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ED Relocation Assistance AmendmentAMENDMENT NO. 1 TO AGREEMENT FOR PROFESSIONAL SERVICES FOR RELOCATION ASSISTANCE SERVICES This Amendment No. I to Agreement for Professional Ser -vices for Relocation Assistance Services ("Amendment No. 1") is made and entered into this 13fU day of (a C4 1 U % & 3 2015, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and KATHY WOOD, dba KATHY WOOD & ASSOCIATES, a sole proprietorship (hereinafter "CONTRACTOR"). WHEREAS, CITY is investigating the desirability of acquiring through eminent domain all or certain portions of three parcels of improved real property located in the City of San Rafael, County of Marin, State of California, designated as Assessor's Parcel Nos. 014-132-10, 014-133-12, and 014-151-14, respectively (hereafter, the "Properties"); and WHEREAS, CITY and CONTRACTOR have entered into that certain "Agreement for Professional Services for Relocation Assistance Services", dated March 9, 2015 (the "AGREEMENT"), to obtain CONTRACTOR's advice and assistance with relocating businesses operating on the Properties, in the event CITY proceeds to acquire the Properties; and WHEREAS, CITY and CONTRACTOR mutually wish to expand upon the scope of CONTRACTOR's services and compensation set forth in the AGREEMENT; AMENDMENT NOW, THEREFORE, the parties hereby amend the AGREEMENT as follows: 1. The "Scope and Budget for Relocation Assistance Services, City of San Rafael; Subject Property: 750 Grand Avenue, San Rafael, CA, APN 14-132-10" attached as Exhibit A to the AGREEMENT is hereby replaced and superseded by the "Amendment No. I Scope and Budget for Relocation Assistance Services, City of San Rafael; Subject Property: 750 Grand Avenue, San Rafael, CA, APN 14-132-10" attached hereto as "Exhibit A -l", and as of the date of this Amendment No. 1, all references in the AGREEMENT to Exhibit A shall be deemed to refer to Exhibit A-1. 2. Section 2 of the AGREEMENT, entitled "Duties of CONTRACTOR" is amended to provide that CONTRACTOR shall perform the duties and/or provide services as set forth in the CONTRACTOR's "Amendment No. 1 Scope and Budget for Relocation Assistance Services, City of San Rafael; Subject Property: 750 Grand Avenue, San Rafael, CA, APN 14-132-10" attached hereto as Exhibit A-1 and incorporated herein by reference. 3. Section 3 of the AGREEMENT, entitled "Compensation" is amended to provide that for the full performance by CONTRACTOR of the services described in Exhibit A -I hereto, CITY shall pay CONTRACTOR as set forth Exhibit A-1, in a not -to -exceed amount of $12,375.00. Payment will be made upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 4. The term of the AGREEMENT shall be for one year from the commencement date of March 9, 2015. 5. Except as amended herein, all other terms and conditions of the AGREEMENT shall remain unchanged and in fall force. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL CONTRACTOR By: i Wnt rCiM.ag, WMAC City Manager Name: -r H -,( w o Ob a- Ads o c J41 C H �U T�Z Title: Pk I N C i PArL 1 0t., "Arg_ I ATTEST: By: Narne:,_ ESTI IER C. BEIRNE, City Clerk Title: APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney EXHIBIT A-1 Amendment No. 1 SCOPE AND BUDGET FOR RELOCATION ASSISTANCE SERVICES CITY OF SAN RAFAEL SUBJECT PROPERTY: 750 GRAND AVENUE, SAN RAFAEL, CA APN 14-132-10 The following Amendment No. 1 to the Scope and Budget for Relocation Assistance Services is provided to include additional relocation assistance services for the Toyota car dealership located at 445 Francisco Blvd., East, San Rafael CA. This business currently occupies the property adjacent to the subject property at 750 Grand Avenue, San Rafael. Additional information provided by City of San Rafael staff indicates that the Toyota dealership may be impacted on a short-term basis by a proposed temporary construction easement needed for project construction. The project impacts may require relocation and storage of vehicles during construction and relocation of vehicles back on to the dealership lot post -construction. All relocation services will be provided in compliance Relocation assistance and Real Property Acquisition Act of 1970 appropriate state and federal guidelines. Phase 1 • Relocation Impact Statement Amend Relocation Impact Statement to reflect addition of temporary business relocation of personal property (Estimate 2 hours @ $115/hr - billed as lump sum) with the Uniform , as amended and $ 2,300* (* Please note that initial billing of $2,070 was less than original estimate and the additional hours will result in a net difference of $0 to original estimate) Page 1 kathy wood + associates 215 caledonia street, #303 Sausalito, ca 94965 Scope and Budget for Relocation Assistance Services • General Relocation Consulting $1,450* Attend meetings with client agency, advisory and general consulting services. (Estimate 10 hours @ $145/hr. - billed hourly) (* No change to original budget) Phase 2 • Relocation Assistance Services for permanent move of 1 business (Estimate a total of 50 hours @ $115/hr - billed hourly) $5,750 Relocation Assistance Services for temporary move of 1 business (Estimate a total of 25 hours @ $115/hr - billed hourly) $2,875 1. Prepare relocation forms, brochure, and notices in compliance with state and/or federal guidelines*; 2. Provide advisory assistance to businesses; 3. Provide businesses with referrals to replacement locations; 4. Assist businesses with obtaining moving bids and preparing inventory of personal property; S. Provide explanation of relocation benefits; 6. Preparation and filing of claims forms; 7. Assistance with preparing appeal, if required; 8. Prepare 90 -day notice as necessary; 9. Maintain relocation file with diary entries; 10. Coordination with FF&E appraiser and/or goodwill appraiser, as needed. Note that preparation of forms and notices may be necessary for the property owner and Lessee as separate "businesses." The original estimate of 50 hours for permanent relocation of 1 business factors in property owner and lessee contacts. Page 2 kathy wood + associates 215 caledonia street, #303 sausalito, ca 94965 Scope and Budget for Relocation Assistance Services SUMMARY Phase 1 Costs $3,750 (No change) Phase 2 Costs (Marin Motor Group) $5,750 (Toyota) $2,875 TOTAL COSTS FOR ALL SERVICES: $12.375 This is a not -to -exceed figure and all rates are inclusive of mileage And any other miscellaneous expenses including photocopying, postage etc. *It is our understanding that federal funds will be used on this project and therefore, federal regulations and guidelines will apply. Page 3 kathy wood + associates 215 caledonia street, #303 sausalito, ca 94965 PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Department 1 City Attorney 2 Contracting Department 3 Contracting Department 4 City Attorney 5 City Manager / Mayor / or Department Head 6 City Clerk Description Review, revise, and comment on draft agreement. Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance*). Review and approve form of agreement; bonds, and insurance certificates and endorsements. Agreement executed by Council authorized official. City Clerk attests signatures, retains original agreement and forwards copies to the contracting department. Completion Date To be completed byZO" ing Dep rtment: Project Manager: _ `/�/l-IProject Name: (�5 (n V Agendized for City Council Meeting of (if necessary): FPPC: ❑ , check if required If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis.