HomeMy WebLinkAboutCD North San Rafael Vision Development 1996CITY OF
SAN RAFAEL
Planning Department
PO BOX 151560, SAN RAFAEL,
CALIFORNIA 94915-1560
PHONE: (415) 485-3085/FAX: (415) 485-3184
FILE NO.: P96-4
AGENDA ITEM NO.: 7
MEETING DATE: 7/15/96
REPORT TO MAYOR AND CITY COUNCIL
SUBJECT: Approve Cons tant Contract for North San Rafael Vision Process
SUBMITTED BY: OM�4 APPROVED BY
Ilk nning Director %^ City Manager
DATE: July 3,1996
RECOMMENDATIONS:
Adopt Resolution Authorizing City Manager to sign Agreement with
MIG, Inc. in the amount of $70,000 for services in connection with the
North San Rafael Vision
At its January strategic planning session, the City Council agreed the City would embark on a
North San Rafael Vision. The Vision provides the opportunity for area residents and businesses
to address the essential elements of community, and will provide the primary basis for updating
city policies and programs affecting the future of this area.
In April, 1996, the Council appointed a representative Startup Group to design an overall
process for the Vision, a budget and consultant needs. The group's proposal was presented to
and accepted by the Council on June 17, 1996. The attached consultant contract is for MIG, Inc.
services for the Vision. They will assist staff and the Steering Committee with project
management, and provide meeting facilitation services.
File No—�L. z J X A31?Z%0-y
Council Meeting�$4l6
Disposition
J
RESOLUTION NO. 9639
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO SIGN A PROFESSIONAL SERVICES AGREEMENT
WITH MIG, INC. IN THE AMOUNT OF $70,000
TO PROVIDE CONSULTING SERVICES FOR THE
NORTH SAN RAFAEL VISION PROCESS
WHEREAS, at a January, 1996, strategic planning session, the City Council agreed the
City would embark on a North San Rafael Vision; and
WHEREAS, by June, 1996, the Planning Department, in conjunction with a Startup
Group was to develop the process design and budget for preparing the
Vision; and
WHEREAS, MIG, Inc. was hired to assist the group in development of the process, and
successfully completed the process design work, budget and other tasks on
time and within budget; and
WHEREAS, MIG, Inc. work on the Montecito/Happy Valley Neighborhood Plan was a
key element in the success of that Plan, and MIG has also ably assisted the
City of San Rafael with other major planning projects including the San
Rafael General Plan, East San Rafael Neighborhood Plan and East San
Rafael park planning.
NOW, THEREFORE BE IT RESOLVED that the City Council authorizes the City
Manager to sign a Professional Services Agreement with MIG, Inc. to
develop the North San Rafael Vision as further described in Attachment A
to the agreement.
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 151h
of July, 1996, by the following vote, to wit:
AYES: COUNCILMEMBERS: Heller, Miller, Phillips & Vice -Mayor Cohen
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Mayor Boro
Wci C�
Jea ae M. Leoncini, City Clerk
PROFESSIONAL SERVICES AGREEMENT
FOR MIG, INC TO ASSIST IN DEVELOPMENT OF THE NORTH SAN RAFAEL VISION
This Agreement is made and entered into this 15'' day of July, 1996, between the City of San Rafael
(hereinafter " CITY") and MIG, Inc. (hereinafter " CONSULTANT")
A. RECITALS
WHEREAS, at a January, 1996, strategic planning session, the City Council agreed the City would
embark on a North San Rafael Vision; and
WHEREAS, by June, 1996, the Planning Department, in conjunction with a Startup Group, was to
develop the process design and budget for preparing the Vision; and
WHEREAS, MIG, inc. was hired to assist the group in development of the process, and
successfully completed the process design, budget and other tasks on time and within budget; and
WHEREAS, the firm of MIG, Inc., has the experience and expertise to perform public
participation process services, and has ably assisted the City of San Rafael during the General
Plan, East San Rafael Neighborhood Plan and most recently, the Montecito/Happy Valley
Neighborhood Plan.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
A. PROJECT COORDINATION.
1. CITY. The City Manager shall be the representative of the CITY for all purposes under this
Agreement. The Principal Planner is hereby designated the PROJECT MANAGER for the CITY
and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this
Agreement.
2. CONSULTANT. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall
responsibility for the progress and execution of this Agreement for CONSULTANT. Robyn
Andersen is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should
circumstances or conditions subsequent to the execution of this Agreement require a substitute
PROJECT DIRECTOR for any reason, the PROJECT DIRECTOR designee shall be subject to the
prior written approval of the PROJECT MANAGER.
B. DUTIES OF CONSULTANT
1. CONSULTANT shall undertake and complete the services described in EXHIBIT A attached
hereto and incorporated herein.
2. Commencement of Services: CONSULTANT agrees to commence work immediately after the
date of signing this contract.
3. Completion of Services: Completion of the tasks described in Exhibit A, by September 1, 1997.
C. DUTIES OF CITY:
1. Arranging meeting rooms; preparing meeting materials, summaries, mailings, assistance with small
group facilitation, assistance with Vision Festival events, preparation of draft documents, and other
tasks as needed to complete the project.
2. Provide such information as is generally available from City files applicable to the project.
3. Provide assistance, if necessary, in obtaining information from other governmental agencies or
private parties.
y
D. COMPENSATION. For the full performance of the services described herein by
CONSULTANT, CITY shall pay CONSULTANT an amount not to exceed $70,000, itemized as in Exhibit
A. Payment will be made monthly upon receipt by PROJECT MANAGER (or other CITY official) of
itemized invoices submitted by CONSULTANT.
E. TERM OF AGREEMENT. The term of this Agreement shall be for 15 months commencing on
July 15, 1996, and ending on September 1, 1997. Upon mutual agreement of the parties and subject to the
approval of the City Manager, the term of this Agreement may be extended for an additional period of 3
months.
F. TERMINATION:
1. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days
written notice mailed or personally delivered to the other party.
2. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written
notice mailed or personally delivered to the other party, and the notified party's failure to cure or
correct the cause of the termination, to the reasonable satisfaction of the party giving such
notice, within such fifteen (15) day time period.
3. Effect of Termination. Upon receipt of notice of termination, neither party shall incur
additional obligations under any provision of this Agreement without the prior written consent of
the other.
4. Return of Documents. Upon termination, any and all CITY documents or materials provided
to CONSULTANT and any and all of CONSULTANT'S documents and materials prepared for
or relating to the performance of its duties under this Agreement, shall be delivered to CITY as
soon as possible, but not later than thirty (30) days after termination.
G. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the
CONSULTANT in connection with the performance of its duties under this Agreement, shall be the sole
property of the CITY. CITY may use said property for any purpose, including projects not contemplated
by this Agreement.
H. INSPECTION AND AUDIT. Upon reasonable notice, CONSULTANT shall make available to
CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in
connection with its performance of its duties under this Agreement. CONSULTANT shall fully cooperate
with CITY or its agent in any such audit or inspection.
I. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this
Agreement nor the performance of any of their respective obligations hereunder, without prior written
consent of the other party, and any attempt to so assign this Agreement or any rights, duties, or obligations
arising hereunder shall be void and of no effect.
I INSURANCE
1. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the
following insurance policies:
a. A comprehensive General Liability insurance in the minimum amount of one million
($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or property
damage;
b. An automobile liability (owned, not -owned and hired vehicles) insurance policy in the
minimum amount of one million ($1,000,000) dollars per occurrence.
C. If any licensed professional performs any of the services required to be performed under this
Agreement, a professional liability insurance policy in the minimum amount of one million
FA
($1,000,000) dollars to cover any claims arising out of the CONSULTANT'S performance of
services under this Agreement.
2. The Insurance coverage required of the CONSULTANT by section J1. shall also meet the
following requirements:
a. The insurance shall be primary with respect to any insurance or coverage maintained by the
CITY and shall not call upon CITY'S insurance or coverage for any contribution;
b. Except for professional liability insurance, the insurance policies shall be endorsed for
contractual liability and personal injury;
c. Except for professional liability insurance, the insurance policies shall be specifically
endorsed to include the CITY, its officers, agents, employees and volunteers as additionally
named insured under the policies.
d. CONSULTANT shall provide to PROJECT MANAGER (1) Certificates of Insurance
evidencing the insurance coverage required herein and (2) specific endorsements naming
CITY, its officers, agents, employees, and volunteers, as additional insured under the policies.
e. The insurance policies shall provide that the insurance carrier shall not cancel, terminate or
otherwise modify the terms and conditions of said insurance policies except upon 30 days
written notice to CITY'S PROJECT MANAGER.
f. If the insurance is written on a Claims Made Form, then, following termination of this
Agreement, said insurance coverage shall survive for a period of not less than 5 years.
g. The insurance policies shall provide for a retroactive date of placement coinciding with the
effective date of this Agreement.
h. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the
City Attorney.
3. If it employs any person CONSULTANT shall maintain worker's compensation and employer's
liability insurance, as required by the State Labor Code and other applicable laws and regulations, and
as necessary to protect both CONSULTANT and CITY against all liability for injuries to
CONSULTANT'S officers and employees.
4. Any deductibles or self-insured retentions in CONSULTANT'S insurance policies must be declared to
and approved by the PROJECT MANAGER and the City Attorney. At CITY'S option, the deductibles
or self-insured retentions with respect to City shall be reduced or eliminated to CITY'S satisfaction, or
CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims
administration, attorney's fees and defense expenses.
K. INDEMNIFICATION. CONSULTANT shall indemnify, release, defend and hold harmless
CITY, its officers, agents, employees, and volunteers, against any claim, demand, suit, judgment, loss,
liability or expense of any kind, including attorney's fees and administrative costs, arising out of or resulting
in any way, in whole or in part, from any acts or omissions, intentional or negligent, of CONSULTANT, or
CONSULTANT'S officers, agents and employees in the performance of their duties and obligations under
this Agreement.
L. NONDISCRIMINATION. CONSULTANT shall not discriminate, in any way, against any
person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection
with or related to the performance of its duties and obligations under this Agreement.
M. COMPLIANCE WITH ALL LAWS. CONSULTANT shall observe and comply with all
applicable federal, state, and local laws, ordinances, codes and regulations, in the performance of its duties
and obligations under this Agreement. CONSULTANT shall perform all services under this Agreement in
accordance with these laws, ordinances, codes and regulations. CONSULTANT shall release, defend,
indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequcences from any noncompliance or violation of any laws, ordinances,
codes or regulations.
N. NO THIRD PARTY BENEFICIARIES. CITY and CONSULTANT do not intend, by any
provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the
terms and conditions of this Agreement, to the other party.
O. NOTICES. Any and all notices and other communications permitted to be given under this
agreement, including any notice of change of address, shall be in writing and given by personal delivery, or
deposited with Fed Ex, UPS, or the United States Postal Service, postage prepaid, addressed to the parties
intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon
the date of deposit with the carrier. Notice shall be given as follows:
TO CITY: Jean Hasser, (Project Manager) City of San Rafael Planning Department, PO Box 151560,
San Rafael, CA 94915-1560 (415) 485-3085
TO CONSULTANT: Robyn Andersen (Project Director), MIG, Inc. 1802 Fifth Street, Berkeley, CA
94710 (510) 845-7549
P. INDEPENDENT CONTRACTOR. For the purposes, and for the duration of this Agreement,
CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor,
and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of
CONSULTANT, its officers, agents and employees be that of an independent contractor and not that of an
employee of the CITY.
Q. ENTIRE AGREEMENT -- AMENDMENTS
1. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly
incorporated by reference, represent the entire Agreement of the parties with respect to the subject
matter of this Agreement.
2. This Agreement shall supersede any and all other prior agreements, oral or written, regarding the
subject matter between the CONSULTANT and CITY.
3. No other agreement, promise or statement, written or oral, relating to the subject matter of this
Agreement, shall be valid or binding, except by way of a written amendment to this Agreement.
4. The terms and conditions of this Agreement shall not be altered or modified except by a written
amendment to this Agreement signed by the CONSULTANT and CITY.
5. If any conflicts arise between the terms and conditions of the attached exhibits or the documents
expressly incorporated by reference, the terms and conditions of this Agreement shall control.
R. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY MAY DEDUCT FROM ANY
P AYMENT DUE TO contractor UNDER THIS Agreement, any monies which CONTRACTOR owes
CITY under any ordinance, agreement contract or resolution for any unpaid taxes, fees, licenses,
assessments, unpaid checks or other amounts.
S. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or
condition of this Agreement, or of any term, covenant or condition, ordinance, law or resolution, or of any
subsequent breach or violation of the same of other term, covenant, condition, ordinance law or regulation.
The subsequent acceptance by either party of any fees, performance, or other consideration which may
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or
violation by the other party of any term, condition, covenant of this Agreement or any applicable law,
ordinance or regulation.
T. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the
terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover
its reasonable costs (including claims administration) and attorney's fees expended in connection with such
action.
U. CITY BUSINESS LICENSE/OTHER TAXES. CONSULTANT shall obtain and maintain
during the duration of this Agreement, a City business license as required by the San Rafael Municipal
Code. CONSULTANT shall pay any and all state and federal taxes and other applicable taxes.
CONSULTANT'S taxpayer identification number is 94-3116-998 and CONSULTANT certifies under
penalty of perjury that said taxpayer identification number is correct.
V. APPLICABLE LAW: The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and
year first above written:
CITY OF S L
City Manager ROD GOULD
ATTEST:
y Clerk JEANNE M. LEONCINI
TITLE dS>QA
APP
/R[O T ORM:
L'ity Attorn
�
r
tr
\.r
.,
zo
G p
d G h
C�
o m
m "
Y
pppp npnip�CIS
aO
0 0
2
rr
zo
d
G E ad
G
C�
r
N
Y
y
a
aO
0 0
2
zo
d
G E ad
G
C�
r
z N
Y
y
a
d
A
d
G E ad
G
r
Y
y
a
0 0
G
m c 0
G p N
o-
N o�
y
c m 3
�EI m�
N
z
N
m
S
t G .✓
od
ro-
N
y 6
W
/���
G
G
J m'C t
C
lilt
o_^
V '
d
� O m
O �
W
u+ ;n
�o
_I
J
G
d
A
d
G E ad
G
Y
y
a
� � 7
m
G
m c 0
G p N
o-
N o�
Z
d
N
z
m
O
N 6
N
y 6
6 a
/���
G
®N J
G
m c 0
pN(� pp
Y
p
N
z
m
6 a
/���
`2
J m'C t
C
lilt
( 7
Al 60
\ J
d
E W
d o W
N
d
W
o_
>
a
o m E
A
E
7
MOORE IACOFANO GOLTSMAN, INC. ATTACHMENT A June 10, 1996
Proposed Scope and Budget
City of San Rafael
NORTH SAN RAFAEL VISIONING PLAN PROCESS
The process developed by the Start -Up Group for the North San Rafael Visioning Plan provides
opportunities for the North San Rafael community to help shape the preparation of the
Visioning Plan. The Group's goal for the process were identified during the first meeting, and is
stated:
A fun process with a broad and integrated approach that is realistic and feasible and has
extensive participation, which results in a Vision which reflects who we are, provides strategic
direction, brings our community together and improves our quality of life.
Specific objectives of the process are to:
■ Involve all segments of the community, young and old, in the visioning activities;
■ Educate residents and business owners on planning issues;
■ Encourage collaborative responses and strategic direction; and
■ Lead and facilitate a comprehensive and cost-effective participation program.
The process is organized into three (3) "tracks": Community Activities, Publicity and
Education, and Project Management. Each track—and work tasks—are not intended to be
performed sequentially. Rather, efforts associated with one track may occur concurrently with
another track. This will ensure comprehensive integration of community outreach and public
information program elements to respond to community issues throughout the course of the
project. Please refer to the attached diagram which graphically depicts the sequence and
phasing of events.
The proposed budget is $70,000. This amount includes a "contingency pot" of $2,575 to be used
as needed to provide additional staff or resource support, possibility of meetings running
longer than anticipated, new activities, etc.
CITY OF SAN RAFAEL
North San Rafael Visioning Process Page 2
MOORE IACOFANO GOLTSMAI, C.
Proposed Scope and Budget
COMMUNITY ACTIVITIES TRACK
The Start -Up Group identified six (6) types of activities designed to engage the overall
community in the visioning process:
■ School Curriculum Ideas
■ Partner's Conversation Kits (two rounds)
■ Visioning Festival
■ Business Outreach Sessions (two rounds)
■ Community Working Sessions (three rounds of four sessions)
■ Community Celebration
June 10, 1996
1.0 SCHOOL CURRICULUM IDEAS
The Start -Up Group was highly interested in involving young people in the process, especially
during Phase II—Exploration and Visioning. To this end, School Curriculum Ideas were
recommended as a cost-effective—yet exciting—method for involving young people in
thinking about the future of their city. Overall, this type of outreach is intended to:
■ Encourage children and youth involvement;
■ Educate school children and increase their awareness of planning issues facing the
city;
■ Support school teachers with curriculum ideas that are fun and constructive; and
■ Gather input from young people to support creative and innovative decisionmaking
among its older people.
MIG will assist Staff and volunteer Steering Committee members in developing curriculum
ideas for school teachers to conduct age-appropriate planning and creativity exercises with
their classes. Example activities might include: drawing their favorite and least favorite places;
model building with clay and other materials; or playing a customized version of the computer
game SIMCity.
1.1 Strategy Meeting. MIG Principal will meet with Staff and volunteer Steering
Committee members to "brainstorm" curriculum ideas, concepts, and approaches.
1.2 Joint School Districts Strategy Meeting. MIG Principal will meet with Staff,
volunteer Steering Committee members, and representatives from at least the two (2)
public school districts. The purpose of this meeting is to "brainstorm" with principals,
teachers, and coordinators on possible curriculum materials, to familiarize them with
their roles and responsibilities, and to describe how to report results back to Staff and
the Steering Committee, as a whole.
CITY OF SAN RAFAEL
North San Rafael Visioning Process Page 3
MOORE IACOFANO GOLTSMAN, INC.
Proposed Scope and Budget
June 10, 1996
1.3 Follow -Up Meeting. MIG Principal will meet with Staff, volunteer Steering
Committee members, and school representatives to review draft materials and resolve
outstanding issues that may have arisen.
1.4 On -Going Coordination. MIG will be available to assist in providing overall
support for the curriculum development and implementation.
Consultant Responsibilities
■ Strategy Meeting
■ Joint School Districts Strategy Meeting
■ Follow -Up Meeting
■ On -Going Coordination
Consultant Cost $2,080
TASK 2.0 PARTNER'S CONVERSATIONS (ROUND I)
The Start -Up Group identified a number of potential "partner groups" from businesses and
local churches to service clubs who should be involved in developing the North San Rafael
vision. "Conversation kits" could be used as a cost-effective way to reaching these people.
Overall, these "kits" are intended to:
■ Encourage widespread community involvement early in the visioning process;
■ Gather input from a diversity of community groups and individuals; and
■ Support local efforts towards neighborhood involvement in citywide issues and
decisionmaking.
Conversation Kits respond to the needs of neighborhood groups and other civic organizations
that find scheduled workshops to be inconvenient or want to hold their own "do-it-yourself'
workshop. To ensure consistency in analyzing community input, each "kit" would consist of
the similar handouts and feedback forms, as those used at the Visioning Festival (see Task 3.0).
2.1 Project Team Strategy Meeting. MIG will meet with Staff to develop objectives
and initial concepts for producing materials for the Partner's Conversations—Round I.
2.2 Follow -Up Meeting. After materials have been prepared and considered by the
Steering Committee, MIG will meet with Staff to develop an approach for deployment
to the Partner's Group.
CITY OF SAN RAFAEL
North San Rafael Visioning Process Page 4
MOORE IACOFANO GOLTSMAN, _. June 10, 1996
Proposed Scope and Budget
Consultant Responsibilities
■ Project Team Strategy Meeting
■ Follow -Up Meeting
Consultant Cost $1,560
TASK 3.0 VISIONING FESTIVAL
The Start -Up Group identified the need for a large-scale, highly visible event—such as a
Visioning Festival—to "kick-off" the process. This festival would be held in a large,
centrally -located facility and would be widely advertised through a web page, local papers,
word-of-mouth, and a newsletter.
Potential activities for the Festival were discussed and included: trends booth, community
profile booth, economic development booth, local business booth, community tour (either by
foot, bicycle, car, van, transit, etc.), scavenger hunt, workshop, and youth mural.
A substantial portion of the Festival's agenda will be dedicated to participant comments.
Individual written comments will be collected on feedback forms, providing every participant
an opportunity to share what they like and dislike about North San Rafael and to assist in
developing a vision for the area.
3.1 Project Team Format Meeting. MIG will meet with Staff to develop a
preliminary Festival agenda for review by the Steering Committee.
3.2 Festival Preparation. Although Staff and the Steering Committee will be
responsible for Festival materials, MIG will assist in coordinating and managing
logistics, and developing ideas and concepts for the kinds of materials to be used for the
Festival. MIG can provide guidance and consultation in the planning and
implementation of Festival activities once they have been determined.
3.3 Festival Facilitation and Recording. MIG will facilitate and graphically record
the discussion that takes place during the Festival. Given the large number of people
expected at this event, MIG will provide a team of professional facilitators to assist in
small group discussions. Black -and -white photoreduction of the wallgraphic produced
during the Festival will be provided to City staff.
Consultant Responsibilities
■ Project Team Format Meeting
■ Logistical Coordination Assistance and Consultation for Meeting Materials
■ Festival Facilitation and Recording
Black -and -White Wallgraphic Photoreduction
Consultant Cost $6,585
CITY OF SAN RAFAEL
North San Rafael Visioning Process Parc 5
MOORE IACOFANO GOLTSMAN, INC.
Proposed Scope and Budget
4.0 BUSINESS OUTREACH
June 10, 1996
In an effort to reach business owners on both the east and west side of Highway 101, Partner
Conversation Kits (Task 3.0) will be used during Phase II. In addition, special business
outreach sessions will be held at a convenient time and location during Phase III. The purpose
of these sessions is to gain a better understanding of business needs and preferences as
articulated during Phase II—Exploration and Visioning, and to identify specific techniques and
methods that respond to these needs.
4.1 Facilitation and Recording. MIG will facilitate and graphically record the
discussion that takes place during the outreach session. Black -and -white
photoreductions of the wallgraphics produced during the session will be provided to
City staff.
Consultant Responsibilities
■ Facilitation and Recording (2)
Consultant Cost $1,560
TASK 5.0 PARTNER'S CONVERSATIONS (ROUND II)
The second round of Partner's Conversations would occur at the beginning of Phase III in an
effort to receive early input on defining strategic directions for the Visioning Plan.
5.1 Project Team Strategy Meeting. MIG will meet with Staff to develop objectives
and initial concepts for materials to be used in the Partner's Conversations—Round II.
2.2 Follow -Up Meeting. After the materials have been prepared and reviewed by
the Steering Committee, MIG will meet with Staff to develop an approach for
deployment to the Partner's Group.
Consultant Responsibilities
■ Project Team Strategy Meeting
■ Follow -Up Meeting
Consultant Cost $1,560
TASK 6.0 WORKING SESSIONS—ROUND I
The Start -Up Group identified the need to hold a series of Working Sessions during Phase III of
the process. The purpose of these sessions is to provide ample opportunities for the
community to participate in developing strategic directions for the Plan and to answer the
question: How do we get there from here?
Until information gathered during Phase II is analyzed and evaluated, it is unknown precisely
how many meetings will be needed and what the focus of each meeting will be. Based on
discussion during the Start -Up Group meetings, we anticipate a total of twelve (12) meetings,
tentatively organized as three (3) rounds of four (4) sessions with discussion of issues,
CITY OF SAN RAFAEL
North San Rafael Visioning Process Page
MOORE IACOFANO GOLTSMAN, .,JC.
Proposed Scope and Budget
June 10, 1996
strategies and actions, and prioritization of actions. The location of these meetings will be
geographically distributed to allow easy access for the community and will be coordinated by
the Steering Committee.
The first round of working sessions is anticipated in January -February and will concentrate on
identifying and evaluating key issues derived from Phase Il. The first round will involve the
following subtasks:
6.1 Facilitator's Guide. MIG will direct staff to prepare written directions for small
group facilitators/graphic recorders to use in managing small group discussions during
the Working Session.
6.2 Facilitator's Briefing. MIG will conduct a facilitator's briefing with City staff
and others who volunteer to function as small group facilitators at the Working
Sessions. The purpose of this meeting is to review the working session process with the
facilitators, to familiarize facilitators with their roles and responsibilities, and to instruct
them on how to run their small groups within the context of the larger working session
format.
6.3 Working Session Preparation. MIG will assist City staff and Steering
Committee members with logistical coordination. MIG will prepare agendas and
comment sheets for the working sessions.
6.4 Working Session Facilitation and Recording. MIG will facilitate and
graphically record the working sessions. Given the large number of people anticipated
at some of the sessions, MIG will also provide a team of professional facilitators to assist
in managing the small group discussions at most of the meetings. Black -and -white
photoreductions of the wallgraphics produced during the sessions will be provided to
City staff.
Consultant Responsibilities
v Preparation of Facilitator's Guide (1)
o Facilitator's Briefings (4)
■ Assistance with Logistical Coordination for 4 working sessions
e Meeting Agendas and Comment Sheets (4)
■ Facilitation and recording (4)
■ Wallgraphic photoreductions (4)
Consultant Cost $9,615
TASK 7.0 WORKING SESSION—ROUND II
This second round of working sessions is anticipated for March and will focus on developing
strategies and preliminary actions to address community issues and implement the vision.
This round of working sessions will involve the following subtasks:
CITY OF SAN RAFAEL
North San Rafael Visioning Process page?
MOORE IACOFANO GOLTSMAN, INC.
Proposed Scope and Budget
June 10, 1996
7.1 Facilitator's Guide. MIG will direct staff to prepare written directions for small
group facilitators/ graphic recorders to use in managing small group discussions during
the Working Session.
7.2 Facilitator's Briefing. MIG will conduct a facilitator's briefing with City staff
and others who volunteer to function as small group facilitators at the Working
Sessions. The purpose of this meeting is to review the working session process with the
facilitators, to familiarize facilitators with their roles and responsibilities, and to instruct
them on how to run their small groups within the context of the larger working session
format.
7.3 Working Session Preparation. MIG will assist City staff and Steering
Committee members with logistical coordination. MIG will help conceptualize and
prepare agendas and comment sheets for the working sessions.
7.4 Working Session Facilitation and Recording. MIG will facilitate and
graphically record the working sessions. Given the large number of people anticipated
at some of the sessions, MIG will also provide a team of professional facilitators to assist
in managing the small group discussions at most of the meetings. Black -and -white
photoreductions of the wallgraphics produced during the sessions will be provided to
City staff.
Consultant Responsibilities
■ Preparation of Facilitator's Guide (1)
■ Facilitator's Briefings (4)
■ Assistance with Logistical Coordination for 4 working sessions
■ Agendas and comment sheets (4)
■ Facilitation and recording (4)
■ Wallgraphic photoreductions (4)
Consultant Cost $9,615
TASK 8.0 WORKING SESSION—ROUND III
This last round of working sessions is anticipated for April -May and will be designed to
prioritize key strategies and actions. This round of working sessions will involve the following
subtasks:
8.1 Facilitator's Guide. MIG will direct staff to prepare written directions for small
group facilitators/ graphic recorders to use in managing small group discussions during
the Working Session.
8.2 Facilitator's Briefing. MIG will conduct a facilitator's briefing with City staff
and others who volunteer to function as small group facilitators at the Working
Sessions. The purpose of this meeting is to review the working session process with the
facilitators, to familiarize facilitators with their roles and responsibilities, and to instruct
CITY OF SAN RAFAEL
North San Rafael Visioning Process Page 8
MOORE IACOFANO GOLTSMAN
Proposed Scope and Budget
June 10, 1996
them on how to run their small groups within the context of the larger working session
format.
8.3 Working Session Preparation. MIG will assist City staff and Steering
Committee members with logistical coordination. MIG will help conceptualize and
prepare background materials, agendas, and comment sheets for the working sessions.
8.4 Working Session Facilitation and Recording. MIG will facilitate and
graphically record the working sessions. Given the large number of people anticipated
at some of the sessions, MIG will also provide a team of professional facilitators to assist
in managing the small group discussions at most of the meetings. Black -and -white
photoreductions of the wallgraphics produced during the sessions will be provided to
City staff.
Consultant Responsibilities
■ Facilitator's Guide (1)
■ Facilitator's Briefings (4)
■ Assistance with Logistical Coordination for 4 working sessions
■ Agendas and comment sheets (4)
■ Facilitation and recording (4)
■ Wallgraphic photoreductions (4)
Consultant Cost $9,615
TASK 9.0 COMMUNITY CELEBRATION
The purpose of the community celebration event is to present the draft vision plan to the
community, but it is also intended to be a festive event, celebrating the community's efforts in
working together to create and implement a vision for the future.
8.1 Project Team Format Meeting. MIG will meet with Staff to develop a
preliminary Celebration agenda for review by the Steering Committee.
8.2 Celebration Preparation. Although Staff and the Steering Committee will be
responsible for Celebration materials, MIG will assist in coordinating and managing
logistics, and developing ideas and concepts for the kinds of materials to be used for the
event. MIG can provide guidance and consultation in the planning and implementation
of activities once they have been determined.
8.3 Celebration Facilitation and Recording. MIG will facilitate and graphically
record the discussion that takes place during the Celebration. Black -and -white
photoreductions of wallgraphics produced during the Celebration will be provided to
City start.
Consultant Responsibilities
CITY OF SAN RAFAEL
North Sart Rafael Visioning Process Page 9
MOORE IACOFANO GOLTSMAN, INC.
Proposed Scope and Budget
June 10, 1996
■ Project Team Format Meeting
■ Logistical Coordination Assistance and Consultation for Materials Design and
Activities Implementation
■ Festival Facilitation and Recording
■ Wallgraphic photoreduction
Consultant Cost $1,755
CITY OF SAN RAFAEL
North San Rafael Visioning Process Page 10
MOORE IACOFANO GOLTSMAN, iivC. June 10, 1996
Proposed Scope and Budget
PROJECT MANAGEMENT TRACK
TASK 11.0 STEERING COMMITTEE MEETINGS
The Steering Committee will be responsible for guiding and overseeing the Vision Plan
Process. The Steering Committee will meet monthly to serve as a forum for discussion,
information gathering and exchange, conflict resolution, and ultimately, formulation of a
workable vision plan to be taken back to the larger community in the Community Celebration
(Task 9.0). Working with City staff, MIG will plan and facilitate up to twelve (12) Steering
Committee meetings throughout the project. Each meeting will involve the following subtasks:
11.1 Pre -Meeting Preparation. MIG will work closely with City staff to prepare the
Steering Committee meeting agenda and information materials for each Steering
Committee meeting, as needed.
11.2 Committee Meeting Facilitation and Recording. MIG will facilitate and
graphically record each Steering Committee meeting. Photoreduction of wallgraphics
produced at each meeting will be provided to City staff.
Consultant Responsibilities
■ Preparation of agendas and information materials
■ Facilitation and graphic recording
■ Wallgraphic photoreductions
Consultant Cost $9,920
TASK 12.0 ON-GOING PROJECT TEAM COORDINATION/ANALYSIS
MIG will meet monthly with City staff to coordinate the timely delivery of products and
services; to ensure a consistent basis for current and future project management procedures,
including contract administration, invoicing, and scheduling; to strategize and prepare for
Community Activities and Steering Committee meetings; and to monitor and review project
progress and results. The MIG Project Manager will also maintain regular contact with City
staff through phone calls and fax transmissions.
Consultant Responsibilities
■ Meeting preparation
■ Monthly meetings with City staff
■ On-call phone consultation
Consultant Cost $13,560
CITY OF SAN RAFAEL
North San Rafael Visioning Process Page 11
MOORE IACOFANO GOLTSMAN, INC. June 10, 1996
Proposed Scope and Budget
PUBLICITY AND OUTREACH TRACK
The objectives of the publicity and outreach track are to stimulate interest among community
members and to educate the community on issues being addressed in the Vision Plan.
Publicity and outreach will also advertise Visioning Program activities and encourage
widespread citizen participation.
PUBLICITY AND OUTREACH REVIEW
The Start -Up Group provided clear direction regarding the need to develop a strong publicity
and outreach effort early in and throughout the process. For maximum cost effectiveness, the
publicity and outreach campaign was designed to concentrate on distribution of information
through local media resources such as the Newspointer and Independent Journal and establishing
a Web Page. The campaign includes two (2) newsletters: one to announce the Exploration and
Visioning phase; the other to announce the availability of the draft plan and key concepts of the
plan. Also, door-to-door invitations will be used to emphasize to individual residents the value
and importance of their participation. Invitations will be mailed to identified Partner Groups
to inform them of the project and solicit their involvement. In addition, special flyers will be
circulated through existing neighborhood associations and business organizations to ensure
that key groups are aware of various public events.
Although this activity will be largely the responsibility of Staff and the Steering Committee
(and other volunteers), MIG will be available to assist Staff and the Steering Committee by
reviewing prepared publicity and outreach materials to be used in advertising community
activities, or as otherwise requested. MIG will also assist in identifying a network of contacts
in the local media, at existing organizations and associations, and Partner Groups.
Consultant Responsibilities
■ Review of publicity and outreach materials
■ Consultation on design and writing of publicity and outreach materials, as needed
■ Assistance in establishing outreach network
Consultant Cost Included in Task 11.0—Project Coordination
CITY OF SAN RAFAEL
North San Rafael Visioning Process
Page 12
NORTH SAN RAFAEL VISIONING PLAN
Proposed Budget
TASK
i.00 BUSINESS OUTREACH
Session I
Session 2
Labor Total
Direct Costs
Task Subtotal
2.00 SCHOOL CURRICULUM__ IDEAS
Strategy Meeting
School District Meeting (2)
Follow -Up Meeting
On -Going Coordination
Labor Total
Direct Costs
Task Subtotal
3.00 PARTNERS CONVERSATIONS (ROUND ll)
Strategy Meeting
Follow -Up Meetlnq
Labor Total
Direct Costs
Task Subtotal
4.00 VISION FESTIVAL
Format Meeting
Meeting Preparation
Facilitation/Recording
Labor Total
Direct Costs
Task Subtotal
5.00 PARTNERS CONVERSATIONS (ROUND Ip
Strategy Meeting
Follow -Up Meeting
Labor Total
Direct Costs
Task Subtotal
6.00 WORKING SESSION 1 (4 meetings)
Facilitator's Guide (1)
Facilitator's Briefing (4)
Meeting Preparation (4)
Facilitatlon/Recording (4)
Labor Total
Direct Costs
Task Subtotal
7.00 WORKING SESSION II (4 meetings)
Facilitator's Guide (1)
Facilitator's Briefing (4)
Meeting Preparation (4)
Facilitatlon/Recording (4)
Labor Total
Direct Costs
Task Subtotal
8.00 WORKING SESSION III (4 meetings)
Facilitator's Guide (1)
Facilitator's Briefing (4)
Meeting Preparation (4)
Facllitatlon/Recordina(4)
Labor Total
Direct Costs
Task Subtotal
s.00 COMMUNITY CELEBRATION
Format Meeting
Meeting Preparation
Facllitatlon/Recording
Labor Total
Direct Costs
Task Subtotal
CMV
' $105.00
RA
$85.00
Principal
_Manager
_ _
$$
I
P hours
S$
hours
$S
4
420
4
340
4
420
1
4
340
8
$840
8
$680
4
420
$420
0
4
1
I 420
0
4
I 420
0
0
4
420
4
340
16
$1,680
4
$340
4 1
420
4
340
4 I
420
4
340
8
$840
8
$680
4
420
4 '
340
2
210
12
1020
8 I
840
8
I
680
14
$1,470
24
$2,040
4
420
4
340
4
420
4
340
8
$840
8
$680
1
105
4
340
0
8
680
4
420
12
1020
24
2520
24
2040
29
$3,045
48
$4,080
1
105
4
340
I
0
8
680
4
420
12
1020
24
2520
24 I
2040
29
$3,045
48
$4,080
1
105
4
340
$9,105
0
8
680
4
420
12
1020
24
2520
24
2040
29 $3,045 I 48 $4,080
4 420 4 340
2 210 4 340
5 525 5 I 425
TE
_$55.00 _
_ MIG _
Assoc
# hours
_ _
$$
I
_TOTAL
$$
0
$760
0 -
'S760
$1.520
$40
0
$0
$1,560
0
$420
0
$420
0
$420
0
$760
$2,020
$60
0
$0
$2,080
0
$760
L_ 0
$760
$1,520
S40
0
$0
$1,560
0
S760
12
660
$1,890
40
2200
$3,720
$6,370
$215
52
$2,860
$6,585
0
$760
0
$760
$1.520
$40
0
$0
$1,560
0
S445
0
$680
6
j 330
$1,770
30
I 1650
$6,210
$9,105
$510
36
$1,980
$9,615
0
$445
0
S680
6
330
$1,770
30
1650
$6,210
$9,105
$510
36
$1,980
$9,615
0
$445
0
$680
6
330
$1,770
30
1650
$6.210
$9,105
$510
36
$1,980
$9,615
0
$760
2
110
$660
0
$950
S1,610
$145
11 $1,155 13 $1,105 2 $110 $1,755
11.oa STEERING COMMITTEE MEETINGS (12)
I $1.650
0
S7.980
Pre-Meeting Preparation
6
63_0
I
12
1020
Meeting Facllltatlon/Recording
42
4410
42
3570
Total
$240
$0
$13,560
(Labor
Direct Costs
$64,825
$2,600
Task Subtotal
48
$5,040
54
$4,590 0
PROJECT COORDINATION/ANALYSIS
On Cl Coordination
42
I 6I
Q40
48
7IStrategy�g
42
350
Total
(Labor
Direct Costs
Task Subtotal
54
$5,670
90
$7,650 0
Labor Total
Direct Cost Total
Contingency
Grand Total
0
I $1.650
0
S7.980
S9.630
S290
$0
$9,920
0
I $5,340
0
$7,980
$13,320
$240
$0
$13,560
$64,825
$2,600
$2.575
$70,000
2
r
ROUTING SLIP FOR APPROVAL OF CONTRACT/AGREEI.IENTS/ORDII'IANCES/RESOLUTIONS
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF ORIGINAL CONTRACT/
AGREEMENT/ORDINANCE/RESOLUTION BEFORE APPROVAL BY
COUNCIL/AGENCY
FROM:
Date: As
Originating
Originating Department: aa
TITLE OF DOCUMENT:
)epartment He
All L_
rz
(Signature)'
SRRA SF.CC AGENDA ITE24 NO.
_(s,
D E OF 1EETING
1: r:_,_J E1 ►��G
(LOWER HALF OF FORM FOR APPROVALS ONLY
REVIEWED BY CITY MANAGER/EXECUTIVE
DIRECTO
APPROVED AS COUNCIL/A(GEN AGENDA
NOT APPROVED
RE14AR.KS :
c•c: Finance Director: Attached is one copy of document.
Please review For financial impact.
01 White- - - - - - -City Clerk's Office wirh Oriqinal Document
�I Green- - - - - - -City Manager's Office
MI Canary - - - - - -Originating Department
�.I Pink. - - - - - - -Finance Director
n Goldenrod- - - - -Preliminary File Copy-Jriginating Depat^_mont
G
JUL - 31996
-_J
TO:
APP D ORM:
__ y r ey S1, ture )
I.'9ICA
