HomeMy WebLinkAboutCD Contract Planner and CEQA Consultant ServicesAGREEMENT FOR PROFESSIONAI, SERVICES WITH ALLSEP PLANNING, TO
SERVE, AS CONTRACT PLANNER AND CONTRACT CEQA CONSULTANT FOR THE
ALDERSLY MASTER PLAN PROJECT PROPOSED AT 326 MISSION AVE.
(Not to Exceed $75,000 with Term October 31, 2021)
This Agreement is made and entered into this�__JJ__ day of "ier , 2020 by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and ALLSEP PLANNING
(hereinafter "CONSULTANT").
RECITALS
WHEREAS, Aldersly, the owner of a retirement community at 326 Mission Ave. has
expressed interest in pursuing a development proposal for a phased group of improvements over
the next 10 years that includes demolition and renovation of existing buildings and construction
of a new building and other site improvements. The project would result in 14 additional living
units, an increase from 55 units to 69 units. The number of Assisted Living/Memory Care beds
(35) and skilled nursing beds (20 beds) would remain unchanged ("the Aldersly project").); and
WHEREAS, the Aldersly project at 326 Mission Ave. would require planning entitlements
including, but not limited to, a Zoning Amendment (Planned Development Rezoning), Use Permit,
and Environmental and Design Review Permit. The Aldersly project would also be subject to the
California Environmental Quality Act (CEQA); an Initial Study is required to be prepared and based
on the result of the Initial Study, a Mitigated Negative Declaration or an Environmental Impact
Report (EIR) would be required; and
WHEREAS, given the current workload of CI'TY staff, the CITY has determined that
professional 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 to conduct the CEQA review and prepare the appropriate level of CEQA
document (Mitigated Negative Declaration or EIR); and
WHEREAS, CONSULTANT has submitted its proposed "Approach and Scope of Work"
dated September 1, 2020, which is attached hereto as Attachment "A" and incorporated by reference
herein; and
WHEREAS, the CITY is entering into a Reimbursement Agreement, with the Developer,
to fully fund the hiring of the CONSULTANT and the costs of this agreement; and
WHEREAS, CONSULTANT represents that it 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. 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. Jayni Allsep 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 perform the duties and/or provide professional services as Contract
Planner and Contract CEQA Consultant for the Aldersly project, including but not limited to review
of plans and application materials, correspondence with applicant and public and CITY staff,
coordination and management of CITY'S review of the project, preparation of staff reports,
analysis of the project for consistency with adopted Plans and Ordinances, and any other tasks
described in Attachment "A", attached hereto and incorporated herein by reference. In addition,
CONSULTANT shall perform services to prepare an Initial Study and based on the results of the
Initial Study, shall prepare the appropriate level of CEQA document, including the tasks described
in Attachment "A" attached.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
follows: the CITY shall provide suitable workspace, if necessary, which is accessible to telephone
and computer facilities. CITY shall provide CONSULTANT with copies/sets of project plans and
materials, historical files on this development, local plans, ordinances and reports that are pertinent
to the project that has been assigned to the CONSULTANT. The CITY shall provide
CONSULTANT with supervision and direction on processing the development application in
accordance with local procedures.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT on a time and materials basis at an hourly rate of $185.00 per hour. The
billing amounts authorized under this Agreement shall not exceed $75,000, which includes the
estimated proposal of $66,508 and $8,492 contingency amount (if needed).
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONSULTANT.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for 12 months commencing on October 1, 2020 and
ending on September 30, 2021. Upon mutual agreement of the parties, and subject to the written
approval of the City Manager, the term of this Agreement may be extended for an additional period
Of up to 12 months, as long as the total compensation authorized by this agreement is within the
limit established by Section 4 above.
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 CONSULTANT and any and all of CONSULTANT's documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
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 not, 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
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arising hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT 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 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 fa• 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 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 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.
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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.
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
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.
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: (l) 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 constitute a waiver of
the right to exercise it later. The insurance shall be approved as to form and sufficiency by
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PROJECT MANAGER turd 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 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 claims.
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 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.
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CONSULTANT shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONSULTANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify
and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any 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 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: Raffi Boloyan, Planning Manager
City of San Rafael — Community Development Dept
1400 Fifth Avenue, 3"r Fl
San Rafael, CA 94901
TO CONTRACTOR's
Project Director:
Jaynr Al esep
Al '. ep Planning
70 Village Circle
San Rafael, CA 94903
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees
of the CITY. CONSULTANT and CITY expressly intend and agree that the status of
CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not
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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 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 terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONSULTANT and 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.
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 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.
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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 CONSULT'AN'T 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 by electronic signature and 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
JIMC UTZ, Cianager
ATTEST:
,by, LINDSAY LARA, City Clerk
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CONSULTANT
/e-:�11'J��
r[ 1`1 : i
[If CONSULTANT is a corporation, add signature of
second corporate oflicerl
Name:
Title:
APPROVED AS TO FORM:
L ROBERT F. EP"STEIN, Attorney
Exhibit A: Proposal for Contract Planning Services from Allesep Planning for Aldersly
Revised Development Plan/Master Plan, dated September 1, 2020
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A L LS E P PLANNING Exhibit A
70 Village Circle • San Rafael, CA 94903 • Phone: 415.706.0443
E -Mail: jayni@allsep-planning.com • www.allsep-planning.com
September 1, 2020
Raffi Boloyan, Planning Manager
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Subject: Contract Planning Services for the Aldersly Revised Development Plan/Master Plan;
326 Mission Avenue, San Rafael, CA
Dear Raffi:
At your request, I am pleased to submit the attached scope of work for contract planning services
for the City of San Rafael. Based on my understanding of the Aldersly Project, I am confident that
my prior work on the Aldersly Master Plan, as well as my extensive experience with residential,
non-profit, CEQA and other regulatory processes will prove helpful in reviewing and assessing the
applications associated with this project.
As the owner and principal of Allsep Planning, I would serve as Project Manager and Planner for
this project, including preparation of an Initial Study and other CEQA documents as outlined in the
this proposal.
Thank you again for considering me for contract planning services for the City of San Rafael. Please
feel free to call should you have any questions or need any additional information.
Sincerely,
Jayni Allsep, Principal
Allsep Planning
Attachments: Proposed Scope of Work and Fee Estimate
EXHIBIT "A"
SCOPE OF SERVICES
Aldersly Master Plan - 326 Mission Avenue, San Rafael, CA
Understanding of Project
Site Description & Setting
The Aldersly Retirement Community occupies 2.88 acres on the north side of Mission
Avenue and extending to Belle Avenue to the north. The campus is developed with
residential, administrative and healthcare buildings connected by an extensive network of
landscaped pedestrian paths and gardens.
The campus is located within the Montecito/Happy Valley Neighborhood, one of San
Rafael's oldest neighborhoods. The area surrounding the Aldersly campus contains a mix
of residential, retail, and community service uses. The site has a General Plan Land Use
designation as High Density Residential and is zoned PD - Planned Development
(Ordinance No. 1775).
Proposed Project
The project proposes phased improvements on the Aldersly Campus over the next 10
years that include demolition and renovation of existing buildings and construction of new
buildings, and other site improvements. The project would result in fourteen (14) additional
independent living units, an increase from 55 units to 69 units. The number of Assisted
Living/Memory Care beds (35 beds) and Skilled Nursing beds (20 beds) would remain
unchanged.
The proposed project will require a PD Rezoning to amend the approved Development
Plan, a Master Use Permit amendment, an Environmental and Design Review Permit, and
environmental review as required by the California Environmental Quality Act (CEQA).
Scope of Work and Tasks
This scope of work includes tasks associated with the review of current planning
applications (rezoning, master use permit, design review) and the preparation of the
required CEQA documents, as outlined below.
Work will be performed consistent with established City procedures for processing
development entitlements and direction received by City of San Rafael Community
Development Department staff.
Allsep Planning Scope of Work Aldersly Master Plan - 326 Mission Avenue
Tasks and Deliverables
A. Current Planning Application Review/Project Management
1. Review rezoning, master use permit, design review applications plans for
completeness
2. Review/provide feedback on technical studies. It is assumed that the following
technical studies will be provided by the applicant:
a. Historic Resources Evaluation and Analysis
b. Transportation Study
c. Noise/Acoustics - unless deemed not warranted
d. Air Quality
e. Greenhouse Gases (GHG) - unless deemed eligible for exemption
f. Health Risk Assessment
g. Preliminary Geotechnical Investigation
3. Communication and coordination with applicant, City staff, public, other agencies
4. Analysis of project for consistency with adopted Plans and Ordinances
5. Prepare Draft Notices (NOA, NOC, NOD, public hearing notices)
6. Prepare staff reports (DRB, Planning Commission and City Council)
7. Prepare Draft Resolutions and Ordinance (Rezoning, Design Review, Master CUP)
8. Attend public hearings, neighborhood meetings and other meetings as directed by
CDD staff
9. Coordinate and manage City's review of project applications
B. CEQA Document Preparation
An Initial Studywill be prepared in accordance with the CEQA Guidelines toassess the
potential environmental impacts of the proposed project. The City's CEQA Checklist
template will be used, with technical studies, City plans, policies and other documents
appropriately referenced.
1. Prepare Project Description for CEQA Initial Study
2. Prepare Administrative Draft Initial Study for review/comment by City staff
3. Revisions to Admin Draft based on one round of staff review/no new analysis
4. Prepare CEQA Initial Study for public review
5. Prepare of Draft and Final MMRP
If based on the conclusion of the Initial Study it is determined that a significant impact
may result from the project, an Environmental Impact Report (EIR) will be required.
The EIR will focus on only those impacts that cannot be mitigated to less than
significant. Impacts for which mitigation measures are identified in the CEQA Initial
Study that would reduce impacts to less than significant will not be discussed in detail;
however, the Initial Study will be included as an appendix to the EIR and referenced
appropriately.
Allsep Planning Scope of Work Aldersly Master Plan - 326 Mission Avenue
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The following tasks are included in this scope of work, should it be determined that an
EIR is required. For budgeting purposes, it is assumed that the EIR would focus on no
more than two topics/potential impacts that cannot be adequately mitigated.
6. Prepare Notice of Preparation; conduct EIR Scoping Meeting (PC)
7. Prepare Admin Draft EIR
8. Prepare Draft EIR for public review
9. Prepare Admin. Draft Response to Comments
10. Prepare Final Response to Comments/Final EIR
11. Prepare Findings of Fact/Statement of Overriding Considerations (if required)
Fee and Compensation
Services and tasks above will be performed at an hourly rate of $185.00. This includes
time spent in attendance at meetings of the DRB, Planning Commission and City
Council, when such attendance is requested by the Planning Manager or his designee.
The estimated cost of the tasks included in this Scope of Work is attached. The fee for
processing of planning applications is estimated to be $23,865. The fee for preparation
of CEQA Initial Study is estimated to be $24,050. If it is determined that a focused EIR
is required, the fee associated with preparation of an EIR is estimated to be an
additional $17,760. If an EIR is required, the total fee estimate is $66,508. With a 15%
contingency applied, the fee amount would be $76,484.
Schedule
A draft project schedule is will be established once the project applications are deemed
complete and the required technical studies are received. The Consultant will
coordinate closely with City staff on hearing dates, completion of Initial Study and other
project deliverables, and the overall project schedule.
Allsep Planning Scope of Work Aldersly Master Plan - 326 Mission Avenue
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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 -Planning Division
Project Manager: Raffi Boloyan, Planning Manager
Extension: 3095 or cell phone at 707-853-2011
Contractor Name: Allsep Planning (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
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
9/11/20
❑x
RB
b. Email contract (in Word) & attachments to City
9/11/20
Atty c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
9/14/2020
❑ LG
and return to Project Manager
9/14/2020
❑ LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Project Manager
Forward three (3) originals of final agreement to
❑
contractor for their signature
4
Project Manager
When necessary, * contractor -signed agreement
® N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
❑
Public Works Contract > $125,000
Date of Council approval
Click Frere to
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
® 9/24
RB
Attorney with printed copy of this routing form
6
City Attorney
Review and approve hard copy of signed
9
agreement
7
City Attorney
Review and approve insurance in PINS, and bonds
>
City Manager/ Mayor
City Clerk
(for Public Works Contracts)
l y1zL
8
Agreement executed by Council authorized official
lo (f 2�2
9
Attest signatures, retains original agreement and
A�s dam
forwards copies to Project Manager
��--