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HomeMy WebLinkAboutCD Preparation of Objective Design Standards for By-Right ProjectsAGREEMENT FOR PROFESSIONAL SERVICES FOR PREPARATION OF OBJECTIVE DESIGN STANDARDS FOR BY -RIGHT PROJECTS This Agreement is made and entered into this 2"j day of y -q , 202-0, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Rhoades Planning Group, Inc., (hereinafter "CONTRACTOR"). RECITALS WHEREAS, on September 29, 2017, the State of California enacted Senate Bill 35 requiring jurisdictions to establish objective design standards for a ministerial "by -right" process for qualifying residential development projects of two or more dwelling units located near major transit stops; and WHEREAS, on July 16, 2019, the CITY presented draft Senate Bill 35 Objective Planning Standards to the Design Review Board for consideration; and WHEREAS, on October 30, 2019, the City of San Rafael was awarded a Senate Bill 2 Planning Grant in the amount $310,000 and $20,000 of the total grant amount was allocated for the development of a "SB35 Toolkit" including finalization of objective design standards; and WHEREAS, the CONTRACTOR has extensive experience developing objective design standards in compliance with Senate Bill 35 for neighboring jurisdictions; WHEREAS, the CITY has sufficient funding in the General Plan Implementation Fund (Fund #218) to cover the remaining $8,000 and any additional expenses related to this Agreement; and AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. Alicia Giudice, Senior 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. 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. Alexander Marqusee is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions q _S_ I 0_�l ORIGINAL 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. CONTRACTOR shall perform the services described as Tasks 1 through 4 in Exhibit 1 attached and incorporated herein. Additionally, if requested by the PROJECT MANAGER and authorized in writing by the City's Planning Manager, CONTRACTOR shall perform the services described as Optional Tasks 5 and/or 6. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and shall provide CONTRACTOR with a work space and materials and information necessary for CONTRACTOR to perform the services required by this Agreement. 4. COMPENSATION. For the full performance by CONTRACTOR of the services described as Tasks 1 through 4 in Exhibit 1 , CITY shall pay CONTRACTOR on a time and materials basis at the rates set forth in Exhibit 2, attached and incorporated herein by reference, in a total amount not to exceed $28,000. If the Planning Manager authorizes the services described as Optional Tasks 5 and 6 in Exhibit 1, CITY will pay CONTRACTOR on a time and materials basis as agreed upon by the Parties prior to commencement of the additional services. Payment will be made upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for one year commencing on January 1, 2020 and ending on December 31, 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 year. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) 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 termination, 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. 8. 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 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 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/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's performance 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 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 CONTRACTOR'S policies shall be at least as broad as ISO form CG20 01 04 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 termination of this Agreement, said insurance coverage shall survive for a period of not less than three years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 4 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. 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 claim, 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 5 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 willful 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, 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 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, 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 anyway 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 perform 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 from any and all damages, liabilities, penalties, fines and all other consequences from 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. 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. Alicia Giudice City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 Alexander Marqusee Rhoades Planning Group 46 Shattuck Square Berkeley, CA 94704 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 from 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 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 term, 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 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 4 JIM HU AMan ATTEST: -**—� 0 . 1* -0( AAd— LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, Ci Attorn y CONTRACTOR [If Contractor is a corporation, add signature of second corporate officer] 0 Name: Title: Exhibit 1 SB35 Consulting Services for City of San Rafael Project Description Project Understanding The City of San Rafael seeks to codify its design guidelines by adopting a resolution to ensure that any forthcoming SB35 applications lead to contextually appropriate development. City staff have completed much of the work to identify currently non-objective design guidelines that are normally enforced during the design review process. Additionally, City staff have crafted draft application guidelines for an SB35 application. This consulting project will build upon the staff's good work and assist San Rafael in creating a final resolution to concretize objective application process and design guidelines for any future SB35 applications. This project will only focus on making objective only the most important design standards as the City of San Rafael plans to overhaul its general plan and zoning ordinance in the near future. This is envisioned as a quick -hitting project that creates codified objective design standards that will function as a bridge until the City's general plan and zoning update is completed. Task 1—Analyze Existing work and propose 'Core Design Guidelines' Review of background documents and staff drafts to create a proposed group of 'Core Guidelines'. This work culminates in a meeting with City Staff to present initial analysis and gain their approval for proceeding with developing objective standards around a group of 'core guidelines'. Task 1.1 Review Completed Work: review general plan, zoning ordinance, design guidelines and video of previous board and commission hearings that discussed the current draft. Brief telephone interviews with key policymakers identified by City Staff to better understand the values undergirding the desire to make some design guidelines objective. (13 hours of Alex. 3 Hours of Mark) Task 1.2 Analyze Staff Report and Attachments: Review the staff report and attached SB35 guidelines and application process. Analyze work done to date to make a recommendation about their fidelity with SB35. Prepare a recommendation for the series of design guidelines the consultant recommends for development of objective standards. (9 hours of Alex and 3 Hours of Mark) Task 1.3 Project Check In #1: Conference call with City Staff to present initial findings and recommendations about the 'core guidelines' in a matrix format. Receive feedback from City Staff on whether the recommended core guidelines are the most important and whether there are any important political and technical implications to consider. (1.5 hours of Alex and 1.5 Hours of Mark) Task 2— Develop Objective Standards for "Core Design Guidelines' Following the selection of 'Core Design Guidelines; create drafts of the documents that will eventually be presented to City commissions for approval. Receive feedback from City Staff prior to finalizing the draft documents. 10/28/19 Proposal v2 Page 2 SB35 Consulting Services for City of San Rafael Task 2.1 Draft Objective Standards for Core Design Guidelines: Build on the work completed by City Staff and presented to the Design Review Board on July 16, 2019. Create matrix of objective standards for core design guidelines. (Alex 20 hours, Mark 4 hours) Task 2.2 Draft Updated 'Residential Development Project Ministerial Review (SB 35)': Make updates and corrections to the first attachments to the SB35 report presented to the Design Review Board on July 16, 2019. (Alex 8 hours, Mark 2 hours) Task 2.3 Project Check In #2: Conference call with City Staff to review draft standards and process documents from Tasks 2.1 and 2.2. (Alex and Mark 1.5 hours each) Task 2.4 Brief Feasibility Interviews: Brief interviews with local developers to understand their perspectives on which guidelines most impact project feasibility. A full feasibility analysis far exceeds the proposed budget and so this would be a high-level review of proposed guidelines with a few developers selected by the City. The goal of this review would be to identify any 'deal breakers' within the standards from a construction cost perspective. (Alex 8 hours) Task 2.4 Incorporate Staff Feedback: additional work as needed to improve documents based on staff feedback from Project Check In #2. Task 3— Presentations at Public Workshops Task 3.1 Present at Design Review Board: present draft findings and recommendations at a Design Review Board meeting. Engage with DRB members in a workshop format to discuss implications of proposed objective standards. (Alex and Mark 3 hours each) Task 3.2 Additional Work and Analysis Post DRB Meeting: Update draft documents to incorporate the DRB workshop's conclusions. Draft resolution for adoption of the objective design standards resolution (to be reviewed and approved by City of San Rafael City Attorney) (Alex 8 hours, Mark 2 hours) Task 3.3 Present at Planning Commission: present draft findings, the draft resolution and recommendations at a Planning Commission meeting. Engage with Planning Commission members in a workshop format to discuss implications of proposed objective standards. (Alex and Mark 3 hours each) Note on Illustrations. The original request from the City of San Rafael included a deliverable to provide an illustrated guide of the objective design standards. However, this work is outside of our core skillset and outside of the scope of the project budget. We instead propose that once the objective design guidelines are further along in development, the City could contract with an outside vendor to provide simple line drawings of the proposed concepts. RPG could manage that vendor within the proposed budget. We are also happy to recommend an architect or drafts Task 3.4 Additional Work and Analysis Post Planning Commission: Update draft documents to incorporate the Planning Commission workshop's conclusions. (Alex 8 hours, Mark 2 hours) 10/28/19 Proposal v2 Page 3 SB35 Consulting Services for City of San Rafael Task 3.5 Contingency for Additional Planning Commission Meeting: If needed, present draft findings and recommendations at a second Planning Commission meeting. Engage with Planning Commission members in a workshop format to discuss implications of proposed objective standards. (Alex and Mark 3 hours each) Task 4 — Finalize Documentation and Application Materials Task 4.1 Finalize Draft Documents: Finish deliverable documents which include edited staff report and resolution for presentation to the City Council, the objective design manual for core design guidelines (final version of document begun during Task 2.1), the updated application guidelines (final version of document begun during Task 2.2). (Alex 8 hours, Mark 2 hours) Description of Final Deliverables: 1. Staff Report—finalizing the staff report "Senate Bill (SB35) Objective Planning Standards" dated 7/16/19 (Case number P18-009) to include edits and updates. 2. Resolution — legislation required to adopt the objective design standards. Please note that RPG will be able to provide a completed draft of the legislation but that the final version will need to be wordsmithed and approved by the City Attorney. RPG's role is to provide a completed draft to the City Attorney who will then produce the final form. 3. Objective Design Manual — final version of the document that describes the objective design standards and will be the attachment to the resolution adopted by Council. The 'manual' resembles Table 1 from the 7/16/19 memo. The details will clearly label the standard, describe the zoning districts where the standard applies, describe the intent of the standard, and describe the objective standard to meet the standard of objectivity in S1335. 4. Updated Application Guidelines —final version of document started in Task 2.2 Anticipate making minor changes and modifications to the current document created by City of San Rafael staff. This deliverable will also include one pager 'How to use the SB35 process' for developers which will be more of a condensed, high-level version. Optional Task 5 — Additional considerations for 100% affordable housing projects The City of San Rafael also indicated a desire to have additional ministerial processes for 100% affordable housing projects to pursue streamlined entitlements. RPG is well qualified to assist the City in several ways for this laudable goal but this would constitute work outside of the proposed budget. RPG could prepare the legislative language needed to substantiate different regulations for 100% affordable projects from market rate projects. Additionally, RPG could assist the City in developing the additional standards and application materials needed and ensuring that those standards meshed with the multitude of overlapping state and local bonuses and requirements. Optional Task 6 — Neighborhood or other additional meetings 10/28/19 Proposal v2 Page 4 • • • �� wl FT-.rvp Me".1011 SB35 Consulting Services for City of San Rafael Additional meetings will be @ $1,425/ea. (prep, travel, attend, document) 10/28/19 Proposal v2 Page 5 Exhibit 2. San Rafael SB35 Consulting Budget Task 4 Finalize Documentaion and Application Materials Task 4.1 Finalize Draft Documents 2 8 10 2,000 Total 42 a9 130 28 000 $ 12,600 $ 15,400 S 28,000 OPTIONAL TASKS Task 5 Additional considerations for 100% affordable housino oroi cts Task 5.1 To Be Determined Based on Scope Task 6 Finalize Documentaion and Application Materials Task 6.1 Each Additional Meeting Prep 1 1 2 475 Task 6.1 Each Additional Meeting Travel +Attendance 2 2 4 950 Total $ 1.425 Exhibit 2 Rhoades Planning Grou Rhoades Marquees Total Total Billing Rate $ 300 S 175 Hours Cost Task V Analyze Existing work and propose 'Core Design Guidelines' Task 1.1: Review Completed Work 4 a 12 2,600 Task 1.2: Analyze Staff Report and Attachments 4 8 12 2,600 Task 1.3: Project Check In #1 2 2 4 950 Task 2: Develop Obiective Standards for'Core Design Guidelines' _ Task 2.1: Draft Objective Standards for Core Design Guidelines 8 24 32 6,600 Task 2.2: Draft Updated 'Residential Development Project Ministerial Review (SB 35)' 2 4 6 1,300 Task 2.3: Project Check In #2 2 2 4 950 Task 2.4: Incorporate Staff Feedback 2 4 6 1,300 Task 3• Presentations at Public Workshops Task 3.1 Present at Design Review Board 4 4 a 1,900 Task 3.2 Additional Work and Analysis Post DRB Meeting 2 8 10 2,000 Task 3.3 Present at Planning Commission 4 4 a 1,900 Task 3.4 Additional Work and Analysis Post Planning Commision Meeting 2 8 10 2,000 Task 3.5 Contingency for Additional Presentation at Planning Commission 4 4 B 1,900 Task 4 Finalize Documentaion and Application Materials Task 4.1 Finalize Draft Documents 2 8 10 2,000 Total 42 a9 130 28 000 $ 12,600 $ 15,400 S 28,000 OPTIONAL TASKS Task 5 Additional considerations for 100% affordable housino oroi cts Task 5.1 To Be Determined Based on Scope Task 6 Finalize Documentaion and Application Materials Task 6.1 Each Additional Meeting Prep 1 1 2 475 Task 6.1 Each Additional Meeting Travel +Attendance 2 2 4 950 Total $ 1.425 Exhibit 2 RA F��! A i 2 �iT y w I T H P 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: Community Development Project Manager: Ali Guidice Extension: x3092 Contractor Name: Rhoades Planning Group Contractor's Contact: Alex Marqusee Contact's Email: alex@rhoadesplanninggroup.com El FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION T COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 12/13/19 ®EBG b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org 12/13/19 ®EBG a. Review, revise, and comment on draft agreement 12/18/2019 ® LG 2 City Attorney and return to Project Manager 12/17/2019 © LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward two (2) originals of final agreement to 1/21/2020 ®EBG contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement ® N/A agendized for Council approval *PSA > $75,000; or Purchase > $75,000; or Or ®EBG Public Works Contract > $175,000 Date of Council approval Click here to enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 _ Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed /Z3 /U W agreement 7 City Attorney Review and approve insurance in PINS, and bonds l (for Public Works Contracts) 8 City Manager/ Mayor Agreement executed by Council authorized official J �,1 K, City Clerk 9 Attest signatures, retains original agreement and forwards copies to Project Manager (Z'1 �,v Zo ,