HomeMy WebLinkAboutCD Land Use Entitlements for 190 Mill StreetAGREEMENT FOR PROFESSIONAL SERVICES
FOR PROJECT PLANNER AND ENVIRONMENTAL PLANNING SERVICES FOR
LAND USE ENTITLEMENTS FOR TI IE PROPERTY LOCATED 190 MILL STREET
This Agreement is made and entered into this T '1✓ -day of J uki , 20141 , by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and JAY91 ALLSEP (hereinafter
"CONTRACTOR").
RECITALS
WEIEREAS, the CITY has received an application for General Plan Amendment, Zoning
Map Amendment and Use Permit for expansion of an emergency shelter and construction of 32 single
room occupancy units ("PROJECT"); and
WHEREAS, the proposed PROJECT would require preparation of an Initial Study; and
WHEREAS, given the current workload of CITY staff, the CITY has determined that
professional planning and environmental planning services are needed to supplement the existing
staffing through assignment of this PROJECT to an experienced planning consultant with the capacity
and expertise to process a project of this nature; and
WHEREAS, CONTRACTOR has submitted a proposal for performance of services, which
is attached hereto as Exhibit A and incorporated by reference herein; and
WHEREAS, CONTRACTOR represents that she is qualified to perform such services and
is willing to perform such professional services as hereinafter defined;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Planning Manager 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. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Jayni Allsep is hereby designated as the PROJECT DIRECTOR
for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this
Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall
notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR.
W A L
L4-3-91-7
CONTRACTOR shall perform the duties and/or provide services in connection with the
PROJECT as follows: CONTRACTOR shall be responsible for reviewing plans and application
materials; corresponding with the applicant, the public, resource agencies, and CITY staff;
coordination and management of CITY'S review the PROJECT; analysis of the PROJECT for
consistency with adopted Plans and Ordinances; preparation of staff reports; preparation of an Initial
Study and associated docurnents (Notice of Preparation, Mitigated Negative Declaration, Notice of
Determination, etc.) consistent with the California Enviromnental Quality Act (CEQA); and
attendance at public hearings related to the PROJECT. These services shall be performed under the
supervision of the Planning Manager, in conjunction with the CITY'S procedures for processing
development enttitlements and shall include the tasks decribed in Exhibit "A" incorporated herein.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
follows:
a. Provide general direction and support to CONTRACTOR;
b. Review materials prepared by CONTRACTOR.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR as follows:
a. An hourly rate of $175.00 per hour with a not -to -exceed amount of $56,000.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR.
TERM OF AGREEMENT.
The term of this Agreement shall be for one (1) year(s) commencing on July 1, 2019 and
ending on July 1, 2020. 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 up to one (1) year(s).
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty
(3 0) days written notice mailed or personally delivered to the other party.
B. 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.
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 tennination, any and all CITY documents or materials
provided to CONTRACTOR and any and all of CONTRACTOR'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.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection with
its performance of its duties under this Agreement. CONTRACTOR 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
performance 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 term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum arnount of
one million dollars ($1,000,000) per occurrence/one million dollars ($1,000,000) 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 performs 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 occurrence/one million dollars ($1,000,000) aggregate, to cover
any claims arising out of the CONTRACTOR's perfonnance of services under this Agreement.
Where CONTRACTOR is a professional not required to have a professional license, CITY reserves
the right to require CONTRACTOR to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONTRACTOR 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. CONTRACTOR'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
CONTRACTOR in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance 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 (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance policies
shall be "primary and non contributory" 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 CONTRACTOR'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.
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
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.
5. If the insurance is written on a Claims Made Form, then, following terinination
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.
7. 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.
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8. 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
CONTRACTOR under this agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONTRACTOR'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 CONTRACTOR shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONTRACTOR 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 CONTRACTOR. Failure to exercise this right shall not 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., CONTRACTOR 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 claire, demand, suit, judgment, loss, liability or expense of
any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of
litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its
obligations or conduct of its operations under this Agreement. The CONTRACTOR'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 willfiil misconduct of the City Indemnitees, the CONTRACTOR'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 CONTRACTOR's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONTRACTOR'S performance of or operations under this Agreement,
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CONTRACTOR 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 claims.
B. Where the services to be provided by CONTRACTOR under this Agreement are
design professional services to be performed by a design professional as that teen 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, CONTRACTOR 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 CONTRACTOR, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, 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 Indemnitee.
C. The defense and indemnification 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 termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONTRACTOR 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.
13. COMPLIANCE WITH ALL LAWS.
CONTRACTOR 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. CONTRACTOR shall perfonn all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify
and hold harmless CITY, its officers, agents and employees fiom any and all damages, liabilities,
penalties, fines and all other consequences fiom any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR 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.
G
All notices and other communications 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 CONTRACTOR's Project Director
16. INDEPENDENT CONTRACTOR.
Ali Giudice
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Jayni Allsep
Allsep Planning
773 Tiburon Boulevard
Tiburon, CA 94920
jayni@allsep-planning.com
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. 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.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR 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 terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms 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.
CONTRACTOR agrees that CITY may deduct fiom any payment 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.
19. WAIVERS.
The waiver by either parry 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 tern, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation
of the same or other term, 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 term, 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.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONTRACTOR 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 CONTRACTOR has provided CITY with a completed
Internal Revenue Service Forn W-9 (Request for Taxpayer Identification Nurnber and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the tern (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 cow-iterparts, 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
JI S 1C?TZ, C:' anager
ATTEST:
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LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
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ROBERf F. EPSTEIN, CWy Atto ey
CONTRACTOR
By:
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Name:—
Title:
EXHIBIT "A"
SCOPE OF SERVICES
FOR
HOMEWARD BOUND - 190 MILL STREET PROJECT, SAN RAFAEL, CA
Understanding of Project'
The project site is located at 190 Mill Street at Harbor Street in San Rafael's Canal
neighborhood (APN 014-19-012). Homeward Bound of Marin (HBM) currently operates an
emergency shelter with 40-55 dormitory -style beds under a Use Permit approved in 1986.
The proposed project would replace the existing single -story emergency shelter building
on the 13,500 -square -foot site with a new four-story building (three floors over podium -
style parking structure) and include the following:
• A new 60 -bed emergency shelter to replace the existing shelter would be located
on the first floor above ground -floor concrete podium parking structure
• The second and third floors would be low income supportive housing, consisting of
SRO Units with shared common areas including lounge, communal kitchen,
terraces, and bathroom facilities (32 units).
• New irrigated landscaping, hardscape, and fencing on the property
• The ground floor parking structure would have 18 parking spaces for use by HBM
staff, visiting service providers, and guests. Residents will not have cars.
• It is noted that the elevation of the ground floor parking is located below the FEMA
Base Flood Elevation and will be required to be "wet waterproofed".
The project will require a General Plan Amendment (from LI/O land use category to High
Density Residential), a Zoning Change (from CCI/O District to RH-1), and a Use Permit
(for new shelter under proposed RH zoning district) to allow the proposed mix of uses. A
Design Review Permit is also required.
Scope of Work and Tasks
Jayni Allsep, Allsep Planning, shall perform professional level work in the field of current
planning and environmental analysis and consistent with the City of San Rafael procedures
for processing development entitlements, including the tasks described below:
'Understanding of the project is based on review of the following documents:
• Timeline for 190 Mill Street (Homeward Bound) Planning Application Review Process; and
• Plans prepared for Proposed Mill Street Center by Frederic C. Divine Associates, date-stamped by City of San
Rafael April 26, 2019
• Homeward Bound of Marin website https://hbofm.org/
Allsep Planning Scope of Work 190 Mill Sb,eet Homeward Bound of Marin
The estimated cost of the tasks Scope of Work is attached.
Schedule
The project schedule is assumed to be generally as presented in the Project Timeline
for Planning Application Review Process provided by City staff. The Consultant will
coordinate closely with City staff on hearing dates, completion of Initial Study and other
project deliverables, and overall project schedule.
Allsep Planning Scope of Work 19011ill Street Homeward Bound of Allarin
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: Planning
Project Manager: Ali Giudice
Extension: 3092
Contractor Name: Jayni Allsep
Contractor's Contact: 415-706-0443
Contact's Email: jayni@allsep-planning.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
a. Email PINS Introductory Notice to Contractor
DATE
Check/Initial
1
Project Manager
5/30/2019
❑X
5/30/2019
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
❑x
2
City Attorney
a. Review, revise, and comment on draft agreement
6/4/2019
❑x LG
and return to Project Manager
6/4/2019
❑x LG
b. Confirm insurance requirements, create Job on
Project Manager
PINS, send PINS insurance notice to contractor
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Forward three (3) originals of final agreement to
Cli < er
contractor for their signature
enter a date.
4
Project Manager When necessary, * contractor -signed agreement
❑ N/A
agendized for Council approval
*PSA > $75,000; or Purchase > $75,000; or
Or
❑
j Public Works Contract > $175,000
Click here to
Date of Council approval
enter a date.
PRINT CONTINUE ROUTING PROCESS WITH HARD COPY
Project Manager Forward signed original agreements to City
5
Attorney with printed copy of this routing form
6
City Attorney
Review and approve hard copy of signed
7
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agreement
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7
City Attorney
Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
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8
City Manager/ Mayor
Agreement executed by Council authorized official
7-2,3 _
9
City Clerk
Attest signatures, retains original agreement and
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forwards copies to Project Manager
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