlo-Atherton High School; English and AP Language at Los Gatos High School; and substitute teaching at Bay Area public schools. I also served as a Graduate Student Assistant and Writing Center tutor at San José State University and currently work as a private tutor. Through these roles, I have worked with students from a wide range of backgrounds, abilities, and educational needs and have developed strong skills in communication, listening, mentoring, and resolving differences constructively. Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held. I have been involved in community service through education, public speaking, and music. I currently volunteer as a tutor, providing academic support to students who need additional educational assistance. I have also been active in Toastmasters and previously served as President of a local Toastmasters club, where I helped organize meetings, support members, and promote communication and leadership skills. In addition, I perform piano programs for residents of senior and assisted-living communities. These experiences have allowed me to work with people of different ages, backgrounds, and needs and have strengthened my interest in community service and civic engagement. Application Questions 1. Why are you interested in serving on the Human Relations Commission and what experience would you bring to the position? I am interested in serving on the Human Relations Commission because I care about building a community in which residents of different backgrounds feel heard, respected, and included. As an educator, I have worked with students and families from a wide range of cultural, socioeconomic, and educational backgrounds. Teaching has required me to listen carefully, communicate across differences, consider multiple perspectives, and work toward 2 of 4 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 17  Packet Pg. 340 of 342  constructive solutions. I have also been involved in tutoring, Toastmasters leadership, and community music activities. I would bring an educator’s perspective, strong communication skills, curiosity, and a willingness to listen and learn from other members of the Palo Alto community. 2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. Archived video meetings are available from the Midpen Media Center. One issue that recently came before the Human Relations Commission that particularly interests me is mental health and suicide prevention. I am interested in this issue because mental health affects people of all ages and backgrounds, yet many individuals still face stigma, difficulty accessing services, or uncertainty about where to seek help. I believe prevention, early intervention, community education, and greater awareness of available resources can make a meaningful difference. As an educator, I am especially interested in the well-being of young people and in ensuring that students, families, and other community members know that support is available before a situation reaches a crisis point. 3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process? If appointed, I would like to help the Human Relations Commission strengthen inclusion and ensure that residents who may be vulnerable or underrepresented have opportunities to be heard. I would also like to increase community awareness of resources related to mental health and other human-service needs and support constructive dialogue among people with different backgrounds and perspectives. I would contribute by listening carefully to residents, studying issues objectively, asking thoughtful questions, and helping develop practical recommendations for the City Council. 4. Human Relations Commission Members work with the documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection. Human Services Needs Assessment (2024) Muni Code 9.72 – Mandatory Response Program Community Services Element of the Comprehensive Plan (2017) I have not previously worked directly with these specific documents. However, through my academic and professional experience as an educator, I am accustomed to reading complex material, identifying key information, considering evidence, and communicating ideas clearly. I would be interested in becoming familiar with the Human Services Needs Assessment, the Mandatory Response Program, and the Community Services Element of the Comprehensive Plan so that I could use them effectively in the Commission’s work. I am comfortable studying unfamiliar material, asking questions when necessary, and considering how policies and community needs relate to one another. If you'd like to provide any additional documents, please upload below. Please confirm that you have read the Boards and Commissions Handbook. View the Boards and Commissions Handbook. Yes Signature Name of signatory: Laal Rezayani 3 of 4 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 18  Packet Pg. 341 of 342  Link to signature Date Completed 09/15/2026 4 of 4 Item 2 Supplemental Attachment A - HRC Extended Recruitment Applications - Updated        Item 2: Staff Report Pg. 19  Packet Pg. 342 of 342