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CD Community Engagement for General Plan 2040; Amendment 1FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH COMMUNITIES IN COLLABORATION, LLC FOR COMMUNITY ENGAGEMENT FOR GENERAL PLAN 2040 THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and COMMUNITIES IN COLLABORATION, LLC, (hereinafter "CONSULTANT"), is made and entered into as of the 10 day of M aN 2019. RECITAIN WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated October 18, 2018 for outreach to disadvantaged communities, communities of color, and non-English speaking residents, and seeking new ways to solicit input and feedback from the community on General Plan 2040 (the "Project") in an amount not -to -exceed $3,600 (the "Agreement"); and WHEREAS, CONTRACTOR provides innovative, equity -driven strategies for outreach and participation, including Spanish-language translation, engagement strategies, and meeting facilitation and has the skills and experience to provide such services; and WHEREAS, CITY has determined that the Project would benefit from additional outreach services from CONTRACTOR; , _�,--11R AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Paragraph 2 of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby amended to include the services described in CONTRACTOR'S March 13, 2019 memorandum re "Revised scope of work for community engagement" attached as Exhibit "A" to this First Amendment and incorporated herein by reference. 2. Paragraph 4 of the Agreement, entitled "COMPENSATION," is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit "A" to this First Amendment, on a time and materials basis as set forth in the "Proposed Budget" section of Exhibit A, in a not -to -exceed amount of $25,000. 3. Paragraph 5 of the Agreement, entitled "TERM OF AGREEMENT," is hereby amended to extend the term of the Agreement until January 22"d, 2021. 3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL JIMq-I ,ITZ, City * ager ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, ity Atto ey COMMUNITIES IN COLLABORATION, LLC pix' � �h 4 SUSANA MORALES, Principal 2 Date: March 13, 2019 COMMUNITIES IN COLLABORATION COMUNIDADES EN COLABORACION To: Barry Miller, Project Manager San Rafael 2040 Re: Revised scope of work for community engagement As requested, here is a revised proposed scope of work and budget for ongoing engagement with the Spanish-speaking residents of San Rafael. We look forward to continuing our collaboration. Proposed Scope of Work Continuing and building on Communities in Collaboration's work engaging the San Rafael community for San Rafael's General Plan 2040 and Downtown Precise Plan, we propose supporting the City of San Rafael in the following ways in 2019: • Development of a General Plan and/or Downtown Precise Plan engagement strategy specifically tailored for San Rafael's Spanish-speaking community; • Identification and training of a pilot cohort of 2-3 civic engagement promoters (corrununity outreach liaisons) who can help share information, support & facilitate civic engagement, and drive participation and input for the General Plan update; • Preparation of outreach materials, primarily in video & social media, educating Spanish speakers about the General Plan process and how to get involved; and • Design and facilitation of an initial round of engagement with the Spanish-speaking community to gather input to influence and inform the city's General Plan update, scheduled to align with English language outreach, likely in summer 2019. • Ongoing consultation with the General Plan 2040 team and community partners to support engagement with Spanish-speaking residents of San Rafael. This work will require close collaboration between our team, the city's team, and our community partner, the Canal Alliance. As we discussed, we also look forward to the possible opportunity to collaborate with you on the update of die Canal Neighborhood Community -Based Transportation Plan. We are happy to discuss specifics of that work when you are ready. 7800 MacArthur Boulevard I Oakland, CA 94605 1 www.coinmunitiesincollaboration.com EXHIBIT A Proposed Budget COMMUNITIES IN COLLABORATION COMUNIDADES EN COLABORACION For these services, the propose a budget not to exceed $25,000 to complete these steps in the 2019 calendar year. Please see the table below for an estimate breakdown of hours and costs by scope item. Allocation of hours is subject to revision as the work evolves. This budget includes an hourly rate of $150 for our consultant team, as well as stipends of $25 per hour for conu-nunity-based promotors, assuming a cohort of 3. Communities in Collaboration will invoice monthly for services provided, up to the limit of the contract. Unless negotiated otherwise, CIC's work will be billed by the hour, based on agreed upon tasks. Task Development of engagement strategy, including stipends for community focus group Trainuig of promotor cohort, including stipends for promotors Preparation of outreach materials Initial round of engagement, including outreach and facilitation by promotors Ongoing consultation Hourly Estimated Estimated Rate Hours Cost $150 24 $3,600 $25 10 $250 $150 30 $4,500 $25 24 $600 $150 24 $3,600 $150 40 $6,000 $25 120 $3,000 $150 23 $3,450 Total: $25,000 7800 MacArthur Boulevard I Oakland, CA 94605 1 www.communitiesincollaboration.com RAPA L1 yo iTY W 1 T H p CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Community Development Project Manager: Raffi Boloyan Extension: x3095 Contractor Name: Communities in Collaboration (AMENDMENTTO PSA) Contractor's Contact: Susana Morales Contact's Email: susana@communitiesincollaboration.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT a. Email PINS Introductory Notice to Contractor DATE Check/Initial 1 Project Manager 4/18/2019 ❑x 4/18/2019 EBG b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org ❑X 2 City Attorney a. Review, revise, and comment on draft agreement 4/22/2019 ❑x LG and return to Project Manager 4/22/2019 ❑x LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑X EBG 3 Project Manager Forward three (3) originals of final agreement to 425/19 Project Manager contractor for their signature When necessary, * contractor -signed agreement 4 ❑x N/A agendized for Council approval *PSA > $75,000; or Purchase > $75,000; or Or NX EBG Public Works Contract > $175,000 Click here to PRINT Project Manager Date of Council approval enter a date. CONTINUE ROUTING PROCESS WITH HARD COPY 5 Forward signed original agreements to City City Attorney Attorney with printed copy of this routing form 6 Review and approve hard copy of signed �� j 4 agreement 7 City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts) 8 City Manager/ Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager til I