HomeMy WebLinkAboutGrassroots Ecology 07.01.2025AMENDMENT NO. 1 TO THE CONSULTANT SERVICES AGREEMENT BETWEEN
THE TOWN OF LOS ALTOS HILLS AND GRASSROOTS ECOLOGY
THIS AMENDMENT NO. 1 TO THE SERVICES AGREEMENT is made at Los Altos Hills,
California, as of July 1, 2025, by and between THE TOWN OF LOS ALTOS HILLS ("Town"), a
municipal corporation, and Grassroots Ecology ("Consultant"), (sometimes referred together as the
"Parties") who agree as follows:
RECITALS
A. On July 1, 2022, Town and Consultant entered that certain Services Agreement
("Agreement") whereby Consultant agreed to provide stewardship and education services to the
Town. A true and correct copy of the Agreement and its exhibits are attached as Attachment A.
B. Town and Consultant now desire to amend the Agreement.
NOW, THEREFORE, for and in consideration of the promises and other good and valuable
considerations, the receipt and sufficiency of which are hereby acknowledged, Town and Consultant
hereby agree as follows:
1. All terms which are defined in the Agreement shall have the same meaning when used in this
Amendment, unless specifically provided herein to the contrary.
2. Section 1. SERVICES of the Agreement shall now include the Scope of Work attached as
Exhibit A and Exhibit E at the time and place and in the manner specified.
3. Section 1.1 Term of Services of the Agreement is hereby modified as follows:
The term of the Agreement shall begin on the Effective Date and shall end on June
30, 2027, the date of completion specified in Exhibit A and Exhibit E, and Consultant
shall complete the work described in Exhibit A and Exhibit E on or before that date,
unless the term of the Agreement is otherwise terminated or extended, as provided
for in Section 8. The time provided to Consultant to complete the services required
by this Agreement shall not affect the Town's right to terminate the Agreement, as
referenced in Section 8.
4. Section 2. COMPENSATION shall now also include the compensation for the Scope of Work
described in Exhibit E not to exceed $205,659, for a total Agreement amount of $495,234.
All other terms, conditions and provisions in the Agreement remain in full force and effect. If there
is a conflict between the terms of this Amendment and the Agreement, the terms of the Agreement
will control unless specifically modified by this Amendment.
[SIGNATURES ON THE FOLLOWING PAGE]
Dated: J l..li'1-e.
TO F L ALT S HILLS GRASSROOTS ECOLOGY
By: By:
Peter Pirnejad, City Manager Alexandra Von Feldt, Executive Director
CONSULTING SERVICES AGREEMENT BETWEEN
THE TOWN OF LOS ALTOS HILLS AND GRASSROOTS ECOLOGY
THIS AGREEMENT for consulting services is made by and between the Town of Los Altos Hills
("Town") and Grassroots Ecology ("Consultant") (together sometimes referred to as the "Parties") as of July
1, 2022 (the "Effective Date"),
Section 1, S RVICES, Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide to Town the services described In the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein, In the event of a conflict in or inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shall prevail,
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on June 30, 2025, the date of completion specified in Exhibit A, and Consultant shall
complete the work described in Exhibit A on or before that date, unless the term of the
Agreement is otherwise terminated or extended, as provided for in Section 8, The time
provided to Consultant to complete the services required by this Agreement shall not affect
the Town's right to terminate the Agreement, as referenced in Section 8,
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged,
1.3 Assignment of Person el. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that Town, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from Town of such desire of Town,
reassign such person or persons,
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Section 1.1 above and to satisfy Consultant's obligations hereunder.
1.5 Public Works Requirements. Because the services described in Exhibit A include "work
performed during the design and preconstruction phases of construction including, but not
limited to, inspection and land surveying work," the services constitute a public works
within the definition of Section 1720(x)(1) of the California Labor Code. As a result,
Consultant is required to comply with the provisions of the Labor Code applicable to public
works, to the extent set forth in Exhibit C.
Section 2, COMPENSATION. Town hereby agrees to pay Consultant a sum not to exceed $289,575,
notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be
performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this
Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the
Agreement shall prevail, Town shall pay Consultant for services rendered pursuant to this Agreement at
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the time and in the manner set forth herein. The payments specified below shall be the only payments from
Town to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices
to Town in the manner specified herein. Except as specifically authorized by Town in writing, Consultant
shall not bill Town for duplicate services performed by more than one person.
Consultant and Town acknowledge and agree that compensation paid by Town to Consultant under this
Agreement is based upon Consultant's estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. Town
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for services performed and reimbursable costs
incurred prior to the invoice date. Invoices shall contain the following information;
Serial identifications of progress bills; i.e,, Progress Bill No.1 for the first invoice,
etc.;
a The beginning and ending dates of the billing period;
® A Task Summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available under the Agreement, and
the percentage of completion;
At Town's option, for each work Item in each task, a copy of the applicable time
entries or time sheets shall be submitted showing the name of the person doing
the work, the hours spent by each person, a brief description of the work, and
each reimbursable expense;
The total number of hours of work performed under the Agreement by Consultant
and each employee, agent, and subcontractor of Consultant performing services
hereunder;
The Consultant's signature;
Consultant shall give separate notice to the Town when the total number of hours
worked by Consultant and any individual employee, agent, or subcontractor of
Consultant reaches or exceeds 800 hours within a 12 -month period under this
Agreement and any other agreement between Consultant and Town. Such notice
shall include an estimate of the time necessary to complete work described in
Exhibit A and the estimate of time necessary to complete work under any other
agreement between Consultant and Town, if applicable,
2.2 Month/ Pia ment. Town shall make monthly payments, based on invoices received, for
services satisfactorily performed, and for authorized reimbursable costs incurred. Town
shall have 30 days from the receipt of an invoice that complies with all of the requirements
above to pay Consultant.
2.3 Final Payment. Town shall pay the last 10% of the total sum due pursuant to this
Agreement within 60 days after completion of the services and submittal to Town of a final
invoice if all services required have been satisfactorily performed.
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2.4 Total Payment. Town shall pay for the services to be rendered by Consultant pursuant to
this Agreement, Town shall not pay any additional sum for any expense or cost
whatsoever incurred by Consultant in rendering services pursuant to this Agreement,
Town shall make no payment for any extra, further, or additional service pursuant to this
Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment,
2.5 Hour�es. Fees for work performed by Consultant on an hourly basis shall not exceed
the amounts shown on the compensation schedule attached hereto as Exhibit B.
2.6 Reimbursable Expenses. Reimbursable expenses are Included in the total amount of
compensation provided under this Agreement that shall not be exceeded,
2.7 Payment of Taxes., Consultant Is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.8 Payment upon Termination. In the event that the Town or Consultant terminates this
Agreement pursuant to Section 8, the Town shall compensate the Consultant for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination, Consultant shall maintain adequate logs and
timesheets to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Consultant is not authorized to perform any
services or Incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator,
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement,
Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and
amounts of insurance listed below against clalms for injuries to persons or damages to property that may
arise from or in connection with the performance of the work hereunder by the Consultant and its agents,
representatives, employees, and subcontractors, Consistent with the following provisions, Consultant shall
provide proof satisfactory to Town of such insurance that meets the requirements of this section and under
forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work to
the Town, Consultant shall maintain the insurance policies required by this section throughout the term of
this Agreement, The cost of such insurance shall be included in the Consultant's bid. Consultant shall not
allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance
required herein for the subcontractor(s) and provided evidence that such insurance is in effect to Town.
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Verification of the required insurance shall be submitted and made part of this Agreement prior to
execution. Consultant shall maintain all required insurance listed herein for the duration of this Agreement.
4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain
Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any
and all persons employed directly or indirectly by Consultant. The Statutory Workers'
Compensation Insurance and Employer's Liability Insurance shall be provided with limits of
not less than $1,000,000 per accident. In the alternative, Consultant may rely on a self-
insurance program to meet those requirements, but only if the program of self-insurance
complies fully with the provisions of the California Labor Code. Determination of whether a
self-insurance program meets the standards of the Labor Code shall be solely in the
discretion of the Contract Administrator. The insurer, if insurance is provided, or the
Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation
against the Town and its officers, officials, employees, and volunteers for loss arising from
work performed under this Agreement.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General_reauirements. Consultant, at its own cost and expense, shall maintain
commercial general and automobile liability insurance for the term of this
Agreement in an amount not less than $1,000,000 per occurrence, combined
single limit coverage for risks associated with the work contemplated by this
Agreement. If a Commercial General Liability Insurance or an Automobile Liability
form or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed under this
Agreement or the general aggregate limit shall be at least twice the required
occurrence limit. Such coverage shall include but shall not be limited to, protection
against claims arising from bodily and personal injury, including death resulting
therefrom, and damage to property resulting from activities contemplated under
this Agreement, including the use of owned and non -owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 (most recent edition) covering comprehensive General Liability on an
"occurrence" basis. Automobile coverage shall be at least as broad as Insurance
Services Office Automobile Liability form CA 0001, Code 1 (any auto). No
endorsement shall be attached limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
a. The Insurance shall cover on an occurrence or an accident basis, and not
on a claims -made basis.
Town, its officers, officials, employees, and volunteers are to be covered
as insureds as respects: liability arising out of work or operations .
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performed by or on behalf of the Consultant; or automobiles owned,
leased, hired, or borrowed by the Consultant
c. For any claims related to this Agreement or the work hereunder, the
Consultant's insurance covered shall be primary insurance as respects
the Town, its officers, officials, employees, and volunteers. Any insurance
or self-insurance maintained by the Town, its officers, officials, employees,
or volunteers shall be excess of the Consultant's insurance and shall not
contribute with it.
d. Each insurance policy required by this clause shall be endorsed to state
that coverage shall not be canceled by either party, except after 30 days'
prior written notice has been provided to the Town.
4.3 Professional Liability Insurance.
4.3.1 General_reguirements. Consultant, at its own cost and expense, shall maintain
for the period covered by this Agreement professional liability insurance for
licensed professionals performing work pursuant to this Agreement in an amount
not less than $1,000,000 covering the licensed professionals' errors and
omissions. Any deductible or self-insured retention shall not exceed $150,000 per
claim,
4.3.2 Claims -made limitations. The following provisions shall apply if the professional
liability coverage is written on a claims -made form:
a. The retroactive date of the policy must be shown and must be before the
date of the Agreement,
b. Insurance must be maintained and evidence of insurance must be
provided for at least five years after completion of the Agreement or the
work, so long as commercially available at reasonable rates.
c. If coverage Is canceled or not renewed and It is not replaced with another
claims -made policy form with a retroactive date that precedes the date of
this Agreement, Consultant shall purchase an extended period coverage
for a minimum of five years after completion of work under this
Agreement.
d. A copy of the claim reporting requirements must be submitted to the Town
for review prior to the commencement of any work under this Agreement.
4.3.3 Additional Requirements. A certified endorsement to include contractual liability
shall be included in the policy
4.4 All Policies Requirements.
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4.4.1 Acce, tability of insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of covers e. Prior to beginning any work under this Agreement,
Consultant shall furnish Town with complete copies of all policies delivered to
Consultant by the insurer, including complete copies of all endorsements attached
to those policies, All copies of policies and certified endorsements shall show the
signature of a person authorized by that insurer to bind coverage on its behalf. If
the Town does not receive the required insurance documents prior to the
Consultant beginning work, it shall not waive the Consultant's obligation to provide
them. The Town reserves the right to require complete copies of all required
insurance policies at any time.
4.4.3 Deductibles and Self-insured Retentions. Consultant shall disclose to and
obtain the written approval of Town for the self-insured retentions and deductibles
before beginning any of the services or work called for by any term of this
Agreement. At the option of the Town, either; the insurer shall reduce or eliminate
such deductibles or self-insured retentions as respects the Town, its officers,
employees, and volunteers; or the Consultant shall provide a financial guarantee
satisfactory to the Town guaranteeing payment of losses and related
investigations, claim administration and defense expenses.
4.4.4 Wasting Policies. No policy required by this Section 4 shall include a "wasting"
policy limit (i.e. limit that is eroded by the cost of defense).
4.4.5 Waiver of Subro aq tion. Consultant hereby agrees to waive subrogation which
any insurer or contractor may require from vendor by virtue of the payment of any
loss. Consultant agrees to obtain any endorsements that may be necessary to
affect this waiver of subrogation.
The Workers' Compensation policy shall be endorsed with a waiver of subrogation
in favor of the entity for all work performed by the consultant, its employees,
agents, and subcontractors.
4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.5 Remedies. In addition to any other remedies Town may have if Consultant fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, Town may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies Town may have and are not the exclusive remedy for
Consultant's breach.
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■ Obtain such insurance and deduct and retain the amount of the premiums for such
Insurance from any sums due under the Agreement;
Order Consultant to stop work under this Agreement or withhold any payment that
becomes due to Consultant hereunder, or both stop work and withhold any payment,
until Consultant demonstrates compliance with the requirements hereof; and/or
Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES.
Consultant shall, to the fullest extent allowed by law, with respect to all Services performed in connection
with this Agreement, defend with counsel acceptable to Town, Indemnify, and hold Town, its officers,
employees, agents, and volunteers, harmless from and against any and all claims that arise out of, pertain
to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, ("Claims"), Consultant
will bear all losses, costs, damages, expense and liability of every kind, nature and description that arise
out of, pertain to, or relate to such Claims, whether directly or Indirectly ("Liability"). Such obligations to
defend, hold harmless and indemnify the Town shall not apply to the extent that such Liabilities are caused
by the sole negligence, active negligence, or willful misconduct of the Town.
With respect to third party claims against the Consultant, the Consultant waives any and all rights of any
type of express or implied indemnity against the Indemnitees.
Notwithstanding the forgoing, to the extent this Agreement Is a "construction contract" as defined by
California Civil Code section 2783, as may be amended from time to time, such duties of Consultant to
indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782,
Section 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall
be an independent contractor and shall not be an employee of Town; Town shall have the
right to control Consultant only Insofar as the results of Consultant's services rendered
pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3;
however, otherwise Town shall not have the right to control the means by which
Consultant accomplishes services rendered pursuant to this Agreement, Notwithstanding
any other Town, state, or federal policy, rule, regulation, law, or ordinance to the contrary,
Consultant and any of its employees, agents, and subcontractors providing services under
this Agreement shall not qualify for or become entitled to, and hereby agree to waive any
and all claims to, any compensation, benefit, or any Incident of employment by Town,
including but not limited to eligibility to enroll in the California Public Employees Retirement
System (PERS) as an employee of Town and entitlement to any contribution to be paid by
Town for employer contributions and/or employee contributions for PERS benefits.
6.2 Consultant Not an Agent. Except as Town may specify in writing, Consultant shall have
no authority, express or implied, to act on behalf of Town in any capacity whatsoever as an
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agent. Consultant shall have no authority, express or implied, pursuant to this Agreement
to bind Town to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with
all laws and regulations applicable to the performance of the work hereunder, including but
not limited to, the California Building Code, the Americans with Disabilities Act, and any
copyright, patent or trademark law. Consultant's Failure to comply with any law(s) or
regulation(s) applicable to the performance of the work hereunder shall constitute a breach
of contract.
7.3 Other Governmental Bggulatllons. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Consultant and any subcontractors
shall comply with all applicable rules and regulations to which Town Is bound by the terms
of such fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to Town that Consultant and
its employees, agents, and any subcontractors have all licenses, permits, qualifications,
and approvals of whatsoever nature that are legally required to practice their respective
professions. Consultant represents and warrants to Town that Consultant and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect
at all times during the term of this Agreement any Ilcenses, permits, and approvals that are
legally required to practice their respective professions. In addition to the foregoing,
Consultant and any subcontractors shall obtain and maintain during the term of this
Agreement valid Business Licenses from Town.
7.5 Nondiscrimination and E ual ® ortunit . Consultant shall not discriminate, on the
basis of a person's race, religion, color, national origin, age, physical or mental handicap or
disability, medical condition, marital status, sex, or sexual orientation, against any
employee, applicant for employment, subcontractor, bidder for a subcontract, or participant
in, recipient of, or applicant for any services or programs provided by Consultant under this
Agreement. Consultant shall comply with all applicable federal, state, and local laws,
policies, rules, and requirements related to equal opportunity and nondiscrimination in
employment, contracting, and the provision of any services that are the subject of this
Agreement, including but not limited to the satisfaction of any positive obligations required
of Consultant thereby.
Consultant shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
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Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. Town may cancel this Agreement at any time and without cause upon
written notification to Consultant.
Consultant may cancel this Agreement upon 30 days' written notice to Town and shall
include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services
performed to the effective date of termination; Town, however, may condition payment of
such compensation upon Consultant delivering to Town any or all documents,
photographs, computer software, video and audio tapes, and other materials provided to
Consultant or prepared by or for Consultant or the Town in connection with this
Agreement.
8.2 Extension, Town may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Consultant understands and
agrees that, if Town grants such an extension, Town shall have no obligation to provide
Consultant with compensation beyond the maximum amount provided for in this
Agreement. Similarly, unless authorized by the Contract Administrator, Town shall have
no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred
during the extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the
parties.
8.4 Assignment and Subcontracting. Town and Consultant recognize and agree that this
Agreement contemplates personal performance by Consultant and Is based upon a
determination of Consultant's unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial Inducement to Town for entering into this
Agreement was and is the professional reputation and competence of Consultant,
Consultant may not assign this Agreement or any interest therein without the prior written
approval of the Contract Administrator. Consultant shall not subcontract any portion of the
performance contemplated and provided for herein, other than to the subcontractors noted
in the proposal, without prior written approval of the Contract Administrator,
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between Town and Consultant shall survive
the termination of this Agreement,
8.6 Options upon Breach by Consultant. if Consultant materially breaches any of the terms
of this Agreement, Town's remedies shall include, but not be limited to, the following;
8.6.1 Immediately terminate the Agreement;
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8.6.2 Detain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit A not
finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the amount that
Town would have paid Consultant pursuant to Section 2 if Consultant had
completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant's Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form, that
Consultant prepares or obtains pursuant to this Agreement and that relate to the matters
covered hereunder shall be the property of the Town. Consultant hereby agrees to deliver
those documents to the Town upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are prepared specifically for the Town and are
not necessarily suitable for any future or other use. Town and Consultant agree that, until
final approval by Town, all data, plans, specifications, reports and other documents are
confidential and will not be released to third parties without prior written consent of both
parties.
9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the Town under this Agreement for a minimum of 3 years, or for any longer period
required by law, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this
Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of
the Town. Under California Government Code Section 85467, if the amount of public
funds expended under this Agreement exceeds $10,000.00, the Agreement shall be
subject to the examination and audit of the State Auditor, at the request of Town or as part
of any audit of the Town, for a period of 3 years after final payment under the Agreement.
Section 10 MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing
party shall be entitled to reasonable attorneys' fees in addition to any other relief to which
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that party may be entitled, The court may set such fees in the same action or in a
separate action brought for that purpose,
10,2 Venue. In the event that either party brings any action against the other under this
Agreement, the parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of Santa Clara or in the United States District Court
for the Northern District of California,
10.3 Severability, If a court of competent jurisdiction finds or rules that any provision of this
Agreement is Invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement,
10.4 No Implied Waiver of Breach, The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement,
10,5 Successors and Assns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the parties,
10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written
studies and other printed material on recycled paper to the extent it is available at equal or
less cost than virgin paper,
10,7 Conflict of Interest. Consultant may serve other clients, but none whose activities within
the corporate limits of Town or whose business, regardless of location, would place
Consultant in a "conflict of interest," as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000 et seq,
Consultant shall not employ any Town official in the work performed pursuant to this
Agreement, No officer or employee of Town shall have any financial interest In this
Agreement that would violate California Government Code Sections 1090 et seq,
Consultant hereby warrants that it is not now, nor has it been in the previous 12 months,
an employee, agent, appointee, or official of the Town, If Consultant was an employee,
agent, appointee, or official of the Town in the previous twelve months, Consultant
warrants that it did not participate in any manner in the forming of this Agreement.
Consultant understands that, if this Agreement is made in violation of Government Code
§1090 et seq,, the entire Agreement is void and Consultant will not be entitled to any
compensation for services performed pursuant to this Agreement, including reimbursement
of expenses, and Consultant will be required to reimburse the Town for any sums paid to
the Consultant, Consultant understands that, in addition to the foregoing, It may be subject
to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will
be disqualified from holding public office in the State of California,
Consulting Services Agreement between [1 July 2022]
Town of Los Altos Hills and Grassroots Ecology_ Page 11 of 14
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or
interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration, This Agreement shall be administered by The Public Works
Director ("Contract Administrator"). All correspondence, communications and meetings
shall be directed to or through the Contract Administrator or his or her designee. The
Consultant shall only take direction regarding the services provided under this Agreement
from the Contract Administrator. Furthermore, Consultant agrees that the Contract
Administrator shall be included any meeting, teleconference or written communication
between any Town representative including Committee members and the Consultant. The
Town may modify the Contract Administrator at any time upon providing written notice to
the Consultant.
10.10 Notices. Any written notice to Consultant shall be sent to:
Grassroots Ecology
Attn: Alexandra Von Feldt
3921 East Bayshore Road
Palo Alto, CA 943034303
Any written notice to Town shall be sent to:
Town of Los Altos Hills
Attn: Public Works Director
26379 Fremont Road
Los Altos Hills, CA 94022
10.11 professional Seal. Where applicable in the determination of the contract administrator,
the first page of a technical report, first page of design specifications, and each page of
construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled
"Seal and Signature of Registered Professional with report/design responsibility," as in the
following example,
Seal and Signature of Registered Professional with
report/design responsibility.
10.12 Integration. This Agreement, including the scope of work attached hereto and
Incorporated herein as Exhibits A,13, TTand1CT, and Dll [ENSURE THAT THE CORRECT
EXHIBITS ARE LISTED] represents the entire and integrated agreement between Town
and Consultant and supersedes all prior negotiations, representations, or agreements,
either written or oral.
Exhibit A Scope of Services
Consulting Services Agreement between [1 July 2022]
Town of Los Altos Hills and Grassroots Ecology_ Page 12 of 14
Exhibit a Payment Schedule
Exhibit C Public Works Requirements
10.13 Counterparts. This Agreement may be executed In multiple counterparts, each of which
shall be an original and all of which together shall constitute one agreement,
Consulting Services Agreement between [1 July 2022]
Town of Los Altos Hills and Grassroots Ecology_ Page 13 of 14
The Parties have executed this Agreement as of the Effective Date.
TOWN OF LOS ALTOS HILLS CONSULTANT
Peter PImejad, T wn Manager Alexandra Von Feldt, Executive Director
Attest;
Deborah L. Padovan, City Clerk
Approved as to Form;
,w.P gem —
Steven T. Mattas, Town Attorney
1071914.1
Consulting Services Agreement between [1 July 20221
Town of Los Altos Hills and Grassroots Ecology_ Page 14 of 14
EXHIBIT A
SCOPE OF SERVICES
Consulting Services Agreement between [1 JULY 2022]
Town of Los Altos Hills and Grassroots Ecology - Exhibit A Page 1 of 1
Exhibit A
GRASSROOTS
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Grassroots Ecology Proposalto Los Altos Hills
Open Space Stewardship and Education
July 1,2022—June 30, 2025
Grassroots Ecology proposes a renewal of our contract to provide stewardship and education services at Byrne,
Westwind Barn, Juan Prado Mesa, and O'Keefe Preserves.
Background
Grassroots Ecology isanenvironmental non-profit organization based |nPalo Alto, with amission toengage and educate
the public to restore local ecosystems. We have over 40 years of experience working with the community across Silicon
Valley toimprove our parks, creeks, and open spaces. |n2O14,Grassroots Ecology (then the AoterroStewardship
Program) was selected through acompetitive grant application process to conduct stewardship and educational activities
at Los Altos Hills (LAH) Open Space Preserves. In 2016 and again in 2019, Grassroots Ecology entered a three year capital
Improvement contract for Byrne Preserve and an annual maintenance and education contract for Byrne, Juan Prado
Mesa, and OKeefe Open Space Preserves. These capital improvement contracts provided matching funds to two
different Santa Clara Valley Water District grants that have now been completed. For this next contract, we have
proposed an annual scope of work to manage for fire, restore habitat and build community and have not made any
designations ofactivities asOPormaintenance and education.
Annual Scope of Work
For each year, we propose the following goals, tasks and deliverables.
1, Fire management and Invasive species control
Grassroots Ecology will control invasive species at all three sltes to reduce non-native vegetation that is
flammable, as well as to Improve native blocliversity. Grassroots Ecology will also partner with the San Jose
Conservation Corps to remove invasive plants in areas that are not conducive to volunteer events because they
are nnsteep terrain orrequire power tools.
Grassroots Ecology will continue toremove utleast 1Oinvasive species |nestablished target zones, thus
preventing further plant colonization and continuing to deplete each species' soil seed bank. Consistent with the
set precedent, we will focus approximately 90% of our efforts on Byrne Preserve and the floodplain below
Westwind Barn, and the other 10% on Juan Prado Mesa and O'Keefe Preserves. Strategically -timed hand removal
and mowing (in coordination with the Town) will continue to serve as our primary removal methods. Grassroots
Ecology staff may also help fire clearing byweed whipping where the mowers can't go. Any new trails will be
monitored for Invasive species.
Tasks
w Remove invasive plants using hand or mechanical methods through volunteer workdays or possibly the
San Jose Conservation Corps
�
Provide mowing recommendations to Town inorder to strategically time mowing to reduce invasive
3921 East Boyshore Road I Palo Alto, CA 94303-4303 1 650.419,9880 1 info (Pgrossrootsecol ogy.o rg I grassrootsecology.org
• Control target invasive species on trails within preserves
Deliverables
• Oversight and coordination of ecological stewardship of Town owned open spaces
• Coordination/regular meetings with staff for mowing and other maintenance activities
2. Restoration: Continue native plant revegetation efforts
Grassroots Ecology will maintain and expand prior planting areas within Byrne Preserve to both protect the
Town's investment and to create native plant demonstration areas. Grassroots Ecology will also expand creek
bank stabilization efforts through creekside plantings of acorns and buckeyes nuts and willow staking along the
Moody Creek tributary and in appropriate places within the Byrne Preserve grassland. Grassroots Ecology has
botanical and ecological expertise on staff and can be available to the Town for advice at Open Space properties
or other restoration projects within Town.
Tasks
• Maintain, Infill and expand riparian planting in the floodplain and lower westwind barn areas (see map)
• Maintain existing native planting areas along the tributary and in the upland area
• Plant, stake, and coppice along the tributary to mitigate erosion and stabilize the bank
• Install acorns, buckeyes and willow cuttings to increase tree cover
Deliverables
• 400 native plants installed at the sites
• Tree revegetation at the sites, e.g., oaks, buckeyes, willows
• Maintain previous planting areas
• Provide ad hoc botanical expertise
3. Build Community: Provide volunteer opportunities and naturalist education
Grassroots Ecology will continue to engage the community through volunteer workdays, Youth Stewards,
interpretive walks, and other educational events. We will manage all aspects of community engagement
including volunteer outreach, coordination, supervision, and education. Grassroots Ecology will advertise
workdays through our website, e -newsletter, and our online event registration system. Additionally, we will
participate in community fairs, forums, and events to encourage broader community participation. Grassroots
Ecology will offer community workdays (2-3 hours each) that annually serve more than 300 volunteers of all
ages, focusing our outreach on schools, civic groups, and residents who are local to the Los Altos Hills area. We
will provide all the tools, supplies, and plants needed for a workday and will conduct safety training at the
beginning of each workday.
Grassroots Ecology now offers a paid internship program that provides work training for local students/young
adults. These interns will assist our full; time staff in restoration and community engagement activities. Most of
our interns have been students at Foothill and DeAnza.
Tasks
w Outreach to community, with special attention to students
• Conduct volunteer workdays for the community
• Offer Youth Stewards after school program for local high school and/or community college students
e Offer naturalist walks to the community
a Provide workforce training for paid interns from local community colleges
Deliverables
• 300 or more volunteers engaged, 800 or more hours of volunteer service
s 30 or more volunteer workdays and Youth Steward events
* 5 or more educational events (field trips, naturalist walks)
4. Project Management and Reporting
Grassroots Ecology will manage all aspects of the project in coordination with Town staff and committees.
Grassroots Ecology will provide quarterly plans to the Town and the OSC Subcommittee as well as progress
reports in accordance with the contract agreement. Grassroots Ecology will meet at least annually with the town
maintenance staff and the Westwind Barn staff to coordinate activities and provide information, and Grassroots
Ecology will be a resource for the maintenance staff on an as needed basis.
Grassroots Ecology will monitor the effectiveness of restoration activities by conducting quarterly
photomonitoring of work sites to document before/after conditions and monitor progress. For each community
work session that takes place, we will track the date, location, duration, activities, number of volunteers
Involved, specific deliverables associated with each workday (e.g. invasive species targeted, number of plants
installed, etc.), and volunteer names, city of residence, and organization/affiliation. Grassroots Ecology has made
investments in community engagement and we plan to collect more detailed demographics and input from
volunteers via our online Volunteer Impact Survey using Eventbrite, an online event management platform. Our
Youth Stewards complete a student pre/post survey that assesses educational outcomes as well as student
demographics, program satisfaction, and suggestions for program improvement.
Tasks
• Photomonitor restoration sites
• Survey Youth Stewards and Volunteers
• Review workplan with Town staff, OSC Subcommittee, and Westwind Barn custodian
• Provide updates to Town staff, OSC Subcommittee, and Westwind Barn custodian
Deliverables
• Quarterly photomonitoring
• Quarterly workplan schedule to Town staff and OSC Subcommittee
• Quarterly reports to Town staff and OSC Subcommittee
2022-2025 proposed Budget
The proposed budget includes the total cost of the project, the other funding sources and the request for the Town's
contribution, Grassroots Ecology Is requesting an increase from the last contract total since most of the Valley Water
funding has ended with the exception of one smaller grant to pay for planting more native trees at Byrne Preserve.
Grassroots Ecology will commit some of it own funds to offset the costs, which is estimated to be approximately $13,000
for FY23,
Task
Qty
Unit Cost
Total cost
Total LAH
portion
Match
project management and planning
2.00
$55
$11,000
$8,800
$2,200
site prep, maintenance, cleanup
450
$40
$18,000
$13,500
$4,500
vegetation monitoring and documentation
104
$55
$5,720
$5,720
$0
volunteer outreach and coordination
200
$60
$12,000
$9,000
$3,000
workday execution and supervision
30
$1,250
$37,500
$30,000
$7,500
san jose conservation corp workdays
3
$3,300
$9,900
$9,900
$0
develop and provide educational programs
5
$1,800
$9,000
$9,000
$0
tools, supplies
$1,000
$1,000
$0
plants
400
$12
$4,800
$4,800
$0
vehicle, transportation
$1,500
$1,500
$0
volunteer appreciation
35
$40
$1,400
$1„400
$0
Total
$111,820
$94,620
$17,200
The above budget estimates the annual cost. We'd also like to include an annual adjustment for cost of Living increase.
CP l
year 1
year 2
year 3
Total
Project Schedule
2%
$94,620
$96,512
$98,443
$289,575
The overall project schedule will be similar to prior years, being driven by the seasonal nature of habitat restoration
activities as well as school schedules for the education events (see table below).
EXHIBIT B
COMPENSATION SCHEDULE
Consulting Services Agreement between [1 JULY 20221
Town of Los Altos Hills and Grassroots Ecology --Exhibit B page 1 of 1
EXHIBIT C
PROVISIONS REQUIRED FOR PUBLIC WORKS CONTRACTS
PURSUANT TO CALIFORNIA LABOR CODE SECTION 1720 ET SEQ.
HOURS OF WORK:
A. In accordance with California Labor Code Section 1810, 8 hours of labor in performance of the
services described ►n Exhibit A shall constitute a legal day's work under this contract,
B. In accordance with California Labor Code Section 1811, the time of service of any worker
employed in performance of the services described in Exhibit A is limited to eight hours during
any one calendar day, and forty hours during any one calendar week, except in accordance wlth
California Labor Code Section 1815, which provides that work in excess of eight hours during any
one calendar day and forty hours during any one calendar week is permitted upon compensation
for all hours worked in excess of eight hours during any one calendar day and forty hours during
any one calendar week at not less than one -and -one-half times the basic rate of pay.
C. The Consultant and Its subcontractors shall forfeit as a penalty to the Town $25 for each worker
employed in the performance of the services described in Exhibit A for each calendar day during
which the worker is required or permitted to work more than 8 hours in any one calendar day, or
more than 40 hours in anyone calendar week, in violation of the provisions of California Labor
Code Section 1810 and following.
WAGES:
A. In accordance with California Labor Code Section 1773,2, the Town has determined the general
prevailing wages in the locality in which the services described in Exhibit A are to be performed
for each craft or type of work needed to be as published by the State of California Department of
Industrial Relations, Division of Labor Statistics and Research, a copy of which is on file in the
Town Public Works Office and shall be made available on request, The Consultant and
subcontractors engaged in the performance of the services described in Exhibit A shall pay no
less than these rates to all persons engaged in performance of the services described in Exhibit
A.
B. In accordance with Labor Code Section 1775, the Consultant and any subcontractors engaged in
performance of the services described in Exhibit A shall comply with California Labor Code
Section 1775, which establishes a penalty of up to $50 per day for each worker engaged in the
performance of the services described in Exhibit A that the Consultant or any subcontractor pays
less than the specified prevailing wage. The amount of such penalty shall be .determined by the
Labor Commissioner and shall be based on consideration of the mistake, inadvertence, or
neglect of the Consultant or subcontractor in failing to pay the correct rate of prevailing wages, or
the previous record of the Consultant or subcontractor in meeting applicable prevailing wage
obligations, or the willful failure by the Consultant or subcontractor to pay the correct rates of
Consulting Services Agreement between [1 JULY 2022]
Town of Los Altos Hills and Grassroots Ecology --Exhibit C Page 1 of 3
prevailing wages, A mistake, Inadvertence, or neglect in failing to pay the correct rate of
prevailing wages is not excusable if the Consultant or subcontractor had knowledge of their
obligations under the California Labor Code, The Consultant or subcontractor shall pay the
difference between the prevailing wage rates and the amount paid to each worker for each
calendar day or portion thereof for which each worker was paid less than the prevailing wage
rate. If a subcontractor worker engaged in performance of the services described in Exhibit A is
not paid the general prevailing per diem wages by the subcontractor, the Consultant is not liable
for any penalties therefore unless the Consultant had knowledge of that failure or unless the
Consultant fails to comply with all of the following requirements;
The contract executed between the Consultant and the subcontractor for the
performance of part of the services described in Exhibit A shall Include a copy of the
provisions of California Labor Code Sections 1771,1775,1776,1777.5,1813, and 1815.
2, The Consultant shall monitor payment of the specified general prevailing rate of per diem
wages by the subcontractor by periodic review of the subcontractor's certified payroll
records.
3. Upon becoming aware of a subcontractor's failure .to pay the specified prevailing rate of
wages, the Consultant shall diligently take corrective action to halt or rectify the failure,
including, but not limited to, retaining sufficient funds due the subcontractor for
performance of the services described in Exhibit A.
4. Prior to making final payment to the subcontractor, the Consultant shall obtain an
affidavit signed under penalty of perjury from the subcontractor that the subcontractor
has paid the specified general prevailing rate of per diem wages for employees engaged
in the performance of the services described in Exhibit A and any amounts due pursuant
to California Labor Code Section 1813,
C. In accordance with California Labor Code Section 1776, the Consultant and each subcontractor
engaged In performance of the services described in Exhibit A shall keep accurate payroll
records showing the name, address, social security number, work, straight time and overtime
hours worked each day and week, and the actual per diem wages paid to each journeyman,
apprentice, worker, or other employee employed in performance of the services described in
Exhibit A. Each payroll record shall contain or be verified by a written declaration that it is made
under penalty of perjury, stating both of the following:
The information contained in the payroll record is true and correct.
2. The employer has complied with the requirements of Sections 1771, 1811, and 1815 for
any work performed by the employer's employees on the public works project.
The payroll records required pursuant to California Labor Code Section 1776 shall be certified
and shall be available for inspection by the Owner and Its authorized representatives, the
Consulting Services Agreement between [1 JULY 2022]
Town of Los Altos Hills and Grassroots Ecology --Exhibit C Page 2 of 3
Division of Labor Standards Enforcement, the Division of Apprenticeship Standards of the
Department of Industrial Relations and shall otherwise be available for inspection in accordance
with California Labor Code Section 1776.
D. In accordance with California Labor Code Section 1777,5, the Consultant, on behalf of the
Consultant and any subcontractors engaged in performance of the services described in Exhibit
A, shall be responsible for ensuring compliance with California Labor Code Section 1777.5
governing employment and payment of apprentices on public works contracts.
E. In case it becomes necessary for the Consultant or any subcontractor engaged in performance
of the services described in Exhibit A to employ for the services described in Exhibit A any
person in a trade or occupation (except executive, supervisory, administrative, clerical, or other
non manual workers as such) for which no minimum wage rate has been determined by the
Director of the Department of Industrial Relations, the Contractor shall pay the minimum rate of
wages specified therein for the classification which most nearly corresponds to services
described in Exhibit A to be performed by that person. The minimum rate thus furnished shall be
applicable as a minimum for such trade or occupation from the time of the initial employment of
the person affected and during the continuance of such employment.
Consulting Services Agreement between [1 JULY 2022]
Town of Los Altos Mills and Grassroots Ecology --Exhibit C Page 3 of 3
EXHIBIT [C OR D]
REIMBURSABLE EXPENSES
5098745.1
Consulting Services Agreement between [1 JULY 2022]
Town of Los Altos Hills and Grassroots Ecology --Exhibit fC or Dl Page 1 of 1
EXHIBIT E
Grassroots Ecology Proposal to Los Altos Hills
Open Space Stewardship and Education
July 1, 2025—June 30, 2027
Grassroots Ecology proposes an extension of our contract to provide stewardship and education services at Byrne
Preserve, Westwind Barn, Juan Prado Mesa and O'Keefe Preserves.
Background
Grassroots Ecology is an environmental non-profit organization based in Palo Alto, with a mission to engage and educate
the public to restore local ecosystems. We have over 40 years of experience working with the community across Silicon
Valley to improve our parks, creeks, and open spaces. In 2014, Grassroots Ecology (then the Acterra Stewardship
Program) was selected through a competitive grant application process to conduct stewardship and educational activities
at Los Altos Hills (LAH) Open Space Preserves. In 2016 and again in 2019, Grassroots Ecology entered a three year capital
improvement contract for Byrne Preserve and an annual maintenance and education contract for Byrne, Juan Prado
Mesa, and O'Keefe Open Space Preserves. These capital improvement contracts provided matching funds to two
different Santa Clara Valley Water District grants. In 2022, Grassroots Ecology entered a three-year contract to steward
Byrne Preserve, lower Westwind Barn, Juan Prado Mesa Preserve, and O'Keefe Preserve. We propose to extend this
contract through June 2027, with annual scope of work to manage for fire, restore habitat, and build community. For
each section, we also explain our role in stewarding the mitigation zone along the tributary, where Confluence
Restoration will maintain plants over the next two years.
Annual Scope of Work
For each year, we propose the following goals, tasks and deliverables.
1. Fire management and invasive species control
Grassroots Ecology will control invasive species at all three sites to reduce non-native vegetation that is
flammable, as well as to improve native biodiversity. Grassroots Ecology will also partner with the San Jose
Conservation Corps to remove invasive and dead plants in areas that are not conducive to volunteer events
because they are on steep terrain or require power tools.
Grassroots Ecology will continue to remove at least 10 invasive species in established target zones, thus
preventing further plant colonization and continuing to deplete each species' soil seed bank. Consistent with the
set precedent, we will focus approximately 90% of our efforts on Byrne Preserve and the floodplain below
Westwind Barn, and the other 10% on Juan Prado Mesa and O'Keefe Preserves. Strategically -timed hand removal
and mowing (in coordination with the Town) will continue to serve as our primary removal methods. Grassroots
Ecology staff may also help fire clearing by weed whipping where the mowers can't go. Any new trails will be
monitored for invasive species.
Within the mitigation area, Grassroots Ecology staff will remove priority invasive weeds such as teasel and
stinkwort. We will not work with volunteers or conduct mowing for annual invasive plants in this zone. Instead,
we will focus volunteer time on yellow starthistle (YST) removal in the grassland, as the YST population increased
over the last three years with heavy rains.
3921 East Bayshore Road I Palo Alta, CA 94303-4303 1 650.419.9880 1 info@grassrootsecology.org I grossrootsecology.org
Tasks
• Remove invasive plants using hand or mechanical methods through volunteer workdays or possibly the
San Jose Conservation Corps
• Provide mowing recommendations to Town in order to strategically time mowing to reduce invasive
plant population
• Control target invasive species on trails within preserves
Deliverables
• Oversight and coordination of ecological stewardship of Town owned open spaces
• Coordination/regular meetings with staff for mowing and other maintenance activities
2. Restoration: Continue native plant revegetation efforts
Grassroots Ecology will maintain and expand prior planting areas within Byrne Preserve to both protect the
Town's investment and to create native plant demonstration areas. Over the next two years, we will prioritize
expansion of the Lower Westwind Barn planting area. Grassroots Ecology will shift creek bank stabilization
efforts through willow staking along the Moody Creek tributary downstream of the mitigation project (along the
boundary fence between Byrne Preserve and Westwind Barn). Grassroots Ecology has botanical and ecological
expertise on staff and can be available to the Town for advice at Open Space properties or other restoration
projects within Town.
Grassroots Ecology has planted native buckeye seeds along the Moody Creek tributary each year since 2016.
We monitor buckeyes in the spring, assessing survivability and protecting new saplings with plant cages and
stakes. Over the next two years, Grassroots Ecology staff will maintain and monitor the 80+ living buckeye
saplings along the tributary and report findings to the Town and other stakeholders.
Tasks
Maintain, infill and expand riparian planting and willow staking in the Floodplain and Lower Westwind
Barn areas (see map)
Monitor and maintain buckeye saplings along the tributary (see map)
Maintain existing native plants in the upland area (see map)
Deliverables
• Approximately 350 native plants installed at the sites
• Willow staking at the sites
• Maintain previous planting areas
• Report on buckeye saplings along the tributary
• Provide ad hoc botanical expertise
3. Build Community: Provide volunteer opportunities and naturalist education
Grassroots Ecology will continue to engage the community through volunteer workdays, interpretive walks, and
other educational events. We will manage all aspects of community engagement including volunteer outreach,
coordination, supervision, and education. Grassroots Ecology will advertise workdays through our website,
e -newsletter, and our online event registration system. Additionally, we will participate in community fairs,
forums, and events to encourage broader community participation. Grassroots Ecology will offer community
workdays (2-3 hours each) that annually serve more than 300 volunteers of all ages, focusing our outreach on
schools, civic groups, and residents who are local to the Los Altos Hills area. We will provide all the tools,
supplies, and plants needed for a workday and will conduct safety training at the beginning of each workday.
Tasks
• Outreach to community, with special attention to students
• Conduct volunteer workdays for the community
• Offer naturalist walks to the community
• Provide workforce training for paid interns from local community colleges
Deliverables
• 300 or more volunteers engaged, 800 or more hours of volunteer service
• 30 or more volunteer workdays
• 5 or more educational events (field trips, naturalist walks, tabling at Town events, etc.)
4. Project Management and Reporting
Grassroots Ecology will manage all aspects of the project in coordination with Town staff and committees.
Grassroots Ecology will provide quarterly plans to the Town and the OSC Subcommittee as well as progress
reports in accordance with the contract agreement. Grassroots Ecology will meet at least annually with the town
maintenance staff and the Westwind Barn staff to coordinate activities and provide information, and Grassroots
Ecology will be a resource for the maintenance staff as needed.
Grassroots Ecology will monitor the effectiveness of restoration activities by conducting quarterly
photo -monitoring of work sites to document before/after conditions and monitor progress. For each community
work session that takes place, we will track the date, location, duration, activities, number of volunteers
involved, specific deliverables associated with each workday (e.g. invasive species targeted, number of plants
Installed, etc.), and volunteer names, city of residence, and organization/affiliation. Grassroots Ecology will
continue to collect detailed demographics and input from volunteers via our online Volunteer Impact Survey
using Eventbrite, an online event management platform.
Tasks
• Photo -monitor restoration sites
• Survey volunteers
• Review workplan with Town staff, OSC Subcommittee, and Westwind Barn custodian
• Provide updates to Town staff, OSC Subcommittee, and Westwind Barn custodian
Deliverables
• Quarterly photo -monitoring
• Quarterly workplan schedule to Town staff and OSC Subcommittee
• Quarterly reports`to Town staff and OSC Subcommittee
Summary of Grassroots Ecology's Work in the Mitigation Area
• Task 1: Grassroots Ecology will hand remove high-priority invasive weeds such as teasel and stinkwort. We will
not mow to control annual invasive weeds between cages.
• Task 2: Grassroots Ecology will monitor buckeye saplings that are already caged in the mitigation zone. We will
not do any additional planting, seeding, willow staking, or native plant care in the mitigation zone.
• Task 3: Grassroots Ecology will not bring volunteers into the mitigation zone. Our staff, AmeriCorps, and interns
will conduct work in that zone.
• Task 4: We will conduct photo -monitoring within the mitigation zone.
2025-2027 Proposed Budget
The proposed budget includes the total cost of the project, the other funding sources and the request for the Town's
contribution. Grassroots Ecology is requesting a small increase from the last contract to cover higher personnel costs
associated with recent CPI increases. Grassroots Ecology will commit some of its own funds to offset the costs, which is
estimated to be approximately $12,000 for FY25.
Task
Qty
Unit Cost
Total cost
Total LAM
portion
Match
project management and planning
200
$60
$12,000
$12,000
$0
site prep, maintenance, cleanup
400
$50
$20,000
$14,000
$6,000
vegetation monitoring and documentation
72
$55
$3,960
$3,960
$0
volunteer outreach and coordination
100
$65
$6,500
$6,500
$0
workday execution and supervision
30
$1,500
$45,000
$39,000
$6,000
san jose conservation corps workdays
3
$3,300
$9,900
$9,900
$0
develop and provide educational programs
5
$1,500
$7,500
$7,500
$0
tools, supplies
$1,000
$1,000
$0
plants
350
$13
$4,550
$4,550
$0
vehicle, transportation
$1,500
$1,500
$0
volunteer appreciation
35
$40
$1,400
$1,400
$0
Total
$113,310
$101,310
$12,000
The above budget estimates the annual cost. We'd also like to include an annual adjustment for cost of living increase.
CPI.3.00%
year 1 (2025-2026)._.y......��_�_.,,_....��.._r..�.-_.n�w_... _._$101,310
year 2 (2026-2027) $104,349
Project Schedule
The overall project schedule will be similar to prior years, being driven by the seasonal nature of habitat restoration
activities as well as school schedules for the education events (see table below).
Preserves
Jul
Aua
SeD
Oct Nov Dec Jan Feb
Mar Apr
Ma
Jun
TOTAL
Volunteer outreach
All
Create planting palette
Byrne, WWB
Invasive removal
All
Native plant installation
Byrne, WWB
Native plant maintenance
B rne WWB
BMW
Mowing guidance
Byrne, O'Keefe
Quarterly Photomonitoring
Byrne
Quarterly Reports
All
Projected # workdays
All
2
0
1
3
3
3
3
3
3
3
3
330
Projected # volunteers
All
20
0
10
30
30
30
30
30
30
30
30
30
300
Projected # vol hrs
All
45
0
30
90
90
90
70
70
70
90
90
65
800
Projected # ed events
Byrne
0
0
0
0
1
0
1
0
1
1
1
0
5
Target secies
Preserves
Fuller's teasel
Byrne
man
Yellow starthistle
Byrne, OK WWB
0
Purple starthistle
Byrne, WWB
Milk thistle
Byrne
French broom
Byrne, JPM
Stinkwort
Byrne, OK WWB
Italian Thistle
Byrne, JPM WWB
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Byrne
Bull Thistle
Byrne
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Byrne, WWB
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