HomeMy WebLinkAbout2023-04-26 Rail Agenda PacketRAIL COMMITTEE
Regular Meeting
Wednesday, April 26, 2023
Community Meeting Room & Hybrid
2:30 PM
Pursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with the
option to attend by teleconference/video conference or in person. To maximize public safety
while still maintaining transparency and public access, members of the public can choose to
participate from home or attend in person. Information on how the public may observe and
participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if
attending in person. The meeting will be broadcast on Cable TV Channel 26, 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/86388142528)
Meeting ID: 863 8814 2528 Phone: 1(669)900‐6833
PUBLIC COMMENTS
Public comments will be accepted both in person and via Zoom for up to three minutes or an
amount of time determined by the Chair. All requests to speak will be taken until 5 minutes
after the staff’s presentation. Written public comments can be submitted in advance to
city.council@CityofPaloAlto.org and will be provided to the Council and available for inspection
on the City’s website. Please clearly indicate which agenda item you are referencing in your
subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only
by email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,
the Clerk will have them shared at public comment for the specified item. To uphold strong
cybersecurity management practices, USB’s or other physical electronic storage devices are not
accepted.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak to any item NOT on the agenda.
VERBAL UPDATE ON INTERAGENCY ACTIVITIES
A.Caltrain
B.VTA
C.City Staff
ACTION ITEMS
1.Review Services Agreement between City of Palo Alto and Peninsula Corridor Joints
Power Board (Caltrain) for the Connecting Palo Alto, Grade Separation Projects and
recommend to the City Council for approval
2.Finalize the Updated Grade Separation Evaluation Criteria and Recommend to the City
Council for Approval
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
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@cityofpaloalto.org.
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: 863‐8814‐2528 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@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
RAIL COMMITTEERegular MeetingWednesday, April 26, 2023Community Meeting Room & Hybrid2:30 PMPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/86388142528)Meeting ID: 863 8814 2528 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only
by email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,
the Clerk will have them shared at public comment for the specified item. To uphold strong
cybersecurity management practices, USB’s or other physical electronic storage devices are not
accepted.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak to any item NOT on the agenda.
VERBAL UPDATE ON INTERAGENCY ACTIVITIES
A.Caltrain
B.VTA
C.City Staff
ACTION ITEMS
1.Review Services Agreement between City of Palo Alto and Peninsula Corridor Joints
Power Board (Caltrain) for the Connecting Palo Alto, Grade Separation Projects and
recommend to the City Council for approval
2.Finalize the Updated Grade Separation Evaluation Criteria and Recommend to the City
Council for Approval
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
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@cityofpaloalto.org.
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: 863‐8814‐2528 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@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
RAIL COMMITTEERegular MeetingWednesday, April 26, 2023Community Meeting Room & Hybrid2:30 PMPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/86388142528)Meeting ID: 863 8814 2528 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.CALL TO ORDERPUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. VERBAL UPDATE ON INTERAGENCY ACTIVITIESA.CaltrainB.VTAC.City StaffACTION ITEMS1.Review Services Agreement between City of Palo Alto and Peninsula Corridor JointsPower Board (Caltrain) for the Connecting Palo Alto, Grade Separation Projects andrecommend to the City Council for approval2.Finalize the Updated Grade Separation Evaluation Criteria and Recommend to the CityCouncil for ApprovalFUTURE MEETINGS AND AGENDASMembers of the public may not speak to the item(s)
ADJOURNMENT
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@cityofpaloalto.org.
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: 863‐8814‐2528 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@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
Item No. 1.Page 1 of 3 1
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Rail Committee
Staff Report
From: Philip Kamhi, Chief Transportation Official
Meeting Date: April 26, 2023
TITLE
Review Service Agreement between City of Palo Alto and Peninsula Corridor Joint Powers Board
(Caltrain) for the Connecting Palo Alto Grade Separation Projects and recommend to the City
Council for approval
RECOMMENDATION
Staff recommends that the Rail Committee recommend to the City Council approval of the
services agreement between the City of City of Palo Alto and the Peninsula Corridor Joint Powers
Board (PCJPB/Caltrain) in the amount of $106,676.40 for the Connecting Palo Alto Grade
Separation Project for the conceptual design phase. The Service Agreement is for Caltrain to
provide early coordination, technical review, input and expertise to inform the capital project
development process for the selection of Preferred Alternative(s)
EXECUTIVE SUMMARY
The Connecting Palo Alto Rail Grade Separation Project involves working on the active railroad
crossings owned and operated by the Peninsula Corridor Joint Powers Board (Caltrain).
Therefore, the project requires coordination with Caltrain as the City undertakes the conceptual
design phase for the selection of preferred alternative(s). This agreement between the City of
Palo Alto and Caltrain will allow for Caltrain to provide technical comments in compliance with
Caltrain planning and design criteria as the City selects the preferred alternative(s), and to set up
a process for developing the cooperative agreement for future project development.
BACKGROUND
Rail Grade Separation at crossings in Palo Alto along the Caltrain corridor has been an ongoing
project. Over the past several years, City has been working on developing conceptual plans to
review various alternatives for rail grade separations at the three crossings of Churchill Avenue,
Meadow Drive, and Charleston Road.
With the support of consultants and community input, project alternatives were developed and
reviewed with the goal of selecting the preferred alternative for grade separation at these
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 1 Packet Pg. 4 of 42
Item No. 1.Page 2 of 3 1
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crossings. The Citizen Advisory Panel (CAP) was created in 2018 for advising staff and consultants
on developing alternatives, improving community outreach, and communications efforts, and
the Expanded Community Advisory Panel (XCAP) was created in 2019 for the evaluation of the
Connecting Palo Alto railroad grade separation alternatives at the three crossings of Churchill
Avenue, Meadow Drive, and Charleston Road.
In 2021 after receiving XCAP recommendations, the City Council selected the preferred
alternative and backup alternative for Churchill Avenue and narrowed alternatives in
consideration to the three alternatives at Meadow Drive and Charleston Road. In addition, the
council directed staff to perform additional studies to further assist the review of the alternatives
in consideration for selection of preferred alternative(s) and reinitiated the Rail Committee.
DISCUSSION
The rail grade separation project involves working on the active railroad crossings owned and
operated by Caltrain. Therefore, the project requires coordination with Caltrain as the City
undertakes the conceptual design phase for the selection of preferred alternative.
This coordination will support review of the conceptual plans for compliance with Caltrain
planning and design criteria and other documentation in the early phase of the project
development. Additional agreements and/or amendments will be necessary as the City
progresses towards completion of conceptual design phase and for future work phases of the
project. These future Agreements and/or amendments will include updated schedules and
budgets as appropriate. Therefore, future Agreements and/or amendments may include but may
not limited to the following tasks:
Coordination during Advanced Conceptual Design/Preliminary Design (Up to 15%
Design): Caltrain planning coordination, technical review and comments of advanced
design alternatives (LPAs) further developed by the City, if needed, prior to Preliminary
Engineering/Environmental Clearance phase.
Alternative Contract Delivery Analysis to recommend the optimal contract delivery
method based on the selected LPAs’ unique characteristics and complexities. Document
recommendations in an Alternative Project Delivery Decision Report.
Development of a Cooperative Agreement to address funding, roles and responsibilities,
budgets, and schedule for the subsequent phases.
Development of the Request For Proposals (RFP/s) for advancing the project to the
subsequent phases in accordance with the consensus alternative delivery method
recommendation. The scope of work for the RFPs will vary as necessary based on the
recommended contract delivery method selected for the project.
Based on the Caltrain review and comments, additional work may be required to perform
changes to the project plans, profiles, renderings, studies, other associated documents, and
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 2 Packet Pg. 5 of 42
Item No. 1.Page 3 of 3 1
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prepare submittals needed for finalizing the Local Preferred Alternative and completion of the
final conceptual phase package. The scope of work in the existing contract with AECOM
Consultants does not include the additional work that will be required with PCJPB/Caltrain staff
review. Therefore, depending upon the scope of work and rail committee direction additional
services of the consultant will be obtained either through amendment or through a process of
procurement of a new consultant.
In addition, amendment to the existing agreement with VTA for this work may be required, if the
rail committee recommends for these services to be included in the 2016 Measure B Grade
Separation funding.
RESOURCE IMPACT
Funding for this agreement is available in the FY 2023 Adopted Budget in the Railroad Grade
Separation and Safety Improvements Project (PL-17001). Funding for possible amendments to
the agreement and/or future agreements as discussed in the Discussion section will be requested
through budget amendments as needed or appropriated through the annual budget process.
ENVIRONMENTAL REVIEW
The recommendation in this report does not constitute a project in accordance with the
California Environmental Quality Act and is therefore not subject to environmental review.
STAKEHOLDER ENGAGEMENT
The Rail Committee meetings are open to the public and therefore provide the community with
opportunities to provide comments to the rail committee and the City.
ATTACHMENTS
Attachment A: Draft Service Agreement-Caltrain_Palo Alto (Rail Committee)
Report #: 2303-1199
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 3 Packet Pg. 6 of 42
SERVICES AGREEMENT
BETWEEN
PENINSULA CORRIDOR JOINT POWERS BOARD
AND THE CITY OF PALO ALTO
FOR THE
CONNECTING PALO ALTO PROJECT
THIS SERVICE AGREEMENT (“Agreement”) is made and entered into by and between the
Peninsula Corridor Joint Powers Board, hereinafter referred to as “PCJPB” or “Caltrain,” and the City
of Palo Alto, hereinafter referred to as “City,” as of the last date of signature set forth in the signature
blocks.
I. RECITALS
1. Project Description
The City of Palo Alto is the project sponsor for the proposed grade separation of the Caltrain right-of-
way (ROW) at Churchill Avenue, Meadow Drive, and Charleston Road, in Palo Alto. The Project
envisions separating these roads from the Caltrain rail alignment at these three current at-grade
crossings, respectively located at mileposts 30.88, 32.86, and 33.20. Additionally, the Project would
include a new bicycle and pedestrian undercrossing at either Kellogg Avenue or Seale Avenue. (See
Appendix A). The City of Palo Alto is entering into this Agreement with Caltrain.
2. Project Background
The City of Palo Alto initiated the plan to consider grade separation at all four of the existing at-grade
crossings in Palo Alto a decade ago. Since 2017, the City's focus has been on the three (3) grade crossings
of Churchill Avenue, Meadow Drive, and Charleston Road as part of the Railroad Grade Separation
and Safety Improvements Capital Improvement Project, also referred to as “Connecting Palo Alto”.
The crossing at Palo Alto Avenue was separate to be integrated with the Downtown Coordinated Area
plan.
On May 23, 2022, the City Council approved an amendment to the City’s contract with AECOM –
referred to in this Agreement as the “City’s Design Engineer” for the Railroad Grade Separation and
Safety Improvements Capital Improvement Project. The amendment directs AECOM to conduct
additional studies, outreach, and support to city staff to identify and develop the City’s locally
preferred alternatives for the three grade separations.
Item 1
Attachment A - Draft
Service Agreement
Item 1: Staff Report Pg. 4 Packet Pg. 7 of 42
Services Agreement
pg. 2
Currently, five (5) conceptual alternatives are under consideration, either as preferred or back-up
alternatives:
•Churchill Avenue:
-Churchill Avenue Partial Underpass. This alternative includes a pedestrian underpass at
Kellogg Avenue or Seale Avenue. It was selected by the Palo Alto City Council as the locally
preferred alternative in November 2021.
-Churchill Avenue Closure with Mitigation. This alternative includes two (2) options and
is the “back-up alternative” for Churchill Avenue.
•Meadow Drive and Charleston Road:
-Meadow Charleston Trench.
-Meadow Charleston Hybrid.
-Meadow Charleston Underpass.
Since Project initiation, the Palo Alto City Council has created two (2) advisory panels to inform the
alternatives analysis and decision-making processes. These advisory panels are the Citizen Advisory
Panel, created in 2018 for advising staff and consultants on developing alternatives and improving
community outreach and communications efforts, and the Expanded Community Advisory Panel,
created in 2019, for the evaluation of the Connecting Palo Alto railroad grade separation alternatives
at the three crossings. The City Council also has a Rail Committee.
3. Caltrain Processes Background
Upon invitation, Caltrain presents updates on capital project efforts adjacent to the City of Palo Alto-
led grade separation projects at the City’s Rail Committee. In September 2022, Caltrain staff briefed
this committee on the San Francisquito Creek Bridge’s due diligence effort. Topics included: inspection
methodology, bridge monitoring plan, estimated timing of bridge replacement, proposed coordination
strategy with the City, and project next steps.
In December 2022, Caltrain staff presented information to the Rail Committee pertaining to the Service
Agreement process. Presentation topics included: update from ongoing coordination between City and
Caltrain, technical guidance still needed by City, the purpose and need for service agreements, present
and future City/Caltrain service agreement scope, timing for project handoff to Caltrain, and project
next steps.
Since about 2018, Caltrain has received correspondence from the City of Palo Alto documenting the
City's desire to explore grade exceptions, requesting the elimination of the four-tracking requirements
in Palo Alto, and requesting the review of several design criteria including, but not limited to,
Item 1
Attachment A - Draft
Service Agreement
Item 1: Staff Report Pg. 5 Packet Pg. 8 of 42
Services Agreement
pg. 3
increasing the maximum allowable grade design and reducing vertical clearance standards. Caltrain
provided responses to the City’s inquiries on these topics in December 2018 and August 2022.
In its response to the City of Palo Alto, Caltrain described how it would address the technical questions
surrounding the City’s three grade separation projects. This third-party Service Agreement provides a
framework for Caltrain staff to review specific technical and design related questions as they pertain
to the grade separation alternatives under consideration, their specificities, and uniqueness. The
questions to be addressed include the curve of the track alignment at Palo Alto Ave, the vertical
clearance standard, and the thickness of the bridge deck.
Regarding four track refinement, Caltrain is currently engaging in further work to refine the four-track
segments through the Corridor Crossings Strategy in order to support the Board adopted service
vision. This analysis will involve consideration of four-tracking along the entire Caltrain Corridor; this
geographic scope is required to complete the analysis. The analysis will also include consultation with
UPRR. Caltrain expects to complete this work by the end of 2023, but should note that it will require
JPB action to finalize.
Should the City’s timeline for advancing these projects not accommodate the timing needed to
determine the limits of a future four-track segment in northern Santa Clara County, Caltrain would
require the City of Palo Alto to pursue a design that does not preclude a four-track segment. In this
instance, Caltrain staff would assist City staff in determining the most appropriate path forward to
revise the current alternatives under consideration.
4.1 Third Party Service Agreement During Early Conceptual Design (and Selection of Locally
Preferred Alternative (LPA)
As the third-party project sponsor, the City is required to coordinate with Caltrain staff as the City
undertakes the conceptual design phase of the capital project development process and prepares for
the City Council’s selection of LPAs.
This coordination is needed to verify compliance with Caltrain planning and design criteria and other
documentation as mentioned above and included below in Section II. This Agreement outlines
necessary Caltrain participation and technical review, as well as an associated budget and schedule for
Caltrain staff time that is reflective of the level of support required during this early phase of the project.
The level of Caltrain involvement is based on Caltrain’s assessment of the project’s scale, complexity,
and the specific requests expressed thus far by the City of Palo Alto in previous correspondence to
Caltrain.
The purpose of this initial Agreement is for Caltrain to provide early coordination and technical input
and expertise to inform the process, while the City manages the development of alternatives, considers
tradeoffs, and ultimately selects the LPAs to advance for community input and consideration of
potential environmental consequences. Typically, the conceptual design phase culminates in the
production of 15% design documents that reflect the community’s LPAs and compliance with
Item 1
Attachment A - Draft
Service Agreement
Item 1: Staff Report Pg. 6 Packet Pg. 9 of 42
Services Agreement
pg. 4
Caltrain’s standards and requirements. For more information on Design Standards, see Section 4.2.
However, Caltrain understands the City may reach final decisions on the LPAs before or without
producing the full list of 15% design documents. Under this scenario, Caltrain will work with City staff
to determine the necessary deliverables needed to advance the projects to the next design phase.
This first Agreement of several provides the initial framework for Caltrain staff to assist the City as it
advances development of the conceptual designs for the alternatives described above in Section I.2
(Project Background). It is assumed by the parties that multiple Agreements and/or amendments will
be needed as the City progresses towards completion of the conceptual design phase. These future
Agreements and/or amendments will include updated schedules and budgets as appropriate.
On a broad level, it is anticipated that agreements for future work phases will include tasks such as
those identified below. It is assumed by the parties that the City of Palo Alto and Caltrain will
collaboratively develop future scopes of work to reach consensus on the work needed to advance the
project to the next phase.
It is understood that the conceptual plans being developed by the City for the selection of its LPAs will
require additional design work for the Preliminary Engineering and Environmental phase of the project
and that there will be significant community involvement during all phases of the project. Future
Agreements and/or amendments may include but may not limited to the following tasks:
•Coordination during Advanced Conceptual Design (Up to 15% Design): Caltrain planning
coordination, technical review and comments of advanced design alternatives (LPAs) further
developed by the City prior to Preliminary Engineering/Environmental Clearance phase.
•Alternative Contract Delivery Analysis to recommend the optimal contract delivery method
based on the selected LPAs’ unique characteristics and complexities. Document
recommendations in an Alternative Project Delivery Decision Report.
•Development of a Cooperative Agreement to address funding, roles and responsibilities,
budgets, and schedule for the subsequent phases.
•Development of the Request For Proposals (RFP/s) for advancing the project to the subsequent
phases in accordance with the consensus alternative delivery method recommendation. The
scope of work for the RFPs will vary as necessary based on the recommended contract delivery
method selected for the project.
The scope of work specified in the agreement may be modified by mutual written agreement of the
project managers so long as the work is completed within the timeline and budget of the agreement.
4.2 Caltrain Design Standards
Determination of compliance with Caltrain’s standards is typically achieved through review of
Preliminary (15%) Design Submittal Checklist items (See Appendix C) and namely, the Preliminary
Item 1
Attachment A - Draft
Service Agreement
Item 1: Staff Report Pg. 7 Packet Pg. 10 of 42
Services Agreement
pg. 5
15% Design Criteria and Basis of Design. Caltrain’s Engineering Standards include design criteria,
specifications, drawings, design and maintenance of structures, excavation support systems and
CADD standards.
Given the City-led conceptual design phase is not scoped to produce all Preliminary (15%) Design
deliverables listed in the Checklist, Caltrain will assist City staff and their conceptual design
consultants with interpreting Caltrain standards and incorporating them into the alternatives currently
under considerations.
It is understood by all parties that Caltrain’s Engineering Standards (Design Criteria, Standard
Drawings and Standard Specifications) are currently being updated to accommodate for an electrified
rail environment. Caltrain will work with the City to identify and communicate those standards which
are currently being updated and their planned completion, as well as how best to incorporate these
updated standards into project documents.
Item 1
Attachment A - Draft
Service Agreement
Item 1: Staff Report Pg. 8 Packet Pg. 11 of 42
Services Agreement
pg. 6
II. TERMS OF AGREEMENT
1. Scope of Work
To support the review and coordination of the City’s initial conceptual design phase and selection of
LPAs, the tasks described in this Scope of Work will be completed by Caltrain under this Agreement.
It is assumed that regular coordination and document review meetings will be held between
participating parties on an as-needed basis among staff for the City and Caltrain.
Caltrain will provide a Project Manager who is knowledgeable about the project and Caltrain
processes, and who will lead the coordination efforts among Caltrain and City staff. The City will
provide a Project Manager who is knowledgeable about the project and the City’s processes, and who
will be the main point of contact for Caltrain.
1.1. Coordination during early Conceptual Design and Selection of LPAs:
This Agreement assumes the City will ultimately provide Caltrain with many of the deliverables
listed in the Preliminary (15%) Design Submittal Checklist by the end of the early conceptual
design phase. Items listed in Appendix C, are provided for the City’s information and planning
purposes, as these design-related items are typically needed and, in some cases, required for
Caltrain to determine the feasibility and constructability of a proposed project. As the City
progresses through the conceptual design phase, Caltrain will work with the City to determine
which of these items are needed to determine the presence of any fatal flaws in the proposed
concept designs. Caltrain will also work with the City to determine which of these items can be
provided in a subsequent work phases.
The following services will be delivered by Caltrain staff as part of the Coordination during
early Conceptual Design, and Selection of LPAs task:
o Caltrain planning and technical review of design alternatives developed to date by the
City.
o This initial Agreement assumes up to 3 rounds of Caltrain review and comment of up
five (5) conceptual design alternatives. This Agreement also assumes that the first round
of review will be performed on the current five (5) design alternatives still under
consideration and the second and third rounds of review will be performed after the
City’s revision/s of the alternatives based on Caltrain comments.
This technical work typically includes the following activities:
▪Identify potential impacts to PCJPB facilities and their access as well as impacts to
operations and maintenance for each alternative.
▪Identify potential access impacts to PCJPB facilities as they relate to people
walking, biking, and using buses or shuttles to access Caltrain for each alternative.
This includes wider streets, less direct routes, or degradation of existing facilities.
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▪Identify specific facilities that may be affected by the various alternatives (Third-
party fiber optic cable, PCJPB fiber backbone, Positive Train Control,
Communications, Overhead Catenary Systems, Track, Right-of-Way access, etc.).
▪Provide any clearances that will need to be considered as part of design –
separation from track (vertical and horizontal), separation from catenary,
clearance to utilities, etc.
▪Consider potential environmental impacts, as well as necessary environmental
clearances and resource agency permits for PCJPB to obtain at later design stages.
▪Include any considerations the City should be aware of to reduce risk/cost.
▪Review of engineer’s cost estimates for the alternatives being considered.
o Caltrain review of community engagement and outreach plans and materials and
attendance at community meetings as appropriate.
o Ongoing project coordination between the City and Caltrain staff (planning, engineering,
operations, maintenance, outreach, environmental). This coordination includes Caltrain
staff assisting the third-party project sponsor with ongoing questions related to planning,
engineering, delivery, operations, maintenance, and outreach.
o Up to ten (10) meetings/workshops with City and Caltrain staff.
o Provide technical review, input, and expertise, including participation in the City’s
working meetings with their Design Engineer and public outreach meetings.
2. Project Delivery Process & Schedules
2.1 Capital Projects Delivery
Caltrain has an internal capital projects delivery process that defines distinct phases and periodic
check-ins after each project phase. This methodology is used as quality control oversight by Caltrain
leadership to ensure that projects proceed in alignment with scope, budget, and schedule as approved
in the capital budget. The span of this Agreement is included as part of Phase Gate 2.
2.2 Estimated Milestones
This information is offered for reference. As project-specific schedules are developed, these check-in
points will be identified as milestones in accordance with this process. For this project, the initial
estimated milestone dates are:
Gate 1 - Project Initiation (per Caltrain
internal process)October 2022
Gate 2 - 15% Development Complete TBD
Gate 3 - 35% Development Complete TBD
Gate 4 - 65% Development Complete TBD
Gate 5 - 100% Development Complete TBD
Gate 6 - Substantial Completion TBD
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Gate 7 - Start-Up / Turnover Complete TBD
Gate 8 - Project Closeout Complete TBD
As it relates to the Agreement’s Scope of Work, the estimated timelines and milestones are included
below. These timelines assume concurrence from Palo Alto City Council for the selection of the LPAs.
These timelines may be adjusted as circumstances require upon the written agreement of the parties,
which shall not be unreasonably withheld.
2023 2024
Caltrain
FY23 FY24 FY25Service Agreement Estimated
Timeline
A M J J A S O N D J F M A M J J A S O N D
1. Coordination during early Conceptual Design, and Selection of LPAs
Ongoing project coordination between
the City and Caltrain staff (planning,
engineering, operations, maintenance,
outreach, environmental)
Up to three (3) rounds of Caltrain
review of the City's five conceptual
design alternatives
Caltrain review of community
engagement and outreach plans and
materials
Caltrain review of available project
deliverables from the Preliminary (15%)
Design Submittal Checklist by the end
of the early conceptual design phase
3. Work Product Review Periods
The estimated timeline above includes City and Caltrain review periods.
It is understood that Caltrain will require time to perform review of five (5) municipal alternatives.
The durations of these reviews will be based upon the size and complexity of the project and its
deliverables, and Caltrain will endeavor to meet the established timeframes.
It is understood that the City of Palo Alto will require up to three (3) weeks to review documents
produced by Caltrain and Caltrain will require up to three (3) weeks to review documents produced
by the City and/or its consultants, unless different review schedules are agreed upon by all parties in
advance.
4. Budget, Reporting, and Payment
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As consideration for the services provided by Caltrain under this Agreement, the City will pay the
costs for Caltrain’s services, as estimated herein. Costs associated with activities described within this
Agreement have been estimated based on Caltrain’s current understanding of the project to date and
information provided by the City. This estimate also assumes that Caltrain staff will work with City
staff to develop subsequent scopes of work for subsequent agreements and amendments.
This estimate is not intended to represent final project costs or bid cost. Every effort will be made by
all parties to keep the overall project’s cost as low as possible while delivering the intended scope and
objectives within schedule.
4.1 Progress Reports
Caltrain will provide the City with quarterly progress reports on expenditures, and the City will
provide Caltrain with quarterly progress reports on work activities completed and project status.
4.2 Estimated Budget
The overall estimated budget for the tasks outlined in this Agreement is estimated at: $106,676.4 which
includes $17,779.4 in contingency funds (20% of the budget estimate total). See Appendix B for budget
details.
4.3 Caltrain Fully Burdened Unit Cost Rates and Contingency Funds
Caltrain’s billing rates are designed to ensure reimbursement of actual costs to Caltrain for services
provided on third-party projects.
Caltrain’s billing rates include actual salaries and fringe benefit costs, which are billed as direct labor
costs. Additionally, Caltrain rates also include indirect labor costs in the form of Internal Cost
Allocation Plan (ICAP) rates, which reflect actual overhead costs that are not efficient to charge directly
to the project, such as financial services.
Both fringe benefit costs and estimated ICAP rate are updated on a fiscal year (FY) basis. More details
on the current rates applied to San Mateo County Transit District (“District”) labor including Caltrain,
Consultants and Non-labor, in Appendix E.
Contingency provides funds for additional hours. Contingency funds will not be utilized without prior
written (via email) authorization from the City. However, the City’s authorization for the release of
contingency funds will not be unreasonably withheld.
It is understood that Caltrain may submit a written request to the City for annual labor rate update, no
later than 30 days before the start of the succeeding fiscal year, to be effective the first day of the
subsequent fiscal year, or the date of Caltrain’s request, whichever date is later. Caltrain may also
submit a written request to the City for labor rate changes upon staff changes. Increases in future
negotiated fully burden billing rates, if requested, shall be limited to an annually negotiated, not-to-
exceed percentage, according to the Construction Cost Index from the Engineering News Record for
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the San Francisco Bay Area. Caltrain’s requests for new rates shall be subject to approval by the City,
which approval shall not be unreasonably withheld.
4.4 Payment and Invoices
The PCJPB will invoice the City for work performed under this Agreement quarterly in arrears.
Payment by the City is due 30 days following the date of each invoice.
5. Term of Agreement
a. It is understood by all parties that this Agreement will terminate on December 31, 2024, unless
Caltrain (e.g., Capital Development or Planning PM) and the City (e.g., Public Works Director)
mutually agree to extend the duration of this Agreement or the Agreement is earlier terminated
pursuant to paragraph (b).
b. Either party may terminate this Agreement by providing 30 days prior written notice, provided that
City shall reimburse Caltrain for all costs incurred by Caltrain through the termination of the
Agreement.
6. Governing Law
This Agreement shall be interpreted, construed, and enforced in accordance with the laws of California.
7. Amendments
This Agreement may be amended at any time and from time to time, provided such amendments are
in writing and executed by the Parties.
8. Entire Agreement
This Agreement constitutes the entire agreement of the Parties with respect to its subject matter and
supersedes any prior oral or written understanding on the same subject.
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IN WITNESS WHEREOF, PCJPB and the City execute this Agreement as follows with the intent to be
legally bound:
PENINSULA CORRIDOR CITY OF PALO ALTO
JOINT POWERS BOARD
By: By:
__________________________________ ___________________________________
Michelle Bouchard Ed Shikada
Executive Director City Manager
__________________________________ ___________________________________
Date Date
Approved by:
___________________________________
Philip Kamhi
Chief Transportation Official
___________________________________
Date
Approved as to Form: Approved as to Form:
__________________________________ ___________________________________
James C. Harrison Tim Shimizu
General Counsel Assistant City Attorney
__________________________________ ___________________________________
Date Date
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Appendix A – CONNECTING PALO ALTO PROJECT DRAWINGS
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Appendix A.1 – CHURCHILL AVENUE PARTIAL UNDERPASS DRAWINGS
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Appendix A.2 – CHURCHILL AVENUE CLOSURE WITH MITIGATIONS (OPTION 1)
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Appendix A.3 – CHURCHILL AVENUE CLOSURE WITH MITIGATIONS (OPTION 2)
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Appendix A.4 – MEADOW-CHARLESTON TRENCH
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Appendix A.5 – MEADOW-CHARLESTON HYBRID
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Appendix A.6 – MEADOW-CHARLESTON UNDERPASS (1 of 2)
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Appendix A.6 – MEADOW-CHARLESTON UNDERPASS (2 of 2)
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Appendix B – CONNECTING PALO ALTO SERVICE AGREEMENT BUDGET
*These FB Unit Cost Rates are offered as placeholders. They may or may not be updated prior to this Agreement getting executed
Caltrain Fully
Burdened Unit Cost
Rates
(FY23)
Position Staff Name Hours Fee Hours Fee
211.00$ Deputy Chief, Rail Development Robert Barnard 6 $ 1,266 6 $ 1,266
297.00$ Director, Capital Program Delivery Andy Robbins 6 $ 1,782 6 $ 1,782
139.00$ Senior Projec t Manager Arul Edwin 8 $ 1,112 8 $ 1,112
198.00$ Engineering Director Zouheir Farah 30 $ 5,940 30 $ 5,940
174.00$ Engineering Infrastructure Manager Bin Zhang 102 $ 17,748 102 $ 17,748
127.00$ Senior Civil Engineer Joel Pancoast 102 $ 12,954 102 $ 12,954
*233.00$ Senior Track Engineer TBD 100 $ 23,300 100 $ 23,300
203.00$ Deputy Chief, Planning Dahlia Chazan 8 $ 1,624 8 $ 1,624
135.00$ Deputy Direc tor, Capital Planning Nicole Soultanov 20 $ 2,700 20 $ 2,700
188.00$ Capital Planning Support Lindsey Kiner 35 $ 6,580 35 $ 6,580
122.00$ Princ ipal Planner, Ac cess Planning Dan Provence 8 $ 976 8 $ 976
159.00$ Dep Director, Prg Management & Env Comp Hilda Lafebre 16 $ 2,544 16 $ 2,544
*129.00$ Program Manager, Projec t Controls TBD 10 $ 1,290 10 $ 1,290
*413.00$ Legal Counsel TBD 12 $ 4,956 12 $ 4,956
95.00$ Government Affairs Officer Navdeep Dhaliwal 35 $ 3,325 35 $ 3,325
100.00$ Government Affairs Acting Manager Lori Low 8 $ 800 8 $ 800
506 $ 88,897.00 506 $ 88,897.00
20%101 17,779.40$
106,676.40$ Total including 20% contingency
Contingency
Totals
Projec t Delivery
Task 1
Coordination during early
c onceptual design, and
selection of LPAs
Subtotal (1074)
Infrastructure Engineering
Planning
Projec ts Controls
G&CA
Environmental Planning
Legal Counsel
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Appendix C - Preliminary (15%) Design Submittal Checklist for Reference
This list is offered for reference and describes the tasks that Caltrain would typically expect the City
to perform and report on to Caltrain during the conceptual planning process.
Design Development Drawings by the City’s Design Engineer:
a) Title Sheet, Legend & Index of Drawings
b) Key Map showing Project location
c) Project Typical Sections
d) Critical concept sections
e) Selected Concept Plan & Profile Sheets
f) Existing and Proposed Right-of-Way Information
g) Existing Utilities and conceptual relocation
h) Existing Drainage structures and Water shed information
i) Selected concept 3D Rendering
Deliverables and Submittals by the City’s Design Engineer:
a) Design Basis Memorandum.
b) Reports, Exhibits, & Other Documents
i. Preliminary 15% Design Criteria
ii. Preliminary Selected Concept drawings
iii. Preliminary 15% ROW acquisitions, swaps, easements, etc.
iv. Preliminary 15% Utility Matrix
v. Preliminary 15% Geotechnical Report
vi. Preliminary 15% Traffic Report including VMT analysis
vii. Preliminary 15% Access Improvement Report
viii. Preliminary 15% Environmental Assessment
ix. Preliminary 15% existing drainage and project area water shed delineation
x. Preliminary 15% Engineering Estimate with range of probable costs and contingency
levels in current and year of expenditure values (escalated to mid-point of construction)
xi. Preliminary 15% Design and Construction Schedule Review
xii. Comments Resolution Matrix by Caltrain (PL, ENG, and Project Delivery) and the
City’s Design Engineer
xiii. Alternative Project Delivery Decision Report
Coordination Tasks:
a. Kickoff Meeting with Caltrain (Planning “PL”, Engineering “ENG”, Outreach, and Project
Delivery) and the City’s Design Engineer
b. Presentation on project design definition and objectives
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c. Site visit with Caltrain (PL, ENG, Outreach, and Project Delivery) and the City’s Design
Engineer
d. Meeting with Caltrain Operations, Safety, and other stakeholders
e. Review of Caltrain design criteria with PL, Outreach, and ENG
f. Review of ROW and utilities with Caltrain (PL and ENG), and the City’s Design Engineer
g. Topographic survey by the City’s Design Engineer
h. Traffic data collection, including Vehicle Miles Traveled (VMT) analysis, by the City’s Design
Engineer
i. A walking audit that identifies existing access concerns and opportunities for improvement
with Caltrain (PL, ENG, Outreach & Project Delivery) and the City’s Design Engineer
j. Geotechnical investigation with USGS existing data by the City’s Design Engineer
k. Various concept alternatives development by Caltrain (PL, ENG, and Project Delivery) and the
City’s Design Engineer
l. Concept evaluation and selection recommendation by Caltrain (PL, ENG, Outreach, and
Project Delivery) and the City’s Design Engineer
m. Final Selected Concept Value Engineering workshop with Caltrain (PL, ENG, Outreach, and
Project Delivery) and the City’s Design Engineer
n. Concept Design development VE implementation by Caltrain (PL, ENG, Outreach, and Project
Delivery) and the City’s Design Engineer
o. 15% Design Review meeting and comments resolution with Caltrain (PL, ENG, Outreach, and
Project Delivery) and the City’s Design Engineer
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Appendix D – Caltrain Phase/Gate Process
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Appendix E - Caltrain Fully Burdened Unit Cost Rates, 2023
Effective July 1, 2022 these rates should be applied to District labor, Consultants and Non-Labor for purposes
of external agreements with the District. Rates will be updated annually, and the District reserves the right to
update rates a maximum of one time during the year, if warranted. The District will communicate all such
changes in writing.
The San Mateo County Transit District (District) provides motorbus, paratransit and shuttle service in San
Mateo County. The District also administers and manages the day-to-day operations of the Peninsula Corridor
Joint Powers Board (PCJPB)/Caltrain; San Mateo County Transportation Authority (TA); and San Mateo County
Express Lane Joint Powers Authority (JPA). The District uses cost allocation and rate setting methodologies to
assign and recover costs incurred by providing services shared by all agencies.
Fully Burdened Rate for Onsite Consultants and Non-Labor Items: Unit Cost + ICAP
Agency Indirect Costs (AIA): Onsite consultants and non-labor items are “grossed up” to add in Agency
Indirect Costs (AIA) and Capital Overhead. Taken together, these components are referred to as the Internal
Cost Allocation Plan Rate, which is supported by an audited Internal Cost Allocation Plan (ICAP) using statistics
appropriate to the costs allocated. AIA costs benefit all agencies and include staff in support departments
such as Human Resources, Information Technology and Telecommunications, Treasury, Accounting and
Budgets, Security, Facilities Maintenance and Contracts & Procurement. All staff time devoted to shared
service activities are recorded to the AIA project category within the accounting system. Annually, AIA costs
are allocated to the appropriate benefiting agencies through the ICAP.
Capital Overhead: Capital costs associated with pooled support costs that cannot be directly attributed to a
specific capital project, including labor and non-labor costs specific to each agency’s capital projects, are
recorded to the Capital Overhead project within the accounting system. A rate is used to charge for the three
categories of costs. The rates are calculated and updated on an annual basis.
Fully Burdened Rate for Employees: Unit Cost + ICAP + Fringe Benefits
The fully burdened rate for employee includes the ICAP rate shown above, and also includes Employee Fringe
Benefits. Fringe benefits cover costs associated with payroll taxes, pension plan contributions, group
insurance premiums (medical, dental, vision coverages), life insurance, long-term disability, unemployment
insurance, and paid time off (PTO). These costs are initially paid by the District and charged to benefitting
agencies through the application of a fringe benefit rate.
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Rail Committee
Staff Report
From: Philip Kamhi, Chief Transportation Official
Meeting Date: April 26, 2023
TITLE
Finalize the Updated Grade Separation Evaluation Criteria and Recommend to the City Council
for Approval
EXECUTIVE SUMMARY
On March 29, 2023, the Rail Committee discussed the evaluation criteria adopted by the City
Council and directed the staff to incorporate elements from discussion to update the Evaluation
criteria. This report brings forth the updated evaluation criteria for Rail Committee consideration
and discussion for recommending to the City Council for its approval.
BACKGROUND
In September 2017, the City Council adopted the evaluation criteria as guidelines for selecting a
preferred solution (a preferred alternative for each crossing) that included elements related
to East-West connectivity, Traffic congestion, Pedestrian / Bicycle circulation, Rail Operations,
Costs, Environmental Impacts, Visual Impacts, Local Access, Right Of Way Cost, and Construction.
The Matrix with a Summary of Evaluation based on Council Adopted Criteria was later developed
and refined through Extended Community Advisory Panel (XCAP) for review of the alternatives
in consideration at Churchill Avenue, Meadow Drive, and Charleston Road crossings. This matrix
assisted XCAP in making recommendations of preferred alternatives to the City Council. At the
March 29, 2023 Rail Committee meeting the evaluation criteria was further discussed to assess
the needs for any additional elements. The committee directed the staff to incorporate elements
from the discussion in updating the Council Adopted Evaluation Criteria.
DISCUSSION
This item brings forth the “Council Adopted Criteria” used in the evaluation of Alternatives for
the discussion of the rail committee for its review and update. The existing Council adopted
criteria include ten (10) elements. These elements are reflected in the matrix on the scale
indicating their level of impact of the particular element. The items are listed as follows:
A.East-West connectivity – Facilitate movement across the corridor for all modes of
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transportation
B.Traffic congestion – Reduce delay and congestion for automobile traffic at rail crossings
C.Pedestrian / bicycle circulation – Provide clear and safe routes for pedestrians and
bicyclists seeking to cross the rail corridor, separate from automobile traffic
D.Rail operations – Support continued rail operations and Caltrain service improvements
E.Cost – Finance the project with feasible funding sources.
F.Cost – Minimize right-of-way acquisition.
G.Environmental impacts –Reduce rail noise and vibration along the corridor.
H.Local access – maintain or improve access to neighborhoods, parks, schools and other
destinations along the corridor while reducing regional traffic on neighborhood streets.
I.Visual impacts – Minimize visual changes along the rail corridor.
J.Construction – Minimize disruption and the duration of construction
Based on the discussion from March 29, 2023, following items were discussed for consideration
to be incorporated into the Evaluation Criteria
1.Under Item A, East-West Connectivity – For East west connectivity criteria include
“connectedness” element for consideration to Facilitate movement across the corridor
for all modes of transportation
2.Under Item B. Traffic Congestion—Change “Reduce delay and congestion” to “maintain
corridor travel times”
3.Under Item B. Traffic Congestion—Add “reduce risk of traffic inducement” to “Reduce
Delay and Congestion for automobile traffic at rail crossings”
4.Under Item C. Pedestrian/Bicycle Circulation – Currently, this criterion states as
“Provide clear and safe routes for pedestrians and bicyclists seeking to cross the rail
corridor, separate from automobile traffic”, add “through and after grade separation
construction.”
In addition, it was suggested to add AND “On the City of Palo Alto designated School
Commute Corridors, grade separate east/west bicycle/pedestrian school routes from
north/south Alma automobile traffic as well as the rails where feasible. However, Staff
believes that grade separation criteria be limited to the project area only.
5.Under Item E. Costs – Finance with feasible funding sources (order of magnitude costs)
to include “Utility Relocation” for consideration under the umbrella of Cost Item.
6.Under Item E. Costs – Finance with feasible funding sources (order of magnitude costs)
to include “Long Term Maintenance Cost” for consideration under the umbrella of Cost
criterion.
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7.Under Item F. Costs – Change the heading of Costs for criteria considering minimizing
right-of-way acquisition to “Private Property Impacts”
8.Under Item G, Environmental – For Environmental impacts criteria, include
“Sustainability and reduce Sea Level Rise Impacts review” to other elements such as to
reduce rail noise and vibration along the corridor.
The proposed Evaluation criteria incorporating these comments (underlined text) are as
follows:
A.East-West connectivity – Facilitate movement and connectedness across the corridor
for all modes of transportation
B.Traffic congestion – Maintain corridor travel times and reduce risk of traffic
inducement
C.Pedestrian / bicycle circulation – Provide clear and safe routes for pedestrians and
bicyclists seeking to cross the rail corridor, separate from automobile traffic during and
after grade separation construction
D. Rail operations – Support continued rail operations and Caltrain service improvements
E. Cost – Consider Project Cost including Utility Relocation, Long Term Maintenance, and
Financing of the project with feasible funding sources.
F. Cost Private Property Impacts – Minimize right-of-way acquisition.
G.Environmental impacts – Review Sustainability, Sea Level Rise, and Reduce rail noise and
vibration along the corridor.
H.Local access – Maintain or improve access to neighborhoods, parks, schools and other
destinations along the corridor while reducing regional traffic on neighborhood
streets.
I. Visual impacts – Minimize visual changes along the rail corridor.
J. Construction – Minimize disruption and the duration of construction
RESOURCE IMPACT
The new elements added to the criteria will require consultant support in performing an
additional review of the proposed project conditions, perform additional studies, and to provide
updates to the project materials. This additional consultant support will therefore require an
amendment to the existing Consultant Contract or procurement of a new consultant.
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ENVIRONMENTAL REVIEW
The proposed action is part of a planning study for a possible future action, which has not been
approved, adopted, or funded and is therefore exempt from the California Environmental Quality
Act (CEQA) in accordance with CEQA Guidelines Section 15262. The future decision to approve
the construction of any one of the identified potential alternatives would be subject to CEQA and
require the preparation of an environmental analysis. Environmental review and design for the
grade separation project will be performed in the subsequent steps of the project development.
STAKEHOLDER ENGAGEMENT
The Rail Committee meetings are open to the public and therefore provide the community with
opportunities to provide comments to the rail committee and the City.
ATTACHMENTS
Attachment A: Matrix – Summary of Evaluation Criteria
Report #: 2304-1269
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Negative Impact Positive Impact
Updated April 2023
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8
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3
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2
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4
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2
6
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2
0
2
1
Negative Impact Positive Impact
Updated April 2023
Item 2
Attachment A - Matrix Evaluation
Criteria April 2023
Item 2: Staff Report Pg. 6 Packet Pg. 40 of 42
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4
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2
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8
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2
3
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2
0
2
1
Updated April 2023
Item 2
Attachment A - Matrix Evaluation
Criteria April 2023
Item 2: Staff Report Pg. 7 Packet Pg. 41 of 42
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1
1
/
2
9
/
2
0
2
1
Preferred Alternative
11/29/2021
Backup Alternative
11/29/2021
Negative Impact Positive Impact
Updated April 2023
Item 2
Attachment A - Matrix Evaluation
Criteria April 2023
Item 2: Staff Report Pg. 8 Packet Pg. 42 of 42