HomeMy WebLinkAboutCC Resolution 8837 (Dominican Convent Master Plan)RESOLUTION NO.8 8 3 7
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
ACCEPTING THE PROPOSAL FROM DURING ASSOCIATES FOR
PREPARATION OF AN ENVIRONMENTAL IMPACT REPORT FOR THE
DOMINICAN CONVENT MASTER PLAN
The City Council of the City of San Rafael finds and determines that:
WHEREAS, the California Environmental Quality Act requires
environmental review of the proposed Dominican Convent Master Plan; and
Whereas, the Planning Department Staff of the City of San Rafael
distributed Requests for Proposal for the preparation of the Environmental
Impact Report for the proposed Dominicnan Convent Master Plan; and
WHEREAS, the firm of During Associates has submitted a proposal in
the amount of $54,360 for the preparation of the Environmental Impact
Report; and
WHEREAS, the proposal has been reviewed and recommended for
approval by City Staff.
NOW, THEREFORE, BE IT RESOLVED that the City Council accepts
the proposal from During Associates for the subject Environmental Impact
Report, a copy of which is attached hereto, marked Exhibit "B", and
incorporated herein by reference.
BE IT FURTHER RESOLVED that the City Manager is authorized to
execute, on behalf of the City of San Rafael, a Professional Services
Agreement with During Associates for said project.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify
that the foregoing resolution was duly and regularly introduced and adopted
at a regular meeting of the City Council of said City held on Monday, the first
day of March, 1993, by the following vote, to wit:
AYES: COUNCILMEMBERS : Breiner, Cohen, Shippey, Thayer &
NOES: COUNCILMEMBERS : None Mayor Boro
ABSENT: COUNCILMEMBERS : None
1� r
JEAI`(TE M. LEONC IIN , Cid Clerk
ORIGINAL #e:,,
FILE NO. Z89-8
REPORT TO MAYOR AND CITY COUNCIL / PAGE 3
ATTACHMENTS AND EXHIBITS
ATTACHMENT "A" ..............................Professional Service Agreement
Exhibits of the Professional Service Agreement:
EXHIBIT "A"
..................................... Request for Proposal
EXHIBIT "B"
..................................... During Associates Proposal
EXHIBIT "C"
..................................... Service Schedule
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PROFESSIONAL SERVICES AGREEMENT
This agreement is made and entered into this first day of March, 1993,
between the City of San Rafael, a Municipal Corporation (hereinafter referred
to as "CITY") and During_ Associates (hereinafter referred to as
"CONSULTANT").
A. RECITALS:
(i) WHEREAS, CITY has heretofore issued its Request for Proposal
pertaining to the performance of professional services with
respect to the preparation of a full, true and correct copy of which
is attached as EXHIBIT "A" and by reference made a part hereof.
(ii) WHEREAS, CONSULTANT has submitted its proposal for the
performance of services, which are attached as EXHIBIT "B" and
incorporated by reference hereto; and
(iii) WHEREAS, CITY desires to retain CONSULTANT to perform
professional services necessary to render advice and assistance to
CITY, CITY'S Planning Commission, City Council and staff in
the preparation of an Environmental Impact Report; and
(iv) WHEREAS, CONSULTANT represents that it is qualified to
perform such services and is willing to perform such
professional services as hereinafter defined.
NOW, THEREFORE, it is agreed by and between CITY and CONSULTANT as
follows:
B. AGREEMENT
1. DEFINITIONS: The following definitions shall apply to the
following terms, except where the context of this Agreement
otherwise requires:
(a) Proiect: The project includes a use permit (UP92-38),
environmental and design review permit (ED92-76), and
zone change (Z92-2).
The proposed master plan would require the demolition
of the fire -damaged Mother House, St. Thomas Hall, and
several ancillary buildings. The Dominican Mother
House and St. Thomas Hall are both considered
historically and architecturally significant.
(b) Services: Such professional services as are necessary to
be performed by CONSULTANT in order to complete an
Environmental Impact Report for said "project" which
complies with the California Environmental Quality Act
(CEQA), the State E1R Guidelines as currently Amended,
the City's Environmental Impact Assessment Procedures
and the provisions of this Agreement.
(c) Commencement of Services: CONSULTANT agrees to
commence work upon execution of this agreement.
COPY
(d) Comvletion of Services: The date of completion of all
phases of the EIR, including any and all procedures, maps,
surveys, attendance by CONSULTANT at public hearings
regarding the EIR as set forth in the Schedule outlined in
Exhibit "C", attached and incorporated by reference
hereon.
2. CONSULTANT AGREES AS FOLLOWS:
(a) CONSULTANT shall forthwith undertake and perform
such services as necessary to complete an EIR prepared in
accordance with the provisions of the Consultant's
Proposal to prepare an Environmental Impact Report
(Exhibit "B") and in accordance with Federal, State and
City statutes, regulations, ordinances and guidelines, all to
the reasonable satisfaction of CITY.
(b) CONSULTANT shall supply copies of all maps, surveys,
reports, plans and documents (hereinafter collectively
referred to as "documents") including all supplemental
technical documents, as described in Exhibit "B" to CITY
within the time specified in the Schedule, Exhibit "C".
Copies of the documents shall be provided in such
numbers as are required by this Agreement. CITY may
thereafter review and forward to CONSULTANT
comments regarding said documents and CONSULTANT
shall thereafter make such revisions to said documents as
are deemed necessary. CITY shall receive revised
documents in such form and in the quantities required by
this agreement. The time limits set forth pursuant to this
Section B2.(b) may be extended upon written approval of
CITY.
(c) CONSULTANT shall, at CONSULTANT'S sole cost and
expense, secure and hire such other persons as may, in the
opinion of CONSULTANT, be necessary to comply with
terms of this Agreement. In the event any such other
persons are retained by CONSULTANT, CONSULTANT
hereby warrants that such persons shall be fully qualified
to perform services required hereunder. CONSULTANT
further agrees that no subcontractor shall be retained by
CONSULTANT except upon the prior written approval of
CITY.
(d) CONSULTANT shall attend meetings and provide
qualified staff as specified in Exhibit "B"
3. CITY AGREES AS FOLLOWS.
(a) IN consideration of CONSULTANT's Agreement to
perform well and sufficiently and in a skillful and
professional manner the services contemplated herein,
CITY agrees to pay and CONSULTANT agrees to accept as
full payment for the preparation of the EIR, a total Sum of
$54,360 payable as follows:
(1) Twenty percent (20%) of the Agreement
value ($10,872) within fifteen (15) days of the
execution of Agreement by CITY and
CONSULTANT.
(2) Forty percent (40%) of Agreement value
($21,744) within fifteen (15) days of delivery of an
administrative draft EIR to CITY by
CONSULTANT.
(3) Twenty percent (20%) of Agreement value
($10,872) within (15) days of Planning Department
approval of the Draft EIR.
(4) Ten percent (10%) of Agreement value ($5,436)
upon delivery of the Administrative Final EIR to
CITY by CONSULTANT. The cost to prepare the
Final EIR is based upon the understanding that the
Final EIR shall not be required to include
evaluation or gathering of technical information
not included in the Draft EIR and the preparation of
the Final EIR will require approximately 24 hours
of CONSULTANT's time.
(5) Ten percent (10%) of Agreement value ($5,436)
within fifteen (15) days of both the 1) completion of
CONSULTANT services; 2) Certification of Final
EIR by CITY.
(b) Additional services: Payment for additional services
requested, in writing, by CITY, including the option of
other work items not listed in CONSULTANT'S proposal
as set forth in Exhibit "B" hereof, shall be paid on a
reimbursement basis in accordance with the fee schedule
set forth in said Exhibit "B". Charges for additional
services shall be invoiced on a monthly basis and shall be
paid by CITY within (30 days) after said invoice are
received by CITY.
4. CITY AGREES TO PROVIDE TO CONSULTANT:
(a) Information and assistance as set forth in Exhibit "B"
hereto.
(b) Such information as is generally available from CITY files
applicable to the project.
(c) Assistance, if necessary, in obtaining information from
other governmental agencies and/or private parties.
However, it shall be CONSULTANT's responsibility to
make all initial contact with respect to the gathering of
such information.
5. OWNERSHIP OF DOCUMENTS:
All documents, originals, graphic exhibits and correspondence
developed or received during the course of the EIR's preparation
shall become the property of the CITY. At the CITY'S discretion,
the documents will either be delivered to the CITY immediately
after certification of the EIR or retained by the CONSULTANT
for a period of two (2) years. If the CITY elects to have the
CONSULTANT retain one (1) camera-ready copy for five (5)
years, then the CONSULTANT agrees to maintain it for five (5)
years and shall allow the CITY access to it whenever the CITY so
requests.
6. STATUS:
CONSULTANT is an independent contractor and shall not be
deemed, directly or indirectly, to be an officer or employee of the
CITY.
7. AFFILIATION:
During the length of this Agreement, no member or affiliate of
the CONSULTANT or CONSULTANT team shall be an
employee by the project applicant or any principal or affiliate or
the applicant.
8. TERMINATION:
(a) The CITY or CONSULTANT may terminate this
Agreement at any time by providing to the other party
thirty (30) days written notification. Should said
notification be received by the CONSULTANT, all work
under this Agreement shall terminate, except for what
minor work is required to provide the CITY with a clear
understanding of work completed and work remaining.
(b) CITY shall pay CONSULTANT all sums then due and
unpaid under this Agreement, including sums for work
not completed, but in preparation. Payment by CITY of
such compensation shall be considered full and final
settlement for all work performed by the CONSULTANT
under this Agreement.
(c) Upon receipt of final payment, all materials and
documents, whether finished or not, shall become the
property of and shall be delivered to the CITY.
(d) It is mutually understood and agreed that this Agreement
shall be binding upon the CITY and upon the
CONSULTANT, their successors, executors, or
administrators. Neither this Agreement not any part
thereof, nor any monies due or to become due under this
Agreement may be assigned by the CONSULTANT
without the written consent of the CITY.
9. NOTICES OF DESIGNATED REPRESENTATIVES:
Any and all notices, demands, invoices and written
communications between the parties hereto shall be addressed as
set forth in this paragraph 9. The below named individuals,
furthermore, shall be those persons primarily responsible for the
performance by the parties under this Agreement:
CITY: City of San Rafael
Planning Department
P.O. Box 151560
San Rafael, CA 94915-1560
CONSULTANT: Stuart During
During Associates
582 Market Street, Suite 1208
San Francisco, CA 94104
Any such notices, demands, invoices and written
communications, by mail, shall be deemed to have been
received by the addressee forty-eight (48) hours after deposit
thereof in the United States mail, postage prepaid and properly
addressed as set forth above.
10. INSURANCE:
With respect to performance of work under this agreement,
CONSULTANT shall maintain and shall require its
subcontractors to maintain insurance as described below:
(a) General Liabilitv Insurance: Commercial or
Comprehensive General Liability insurance covering
bodily injury and property damage utilizing an occurrence
policy form, in an amount no less than $1,000,000
combined single limit for each occurrence. Said insurance
shall include, but not be limited to: premises and
operations liability, property damage liability, and
personal injury liability.
(b) Automobile Liabilitv Insurance: Insurance covering
bodily injury and property damage in an amount no less
than $1,000,000 combined single limit for each occurrence.
Said insurance shall include coverage for owned, hires
and non -owned vehicles.
(c) Worker's Compensation Insurance: CONSULTANT and
CONSULTANT'S Subcontractors shall be required to
maintain full Workers' Compensation Insurance for all
persons employed directly in carrying out the work
specified herein, in accordance with provisions of the
State of California Labor Code.
(d) Endorsements: Each said comprehensive or commercial
general liability and automobile liability insurance policy
shall be endorsed with the following specific language:
1) The CITY, its officers and employees, is named as
additional insured for all liability arising out of the
operations by or on behalf of the named insured in
the performance of this Agreement.
2) This policy shall not be cancelled without first
giving thirty (30) days prior written notice to the
CITY.
3) This policy shall not be cancelled or materially
changed without first giving thirty (30) days prior
written notice by the insurer to the CITY by certified
mail.
4) The CITY, its elected officials, officers, employees,
and agents are named as additional insureds for all
liability arising out of the operations by or on behalf
of the named insured in the performance of this
Agreement.
11. INDEMNIFICATION:
CONSULTANT agrees to hold CITY harmless from and against
liability arising out of CONSULTANT or CONSULTANT's
subcontractor's negligence in connection with the performance
of the work described in Exhibit "B" of the Agreement.
12. ASSIGNMENT:
No Assignment of this Agreement or of any part or obligation of
performance hereunder shall be made, either in whole or in
part, by CONSULTANT without the prior written consent of
CITY.
13. INTEREST OF CONSULTANT:
The CONSULTANT states that he/she presently has no interest
and shall not acquire any interest, direct or indirect, which might
conflict in any manner or degree with the performance of
his/her services hereunder.
14. GOVERNING LAW:
This Agreement shall be governed by and construed in
accordance with the laws of the State of California.
15. ARBITRATION:
All claims or disputes between the CITY and the CONSULTANT
relating to this Agreement shall be decided by arbitration in
accordance with the rules of the American Arbitration
Association, conducted in Marin County under the laws of the
State of California. The decision of the arbitrator shall be final
and binding on the parties. In interpreting the provisions of this
Agreement, the arbitrator may make an award of costs and fees,
including attorney's fees necessitated by the arbitration.
16. ALTERATIONS:
This Agreement may be modified, as necessary for the successful
and timely completion of the services to be provided. Any
alteration or variation shall be expressed in writing, as an
amendment to this Agreement, and shall be approved by both
parties.
17. ENTIRE AGREEMENT:
This Agreement supersedes and and all other agreements, either
oral or in writing, between the parties with respect to the subject
matter herein. Each party to this Agreement acknowledges that
no representation by any party which is not embodied herein
nor any other agreement, statement, or promise not contained
in this Agreement shall be valid and binding. Any modification
of this Agreement shall be effective only if it is in writing, and
signed by all parties.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as
of the day and year first set forth above:
ATTEST:
City Clerk
CONSULTANT
9�� i��L
CITY
City Manager V
APPROVED AS TO FORM
City Attorney
CITY
OF
SAN RAFAEL
1400 FIFTH AVENUE, P.O. BOX 151560, SAN RAFAEL, CA 94915-1560
PHONE: (415) 485-3070/FAX: (415) 459-2242
December 17,1992
MAYOR
ALBERT J.BORO
COUNCIL MEMBERS
DOROTHY L. BREWER
PAUL M. COHEN
MICHAEL A. SHIPPEY
JOAN C. THAYER
REQUEST FOR PROPOSALS FOR PREPARATION OF A FOCUSED
ENVIRONMENTAL IMPACT REPORT
PROTECT: Master Plan for the Sisters of St. Dominic
The City of San Rafael seeks a proposal from your firm for preparation of a
focused Environmental Impact Report that complies with the California
Environmental Quality Act and Guidelines and this Request for Proposal. The
focused EIR is to assess potential environmental impacts associated with the
removal of the fire -damaged Mother House and adjacent St. Thomas Hall
located at 1520 Grand Avenue. The attached Initial Study provides a
description of the setting, potential project impacts and mitigation measures.
PROJECT BACKGROUND
The proposed Master Plan for the Sisters of Saint Dominic was prompted by
two events, the fire of 1990 which rendered the Mother House uninhabitable
and the Loma Preita Earthquake of 1989. After the earthquake, St. Thomas
Hall was posted by the City of San Rafael as an "at risk" building because it is
constructed of unreinforced masonry.
The proposed project is located on the east side of Grand Avenue near the
intersection of Locust Street. The south side of the site is bordered by Acacia
Avenue, a private street. The site contains 6.83 acres and is described as
Assessor's Parcel Number 15-142-02. The site is bordered by the Dominican
College Campus on the east and south, single family homes to the north and
part of the south, another convent facility on part of the northern boundary,
and a large undeveloped field/forest area to the west. Streets separate the
convent facility from neighboring parcels on all but the east side of the parcel.
The site is virtually flat, sloping gently to the west, with ground surface
elevations varying from about 70 feet to 86 feet.
The project site currently contains two major structures, the Mother House
and St. Thomas Hall, and several ancillary buildings. The site also contains a
F_At� It P
Request for Proposal. Page 2
significant amount of mature landscaping. A detailed description of the
existing buildings follows.
(a) Mother House: This was a four story wood -frame building with a partial
basement floor containing a total of approximately 67,000 gsf originally
designed as a school and adapted for the sisters' residence and convent
facilities. This building's footprint is approximately 23,000 gsf. In July, 1990,
the roof and fourth story were completely destroyed by fire; the third floor
sustained extensive water damage; and the first two floors sustained extensive
water and smoke damage.
(b) St. Thomas Hall: This is a three story unreinforced masonry brick
building and originally constructed for additional classrooms and resident
student quarters. This building was posted as an "at risk" building by the City
of San Rafael after the Loma Preita Earthquake. After the Mother House was
damaged by fire, the administrative offices for the convent facility were
temporally relocated to St. Thomas Hall. Presently, 23 sisters reside in St.
Thomas Hall.
(c) Boiler Room: This is a one story wood frame building consisting of
approximately 5,900 gsf. This building contains the boilers for St. Thomas Hall
and a pool, the laundry, a well and miscellaneous storage.
(d) Carpenter's Shop: This is a two story wood frame building with
approximately 4000 s.f. serving as a wood shop and offices for the maintenance
staff.
(e) Office: This is a one story wood frame building with approximately 400 s.f.
and is used as an office by the Director of Congregational Properties.
(f) Utility Building: This is a one story wood frame building consisting of
approximately 690 s.f. This building contains the water heater and steam
boiler for the Mother House, a hot water heater for St. Thomas Hall, and
storage.
(g) Studio: This is a one story wood frame building of approximately 800 s.f.
This building is -being used as an art studio.
(h) Garages: These are two garages of wood frame construction of
approximately 440 s.f. each.
(i) Gymnasium: The gymnasium building is used by the Dominican College
and has approximately 8,300 s.f. including dressing areas and locker rooms.
Swimming Pool: This pool is now used by the Dominican College.
2
Reauest for Prot)osal. Page 3
(k) Summerhouse arbor: This wood frame arbor was built about 1900 as a
circular wooden umbrella with a central support post and diagonal circular
braces. It is open to the sky except where the old wisteria vines shade the
earthen floor of the open gathering space beneath.
PROPOSED PROJECT:
The proposed Master Plan would require the demolition of all of the existing
structures on the site except for the Summer House Arbor and the swimming
pool. The Summer House Arbor is a structure rated as architecturally and
historically significant by the City of San Rafael and will continue to be a
central feature of landscaping in the new Master Plan.
The Sisters propose to construct seven (7) new buildings: An Administrative
Office/Gathering Building, a twenty-two (22) Sister Residence, two eight (8)
Sister Residences, a twenty-four (24) Sister residence, a Recreation/ Storage
building, and a Maintenance building. The Administrative Office/Gathering
Building will be one story with some larger interior spaces that will provide a
varied roof line. The twenty-two (22) Sister Residence and the eight (8) Sister
Residence will be two stories in height, and the Recreation/ Storage building,
Maintenance building and future twenty-four (24) sister Residence will be one
story in height.
The proposed buildings will be residential in scale and character. The
buildings will have sloped roofs of composite shingle. The exterior walls will
be cedar shingle with a stucco base near the ground. Windows will be
anodized or painted aluminum. Existing trees will be preserved to the
maximum extent feasible. The trees proposed to be removed- are either in
poor health or condition, or their removal is required for the construction of
the new buildings or new parking lots.
The existing circular driveway off Grand Avenue will be retained and will
continue to serve as the visitor/guest access to the Administrative
Office/ Gathering building. A total of eighty-two (82) off-street parking spaces
will be provided near each of the proposed residences.
The Master Plan is proposed to be implemented in two phases. Development
of Phase I will be divided into two segments to insure that the Sisters will not
be displaced from the site. Phase IA will involve (1), the demolition of the
Mother House, (2), demolition of the utility building, (3), construction of the
twenty-two (22) sister residence. Phase IB will involve (1), the demolition of
St. Thomas Hall, the carpenter's shop, the two garages, the studio, the boiler
building and the office, (2), the construction of an eight (8) sister residence, a
recreation/ storage building and a maintenance building. Phase II will
3
Reauest for Proposal. Page 4
involve, (1), demolition of the gymnasium, (2), construction of a second eight
(8) sister residence and, (3), construction of a twenty-four (24) Sister residence.
Proposed use of the buildings for Phase Ia:
Gathering and Office Building: This building will be of one story wood frame
construction, 13,587 square feet in area. Approximately 2,500 square feet of the
building will be designed to accommodate the congregational meetings of up
to 130 Sisters. Congregational meetings occur approximately ten (10) times per
year. Once a year, as many as 310 persons may attend the Jubilee Celebration,
celebrating the 25th, 50th or later anniversaries of the Sisters. This facility is
served by a separate entrance, has back-up storage spaces, a small kitchen and
fronts onto the central landscaped courtyard.
The building will feature a display space, relating to the archives or storage
area behind it. This portion of the structure will re -use existing windows from
the Mother House, with the exterior design to be reminiscent of the original
Mother House Victorian architecture. The Display Room, approximately 725
square feet in area, will be open to scholars an researchers by appointment.
The balance of the building will contain the administrative operations of the
Dominican Congregation; this will consist of private offices, work areas,
storage, conference rooms, toilets and staff lounge, all to support a staff not
exceeding a total of 14 people.
22 Sister Residence: This building will be of two-story wood frame
construction, 15,924 square feet in area. This building, designed to serve as
home for 22 Sisters, will also have one guest room. Auxiliary spaces include a
Chapel, kitchen -dining rooms, work rooms and community room. The center
of the building will feature a two-story landscaped court, open to the sky.
Proposed use of the buildings for Phase Ib:
8 Sister Residence: This building is proposed to be of two-story wood frame
construction, 4,600 square feet in area. This structure will house 8 Sisters who
will share kitchen -dining facilities, prayer room and community room.
Storage/ Recreation Building: This will be 2,900 square feet in area, one story
wood frame construction. This building will contain storage spaces and space
for hobbies and physical recreation.
Maintenance Building: This building will be one story wood frame
construction, 1,850 square feet in area. Designed principally for use by
maintenance staff as a carpentry shop, this building will also contain a laundry
and a storage room.
4
Reauest for Proposal, Page 5
Proposed use of buildings for Phase II:
24 Sister Residence: This is proposed to be a one-story wood frame building
10,000 square feet in area. A residential facility for the older Sisters, plus
support spaces.
8 Sister Residence: This is proposed to be a two-story wood frame building
containing 4,600 square feet. This structure will house 8 Sisters who will share
kitchen -dining facilities, prayer room and community room.
SCOPE OF STUDY
The focused EIR must evaluate potential impacts of the project on historic and
architectural resources, including the Mother House, St. Thomas Hall,
ancillary buildings, and the setting, including the landscaped areas. The draft
EIR and the Final EIR must contain the information outlined in Article 9 of
the CEQA Guidelines. The EIR is to provide an unbiased review and
assessment of the reports that have been submitted to date. The City has
received the following documents: (1) "Historic Resource Report - Dominican
Convent", and "Historic Resource Report - St. Thomas Hall". These reports
assess the historic and architectural significance of the Mother House and St.
Thomas Hall. The City has also received reports entitled "Dominican
Convent Feasibility Analysis" and "Feasibility Report for Adaptive Re -use of
St. Thomas Hall" These reports were undertaken to determine the economic
feasibility and the scope of structural, seismic and architectural work required
to adaptively reuse the Mother House and St. Thomas Hall. Changes are also
proposed to the landscaping and grounds and the proposed landscape changes
need to be analyzed for consistency with the historic use of the property.
In addition, the EIR must analyze all feasible alternatives, including the
following:
(1) Demolition of the Structures and Recording of the Buildine_s According_ to
Historic American Buildine (HABS) Standards.
What is the impact on San Rafael's cultural heritage? What are the mitigation
measures for demolition?
(2) Retention, Repair and Adaptive Reuse of the Buildines.
Evaluate the structural problems associated with rehabilitation of the
buildings for use as the Administrative Offices and living quarters for the
Dominican Sisters. What are the economic problems or opportunities
associated with adaptive reuse of these buildings into a functioning convent?
As stated above, the applicant has submitted documents outlining costs and
other implications associated with reuse or repair of the buildings. These
5
Reauest for Provosal. Page 6
documents include a "Dominican Convent Feasibility Analysis", and a
"Feasibility Report for Adaptive Re -use of St. Thomas Hall." These
documents discuss the economic feasibility and the scope of structural and
architectural work required to reuse the buildings. These materials need to be
independently analyzed, and an evaluation must be made as to restoration
costs and as to what impacts the restoration would have on the architectural
and historical significance of the structures.
(3) Relocation of the Buildings.
What are the potential problems or opportunities associated with relocating
these buildings. Is it structurally and economically feasible? Would moving
the building be important to the community even though the site integrity is
lost? Can a receiver site be found?
(4) Potential Salvage or Reuse of Architectural Elements in the New
Structures.
Can salvaged material from the Mother House be successfully integrated into
the design? What is the correct amount of old materials in the new
structures? Can salvaged materials be used on the site and grounds as a
statement in a park setting?
(5) Others.
The consultant may see other feasible alternatives and these should be evaluated.
CONTACTS BY CONSULTANTS
As a minimum, the following agencies, groups, and individuals shall be
contacted during preparation of this environmental impact report. All
required contacts will be coordinated with the consultant and the Planning
Department staff.
1. Sisters of St. Dominic, owners
2. TWM Architects, Project architect and representative.
3. All Homeowners Associations surrounding subject property (list and
contacts will be provided by Planning Department.)
4. City of San Rafael Departments including Public Works, Planning, Fire,
Police and Recreation.
5. California Office of Historic Preservation
6. County of Marin Planning Department
REQUIRED CONTENTS OF PROPOSAL
Responses to this request for proposal shall include, as a minimum, the
following information:
1. The name of the project manager designated or assigned to this project.
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Request for Proposal. Page 7
2. The name and addresses of all persons, including their background and
qualifications, who will actually contribute to or work on this project. This
includes all subcontractors. Any substitutions of project staffing must be
approved by the City in advance. Material submitted in pre -qualification may
be referenced. It is expected that a team member will be a qualified expert in
historic preservation.
3. A detailed scope of work for preparing the draft environment document.
4. A schedule indicating the proposed commencement and completion dates
for various phases and progress reports for those phases of draft EIR
preparation. This schedule shall include submittal dates for the
administrative draft and camera ready draft EIR's.
5. An estimate of all costs involved in preparing the draft environmental
document. This estimate shall include all costs relating to survey work,
research, photography, transportation, communication, clerical work,
(including typing and reproduction), and distribution (mailing, mailing list
on file with the Planning Department). Itemize each task and its cost within
the proposed budget and indicate the estimated hours and rates for each
person participating in the project. The estimated cost shall include the
following:
a. Attendance at two neighborhood meetings
b. Attendance at four evening public meetings (Planning
Commission and City Council)
c. Reproduction and submittal of five administrative draft focused EIR's
for staff review.
d. Reproduction and submittal of 75 draft reports with a camera-ready
original.
e. An estimation of the cost and time schedule for preparing a final
Environmental Impact Report.
Given that it is unknown how much time and work will be necessary to
prepare a final focused EIR, a base estimate shall be provided with the
condition that the amount can be adjusted after the public review period on
the draft EIR. Itemize each task within the proposed budget. Indicate the
estimated hours and rates for each person participating.
6. Evidence of compliance with any and all additional specific requirements
as set forth in the Request for Proposal.
7. Samples of any similar reports prepared by the company/firm in the recent
past.
8. Public Agency references.
9. All consultants will be required to file a Statement of Economic Interest
prior to finalization of a contract with the City of San Rafael.
10. Consultants shall have no ongoing work interests with the applicant of
other parties of interest.
11. Consultants shall procure and maintain for the duration of the contract
the following types of insurance: General Liability: $1,000,000 per occurrence
for bodily injury, personal injury and property damage. Automobile Liability:
7
Request for Proposal, Page 8
$1,000,000 per accident for bodily injury and property damage. Workers'
Compensation Insurance. Errors and omissions liability: $1,000,000 per
occurrence.
Selection Process:
Proposals will be ranked by the Planning Department staff using the following
criteria and submitted to the City Council for final approval:
1) Ability to perform tasks as described.
2) Experience and expertise.
3) Technical approach, clarity, and methodology.
4) Ability to complete the EIR in a timely manner.
5) Cost
6) Interview (optional)
Deadline for Submittals:
Five copies of the proposal are to be submitted to the San Rafael Planning
Department, San Rafael City Hall, 3rd Floor, 1400 Fifth Avenue, no later than
January 22,1993. Mailing address is: City of San Rafael, P.O. Box 151560, San
Rafael, CA 94915-1560. Direct your submittal and any questions to Bill Tuikka,
Associate Planner, at 415-485-3085.
Attachments:
Existing Site Plan
Proposed Master Plan
Historic Resources Reports
Feasibility Analysis
0
TABLE OF CONTENTS
Page
1. INTRODUCTION 1-1
2. APPROACH AND WORK PLAN 2-1
3. ISSUES ANALYSIS 3-1
4. PROJECT TEAM QUALIFICATIONS & EXPERIENCE 4-1
5. SCHEDULE 5-1
6. COSTS 6-1
7. REFERENCES 7-1
APPENDIX
I
1. INTRODUCTION
The Sisters of St. Dominic have contributed to the scholastic and cultural climate of San Rafael
for over 100 years. The Dominican Convent, now separate from the Dominican College, was
established in 1887. The prominent Mother House, a 67,000 gross square foot (gsf), 4 -story
building, was built in 1889 and originally designed as a school and was adapted for the Sisters'
residence and convent facilities. In July 1990, the roof on the fourth floor was completely
destroyed by fire, the third floor sustained extensive water damage, and the first two floors
sustained water and smoke damage. St. Thomas Hall, a 3 -story unreinforced masonry brick
building, originally constructed for additional classrooms and resident student quarters in 1912-
13, suffered structural damage in the Loma Prieta earthquake in 1989.
The Dominican congregation has proposed a detailed Master Plan for the 6.82 -acre site. This
plan would require the demolition of all existing structures except for the Summer House Arbor
and the swimming pool. Seven new buildings are proposed to accommodate the Sisters' needs
and are planned to be implemented in two phases to ensure that the Sisters will be able to
maintain their operation without being displaced from the site during construction.
The Sisters have made application to the City of San Rafael for a rezoning, an environmental
and design review permit, and a use permit in order to construct the new complex as part of the
proposed Master Plan. A detailed Initial Study has been prepared and concluded that, with the
exception of historical resources, there would be no potential environmental impacts associated
with the full implementation of the proposed Master Plan.
As part of providing a wide range 'of protections for the environment, the California
Environmental Quality Act (CEQA) declares that it is State policy to "take all action necessary
to provide the people of this state with clean air and water, enjoyment of aesthetic, natural,
scenic, and historic environmental qualities" (Office of Planning and Research 1992:4). Further,
the CEQA Guidelines define as a "significant effect" on the environment a project that will
"eliminate important examples of the major periods of California history or prehistory" or
"disrupt or adversely affect a prehistoric or historic archaeological site or a property of historic
or cultural significance to a community or ethnic or social group" (Office of Planning and
Research 1992:Appendix Go)).
The criteria of effect for determining whether this project will have a significant effect on
historic resources is the Secretary of Interior Standards for Rehabilitation and Guidelines for
Rehabilitating Historic Buildings. The intent of the Standards and Guidelines is to assist the
long-term preservation of a property's significance through the preservation of historic materials
and features. The Standards encompass the exterior and interior of buildings, related landscape
1-1
1. Introduction
features, and the building's site and environment, as well as attached, adjacent, or related new
construction.
For the past twenty years, EIRs prepared under CEQA indicate that generally any project which
includes demolition of, or threatens the integrity or context of, an historic resource (building or
site) may be considered to have a significant environmental effect. The purpose of the
Dominican Sisters' Master Plan EIR will be to provide adequate information to enable the
decisionmakers in San Rafael to make a determination of whether or not implementation of the
Master Plan would constitute a significant environmental impact. The report will provide
analyses of various alternatives to the Master Plan and potential mitigation measures to minimize
the extent of the identified impacts.
1-2
2. APPROACH AND WORK PLAN
GENERAL APPROACH
During Associates and Page & Turnbull will prepare an environmental analysis that will be in
full compliance with the California Environmental Quality Act (CEQA), State guidelines and
procedures set forth by the City of San Rafael. The During Associates and Page & Turnbull
team will work closely with the City's staff in the preparation of the requested environmental
services. The focused EIR will address the potential environmental effects of the Master Plan
for the Sisters of St. Dominic Focused EIR project in proportion to their severity of occurrence,
concentrating on special areas of historic and architectural resources which have been identified
by the City and discussed in the Initial Study.
For each impact, the level of significance will be clearly identified as Significant, Significant
and Unavoidable, or Less -Than -Significant.
As noted in the cover letter, there are two options to the study:
■ Option A: A detailed and comprehensive approach to the analysis of historic and
architectural resources that entails the use of subconsultants for structural engineering
review, cost analysis and real estate appraisal. kis 09tlorJUse,, 6p SFF
■ Option B: A detailed analysis of historic and architectural resources without the use of
subconsultants for the comprehensive and independent analysis of the alternatives to the
Master Plan.
Both approaches will ensure full adequacy under CEQA, however, Option A will provide more
detailed analysis of the alternatives to the Master Plan.
The focused EIR will be edited to ensure straightforward communication. The focused EIR will
meet all established standards of legal adequacy. Maps, drawings, and photographs will be
provided in a consistent format throughout the report. They will clearly and accurately depict
the project and its alternatives, display the environmental data where such information may be
better understood through graphics, and support the discussion of impacts and mitigation
measures for the proposed project and its alternatives.
2-1
2. Approach and Work Plan
METHOD AND TASKS
The following describes During Associates and Page & Turnbull proposed work plan to complete
the requested services for the City of San Rafael. Each task describes the work to be performed,
methods to be used, relation to other work elements, and the task products. The work plan is
designed to be accomplished within the identified timeframes as set forth in Section 5, Schedule.
Following are the tasks to be accomplished:
1. Contract Award, Refine Scope, and Project Initiation Meeting
2. Data Collection and Investigation of Project Site
3. Environmental Analysis and Preparation of Administrative Draft Focused EIR
4. Prepare Draft Focused EIR
5. Public Hearing
6. Prepare Final Focused EIR
7. Coordination with City
TASK 1: CONTRACT AWARD, REFINE SCOPE, PROJECT INITIATION MEETING
Following contract initiation, Stu During, designated Project Manager, and J. Gordon Turnbull
will meet with the project team and City staff to review the scope of work and refine the
proposed work plan. The needs of San Rafael (and other interested agencies) and the public will
be discussed to ensure that all relevant issues are clearly defined at the outset and are addressed
in the environmental report. A clear project description will be developed for use in all
subsequent environmental work. The City will have selected the preferred option and the project
budget and schedule will be discussed and refined.
Based on the outcome of this meeting, Stu During will prepare a detailed project timeline
identifying critical data needs and associated delivery dates necessary to attain the agreed upon
schedule.
Products:
• Refined Scope of Work
• Refined Budget and Schedule
• Draft Project Description
2-2
2. Approach and Work Plan
TASK 2: DATA COLLECTION AND INVESTIGATION OF PROJECT SITE
Pursuant to the detailed scope of work, the During Associates and Page & Turnbull project team
will collect and evaluate necessary data including all documentation related to the historic and
architectural resources of the Dominican Convent.
To provide all environmental team members with a common understanding of the proposed
project and to facilitate an exchange of ideas concerning preparation of the environmental
analysis, a group site visit will be coordinated.
Existing environmental documents and planning information will be incorporated to the greatest
extent feasible. Related studies known at this time that will be incorporated into this analysis
include:
• Historic Resource Report - Dominican Convent;
• Historic Resource Report - St. Thomas Hall;
• Dominican Convent Feasibility Analysis;
• Feasibility Report for Adaptive Reuse of St. Thomas Hall; and
• Report to Planning Commission: Scoping of Issues for Preparation of a Focused EIR for
the Master Plan for the Sisters of Saint Dominic Including the Removal of the Mother
House and St. Thomas Hall.
Other relevant documents which become known and available to the During project team will
be reviewed and pertinent information will be incorporated into the environmental review.
Product:
• Summary of available data and outstanding information needs
TASK 3: ENVIRONMENTAL ANALYSIS AND PREPARATION OF
ADMINISTRATIVE DRAFT FOCUSED EIR
The During Associates and Page & Turnbull team will review all the information on the project
site. This information will be verified and a determination will be made as to whether additional
information will be required. The City of San Rafael will be notified as to any gaps in the
existing technical data base and the extent to which additional studies will be required.
After the environmental analysis is complete, an Administrative Draft Focused EIR will be
prepared in accordance with CEQA and City regulations and guidelines. The report will include
all required statutory sections. It will be prepared according to a format acceptable to San
Rafael and will incorporate information collected and developed in Tasks 1 and 2.
The Administrative Draft Focused EIR will include a brief, concise summary; a project
description; setting, impacts and mitigation measures for each of the identified environmental
2-3
2. Approach and Work Plan
issues addressed; alternatives to the project; the statutory sections required by CEQA; mitigation
monitoring plan; references; and a complete list of authors responsible for the focused EIR. (A
sample outline of a focused environmental impact report for San Rafael follows this section.)
One camera-ready and five copies of the Administrative Draft Focused EIR will be delivered to
the City of San Rafael.
Products:
• Identification of information and data deficiencies.
• One camera-ready and five copies of the Administrative Draft Focused EIR
TASK 4: PREPARE DRAFT FOCUSED EIR
The City staff will review the Administrative Draft Focused EIR and return their comments to
During Associates. The Administrative Draft document will be revised by During Associates,
and the appropriate number of copies of the Draft Focused EIR will be printed and distributed
for public review.
Product:
• One camera-ready and 75 copies of the Draft Focused EIR
TASK 5: PUBLIC HEARING
The City of San Rafael will advertise for and conduct a public hearing on the Draft Focused
EIR. Stu During and J. Gordon Tumbbull will be available to present a summary of the Draft
Focused EIR, and to answer questions and/or provide explanation of the technical aspects of the
environmental analysis. They will be available to assist the City as necessary.
In addition, meetings with the neighborhood, Planning Commission and City Council may occur
to address environmental issues related to the proposed project.
TASK 6: PREPARE FINAL FOCUSED EIR
After the close of the public comment period and after the public hearing on the Draft Focused
EIR has been held, the During Associates and Page & Turnbull project team will prepare written
responses to the letters of comment received during the public review period and to the
comments received at the public hearing. A camera-ready copy of the Administrative Final
Focused EIR and five copies will be submitted to City staff for review and comment.
2-4
1. Approach and Work Plan
Upon receipt of the City comments on the Administrative Final Focused EIR, During Associates
will revise the document. One camera-ready and the appropriate number of the final document
will be submitted to the City for distribution.
Products:
• One camera-ready and 5 copies of the Administrative Final Focused EIR
• One camera-ready and an appropriate number of copies of the Final Focused EIR
TASK 7: COORDINATION WITH CITY
Ongoing communication with San Rafael staff is of paramount importance to successfully
facilitate the City review process. Stu During will be available daily for consultation on the
progress of the environmental review process. The primary objective is to expedite the review
process as efficiently as possible while maintaining maximum quality control.
Two neighborhood meetings are schedule to review critical environmental issues associated with
the project. Stu During and J. Gordon Turnbull will be available to attend all scheduled
meetings with neighborhood groups, the Planning Commission, and the City Council.
2-5
2. Approach and Work Plan
SISTERS OF ST. DOMINIC MASTER PLAN
FOCUSED ENVIRONMENTAL IMPACT REPORT
CITY OF SAN RAFAEL
PROPOSED TABLE OF CONTENTS
1. PREFACE
1.1 Purpose of Focused EIR
1.3 City of San Rafael Plan Planning Process
and the Sisters of St. Dominic Master Plan
1.3 Intended Use of Focused EIR
2. EXECUTIVE SUMMARY
2.1 Project Description
2.2 Issues to be Resolved
2.3 Alternatives to Project
2.4 Summary Tables: Environmental Impacts, Mitigation
Measures, and Alternatives
3. PROJECT DESCRIPTION
3.1 Project Sponsor's Objectives
3.2 Project Location and Zoning
3.3 Project Characteristics
3.4 Required Approvals and Permits
4. ENVIRONMENTAL SETTING, IMPACTS AND MITIGATION MEASURES
4.1 Land Use and Relationship to Plans
4.2 Historic and Cultural Resources
4.3 Urban Design and Visual Considerations
5. UNAVOIDABLE SIGNIFICANT ADVERSE IMPACTS
6. ALTERNATIVES TO THE PROPOSED PROJECT
6.1 No Project
6.2 Demolition and Recording
6.3 Retention, Repair and Adaptive Reuse
6.4 Relocation of Buildings
6.5 Potential Salvage or Rescue of Existing Architectural Elements
7. THE RELATIONSHIP BETWEEN SHORT-TERM USES OF THE
ENVIRONMENT AND LONG-TERM PRODUCTIVITY
2-6
2. Approach and Work Plan
Proposed Table of Contents (continued)
8. IRREVERSIBLE ENVIRONMENTAL CHANGES THAT WOULD OCCUR
FROM IMPLEMENTATION OF THE PROPOSED PROJECT
9. MITIGATION MONITORING AND REPORTING PROGRAM
10. REPORT PREPARATION
APPENDICES
BIBLIOGRAPHY
2-7
AMENDMENT TO SISTERS OF ST. DOMINIC MASTER PLAN EIR PROPOSAL
BY DURING ASSOCIATES AND PAGE & TURNBULL
• The Draft EIR will contain full photo documentation of the existing structures and
relevant architectural drawings of the existing structures and the proposed master
plan. In addition, the standard CEQA required graphics are included (e.g.
regional map, San Rafael Map, project site location map, existing site plan, and
the proposed master plan with appropriate elevations and floor plans.)
• The Project Description Section (Chapter 3 and Chapter 2 the Executive
Summary) in the EIR will contain a detailed discussion of site characteristics.
• The Environmental Setting, impacts and Mitigation Measures Section (Chapter
4) will contain a detailed discussion of Land Use and the Relationship to Plans
and Policies.
• The Alternatives Section (Chapter 6) will likely contain different alternatives than
those set forth in the Proposed Table of Contents in the proposal. Such
Alternatives could include but not be limited to a combination of preservation of
one or more structures and partial implementation of the Master Plan.
3. ISSUES ANALYSIS
This section provides a brief description and overview of the technical issues to be addressed
in the focused EIR. The scope of the Master Plan for the Sisters of St. Dominic environmental
analysis is based on information contained in the "Report to the Planning Commission,"
December 15, 1992.
The City has indicated that, with the exception of historic resources, there are no potential
environmental impacts. Thus, issues related to seismicity, soils, geology, topography,
hydrology, air quality, drainage patterns, groundwater, flooding, plants and animal life, noise,
light and glare, land use, natural resources, risk of upset, population, housing, transportation,
demand for public services and utilities, energy consumption, human health, recreation, and
view blockage will not be addressed in the focused EIR.
The focused EIR will analyze the historical, cultural and architectural significance of St. Thomas
Hall, Mother House, ancillary buildings, and the setting of the Dominican Convent. In addition
to the historic and present significance of the existing buildings and their setting, the focused
EIR will analyze the impacts generated by the full implementation of the proposed Master Plan.
As noted in the cover letter and previous sections, this proposal provides two options. In Option
A, the project team (including architectural historians, structural engineers, cost analysts, and
an appraiser/economist) would conduct independent surveys that would parallel work already
conducted by the Dominican Sisters (and their consultants) in order to verify and confirm the
studies. Under Option B, Page & Turnbull would analyze the information developed based on
its own experience, and would not consult with outside firms.
The discussion below addresses the environmental areas of concern.
HISTORIC AND ARCHITECTURAL RESOURCES
Option A •- (ThII OP116N b y
Page & Turnbull would prepare this analysis which, under Option A, would commence with a
detailed research exercise that would be sufficient to confirm and validate the information that
has been prepared. This would primarily include the Historic Resource Report, Dominican
Convent, Volume I, St. Catharine's Academy (Mother House) and Volume H, St. Thomas Hall
by Patrick McGrew Associates, which assess the historic and architectural significance of the
3-1
3. Issues Analysis
two major structures. All references cited in these reports (including the books, pamphlets and
periodicals listed in the bibliographies) would be independently checked.
There would be extensive library research in local archives, such as the University of California,
San Rafael and Marin County libraries, and the local historical societies. Page & Turnbull
would also study other examples of the work of the two major architects: Thomas J. Welsh
(Mother House) and Albert Pissis (St. Thomas Hall).
Although none of the buildings and the Dominican Convent setting are listed in the National
Register of Historic Places, the Dominican Mother House and the Summer House Arbor are in
the 1986 San Rafael Historical Architectural Inventory. The Mother House is regarded as a
"interesting example" of Second Empire eclecticism, and it is considered eligible for listing in
the National Register.
After reviewing the information and confirming the documentation of the buildings and project
site, Page & Turnbull will examine the potential eligibility for listing in the National Register
of Historic Places. The criteria for nomination are based on the Secretary of the Interior's
Standards for Historic Preservation Projects. The standards relate to issues of acquisition,
protection, stabilization, preservation, rehabilitation, restoration and reconstruction. Page &
Turnbull would review and examine data related to the following:
• Surroundin2 History. The Dominican Convent of San Rafael was founded in 1889 and
was the seventh school in California to be established by the Dominican sisters. The
Sisters' primary mission at that time was the education of young women and the school
site became the center of the Dominican holdings in San Rafael. For almost a century,
the Dominican Convent has been a center in the community for scholarship and culture.
• The Buildines. The Mother House, built in 1889, was considered "one of the most
impressive structures in all of Marin County." St. Thomas Hall was constructed in 1912-
13 and is regarded as "a handsome building," although its primary architectural features
are partially obscured from public view by the Mother House. The Summer House
Arbor is rated as architecturally and historically significant by the City of San Rafael.
• The Stature of the Architects. Both Thomas J. Welsh, architect of the Mother House,
and Albert Pissis, St. Thomas Hall architect, are regarded as prominent architects of
their time and have been credited with design of many notable buildings.
After analyzing the importance of the architectural and historic features of the buildings and the
Convent setting, an analysis of the impacts of full implementation of the Master Plan will be
prepared. Factored into the analysis would be the extent of structural damage to St. Thomas
Hall by the Loma Prieta earthquake and damage to the total integrity of the Mother House by
the 1990 fire, which destroyed the roof and fourth story and resulted in water and smoke damage
to the rest of the building.
3-2
3. Issues Analysis
Alternatives to the Master Plan designed to preserve some of the historic and architectural
aspects of the building will be analyzed in the alternatives. If the Master Plan is implemented
and the historic structures are demolished (excluding the swimming pool and the Summer House
Arbor), Page & Turnbull would suggest mitigation measures related to recording of the
demolished buildings following standards set forth by the National Park Service for Historic
American Building Standards (NABS). This recording process is discussed under the
Alternatives section.
Option B
Page & Turnbull will review the existing information, but the extent of independent confirmation
and research will be curtailed. The analysis of eligibility for listing of the potentially historic
buildings and the extent of environmental effects on the historic and architectural resources of
the convent generated by implementation of the Master Plan will be the same as under Option
A.
LAND USE AND RELATIONSHIP TO PLAN
The project may entail a rezoning and reclassification. The focused EIR will address the
proposed land use change and the consistency with various elements of the San Rafael General
Plan and zoning of the area.
AESTHETICS AND VISUAL CONSIDERATION
This area has been focused out of the EIR in terms of the obstruction of any scenic vista or the
creation of an aesthetically offensive view. However, the new landscaping for the proposed
Master Plan will be addressed in terms of its visual considerations. The extent to which existing
vegetation will have to be removed under the Master Plan will be addressed and the new
landscaping plan will be discussed in terms of its overall effect on the existing environment.
ALTERNATIVES
An important feature of the focused EIR will be the analysis of alternatives of which five have
been identified in the Request for Proposal. These include, but are not limited to, the following:
1. No Proiect
This would analyze the current situation that exists today where the Mother House is not
in use and St. Thomas Hall would still need seismic upgrading and would have minimal
use.
3-3
3. Issues Analysis
2. Demolition of the Structures and Recordine of the Buildine_ s Accordine to Historic
American Buildine IHABSI Standards
This alternative is essentially a mitigation measure for the proposed project and could be
included in the mitigations portion of the EIR and not as an alternative. In either case,
Page & Turnbull will consult with the HABS/HAER representative of the Western
Regional Office of the National Park Service to determine what would constitute a
sufficient recording of the structures for archival purposes.
Drawings of the Mother House already prepared by Patrick McGrew will go a long way
toward satisfying this requirement. Generally, these are supplemented with both historic
and existing -condition photographs. If original drawings a building exist, as they may
in the case of St. Thomas Hall, it is sometimes not necessary to re -draw.
Beyond determining what would constitute an adequate submission of material to
archives, Page & Turnbull will describe as completely as possible the actual
consequences of removing these structures and replacing them with other buildings of a
modern, residential character. Such issues as sight lines, percent open space on site, and
change in character of landscaping would all be considered.
3. Retention. Repair and Adaptive Reuse of the Buildings
Under this Alternative, Option A will involve Page & Turnbull and John Laws from
Structural Design Engineers, Martin Gordon from Adamson Associates, and James Flack
from Flack & Flack. The analysis would concentrate on confirmation of the information
developed in and the Dominican Convent Feasibility Analysis and the St. Thomas Hall
Proposed Rehabilitation, both prepared by Treffinger, Walz & MacLeod, which address
the economic feasibility and the scope of structural, seismic and architectural work
required to adaptively reuse the Mother House and St. Thomas Hall. The Dominican
Convent Feasibility Analysis included structural studies by Peter Culley & Associates,
cost estimation by Dinwiddie Construction Company.
The analysis in this alternative will focus on the costs projected to repair and rehabilitate
the historic structures, and the space needs delineated in the Sisters' program. The crux
of the required analysis lies in the apparent conflict between the cost to rehabilitate
existing historic buildings and the Sisters' present program needs, related to the cost to
house them. One of the key things appearing to prevent the Sisters from placing the
structures back into service is that they project future space needs of only about one-half
the total space available to them in the historic structures. With such projections, it
becomes nearly impossible to justify repair programs on the too -large existing structures.
Page & Turnbull will utilize the services of an appraiser/economist to research whether
the availability of excess space in the restored structures could realistically go on the real
estate market in San Rafael and conceivably be rented.
3-4
3. Issues Analysis
Option B will not entail an independent analysis of the existing information and
examination of the project site by the structural engineers, cost analysts, and real estate
appraisers. Page & Turnbull will review and critique the existing studies and discuss the
probable impacts associated with this alternative.
4. Relocation of the Buildines
This alternative will examine the possibility of moving the major buildings, including the
masonry structures such as St. Thomas Hall. The analysis will identify some of the costs
associated with relocations, which often rise exponentially with size and distance. In the
case of St. Thomas Hall, the unreinforced masonry structure, stability during the move
becomes all important, so that the structure would probably have to be strengthened and
stabilized, then moved only a short distance. The Mother House presents difficulties
because of its size. Though, as a frame structure, it could be cut into pieces and
transported. A nearby flat site of sufficient size to accommodate the structure would
have to be identified.
In general, the Secretary of the Interior's Standards do not encourage moving of
structures. The analysis would address the key relationships between a building and its
site, and the integrity of setting.
5. Potential Salvaee or Reuse of Architectural Elements in the New Structures
The EIR analysis will review the possibility of salvaging portions of the existing Mother
House as part of the new design. The interior of the Mother House was designed to be
very utilitarian and simple in keeping with the overall objectives of the Sisters of St.
Dominic. The scale of the new buildings dictate the extent to which portions of the
Mother House, such as the windows, pilasters or stair/banisters, can be utilized. It may
be possible to use portions of the Mother House as exterior items of a decorative nature,
such as connective walkways/passages between the buildings, possible wind screens, etc.
Architectural elements on the structures will be ranked according to their historic and
aesthetic value.
The Alternative analysis will consider previous integrations of historic portions of
structures into new buildings. Issues such as style, proportion, program requirements,
and change will be considered.
STATUTORY AND OTHER ENVIRONMENTAL SECTIONS
The EIR will include all the statutory sections required by CEQA, such as short-term and long-
term effects and growth inducement.
3-5
3. Issues Analysis
MITIGATION MONITORING
The EIR will contain a Mitigation Monitoring Plan pursuant to AB3180. The monitoring
program shall be designed to ensure compliance of mitigation measures during project
implementation. For each potential impact identified in the EIR, a mitigation measure will be
identified and a checklist will be provided that species the implemented action, the responsible
agency for the implementation, the method and timing of verification, and the specific date of
approval by the responsible agency.
UP
4. PROJECT TEAM QUALIFICATIONS & EXPERIENCE
During Associates, in conjunction with Page & Turnbull, has assembled a project team that we
believe is ideally qualified to complete the focused EIR for the Sisters of St. Dominic Master
Plan. The During Associates and Page & Turnbull team offers the optimum combination of EIR
specialization in historic and architectural resources, San Rafael and Marin County experience,
coupled with a strong reputation for objectivity. During Associates will serve as prime
consultant for this study, with Page & Turnbull conducting the critical historic and architectural
analyses of the Master Plan and alternatives.
As noted in previous sections, there are two options to this study. Option A is a detailed
analysis including subconsultants and Option B is the less exhaustive study by Page & Turnbull
without subconsultants. The organization and team member assignments for both options are
presented on the Organization Chart on the following page.
STUDY TEAM AND PROJECT ADMINISTRATION
Stuart During will serve as Project Manager for the Focused EIR for the Sisters of St. Dominic
Master Plan project, responsible for oversight of the entire team. Mr. During is an
environmental and urban planner with 20 years of experience in environmental impact studies,
manpower training, and community planning and development throughout the U.S. and abroad.
Mr. During, President of the newly formed During Associates, was formerly a partner at EIP
Associates, one of California's leading environmental consulting firms. Mr. During has been
project manager for more than 200 environmental studies in northern California. Currently
During Associates is preparing an EIR for the controversial Safeway Store project in St. Helena
and is completing the Final EIR for the San Francisco Towers Residential Development EIR.
Recent projects that Mr. During has managed while a Principal at EIP include the Contra Costa
County General Plan Update and EIR, the Rincon Point/South Beach Redevelopment Plan
Update EIR, the Pacific Center Retail project, and the San Francisco Center (Nordstroms and
other retail stores) project. He was also Principal -in -Charge at EIP for the initial phase of
technical studies related to traffic, archaeological resources, and existing plants and trees for the
proposed Master Plan for the Sisters of St. Dominic.
4-1
CITY OF SAN RAFAEL
SISTERS OF SAINT DOMINIC MASTER PLAN FOCUSED EIR
PROJECT TEAM ORGANIZATION
Structural
Engineering
John W. Laws, P.E
* Expanded Option
1 Structural Design Engineers
City of San Rafael
Robert Pendoley
Planning Director
Bill Tuikka
Associate Planner
Project Manager
Stu During
Historic/Architectural
John Gordon Turnbull
Page & Turnbull
Cost Analysis 2
Martin Gordon
2 Adamson Associates
4-2
3 Flack & Flack
Appraisal/
Economic
Consultation 3
James M. Flack
4. Project Team Qualifications & Experience
Relevant studies completed in the last two years or currently in process for which Mr. During
was/is the Project Manager include:
• Contra Costa Countv General Plan Update and EIR,. Contra Costa County updated their
county -wide General Plan including elements for housing, transportation, open space,
seismic safety, land use, recreation, noise and growth management. A major feature of
the General Plan update was the Urban Limit Line. The plan was adopted by the Board
of Supervisors in 1991. Mr. During also served as Project Manager for the EIR on the
General Plan Update. Major environmental issues included transportation, land use and
growth inducement.
• Pacific Center EIR. The proposed Pacific Center development in San Francisco on the
corner of Fourth and Market Streets will contain over 600,000 square -feet of retail and
office space and parking. Part of the project will be located in the former San Francisco
Apparel Mart, which is a landmark building. Major environmental issues included
transportation, adaptive reuse of a historic structure, growth inducement, and land use
change.
• Rincon Point/South Beach Redevelopment Plan Supplemental EIR. The Rincon
Point/South Beach Redevelopment area is located on the northeast waterfront of the City
and County of San Francisco. The proposed amendment to the Redevelopment Plan
changed the land use designation of a number of sites that allowed increased height limit
and alternative uses. Environmental issues included land use changes, visual impacts,
adaptive reuse of the historic Oriental Warehouse, transportation and air quality. Page
& Turnbull prepared the historic architectural survey on the Oriental Warehouse.
• San Francisco Center Urban Shopping Center EIR. The first major shopping center to
be developed in downtown San Francisco in twenty years, the San Francisco Center on
Fifth and Market Streets contains over 80 retail stores including the anchor tenant
Nordstroms. Environmental issues included transportation/circulation, visual
considerations, land use changes and public utility demands.
• San Francisco Towers Residential Development EIR,. One of the largest residential
projects in San Francisco in recent years, the San Francisco Towers Residential
condominium structure will contain 250 units and a life care facility in a 12 -story
building covering an entire block in the Van Ness corridor of San Francisco. A major
environmental concern is the proposed demolition or retention of two historic buildings
on the project site. Mr. Turnbull prepared an analysis of the historic structures.
J. Gordon Turnbull, AIA, Principal, will conduct the analysis on the potential impact of the
project on historic and architectural resources. Mr. Turnbull has served as architect and urban
designer in New York and San Francisco and for five years was Architect of The Foundation
for San Francisco's Architectural Heritage. He has been Principal -in -Charge for numerous
4-3
4. Project Team Qualifications & Experience
projects in the Bay Area, including the Garden Court Restoration for the Palace Hotel, the
Pacific Heritage Museum restoration/rehabilitation, and the United States Court of Appeals,
Historic Building Preservation Plan, Stabilization and Rehabilitation.
Page & Turnbull was established in 1973 to provide architectural and conservation services for
historic buildings, resources and civic areas. Services include architectural restoration,
rehabilitation and conservation projects, documentation of historic properties, historic structure
reports and analyses, and National Register nomination and Tax Act certification. The firm has
worked on a variety of award-winning projects, including the Garden Court Restoration for the
Sheraton Palace Hotel and the Rincon Center in San Francisco, and the Don E. Strover Award
for Leadership in Historic Preservation for the Stern Grove Clubhouse Renovation. Page &
Turnbull performed the rehabilitation of the Falkirk Cultural Center in San Rafael and performed
the EIR analysis for the Lake Merritt United Methodist Church, which included an architectural
description of the existing building and an evaluation of various architectural alternatives if all
or part of the historic building were retained.
In the event the City elects to pursue the detailed approach (Option A), the following
subconsultants would be included in the project team:
Structural engineering analysis for the focused EIR will be provided by John W. Laws, Principal
of Structural Design Engineers (SDE). Formerly an Associate and Senior Structural Engineer
with Skidmore, Owings and Merrill/San Francisco and with SDE since 1985, Mr. Laws has
almost 20 years of experience managing and supervising the design of steel, concrete, masonry
and wood structures. His project experience includes numerous seismic renovations and
upgrades in the Bay Area, as well as work on historic landmarks such as Galindo House in
Concord, Grant House/Deer Hollow Farm in Los Altos, and the Baker Street Library in
Bakersfield.
Structural Design Engineers is a consulting engineering firm that provides structural
engineering services in the areas of evaluation of existing buildings, including historically
significant buildings; repair of structurally damaged buildings; seismic rehabilitation of existing
buildings; remodeling of existing buildings, and design of new buildings. Founded in 1984,
SDE's services include evaluation reports, feasibility studies, schematic design, design
development, and construction documents. The firm believes that good design solutions involve
a multidiscipline integrated approach and emphasizes professionalism, thoroughness, innovation
and servicing client needs.
Martin Gordon, FMCS, RACE, Principal of Adamson Associates, will provide cost analysis for
the focused EIR. Mr. Gordon is experienced in cost planning, estimating, and value analysis
of construction of all types and sizes on both domestic and international projects. Additionally,
he is experienced in analyzing projects by functional component and preparing bills of quantities,
4-4
4. Project Team Qualifications & Experience
evaluation of change orders, and post contract management and control. Mr. Gordon is trained
in Value Engineering and Analysis by the Society of American Value Engineers.
Adamson Associates is a partnership of Chartered Quantity Surveyors and professional
construction cost management consultants. Since 1970, the firm has provided cost planning,
value engineering and project management services on thousands of projects for corporate
owners, developers, private and public institutions and governmental agencies, architects and
engineers. Project experience has included all types of construction, from single-family
residences to large, billion -dollar public buildings and civil engineering installations, located
throughout the United States and in many other countries.
Appraisal and economic advice for the focused EIR will be provided by James M. Flack, MAI.
Jim Flack is an independent Real Estate Appraiser, specializing in San Francisco income
properties. He has been the principal in the appraisal firm of Flack & Flack since 1973. Mr.
Flack's experience covers many types of income properties including industrial, retail and mixed
use properties, office buildings and apartments. He is a California State Certified General Real
Estate Appraiser.
References for Stu During and J. Gordon Turnbull are found in Section 7. Complete resumes
and additional relevant experience descriptions for the project team are provided in the appendix.
PROJECT CONTROL
Effective project management procedures and tools represent a key aspect of the project control
plan. As Project Manager, Stu During will lead the varied project participants and ensure that
they act as a unified, focused and coordinated team. The technical quality of the study and
adherence to the project's schedule will be achieved by:
• the Team's technical expertise;
• clear definition of the issues;
• effective coordination of the study process and products;
• a dedicated project team; and
• project study tracking and performance monitoring.
Stu During will have at his disposal a computerized Project Accounting and Management System
that allows daily access to pertinent budget, scheduling and cost information. The system allows
the project manager to:
4-5
4. Project Tean. 4ualifications & Experience
• maintain complete records on the project;
• budget labor and expenses;
• enter labor and expense transactions directly to the project records from either the
payroll, accounts receivable or accounts payable program; and
• maintain budgets by dollars and/or hours.
The project manager will review the project management information to ensure that the allocated
hours per task and those actually billed correspond to the project budget. The City of San
Rafael will be appraised of the progress by the project manager through frequent telephone
conversations, regular meetings and monthly reports.
4-6
5. SCHEDULE
The proposed schedule through preparation of the Administrative Draft EIR is eight weeks from
receiving authorization to proceed under Option A. Option B is two weeks shorter. Assuming
two weeks for City of San Rafael review of the administrative draft, three weeks would be
required to prepare the Draft EIR after receipt of City comments. Depending on the number
of public and agency comments received on the draft EIR, we estimate that not more than four
weeks at a maximum (possibly less) would be required to prepare the Administrative Final EIR.
Assuming one week for City review of the Final EIR, we estimate that the preparation of the
Final EIR would take one week to incorporate City comments. Therefore, the time frame for
the entire EIR process is estimated to be a little under six months.
5-1
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5-2
6. COST
The cost to prepare the Sisters of St. Dominic Master Plan EIR is estimated to be $54,360,
including two optional photomontages. Costs include data gathering and analyses; a 10 -percent
contingency for possible photomontages; printing of an Administrative Draft EIR, the public
Draft, an Administrative Final EIR and the Final EIR; and attendance by Stu During, Project
Manager, at meetings with City of San Rafael staff and at least three formal public meetings on
the Draft and Final EIR.
Factors that would increase the scope and 'estimated cost outlined in this proposal include
attendance at more than the three formal public meetings, more than three meetings with City
staff; printing of additional copies of reports; key issues in addition to those identified in this
proposal (i.e., additional studies required where information deficiencies are identified); major
changes in the project description, which would require reanalysis or rewriting of report
sections; and the preparation of additional analysis due to City comments on the administrative
versions of the Draft and Final environmental documents requiring more time than budgeted.
The total for the Final will be billed on a time -and -materials basis with $13,000 as a not -to -
exceed maximum with the following rates:
Page & Turnbull $125/hr Principal
50/hr Associate
During Associates 100/hr Principal
75/hr Associate
6-1
SISTERS OF ST. DOMINIC MASTER PLAN EIR
City of San Rafael
COST ESTIMATE — OPTION "A"
6. Costs
Cost
TASK 1: Contract award, refine scope, $ 1,280
project initiation meeting
TASK 2: Data collection and investigation
of project site:
Land Use $ 320
Landscape Plan 320
Historic/Architectural Resources 2.000
TASK 3: Environmental analyses and
2,640
preparation of Administrative
480
Draft Focused EIR:
Introduction, Summary and
480
Project Description
480
Land Use and Relationship
480
to Plans
7,200
Aesthetics/Visual
480
Historic & Cultural Resources
5,600
Statutory sections (short-term,
480
long-term, significant effects)
and Growth Inducement
Mitigation Monitoring
480
Alternatives:
Page & Turnbull
7,200
Structural Design Engineers
4,940
Adamson Associates
2,500
(Cost Analysis)
Flack & Flack
2,500
(Real Estate Appraisal)
6-2
TASK 3 (continued)
Word Processing
500
Production
300
Graphics
600
Project Management
1.280
Total Cost of ADEIR (Tasks 1-3)
TASK 4: Prepare Draft Focused EIR 1,200
Printing of Draft EIR 900
(75 copies @ $12)
Total Cost of DEIR (Tasks 1-4)
TASK 5: Public Hearing
TASK 6: Prepare Final Focused EIR
Page & Turnbull
5,000
During Associate
5,000
Meetings
1,600
Word processing
500
Printing (60 copies @ $15)
900
TASK 7: Coordination with City
Two Neighborhood Meetings
Optional photomontages (two views)
TOTAL COSTS:
6-3
Sub -total
6. Costs
27,820
$31,740
2,100
$33,840
720
$13,000
1,200
1.600
$50,360
4,000
$54,360
FILE NO. 289-8
REPORT TO MAYOR AND CITY COT TNCIL / PAGE 4
E)Q IT "C"
SCHEDULE
The During Associates project team can begin work on the Dominican Convent EIR
immediately upon contract approval. After contract approval, the Administrative
Draft EIR will be prepared in a 8 -week period. The proposed schedule for completing
the tasks identified in the During Associates Proposal, Section 5, Schedule ,is
presented below.
Target
Commencement
(No. of weeks after
Event Contract Approval)
During Assoc. Prepares
Admin. Draft EIR --
City Reviews
Admin. Draft EIR 8
During Assoc. Prepares
Draft EIR 10
45 Day Public Review 13
During Assoc. Prepares
Admin. Final EIR 19
City Reviews
Admin. Final EIR 22
During Assoc. Prepares
Final EIR 24
Target
Completion
(No. of weeks after
Contract Approval)
8
10
13
19
22
24
26