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HomeMy WebLinkAboutResolution No. 5777 (Prepare Sun Valley-Fairhills Neighborhood Plan)RESOLUTION NO. 5777 A RESOLUTION AUTHORIZING THE SIGNING OF A CONTRACT, LEASE OR AGREEMENT THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: The MAYOR and CITY CLERK are authorized to execute, on behalf of the City of San Rafael a contract, lease or agreement with Larry Seeman and Associates, Inc., for Preparation of Neighborhood Plan for Sun Valley/Fairhills a copy of which is hereby attached and by this reference made a part hereof. I, JEANNE M. LEONCINI, City 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 following vote, to wit: day of October , 1979 by the AYES: COUNCILMEMBERS: Breiner, Miskimen, Nixon and Mayor Mulryan NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Jensen JEANNE M. LEONCINI, City Clerk Ir YLf REG NA A. BUCHANAN, Deputy City Clerk CITY OF SAN RAFAEL CONTRACT FOR PROFESSIONAL PLANNING SERVICES This AGREEMENT is made and entered into this f i rst day of October , 1979, by and between the City of San Rafael, a municipal corporation (hereinafter referred to as ''City"), and Richard R. Harris, doing business under the firm name and style of Larry Seeman Associates, Inc., of 2927 Newbury Street, Suite C, Berkeley, California 94703 (hereinafter referred to as "Consultant"). I SCOPE OF WORK In accordance with this Agreement, the Consultant agrees to provide professional services by preparing a Sun Valley/Fairhills Neighborhood Plan as described in Attachment A and B to this Agreement entitled "Scope of Work" and "Neighborhood Plan Schedule". The work to be done under this Agreement shall meet the requirements of Title 7, Divisionl, Chapter 3, Article 8, of the California State Government Code as it pertains to specific plans, and the Guide- lines adopted under the authority of the California Environmental Quality Act, as amended. II PAYMENTS For the payments herein pecified, which the City agrees to make, Consultant will undertake and perform the work described in the attachment to this Agreement entitled "Scope of Work for the Sun Valley/Fairhills Neighborhood Plan". For such services the City shall pay Consultant a sum of money not to exceed Fifteen Thousand One Hundred and Sixty Dollars ($15,160.00) as compensation for the Consultant's completion of work set forth in this Agreement. Consultant agrees to bill the City on a time and expense basis. All billings for services submitted by the Consultant to the City are due and payable within ten days of P y the date shown on the invoice. III SCHEDULE The Consultant shall adhere to that schedule detailed in Attachment B unless modified by Planning Director. IV ADDITIONAL WORK It is understood and agreed by City and Consultant that the above payment for services is based upon normal professional service in preparing and providing a Neighborhood Plan as described in the attached Scope of Work. Any additional work requested or required of the Consultant by the City shall be construed as an alteration of this Agreement and shall be subject to negotiation. Said additional work may include, but not be limited to, the following: a. Attendance at more than four (4) neighborhood meetings and four (4) public meetings on the Neighborhood Plan and EIR; b. More detailed work in environmental areas outside of those identified for attention in the attached Scope of Work; c. Unusual or unanticipated data development, search, and analysis. V CONSULTANT STATUS The Consultant is an independent contractor and shall not be deemed, directly or indirectly, to be an officer or employee of the City. However, City shall assist Consultant by providing timely response to Consultant's request for municipal data; meeting with Consultant when necessary at mutually agreeable times; facilitating necessary meetings with all public agencies and officials, and neighborhood associations; providing tasks and materials as outlined in the attached Scope of Work; and in other similar ways assist Consultant in expeditious progress of the assignment. -2- The Consultant states that he has not previously and will not during the time of this contract serve as consultant to the Homeowners Association or any individual organization o:- corporation representing major landowners in the area. 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. VI TERMINATION The City reserves the right to terminate this Agreement at any time by providing official notification to the Consultant. 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. In the event of Agreement terminating, 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. VII AGREEMENT AND ASSIGNMENT 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 nor 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. VIII ALTERATIONS This Agreement may be modified, as necessary for the successful and timely completion of the services to be provided. Any alteration or variation -3- shall be expressed in writing, as an amendment to this Agreement, and shall be approved by both parties. IN WITNESS THEREOF, City and Consultant have caused their authorized representatives to execute this Agreement the day and year first above written. CITY OF SAN RAFAEL LAWRENCE E. MULRYAN, Mayor ATTEST: E�ANNE—M. LEONCINI, City Clerk LARRY SEEMAN ASSOCIATES, INC. l� ICHARD R. HARRIS, Principal _4.. SCOPE OF WORK INTRODUCTION AND OVERVIEW ATTACHMENT A The Consultant's approach will entail three phases, each consisting of several related tasks. During the first phase an inventory will be conducted of significant natural, social, and economic factors within the neighborhood. This inventory will culminate in the identification of key issues which must be addressed by the Neighborhood Plan. The second, or design development phase, will be the reiterative process of formulating a feasible and supportable plan. The third phase will consist of the presentation of the preferred plan to City decision -makers and formal adoption. The following pages describe these phases and the related tasks in detail. PHASE 1 - RESOURCE ANALYSIS Task: Environmental Inventory. Work will begin with the accumulation of published and unpublished ata related to the existing neighborhood environment. Where necessary to correct deficiencies in existing information, our team will conduct field work and analysis. During this period, on October 18, 1979, a public meeting will be held to introduce the project to the neighborhood and other interested persons. The work completed in this phase will constitute a full description of the environmental setting as required by State Specific Plan and CEQA Guidelines. At the minimum, the following topical areas and parameters will be considered: Vegetation/Wildlife: Remaining natural areas will be assessed for habitat values and social significance. Geology/Soils: Utilizing existing geologic data as a base, the Consultant will map the neighborhood and describe the area in terms of geologic hazard and developability. A registered geologist will assist the Consultant in the interpretation of geologic data for planning purposes. Slope, erosion, and other factors influencing development potential will also be considered. Hydrology/Storm Drainage: The City has identified inadequate drainage facilities in the Sun Valley area. The Consultant will work with the City Public Works Department to identify and substantiate these problems and others which may influence the future of the neighborhood. Capital improvements necessary to solve existing drainage problems or future potential problems will be determined. Visual Quality: The Consultant will undertake a visual analysis to determine the neighborhood viewshed, scenic features, and undeveloped areas susceptible to visual impact. Some effort will be expended toward characterization of existing neighborhood design qualities which should be retained and/or reinforced through Specific Plan policies. Design strategies to preserve or enhance the neighborhood qualities will be explored. BE Noise: Existing noise problems, if they influence the quality of life in the neighborhood, will be described. The principal problems are likely to be in the vicinity of heavily travelled arterial and collector roads. Land use: Using available City data, the existing land uses in the neighborhood will be mapped and described by the Consultant. Emphasis will be placed on identification of housing characteristics, key parcels of open space value, and potential or existing land use conflicts. Target areas for rehabilitation or abatement of zoning violations will be evaluated by means of a windshield survey in the neighborhood. Problems associated with non -conforming uses and inconsistent zoning code enforcement will be reviewed with specific attention to this neighborhood but with application to the City as a whole. Recreational and open space standards for the City will be reviewed in relationship to the actual availability of facilities in the neighborhood, and deficiencies, if revealed, will be discussed. As an associated study in the category of land use, the Consultant will evaluate the development potential of all vacant lands, including surplus school sites, within the neighborhood. The West End school site will be specifically reviewed as a potential location for senior citizen housing. This possible use and its benefits will be considered in relation to other potential uses or needs of the neighborhood. Services and Utilities: The adequacy of existing City and Special District services in the neighborhood will be determined through consultation with all involved agencies and City departments. Capacities of systems to accommodate new growth will be determined. Costs and responsibilities for providing adequate services will be assigned and a tentative list of required capital improvements will be formulated. The Consultant's work on services and utilities will also include a review of energy conservation opportunities within undeveloped areas and the possibilities for making the existing neighborhood more energy- efficient. Traffic: Existing traffic -count information will be used to determine the volumes of use experienced by streets in the neighborhood. Traffic safety or other similar problems will be discussed with the City Traffic Engineer. The impacts of traffic on quality of life in the neighborhood and the road capacities available to serve new growth will be addressed. The impacts of potential new developments upon existing systems as well as possible future street layouts in the undeveloped areas will be explored. The findings of the resource analysis will be compiled into two interim documents. One will be a comprehensive data base for the neighborhood, meeting all CEQA requirements for description of the environmental setting and conditions. This document will be prepared as a reproducible master and will be transmitted to the City. A summary of this working paper will represent one major component of the overall Neighborhood Plan. -2- The second interim document will be a summary issues paper outlining major planning constraints and opportunities and including rough sketch plans as discussion alternatives. It will represent an outline of neighborhood conditions and needs, and it will form a basis for neighborhood discussion and subsequent planning efforts. Task: Presentation of Resource Analysis. When the background research has culminated, the findings will -be presented to the community and formal input sought for future planning studies. To accomplish this, a second workshop will take place at City offices to discuss the planning issues outline. Attendance at the workshop will be encouraged through City noticing procedures and press releases. The effort at this workshop will be to transmit key information and findings, and to identify unforseen issues of concern with the community. PHASE 2 - DESIGN DEVELOPMENT Task: First -Draft Plan and Policy Statement. After presentation and discussion of the planning issues outline, the Consultant will set about the actual task of preparing a neighborhood plan. In order to establish a forum for public input and discussion, the Consultant will generate alternative policy statements for future development in the neighborhood. These plans and accompanying policies will be formulated on the basis of physical, social, and economic constraints and perceived needs of the neighborhood. At completion of the first draft, a community workshop will take place on November 20, 1979, for presentation and discussion of the first draft document. The second draft will be the focus for the fourth neighborhood workshop. At that meeting, final comment will be heard regarding specific wording and meaning of policies and programs. At the close of the fourth meeting, the Consultant will prepare a final plan including an executive summary for presentation to City decision -makers. Assuming general consensus of the neighborhood with respect to plans and specific policy wording, the final draft will be prepared for review by the City Planning Commission. The final plan will be available for public review from December 21, 1979, through the adoption of the plan. PHASE 3 - PLAN ADOPTION Task: Presentation of Preferred Plan. The final plan, as approved by the neigh5orfiood, will be submitted to the City as a reproducible master. It will be composed of the following elements: Neighborhood Plan Diagram: portraying existing and proposed land uses, major road improvements, densities and residential unit yield, recom- mended open space and recreational facilities. Neighborhood Plan Policy Statement: including goals, objectives, and policies for new development and enhancement of existing developed areas. -3- Implementation Program: a detailed process for controlling develop- ment through plan review by the City; development standards for hill- side residential uses; capital improvements program recommendations; proposed zoning map; and housing rehabilitation guidelines. Environmental Data Base: a master environmental assessment for the neighborhood (produced during Phase 1 studies). The Consultant will be available to present the plan to the Planning Commission. At the first meeting, the Consultant will present the process and the principal components of the plan. The Consultant will also be available to answer questions about the plan and record public and Commission comments on its various elements. Task: Plan Adoption Hearings. After the initial presentation, the Consultant will be available to attend one more Planning Commission hearing and two City Council hearing relevant to the adoption of the plan. The Consultant's role at those hearings will be to discuss the plan, receive suggestions for amendment or clarification, and, as necessary, explain the implications of suggested changes as they relate to the integrity of the document. Special care will be required to ensure that the neighborhood's feelings about its plan are not endangered by suggested revisions. If significant revisions are contemplated, the Consultant will coordinate with the neighborhood planning group to discuss the meaning of revisions. When completed, the final plan document will be transmitted to the City as a reproducible master. This will conclude the Consultant's work under the terms of this proposal. SCHEDULE AND PRODUCTS Phase 1 studies will culminate in the preparation of the planning issues outline describing planning constraints and opportunities in the neighborhood. The comprehensive environmental data base and related executive summary will have also been completed during Phase 1. This work will be finished October 29, 1979. Reproducible masters of both reports will be provided to the City for publication and distribution. Following completion of the planning issues outline, a neighborhood meeting for the purposes of explaining and reviewing the Phase 1 studies will be held on November 1, 1979. Subsequent to that meeting, we will enter Phase 2 and produce the preliminary draft neighborhood plan. This will occur November 15, 1979. The preliminary draft will contain maps and diagrams as necessary, policy statements and a draft Initial Study pursuant to CEQA requirements. Phase 2, the neighborhood review and plan refinement study will include two neighborhood meetings on November 20, 1979 and December 6, 1979 with a possibility of an additional meeting before Christmas, should it be found necessary. Public review of the document will be possible from December 21, 1979 with adoption hearings beginning in January 1980. sm The schedule for Phase 3 cannot be determined at this time because the number of adoption hearings and the scheduling of those hearings cannot be specified. However, once the plan has been adopted with all required amend- ments, we would require about two weeks to prepare a reproducible master of the final document. In summary, our anticipated schedule would be as follows: Phase 1 Resource Analysis Introduction Workshop Presentation of Resource Analysis (Second Workshop) Phase 2 First -Draft Plan and Policy Statement Preparation Presentation of First Draft (Third Workshop) Second Draft Plan Preparation Presentation of Second Draft (Fourth Workshop) Final Plan Preparation Public Review of Final Plan Phase 3 . Presentation of Final Plan October 3, 1979 - November 1, 1979 October 18, 1979 November 1, 1979 November 2, 1979 - November 20, 1979 November 20, 1979 November 20, 1979 - December 6, 1979 December 6, 1979 December 7, 1979 - December 18, 1979 December 19, 1979 - January 1980 January, 1980 PERSONNEL AND QUALIFICATIONS This project will be undertaken by Larry Seeman Associates with the assistance of one specialist subcontractor. Two additional subcontractors may be used if our studies warrant their involvement. LSA staff assigned to the project will include: Richard R. Harris, B.S., M.L.A. - Principal in Charge and Project Manager. Malcolm J. Sproul, B.A., M.L.A. - Natural Factors, Recreation, Open Space. Mark A. Northcross, B.A. - Services, Utilities, Economics. Charlotte Flynn, M.C.P. - Land Use, Housing. Carol R. Levine, B.A., M.L.A. - Visual Analysis, Graphics. The subcontractor will be Darwin Myers, Ph.D. (Geology). Mr. Myers is a Registered Geologist and Certified Engineering Geologist with over 10 years' experience. He was formerly County Geologist for Contra Costa County where -5- he prepared the Seismic Safety Element and reviewed geologic reports for private development projects. His experience at Contra Costa encompassed six years, and during that time he was also the author of many EIRs and project planner for several major subdivisions. He has a special combination of technical and planning expertise which is not often available in one individual. Two additional subcontractors may be called upon during the course of the study. These would be Donald K. Goodrich, P.E., subcontractor in transporta- tion, and Sandy Hirshen, A.I.A. Mr. Hirshen is with Hirshen, Gammill & Trumbo, public service architects who share our offices in Berkeley. Mr. Hirshen is very experienced in the field of senior citizen housing, and his advice regarding re -use of the surplus West End School site for senior housing may be sought if necessary. COMPENSATION AND TERMS NOT -TO -EXCEED COST We propose to complete this assignment for a fee not to exceed $15,160.00. The costs by work phase and task would be approximately as follows: Phase 1 Resource Analysis $ 5,400.00 Presentation of Resource Analysis 280.00 Preparation of Planning Issues Summary and Data Base 1,000.00 Phase 2 First -Draft Plan and Policy Statement 1,100.00 Public Participation Workshops 1,000.00 Preparation of Final Draft Plan 2,800.00 Phase 3 Presentation of Preferred Plan 280.00 Plan Adoption Hearings 1,500.00 Preparation of Final Adopted Plan 1,800.00 Total Costs (not to exceed) $ 15,160.00 TERMS All work will be performed on a time -plus -expenses basis according to our standard terms (Attachment 1 to this proposal. The not -to -exceed cost will act as a ceiling on compensation. However, all work described in this 9.2 proposal will be performed within the not -to -exceed budget. If extra services beyond those described in this proposal are required, such services will be performed on a time -plus -expenses basis under the terms of a mutually accep- table contract amendment. 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