HomeMy WebLinkAboutCC Resolution 11292 (General Plan 2020; Jeffery Baird)RESOLUTION NO. 11292
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING AMENDMENT TO AGREEMENT WITH JEFFERY BAUM AICP
RE. SAN RAFAEL GENERAL PLAN 2020 (P98-10)
(COMMENCING ON DECEMBER 21, 1998 AND ENDING ON JUNE 30, 2004, IN AN
AMOUNT NOT TO EXCEED $135,900)
WHEREAS, On December 21, 1998, the City of San Rafael (CITY) entered into an
Agreement with Jeffery Baird AICP (CONTRACTOR) for the provision of
planning services in connection with the preparation of San Rafael General Plan
2020; and,
WHEREAS, said Agreement provided for planning services in an amount not to exceed
$96,900; and,
WHEREAS, due to staff illness, the CITY has determined that CONTRACTOR'S services
need to be expanded to include additional outreach and community involvement
activities, and the contract increased a comensurate amount; and the CITY and
CONTRACTOR now desire to amend the term of the Agreement; and,
WHEREAS, the CONTRACTOR has the expertise and experience in outreach and
community involvement necessary to perform the required professional services
and is willing and able to continue to provide said services.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Rafael that it
hereby authorizes the City Manager to sign the Professional Services Agreement
amendment with Jeffery Baird AICP for services in connection with the San
Rafael General Plan 2020 project for an additional amount of $39,000, the total
contract expenditure not to exceed $135,900.
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 Council of said City on the 21 st day of April, 2003, by the following vote, to wit:
AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
JE M. LEONCINI, City Clerk
AMENDMENT TO
AGREEMENT BETWEEN THE CITY OF SAN RAFAEL
AND JEFFERY BAIRD AICP FOR PROFESSIONAL SERVICES
This Amendment to Agreement is made and entered into this 2151 day of April, 2003 by and
between the CITY OF SAN RAFAEL (hereinafter "CITY'), and Jeffery Baird AICP, a
sole proprietor (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, On December 21, 1998, the City of San Rafael (CITY) entered into an
Agreement with Jeffery Baird AICP (CONTRACTOR) for the provision
of planning consulting services in connection the preparation of San
Rafael General Plan 2020; and,
WHEREAS, due to staff illness, the CITY has determined that CONTRACTOR'S
services need to be expanded to include additional outreach and
community involvement activities, and the contract increased a
comensurate amount; and the CITY and CONTRACTOR now desire to
amend the term of the Agreement; and,
WHEREAS, the CONTRACTOR has the expertise and experience in outreach and
community involvement necessary to perform the required professional
services and is willing and able to continue to provide said services.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. Paragraph 2 of the Agreement is amended to read as follows:
"CONTRACTOR shall perform the duties and/or services as described in Exhibit
A attached and incorporated in the December 21, 1998 agreement, and in Exhibit A
attached and incorporated herein."
2. Paragraph 4 of the Agreement is amended to read as follows:
"For the full performance of the services described herein by CONTRACTOR,
CITY shall pay CONTRACTOR $85.00 per hour from December 21, 1998
through December 31, 2001, and $100.00 per hour from January 1, 2002 through
June 30, 2004. Work performed by Associates will be reimbursed at $50.00 per
hour. Total expenditure over the entire term shall not exceed $135,900. Payment
will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR.
3. All other covenants, terms and conditions of the original Agreement remain in full
force and effect for the term of the Amended Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the
day, month and year first above written.
CITY OF SAN RAFAEL
ROD GOULD, City Manager
ATTEST:
ANNE M. LEONCINI, City Clerk
APPROVED AS &ORM•
Gus Guinan, Assistant City Attorney
By:
Name:
Title:
2
CONTRACTOR
EXHIBIT A
City of San Rafael
General Plan Outreach Tasks and Scope of Services
Task 1
Conduct Coordination Meetings with Staff
• Review progress to date and determine overall goals and objectives of outreach efforts.
• Assist in determining whether selected strategies will be most effective in meeting stated
goals and objectives. Develop and present alternatives as necessary.
• Refine strategies and methodologies.
• Coordinate with staff in assigning task responsibilities and developing schedule.
• Provide continued coordination of tasks with staff direction and review of products.
• Present materials and findings.
• Provide other assistance as determined to be needed by staff.
Task 1 Time Estimate
12 weekly meetings, or as needed.
Task 2
Conduct Meetings with Outreach Subcommittee
• Plan meetings and prepare materials (agenda, handouts, presentation materials).
• Conduct meetings.
• Prepare brief post -meeting summary.
• Ongoing review and edit of draft materials by phone and email contact.
Task 2 Tune Estimate
Minimum of 6 meetings (more if needed)
Task 3
Develop and Produce the General Plan Newsletter
• Determine purpose of newsletter, content and distribution objectives, and key issues to be
addressed.
• Develop newsletter concepts and story ideas and rough out article placement and lengths.
• Determine production budget, obtain cost estimates, and schedule production.
• Determine graphic design, layout and production specifications of newsletter.
• Write articles, take photographs, and assemble newsletter.
• Coordinate printing and mailing.
• Provide overall assistance to staff on tasks as needed.
Task 4
Undertake Focus Group Study
• Determine purpose of study, key information to be obtained, and appropriateness
of research method. Present alternative research methods as necessary.
• Identify target audience and determine number of groups to conduct and number
of participants.
• Determine key issues to be addressed and trade-offs to be evaluated and develop a
questioning route.
• Determine methods to reach targeted participants and approach to select
participants.
• Identify and contact potential participants.
• Prepare presentation materials.
• Coordinate focus group set-up (such as arranging for meeting room, refreshments,
recording devices, and payment of stipends).
• Conduct focus groups.
Task 4 Tune Estimate
3-4 focus groups for each identified target audience.
Task S
Develop and Assist in Implementing Loop -out activities
• Develop approach for loop -out exercise.
• Identify target audiences and determine number of groups to conduct and number
of participants.
• Determine key issues to be addressed and develop a questioning route.
• Assist staff in development of materials.
• Assist as needed with other loop -out tasks.
Task 6
Develop Public Workshop Approach and Materials, and Participate in
General Plan `Open House'
• Determine purpose of workshop and key issues to be addressed.
• Assist staff in development of workshop, including layout of the workshop and number
and function of stations.
• Design and produce presentation materials.
• Possible attendance at workshop.
• Assist in other tasks as needed (such as publicizing event, arranging for meeting room,
setting up workshop.)
0
Task 7
Assist in Preparing Summary Reports and Other General Plan/EIR Tasks
• Prepare summary reports for focus group study, loop -out meetings, and public workshop.
• Present report findings to subcommittee and staff as directed.
Time and Cost Estimate (Tasks 1-6)
Jeffery Baird 80 hours at $100/hour = $8,000
Christine Calagna 280 hours at $50/hour = $14,000
Total 360 hours = $22,000
Time and Cost Estimate (Task 7 — including other General Plan Work)
Jeffery Baird 80 hours at $100/hour $8,000
Christine Calagna 180 hours at $50/hour = $9,000
Total 260 hours = $17,000
5