HomeMy WebLinkAboutPW Sea-Level Rise Vulnerability StudyPROFESSIONAL SERVICES AGREEMENT WITH ENVIRONMENTAL SCIENCE ASSOCIATES,
INC. TO COMPLETE A SEA -LEVEL RISE VULNERABILTY STUDY FOR THE CITY OF SAN
RAFAEL.
This Agreement is made and entered into this (L day of (,1, , 2019, by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and Environmental Science Associates, Inc. (hereinafter
"CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional services are required to complete a sea -level
rise vulnerability study for the City of San Rafael; and
WHEREAS, the CONSULTANT has agreed to render such services.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Director of Public Works 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.
B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT.
Matthew Brennan 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 CONSULTANT shall notify the CITY within ten (10) business days of the
substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perforin the duties and/or provide the services described in CONSULTANT'S
proposal dated November 30, 2018, marked as Exhibit "A," attached hereto, and incorporated herein.
3. DUTIES OF CITY.
CITY shall compensate CONSULTANT as provided in Paragraph 4, and shall provide assistance and
site access to CONSULTANT as described in Exhibit "A" attached hereto and incorporated herein.
4. COMPENSATION.
For the Rill perfonnance of the services described herein by CONSULTANT, CITY shall pay
CONSULTANT on a time and materials basis for services rendered in accordance with the rates shown in the
"Budget" included in Exhibit "A" attached and incorporated herein, in an amount not to exceed $72,800.
�3
_$03 t ORIGINAL
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted
by CONSULTANT.
TERM OF AGREEMENT.
The term of this Agreement shall commence upon the date of execution of this Agreement and end on
August 31, 2019 when the work shall have been completed, unless the parties agree to extend this Agreement for
another 90 days, as approved in writing by City Manager.
6. TERMINATION.
A. Discretionary. Either party may terniinate this Agreement without cause upon thirty (30) days
written notice mailed or personally delivered to the other party.
B. Cause. Either party may tenninate 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
tennination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day tune period.
C. 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.
D. 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 tennination.
7. OWNERSHIP OF DOCUMENTS.
Upon completion of all work under this Agreement, ownership and title to all reports, documents, plans,
specifications, and estimates produced as part of this Agreement will automatically be vested in the CITY; and no
further agreement will be necessary to transfer ownership to the CITY. CONSULTANT shall furnish to CITY
all necessary copies of data needed to complete the review and approval process.
8. 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.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the perfonnance
of any of their respective obligations hereunder, without the 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.
10. INSURANCE.
A. Scope of Coverage. During the teen of this Agreement, CONSULTANT shall maintain, at no
expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the miniinum amount of one million
dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal
injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the
minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional perfonns any of the services required to be performed under
this Agreement, a professional liability insurance policy in the minimum amount of one million dollars
($1,000,000) per claim/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the
CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not
required to have a professional license, CITY reserves the right to require CONSULTANT to provide
professional liability insurance pursuant to this section.
4. If it employs any person, CONSULTANT shall maintain worker's compensation
insurance, as required by the State of California, with statutory limits, and employer's liability insurance with
limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease.
CONSULTANT's worker's compensation insurance shall be specifically endorsed to waive any right of
subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the CONSULTANT in
subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability or Worker's Compensation insurance, the insurance
policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additional insureds under the policies.
2. The additional insured coverage under CONSULTANT'S insurance policies shall be
"primary and noncontributory" with respect to any insurance or coverage maintained by CITY and shall not call
upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory"
coverage in CONSULTANT'S policies shall be at least as broad as ISO form CG20 0104 13.
3. Except for professional liability insurance or worker's compensation insurance, the
insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal
injury.
3
4. By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of
any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the
payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be
necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY
has received a waiver of subrogation endorsement from the insurer.
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 five years.
6. The insurance policies shall provide for a retroactive date of placement coinciding with
the effective date of this Agreement.
The limits of insurance required in this Agreement may be satisfied by a combination of
primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to
contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of
CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be
called upon to protect it as a named insured.
It shall be a requirement under this Agreement that any available insurance proceeds
broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be
available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits
shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and
maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is
greater. No representation is made that the minimum Insurance requirements of this agreement are sufficient to
cover the obligations of the CONSULTANT under this agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in CONSULTANT's
insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall
not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be
endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured
party. 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.
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER or CITY'S
City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this
Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for
the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing
the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified
copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise this right shall not
4
constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by
PROJECT MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONSULTANT shall, to the fullest extent
permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its
officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim,
demand, suit, judgment, loss, liability or expense of any kind, including but not limited to reasonable attorney's
fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of
CONSULTANT'S performance of its obligations or conduct of its operations under this Agreement. The
CONSULTANT's obligations apply regardless of whether or not a liability is caused or contributed to by the
active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the
active negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification
obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence
or willful misconduct. In addition, the acceptance or approval of the CONSULTANT's work or work product
by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT's
indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or
other adversarial proceeding arising from CONSULTANT'S performance of or operations under this
Agreement, CONSULTANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse
the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such
clairns.
B. Where the services to be provided by CONSULTANT under this Agreement are design
professional services to be performed by a design professional as that term is defined under Civil Code Section
2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and
2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials, and
employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental
damages. Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and
fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are
caused by the negligence, recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or
subcontractor or anyone directly or indirectly employed by there, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the
extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indernnitee.
C. The defense and indernnifrcation obligations of this Agreement are undertaken in addition to,
and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive
the tennination or completion of this Agreement for the full period of time allowed by law.
5
12. 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 perfonnance of its duties
and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances,
codes and regulations, in the perfonnance 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 consequences from any noncompliance or
violation of any applicable laws, ordinances, codes or regulations.
14. 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.
15. NOTICES.
All notices and other conununications required or 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 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 United States Postal Service.
Notice shall be given as follows:
TO CITY's Project Manager:
TO CONSULTANT's Project Director:
16. INDEPENDENT CONTRACTOR.
Bill Guerin
Director of Public Works
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
Matthew Brennan
Environmental Science Associates, Inc.
180 Grand Avenue, Suite 1050
Oakland, CA 94612
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 CITY.
C
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The ten -ns 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.
B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding
the subject matter between the CONSULTANT and the CITY.
C. 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.
D. The terns and conditions of this Agreement shall not be altered or modified except by a written
amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the terns and
conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions
of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this
Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or
resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement,
or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other teen, covenant, condition,
ordinance, law or regulation, or of any subsequent breach or violation of the same or other tern, covenant,
condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, 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 tern, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. 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.
7
21. 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 any other applicable taxes. CITY shall not be required to pay for any work performed under this
Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9
(Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of this
Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed in any number of counterparts, each of which shall be deemed an
original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by
telecopier, email or other means of electronic transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first
above written.
CITY OF SAN RAFAEL
r�
JI TZ, City Manager
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
0- F;-
ROBERT F. EPSTEIN, Ci "At-tj=y
CONSULTANT
By: 0,
Printed Name: u 0 6 0 k4 606�i
Title: V 1 CG C9 -6S jb4K
[If Consultant is a corporation, add signature of second
corporate officer]
By: k� C
Printed Name: (1dS 9-%tT- C k) i S r "%)T—
APPROVED
%)j
Title: CFF
ESA
City of San Rafael Sea -level Rise
Vulnerability Stud
Below ESA presents our Scope of Work, Schedule, and Budget. We welcome the opportunity to work with the
City to discuss and refine our approach to best meet the City's objectives, technical needs, and available
funding.
Scope of Work
Below is our proposed scope of work by task and subtask.
Task 1 Project Coordination and Management
Under this task, ESA will provide budget and schedule tracking, earned value management, and
communication with the City. We assume the task will include biweekly management calls with the City, as
well as monthly progress reports with invoices, meeting notes, and presentations and agendas as needed.
Task 1 Deliverables
We assume that up to five meetings will be attended by the Project Manager and will not exceed 2 hours.
Some meetings except kickoff meeting may be held remotely as appropriate. Anticipated meetings include:
• Kickoff. To confirm project goals and objectives, share site understanding, and discuss potential
evaluation criteria
• Vulnerability Meeting; Present a list of potential vulnerability locations and select high-value locations for
further consideration in the study
• Alternatives Meeting: Present a list of candidate flood management measures and alternatives for each of
the locations identified earlier, and select a limited subset for further consideration in the study.
• Cost Meetings (2 meetings) presentation to the City on costs of implementation, rationale, work plan,
and backup information as they relate to the subset of alternatives identified above.
Task 2 Sea -level Rise Assessment
Task 2.1 Data Review and Analysis
Under this task, the ESA Team will review existing studies of the project focus areas. These will include data
layers developed as part of prior Coastal Storm Modeling System (CoSMoS), Marin Map, and BayWAVE
assessments. We will also draw upon the most recent FEMA Flood Insurance Study, MTC's Adapting to Rising
Tides and Innovative Wetland Adaptation Techniques for Corte Madera, prepared by ESA for BCDC. We will
not collect utility, infrastructure or other asset data beyond what has already been collected and compiled for
BayWAVE.
2.1 Deliverables
• Brief memo summarizing the information collected and analyzed, as well as identification of any missing
or required piece of information needed to complete the work.
November 30, 2018 City of San Rafael Sea -level Rise Vulnerability Study Project
environmental science associates
Exhibit A
FSA
Task 2.2 Field review & topographic data collection
The ESA team will conduct a selective RTK GPS topographic survey and data collection effort to enhance our
understanding of low -elevation points at locations either lacking or missing elevation information. We will
locate areas needing additional survey data by examining existing LiDAR data and topographic data already
collected by ESA at Spinnaker Point, Tiscornia Marsh, McInnis Marsh, and other locations. We assume this
task will include two days of ground survey to:
• Spot check available LiDAR and/or ground survey data
• Collect supplemental data on private properties where access has been granted (as coordinated by the
City, similar to Edgerly Island)
Collected data will be integrated and reconciled with existing topographic data to create a single GIS layer for
exchange and coordination with the City.
Note that ESA performs land surveys to augment traditional surveying services for the purposes of
geomorphic interpretation, monitoring of project performance, and other specific uses consistent with
Geologic and Landscape Surveys as defined in the Professional Land Surveyors' Act (California Business and
Professionals Code). ESA does not provide traditional land survey services such as property boundaries and
maps for general use by others but if needed, these traditional surveying services can be accomplished by a
licensed, professional land surveyor as a sub -consultant to ESA.
2.2 Deliverables
• Survey data, including 3D raw data points and data compiled as a GIS layer, delivered electronically.
Task 2.3 SLR Vulnerability Assessment
We will integrate newly collected survey data with the BayWAVE study results to characterize SLR
vulnerability for the study area. We anticipate up to 5 locations may be considered in the study. This task will
consist of the following:
• Qualitatively assess climate -related impacts to existing assets within delineated area (baseline
conditions), and provide qualitative description of increase in hazards over time, such as: inundation and
Flooding, erosion damage, debris, local wave run-up and overtopping. This work will be conducted by
superimposing publicly available flood elevation layers in GIS.
• In coordination from the City, and in light of the vulnerability maps developed above, ESA will identify a
list of high-priority areas which may be considered for flood risk adaptation or flood risk protection.
• To guide the vulnerability analysis, we will consider the existing 100 -year flood protection, or similar
standard selected in coordination with the City, as the starting point for flood protection, and address
how to increase in future as sea level rises.
• Criteria to be considered for identification of high-value areas include: potential for funding, previous
identification as high-value area in other studies, regulatory support, etc.
2.3 Deliverables
• Summary description of site vulnerability assessment (including text and figures included in the Draft
and Final Report, and GIS maps)
Task 2.4 Adaptation Strategies
Based on the locations identified for further consideration in Task 2.3, ESA will develop adaptation strategies
aimed at protecting the residents of San Rafael from the effects of future sea level rise. We will first develop a
November 30, 2018 City of San Rafael Sea -level Rise Vulnerability Study Project
environmental science associates
ESA
"menu" of conceptual measures tuned to each of the high-value areas identified in Task 2.3 focused on flood
probability reduction through physical barriers and/or nature -based approaches. Flood probability
reduction will consist of physical barriers to prevent floods from reaching certain areas. Measures include
upgraded levees (cutoff wall, augmented levees), floodwalls, tidal gates and navigation structures,
embankment relocation and realignment, etc. We will also examine local geological features to determine
whether future measures are available to protect the entire waterfront. Nature -based solutions include
approaches such as levee ecotone slopes, coastal wetland buffer zones, living shorelines, etc.
We anticipate that up to 3 conceptual -level alternatives may be considered for focus areas. ESA will evaluate
the conceptual performance alternatives based on cost effectiveness, flood reduction efficacy and overall
feasibility (permitting, institutional, public acceptance, etc.). Upon presenting the menu of options to the City,
a subset of alternatives will then be subject a more refined analysis.
2.4 Deliverables
Conceptual schematics for identified and selected alternatives. List of potential funding pathways for
further implementation.
Task 2.5 Cost Estimates
ESA will develop order of magnitude cost estimates to allow cost comparison of alternatives. We will use the
available RSMeans Online Database to prepare our cost estimate and may revise unit costs based on our prior
experience. We anticipate that two rounds of cost estimating will take place. The first round will involve the
preparation of preliminary cost estimates for the items and adaptation measures identified and confirmed as
part of Task 2.4. Cost estimates will include the following:
Costs of construction, with an appropriate level of contingency. Cost estimates are anticipated to Rough -
Order of Magnitude cost estimates, and have an anticipated accuracy of +50%/-30%.
Estimate of design, permitting, mitigation, and regulatory compliance costs, as well as the cost of
potential supplemental tasks which may be required in future design phases (most likely as percentage of
construction costs).
In case ESA identifies missing or incomplete information which may control costs (such as geotechnical
information, which may prevent us from identifying a single improvement measure at a given area), we
will inform the City as soon as practicable.
Planning -level costs are subject to refinement as the design progresses and/or additional data are collected.
ESA makes no warranty, expressed or implied, as to the accuracy of such opinions as compared to bids or
actual costs.
2.5 Deliverables
Preliminary cost estimates for measures and areas identified in study, as an Excel spreadsheet, with all
assumptions documented therein.
Final cost estimates for identified alternatives, as an Excel spreadsheet, with all assumptions documented
therein.
Task 2.6 Meetings
The ESA Team will attend and present at a City Council meeting to communicate results of the project. This
task will be coordinated by BVB, with technical support from ESA. We will develop materials, including
presentations and survey and evaluation materials for event content. Draft presentation materials will be
prepared and reviewed with the City in advance of the meeting.
November 30, 2018 City of San Rafael Sea -level Rise Vulnerability Study Project
environmental science associates
ESA
2.6 Deliverables
• Presentation materials
Task 2.7 Draft Report
The ESA Team will synthesize and present all the study findings in a concise report. The report will feature
an executive summary, introduction section summarizing the general sea level rise threat to San Rafael assets
and people, methodology, and shoreline segment profiles. The draft report will incorporate information
generated through the study including vulnerability and potential solution options, proposed adaptation
measures, funding opportunities, and cost estimates. Schematics will be included, as needed. The report will
also include a workplan of next steps to help guide the City's future planning, design and implementation.
ESA assumes that the City will provide one consolidated set of comments on the draft report.
2.7 Deliverable
• Draft San Rafael Sea Level Rise Evaluation Report
Task 2.8 Final Report
The final report will incorporate responses to the City's comments, as well as revisions based on the outcome
of the City Council meeting presentation. The Final Report will also include all materials produced for the City
Council meeting.
2.8 Deliverable
• Final San Rafael Sea Level Rise Evaluation Report, provided electronically as consolidated file (pdo. We
will provide source files as requested, including GIS layers and cost estimating spreadsheets.
November 30, 2018 City of San Rafael Sea -level Rise Vulnerability Study Project
environmental science associates
C)
a -i
N
L �
C
fD
1
4
V
N
L
45
W
0
Q
MA
N
Q)
U
O
L
CL
O
4-
U
O
C
N
N
7
N
(0
7
U
CU
� L
N
U :E
LA 1—
X 5;
U
E
�
E
3
r
c
3
3
�
P,
aV
¢
�
V
d
h
�
C
O
'F
6
F
�
Q
d
�
o
a
V
Z
�
J
S
a
O
V
F
:r
s ?
9
5
0
4
R
d�
dpi
d�
dpi
dpi
m
m
dpi
dpi
N
N
p�
N
N
n
N
p�
N
p�
N
p�
N
pm
p�
N
p�
N
p�
N
pA
N
h
4m
JNf
yN�
�fnf
4
4
4
4
4
4
4
oNp
pN�
4
4
pN
4
m
m
m
m
m
m
m
m
m
m
m
N
O
N
O
N
O
M
O
N
O
N
O
N
O
N
O
N
O
N
O
N
O
N
O
N
O
N
O
N
O
N
N
O
N
O
1V
_o
a
ti
X 5;
U
FSA
We have prepared the budget table below based on our current understanding of the study area, available
data and the City's needs and priorities. The budget is based on the scope above and the assumptions
following budget table.
MINK.
1 Project Management
2.1 SLR7usessment
2.2 Coled 8 Review available dab
2.3 Field review 8 topographic data collection
2.4 SLR Vulnerab8y /Assessment
2.5 Maplaton Stalagies
2.6 CostEshreleS
2.7 PublicMeeings
2.8 DralReport
2.9 Final Report
Subbtal (Labor)
Expenses
November 30. 2018
200.00 S 185.00 S 150.00 S 115.00 S 82.50
City of San Rafael Sea -level Rise Vulnerability Study Project 6
environmental science associates
24
32
56 $ 9,600
$ $ 9,600
0 $
$ $
16
16 $ 2,400
40
$ 3,465 $ 5,865
24
32
56 $ 7,280
$ - 1 $ 1,280
2
8
20
30 $ 5,060
40
$ 3,465 $ 8,525
8
16
8 20
52 $ 9520
$ 9,520
6
16
42
64 $ 10,880
Is
$ $ 10,880
8
8
16 $ 2,800
8
$ 03! S 3,493
8
4 32
44 $ 7,140
40
S 3,465 $ 10,605
8
8
16 $ 2,800
20
S 1,733 $ 4,533
0 5 57,480
$ 12,821 $10,301
1
0 S 1,596
$ 840 $ 2,436
$ 59,076
$ 13,661
$ 71,737
City of San Rafael Sea -level Rise Vulnerability Study Project 6
environmental science associates
RAFq�!
�1
a 2
y0
r�rY WITH
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: Public Works
Project Manager: Theo Sanchez
Extension: 5326
Project Name: Sea -Level Rise Vulnerability Study_
Contractor's Contact: Matthew Brennan
Contact's Email: Mbrennana..esassoc.com
q-3-
RESPONSIBLE
Step
DEPARTMENT
DESCRIPTION
COMPLETED DATE
REVIEWER (Initials)
a. Email PINS Introductory Notice to Contractor
1/2/2019
THS
b. Email Contract (in Word) & attachments to City Attorney clo
1
Project Manager
Laraine -Gittens i z cityofsanrafael.org
1/2/2019
THS
a. Review, revise and comment on draft agreement and return to Project
Manager
1/8/2019
LG
b. Confirm insurance requirements, create Job on PINS, send PINS
2
City Attorney
insurance notice to contractor-
1/8/2019
LG
Approval of final agreement form to send to contractor. (Provide Dept.
3
Department Director
DireciorFinancial Summary irlAgreenrent)
2/5/2019
BG
Forward three (3) originals of final agreement to contractor for their
4
Project Manager
signature.
2/5/2019
THS
When necessary, contractor -signed agreement agendized for Council
approval
Citta Council approval requiredfin- PorJessional Services Agreements and
purchases ofgoods and services dun exceed $75,000 mid fn -Public H'orks
5
Project Manager
Contracts that exceed 5175,000 (Enter dare ((Council Meeting)
N/A
PRINT CONTINUE ROUTING PROCESS WITII HARD COPY
Forward signed original agreement to City Attorney with printed copy of
6
Project Manager
this routing form
THS
X2/%6/2019
;J1201
7
City Attorney
Review and approve hard copy of signed agreement
Review and approve insurance in PINS, and bonds (for public works
8
City Attorney
contracts)
Q �2 '
City
ih 4r
C,4
9
Manager/Mayor
✓
Agreement executed by Council authorized official
Attest signatures, retains original agreement and forwards copies to project
10
City Clerk
manager
Z
,
11
Project Manager
Forward Final Copy to Contractor
q-3-