HomeMy WebLinkAboutPW Engineering Design and Environmental Clearance ServicesAGREEMENT FOR PROFESSIONAL SERVICES WITH
ROYSTON, HANAMOTO, ALLEY AND ABEY (RHAA) TO ASSIST WITH SAN
RAFAEL' S PARKS AND RECREATION MASTER PLAN
This Agreement is made and entered into this 4f day of /V D kus-a ey-, 20!?�-J by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Royston Hanamoto Alley &
Abey (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that engineering design and environmental clearance
services are required for the Parks and Recreation Master Plan; and
WHEREAS, the CONSULTANT has agreed to render such services.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. Catherine Quffa is hereby designated the PROJECT
MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of the progress
and execution of tlus Agreement.
B. CONSULTANT'S Project Director. CONSULTANT shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of tlus
Agreement for CONSULTANT. Barbara Lundburg 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.
DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services as follows:
CONSULTANT shall perform the duties and/or provided services outlined in CONSULTANT'S
proposal dated November 0, 2021, attached hereto, and incorporated herein. CONSULTANT will
be the prime consultant for the project and will enter into subcontracts with the subconsultants listed
in the proposal.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
described in Exhibit A, attached hereto, and incorporated herein.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT for services rendered in accordance with the rates shown in Exhibit A, attached
hereto, and incorporated herein, in an amount not to exceed $259,238.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
TERM OF AGREEMENT.
The term of this Agreement shall commence upon the date of execution of this Agreement
and end (3) years after the Agreement is executed. 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 2 years.
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 tennination.
7. 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 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, 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 for bodily injury or disease. CONSULTANT's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONSULTANT in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability 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
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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
insurance, the insurance policies shall include,
contractual liability and personal injury.
liability insurance or worker's compensation
in their text or by endorsement, coverage for
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: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONSULTANT under this agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONSULTANT's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
4
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 PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONSULTANT shall, to the fullest
extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold
harmless CITY, its officers, agents, employees and volunteers (collectively, the "City
Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of
any kind, including but not limited to 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 tern 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 willfiil misconduct
of such City Indemnitee.
5
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.
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 wider this Agreement.
13. COMPLIANCE WITH ALL LA
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, wider 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: Catherine Quffa
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
TO CONSULTANT's Project Director: Barbara Lundburg
Royston Hanamoto Alley & Abey
225 Miller Ave
Mill Valley, CA 94941
6,
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
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terns and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terns and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
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.
7
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.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONSULTANT shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work performed under this Agreement, until CONSULTANT has provided CITY with a completed
Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed 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
ATTEST:
CONSULTANT
By: &�� fGlrrc
Name: Barbara Lundburg
Title: Treasurer
[If CONSULTANT is a corporation, add signature of
Af
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
n
k ROBERT F. EPSTEIN, City Attorney
second corporate officer]
By:
Name: Manuela King
Title: President
Exhibit A
San Rafael Parks and Recreation Master Plan
Fee Summary for RHAA and Consultant Team
November 4, 2021
CONSULTANT TEAM
RHAA Landscape Architects - Prime Consultant
Ballard* King
mack5
Godbe Research
Bay Area CASp
Economic and Planning Systems
rhaa/
Landscape
Architecture
& Planning
Total Proposed Fee
Proposed Reimbursable Costs
FEE
$100,615
$36,000
$56,540
$27,750
$15,750
$17,500
$254,155
$5,083
Parks and Recreation Master Plan
City of San Rafael
15 October 2021
FEE SUMMARY
Task 1 Project Initiation
Task 2 Inventory and Assessment of Existing Conditions
Task 3 Community Outreach
Task 4 Needs Assessment and Gap Analysis
Task 5 Recommendations, Prioritization, and Action Plan
Task 6 Development of the Draft and Final Master Plan and Supporting Materials
Total Proposed Fee Labor
Task 1 Project Initiation
1A Project initiation - Kickoff meeting
a. Confirm Goals and Objectives
b. Refine scope and schedule
C. Discuss Community engagement strategy
d. Schedule park andfFacilities tour with staff
e. Discuss Steering Committee members and stakeholders
1B Meet with the Steering Committee
a. Discuss planning process and Committee's involvement
Task 1 Meetings
Kick off meeting with City Staff
Steering Committee Meeting #1 (Task 3)
Deliverables
Project Schedule
Agendas and meeting notes
Summary of Steering Committee meeting
Task 2 Inventory and Assessment of Existing Conditions
2A Review and summarize all planning documents and relevant information
a. 2040 General Plan
b. 2019 Facilities Assessment
C. As -built plans
d. Capital Improvements Program
2B Inventory and assessment
a. Confirm inventory and assessment of all parks and recreation facilities
b. Review maintenance practices and operations
C. Analyze ADA accessibility
2C Inventory and analyze current programs, services and fees
2D Refine Community Outreach Process
Task 2 Meetings
Staff Meetings to review findings - 1
Steering Committee Meeting #2 (Task 3)
Deliverables
Inventory and Assessments Report
Agendas and meeting notes
rhaa I SAN RAFAEL PARKS AND RECREATION MASTER PLAN FEE PROPOSAL
rhaa
Landscape
Architecture
& Planning
$1,640
$18,870
$25,595
$11,520
$17,730
$25,260
$100,615
RHAA
Project
icipal Manager Staff
145 $165 $150
2 2
Hours 2 2 0
2 2
Meetings 2 2 0
Total Hours 4 4 0
Fees $980 $660 $0
Total Task 1 $1,640
24 8
4 48 20
2
2 4
Hours 6
78 28
2
Meetings
0
2
0
Total Hours
6
80
28
Fees
$1,470
$13,200
$4,200
Total Task 2 $18,870
PAGE 1
Task 3 Community Outreach
3A Surveys
2
32
8
a. Develop the web -based community needs assessment
b. Develop the statistically valid survey
C. Provide information for City's web site
3B Community Meetings -4
8
32
32
a. Community Meeting # 1- Introduce planning process and survey
b. Community Meeting #2 - Present results of needs assessment and survey
C. Community Meeting #3 - Present analysis outcomd, recommendations and priorities
d. Community Meeting #4- Present the Draft Parks and Recreation Master Plan
3C Steering Committee Meetings - 4
4
a. Meeting #1 - Task 1
b. Meeting #2 - end of Task 2
C. Meeting #3 - end of Task 4
d. Meeting #4 - end of Task 5
3D Intercept events - during Task 2
12
12
3E Stakeholder Group Meetings - 3
3
3F Parks and Recreation Commission Presentation - 3
6
3G San Rafael City Council - 2
4
Hours
30
93
52
Fees
$2,450
$15,345
$7,800
Deliverables
Online and paper community needs survey
Statically valid survey
Presentations for group meetings
Community meetings and meeting materials
Summary of community engagement
Total Task 3
$25,595
Task 4 Needs Assessment and Gap Analysis
4A Comparative analysis of the City's current park services, fees and programs
2
12
4
a. Recommend improvements
4B Evaluate existing facilities and program to meet current and future needs
2
10
4
a. Evaluate staffing levels and operations
b. Demographic and trends analysis
4C Identify gap in services and programs
2
10
4
4D Prepare Needs Assessment and Gap Analysis Report
16
Hours
6
48
12
Task 4 Meetings
Staff Meetings to review findings -1
2
Steering Committee Meeting #3
Parks and Recreation Commission Meeting #1
Meetings
0
2
0
Total Hours
6
50
12
Fees
$1,470
$8,250
$1,800
Deliverables
Needs Assessment and Gap Analysis Report
Presentations to the Steering Committee and Parks and Recreation Commission
Meeting agendas and notes
Total Task 4
$11,520
rhaa / SAN RAFAEL PARKS AND RECREATION MASTER PLAN FEE PROPOSAL PAGE 2
Task 5 Recommendations, Prioritization, and Action Plan
5A
Develop vision, goals, and objectives
4
16
a. Themes of sustainability ,inclusion, environmental stewardship and fire safety
Steering Committee Meeting # 4 (Task 3)
16
5B
Develop recommendations to fill the gap in service
2
a. Existing parks and facilities - repair, renovation and expansion opportunities
0 2 0
Total Hours
b. New programs, new sites and shared facilities
Fees
5C
Develop a methodology and framework for prioritization
2
8 4
Vision, Goals, and Objectives
a. Create a matrix
Recommendations
b. Short , medium and long term priorities
Priority Matrix
5D
Develop an action plan
24
5E
Develop a financial plan
$17,730
4
5F
Recommend implementation strategies and phasing plan
4
16
Hours 12
84 4
Task 5 Meetings
Staff Meetings to review findings -1
2
Steering Committee Meeting # 4 (Task 3)
Parks and Recreation Commission Meeting #2 (Task 3)
Meetings
0 2 0
Total Hours
12 86 4
Fees
$2,940 $14,190 $600
Deliverables
Vision, Goals, and Objectives
Recommendations
Priority Matrix
Action PlanlFinancial Plan
Total Task 5
$17,730
rhaa / SAN RAFAEL PARKS AND RECREATION MASTER PLAN FEE PROPOSAL PAGE 3
I Hall N R H
& ASSOCIATES LTD
Recreation Facility Planning and Operation Consultants
San Rafael
Parks & Recreation Master Plan
Proposal
Task 1 - Project Initiation
List of information needs
Review of pertinent information
Participate in project kick-off meeting
Task 2 — Inventory and Assessment of Existing Conditions
Recreation programs and services
Strengths and weaknesses assessment
Role of other providers
Ability of existing facilities to support programs
Operations and maintenance
Operations policies and procedures assessment
Maintenance plans and procedures assessment
Organizational structure/staffing
Fee policy
Staff interviews (3 max)
Task 3 — Community Outreach
Survey review and input
Steering committee meetings participation (2 max -virtual)
Stakeholder meetings participation (2 max -virtual)
Task 4 — Needs Assessment and Gap Analysis
Recreation prograins and services needs assessment
Gap analysis
Operations and maintenance needs assessment
Gap analysis
Task 5 — Recommendations, Prioritization, and Action Plan
Recommendations
Recreation programs and services -role of other providers
Facilities to support recreation programs
Operations and maintenance
Ballard -Wing and Associates is committed to comprehensive planning and operations consulting se rvices, providing for the
effective and efficient use of available resources to develop and operate sports, recreation and wellness facilities.
2743 E. Ravenhill Circle 4= Highlands Ranch, CO 80126 (303) 470-8661 a: www.ballardking.com * BKAC:ballardking.com
& ASSOCIATES LTD
Recreation Facility Planning and Operation Consultants
Partnerships
Prioritization of recommendations
Action plan development
Organizational structure/staffing
Projected costs/revenues for operations/maintenance for implementations
Fee policy changes
Task 6 — Development of the Draft and Final Master Plan
Provide information for inclusion into the final report
Fee Proposal
Based on $200/hr.
Task
Hours
Fee
Task 1 — Project Initiation
10
$2,000
Task 2 — Inventory and Assessment of Existing Cond.
35
$7,000
Task 3 — Community Outreach
20
$4,000
Task 4 — Needs Assessment and Gap Analysis
25
$5,000
Task 5 — Recommendations, Prioritization, Action Plan
75
$15,000
Task 6 — Development of Final Master Plan
15
$3,000
Sub -Total
200
$36,000
Reimbursables (2 possible trips to San Rafael P, $2,000)
$4,000
Grand Total
$40,000
Bollard -Wing and Associates is committed to comprehensive planning and operations consulting services, providing for the
effective and efficient use of available resources to develop and operate sports, recreation and wellness facilities.
2743 E. Ravenhill Circle * Highlands Ranch, CO 80126 (303) 470-8661 www.ballardking.com * BKAC7ballardking.com
sh=v=n hall
ENSEEM99
+ CERTIFIED ACCESS SPECIALIST
October 14, 2021
To: Barbara Lundburg and Lauren Ivy
RHAA
225 Miller Ave Mill Valley CA 94941
Re: CASp Accessibility Compliance Consultant Services
City Of San Rafael Parks and Rec
Dear Barbara and Lauren,
Thank you for the opportunity to provide the following general fee proposal for CASp services for the San Rafael
Park and Rec contract as itemized during the selection process with the city.
Based on our discussions to date, the following CASp services to be covered by the proposal will be as follows:
1) CASp survey and report to ADA Title II interpretation of non-compliant physical EXTERIOR conditions of
any selected facilities under San Rafael Park and Rec purview. These will include but not be limited to
accessible routes from a public way, parking, facility amenities including tables, drinking fountains, play
areas, pools, etc, and any other publicly accessed areas that would be under the jurisdiction of Title II
areas for required accessibility.
2) CASp report issued will be .pdf format and include photos and documentation of non-compliant
conditions with code reference and code graphics for mitigation information. Report does not include
resolution details or permit drawings of any kind.
3) Proposal is for physical evaluation only of assigned facilities as described above, and does not include
any services that provide evaluation of alternate facility selection for access to services, programs and
activities.
Cost for CASp services will be flat rate of $750 per facility for a full report. No additional reimbursibles are
expected.
Thanks again for including me on the team, and I look forward to working with you in the coming year.
Steven B. Hall, Architect, CASp, CAST
CA Architects License #28168 exp. 11/30/2021
CASp Certification #955 exp. 12/15/2023
SHC Ref 21-0705
Page 1 of 1
STEVEN HALL ARCHITECT, CASp, CASI
448 Ignacio Blvd #153 Novato CA 94949 Ph 650-465-2112 email steven(@,BavAreaCASp.com BavAreaCASp.com
November 04, 2021
City of San Rafael Park CASp Inspections by Steven Hall, Architect, CASp, CASI
Included in the San Rafael Park CASp Inspections:
1. Albert Community Park - Community Park includes the San Rafael Community Center, Parkside
Childrens Center, Albert Park Stadium, Tennis Courts & Parking Lot
2. Beach Park
3. Bernard Hoffman Field/Park - Park includes Softball Field
4. Boyd Memorial Park - Park includes Boyd House and Tennis Courts
5. Bret Harte Park
6. Falkirk Cultural Center Grounds - Park includes Falkirk Cultural Center, Wedding Lawn, Master
Garden and parking lots
7. Freitas Park - Park includes Tennis Courts and group picnic area
8. Gerstle Park - Park includes group picnic areas and Tennis Courts
9. Los Ranchitos Park
10. Munson Park
11. Oleander Park
12. Oliver Hartzell Park
13. Peacock Gap Park - Park includes Tennis Courts and parking lots
14. Pickleweed Park - Community Park includes Albert J. Boro Community Center & Library,
Pickleweed Preschool, Multi -Purpose Fields and parking lots.
15. Santa Margarita Park - Park includes group picnic areas and parking lot
16. Starkweather Shoreline Park - Park includes parking area
17. Sun Valley Park - Park includes group picnic areas and off-street ADA parking spaces located off
Alpine Street
18. Terra Linda Park -- Community Park includes Terra Linda Community Center & Pool, group picnic
area, and parking lots.
19. Victor Jones Park - Park includes Baseball Field and group picnic area
20. Terra Linda Community Garden
21. Canal Community Garden
Excluded in the CASp inspections:
• Arbor Park (Pocket)
• Hillview Park (Pocket)
• Jerry Russom Memorial Park (Open Space)
• Riviera Park (Pocket)
• Harry A. Barbier Memorial Park (Open Space)
October 15th, 2021
Barbara Lundburg
RHAA Landscape Architecture + Planning
225 Miller Valley
Mill Valley, CA 94941
Subject: San Rafael Parks and Recreation Master Plan; EPS #211069
Dear Barbara:
Economic & Planning Systems, Inc. (EPS) is pleased to be part of your
team and the work effort to develop a City of San Rafael Parks and
Recreation Master Plan.
77te Lcononnirs q11nnd Use On a broad level our work, building from information and data provided
by the Consulting Team and the City and working collaboratively with
them, EPS will conduct three tasks:
• Identify City's Existing Approach to Funding Parks and Recreation
r Capital and Operations/ Maintenance.
• Discuss Potential Additional Tools for Funding Parks and Recreation
and Acquiring Land.
• Provide a Funding Strategy and Action Items.
This scope of work could be completed by EPS for a not -to -exceed
budget of $17,500. EPS only bills for time actually spent based on fixed
annual hourly rates.
EPS is committed to the success of this engagement, and I will
participate in a hands-on manner in this project. We would be pleased to
discuss our proposal in more detail as appropriate. Please contact me at
(510) 612-0729 or at triceevans@epsys.com if there is anything else I
can provide at this time.
Sincerely,
Economic & Planning Systems, Inc.
Economic & Planning Systems, Inc.
1330 Broadway /
Suite 450 (/
Oakland, CA 94612
510 841 9190 tel
Oakland Teifion Rice -Evans
Sacramento Managing Principal
Denver
Los Angeles
www.epsys.com EPS. Budget
PROPOSAL TO COMDUC`r=i A
SSI ATUS70C LLL Q ALUD COiJ MUNOTY
PROCESS
G O D B E RESEARCH Prepared for RHAA and City of San Rafael
Gain Insight
October 4, 2021
RHAA and City of San Rafael
C®MMtLDMPTY SURVEY PROJECT WORK PLAN
Godbe Research is a recognized leader in public opinion research for California local
government agencies. We understand that each project's ultimate success depends on
recognizing the individual and unique needs of each client and then developing a
customized research plan to address these specific needs. To this end, we have crafted
the following project work plan for RHAA and the City of San Rafael (San Rafael or City)
to illustrate the types of considerations that go into each of our community survey
projects. Below is our recommended scope of work for the statistically valid community
survey of City of San Rafael residents to help inform and support the Parks and
Recreation Master Plan process.
Recommended Survey Methodology and Sampling Design
Given the continued challenges in conducting telephone -only surveys in terms of
response rates and demographic representation of certain community subgroups, it is our
recommendation to conduct a hybrid Internet and telephone survey of San Rafael
residents for the community survey process. Godbe Research developed the hybrid
survey process in early -2013 (for the City of San Rafael) to acknowledge and counteract
declining response rates for telephone -only surveys among certain demographic
subgroups as well as to use a variety of recruitment and response technologies that are
designed to reach and elicit participation from the broadest base of a given community.
Other clients who have recently transitioned or used this hybrid survey model
successfully include the City of Belvedere, Town of Corte Madera, City of Novato, County
of Marin, San Rafael City Schools, Lucas Valley Elementary School District,
Transportation Authority of Marin, Marin County Free Library, and almost every other
Godbe Research client.
Accordingly, we are recommending this hybrid quantitative approach for this specific
community survey to support the City of San Rafael Parks and Recreation Master Plan
process, using an Internet survey as our primary data collection method and an email
and text -based recruitment strategy for the Internet version of the survey. We will then
supplement the Internet survey with a telephone survey methodology, after a review of
Internet survey respondent demographics where we can identify and account for potential
demographic and geographic sub -groups that might not respond adequately to the
Internet version of the survey. The starting point for sample will come directly from the
State voter file and the Marin County Registrar of Voters, where we have self-reported
phone numbers (cell phone numbers and landlines) as well as email addresses, and we
know that a given respondent lives specifically in the City of San Rafael and can segment
the sample by known voter file demographics (e.g., age, gender, ethnicity, etc.). We will
then supplement the sample with City of San Rafael -provided lists such as park and
recreation registration lists, community communication lists, etc. to help increase the
amount of contact information we have, as well as to include residents of San Rafael who
are not registered to vote.
By using this hybrid methodological approach, it will cost effectively allow us to collect
data from the broadest base of the San Rafael community by giving respondents a
preference on how to interact with the various survey response technologies we offer in
order to maximize our sample size and statistical validity for the survey, not to mention
demographic and geographic representation of residents. Finally, for the telephone
modality portion of the overall survey, we will also make sure to include 'cell phone only'
San Rafael households, given that we can identify cell phone exchanges within the
sample as well as conduct third party matching, which will help us with both the Internet
(text to Internet) and telephone (calls to cell phones) modules.
Proposal to Conduct a Statistically Valid Community -wide Survey to Support the Parks & Recreation Master Plan Process
Godbe Research Page I
RHAA and City of San Rafael
Proposed Scope of Work
Conducting a project kick-off meeting with the City of San Rafael and RHAA for
the statistically valid community -wide survey, as well as additional meetings to
discuss the research objectives and other aspects of the community survey, as
needed.
`r Reviewing resident, voter and parks and recreation user demographics in the
City of San Rafael, any related previous opinion research, and other information
that will help to inform and support this specific statistically valid community -wide
survey process.
y Designing and refining a survey instrument of approximately 15 -minutes in length
so that it addresses the research objectives of the City of San Rafael and RHAA
related to the statistically valid community -wide survey to support the Parks and
Recreation Master Plan.
s• The survey development is done through an iterative process between
Godbe Research, the City of San Rafael, and RHAA with multiple points
for input, review, and approval prior to fieldling the survey.
❖ The survey will also be designed to be formatted for both Internet and
telephone survey modalities as a 'hybrid survey' and both versions of the
survey will be identical, save for instructions specific to each modality.
➢ Programming, refining, and testing the Internet version of the survey instrument
using our Internet survey software package. This will be done by our team of IT
and programming experts.
➢ CATI programming the survey version of the survey instrument for efficient and
accurate data collection, and training telephone interviewing personnel on the
questionnaire and interviewing protocol.
❖ For the telephone version of our hybrid surveys, Godbe Research uses
only live interviewers who have been trained on the survey questionnaire
and who are located in the western United States.
➢ Pre -testing the survey instrument in both modalities to ensure that the questions
and response codes are understandable to respondents, and to ensure that the
survey length coincides with the budgeted survey length for the project.
➢ Training telephone interviewing personnel on the telephone survey questionnaire
and interviewing protocol through an intensive training session.
➢ Development of a recruitment email (email to Internet) and recruitment text (text
to Internet) for the Internet version of the survey and working with the City of San
Rafael and RHAA so that Godbe Research can send recruitment emails to City
residents with known email addresses and cell phone numbers.
❖ The recruitment email should be signed by the City Manager or
Recreation Director and will sent from the City's @citvofsanrafael.org
email domain for familiarity and and to convey the importance and
validity of the survey process to residents in our sampling frame.
➢ Development of a listed sample of City of San Rafael residents, stratified and
clustered to reflect known resident population data sources such as American
Proposal to Conduct a Statistically Valid Community -wide Survey to Support the Parks 3 Recreation Master Plan Process
Godbe Research Page 2
RHAA and City of San Rafael
Community Survey (ACS) estimates or the U.S. Census. The listed sample will
first be developed to leverage email addresses and cell phone numbers from the
voter file, which we will supplement with City -provided lists, as the Internet
modality will be conducted first in the hybrid survey process. Once we have
developed the Internet sample, the rest of the sample will be de -duplicated by
matching names, addresses, and phone numbers from Internet survey
respondents to those in the voter file and City provided lists. We will then remove
any resident from the telephone survey sample who previously completed the
survey via the Internet. Further, we will ask telephone survey respondents in that
sample if they have already completed the survey via the Internet and will
remove those residents from the survey process through this screening question.
➢ Optionally translating the telephone version of the survey into Spanish and
conducting Spanish language interviews with City of San Rafael residents/voters,
based on respondent preference.
➢ Conducting 15 -minute Internet and telephone interviews with at between 400
(n=400) and 500 (n=500) total City of San Rafael residents according to a strict
interviewing protocol and our approved sampling design.
❖ A sample size of 400 to 500 resident interviews will provide for a margin
of error of no greater than to +/-4.9% at the 95% confidence level, when
looking at all City of San Rafael residents, including registered voters.
➢ Merging the Internet and telephone data files, as well as processing and
weighting the data to adjust for population distribution and strategic
oversampling, as needed to reflect the resident population of the City of San
Rafael.
s Developing a topline report of aggregate findings for the City of San Rafael and
RHAA for the statistically valid community survey as the first deliverable in the
statistically valid community -wide survey process.
❖ We will also meet with the City and RHAA to review the
topline/aggregate survey results. This will help our more detailed
analysis and reporting to be of maximum value to both groups in helping
to use the community survey results inform and support the Parks and
Recreation Master Plan process.
➢ Analyzing the survey results and preparing a report of findings conclusions, and
recommendations for the City of San Rafael and RHAA in draft and final formats
(based on City and RHAA review and comments).
❖ The report will directly address the research objectives outlined for the
community survey and will include a methodology discussion, outline of
the research objectives, graphical analysis by questions, respondent
demographics, the topline report, survey questionnaire in English and
Spanish, and a complete set of crosstabulations.
➢ Presenting the results and recommendations from the statistically valid
community -wide survey to the City of San Rafael and RHAA.
➢ Post -survey consulting on the results and recommendations from the statistically
valid community -wide survey, as need by the City of San Rafael and RHAA
during the development and refinement of the Parks and Recreation Master Plan.
Proposal to Conduct a Statistically Valid Community -wide Survey to Support the Parks & Recreation Master Plan Process
Godbe Research Page 3
RHAA and City of Sari Rafael
PROPOSED PROJECT COST%'
Based on our understanding of the needs of the City of San Rafael and RHAA for this
specific statistically valid community -wide survey to inform the Parks and Recreation
Master Plan process, Godbe Research has provided costs to conduct a 15 -minute survey
comprised of between 400 (n=400) and 500 (n=500) total City of San Rafael residents.
In addition, we have also provided optional costs to translate and program the telephone
version of the survey and to conduct interviews in Spanish, based on respondent
preference.
The prices below reflect the all-inclusive costs to complete the statistically valid
community -wide survey portion of the Parks and Recreation Master Plan project -- the
overall cost for the community will not exceed those shown below, provided that the
parameters (e.g., hybrid survey process, survey length, sample size, Spanish survey
translation/interviewing, etc.) of the project conform to those outlined in our scope of
work. Should project parameters or City of San Rafael needs change, we will be happy
to provide amended costs prior to proceeding.
Hybrid Survey of 400 (n=400) to 500 (n=500) San Rafael Residents
Proiect Task
15 -min.
Listed Voter Telephone Sample Purchase
$800.00
Listed Voter Email Sample Purchase
$800.00
Additional Cell and Land Line Matching
$800.00
Internet Version Programming/Testing
$4,750.00
CATI Programming of Telephone Version
$1,125.00
Internet Version Recruitment and Hosting
$500.00
Telephone Interviewing
$7,000.00
Data Processing
$800.00
Research Fee
$7,500.00
Project Management
$2,500.00
Miscellaneous Expenses
$150.00
English -Only Survey Total
$26,725.00
Optional Spanish Survey Translation - Telephone Version $525.00
Optional Spanish Language Interviewing - Telephone Version $500.00
English/Spanish Survey Total $27,750.00
Proposal to Conduct a Statistically Valid Community -wide Survey to Support the Parks & Recreation Master Plan Process
Godbe Research Page 4
GODBE RESEARCH
Gain Insight
GODBE RESEARCH
www.godbereseao•ch.com
California/Corporate Offices
1220 Howard Avenue
Suite 250
Burlingame, CA 94010
Southwest/Reno Office
59 Damonte Ranch Parkway
Suite B-309
Reno NV 89521
Seattle Office/Northwest
601 10811' Avenue NE
Suite 1900
Bellevue, WA 98004
San Rafael Parks and Recreation Master Plan
Fee Proposal
October 8, 2021
FEE SUMMARY
$220
Task 1 Inventory and Assessment of Existing Facilities and Programs
$18,320
Task 2 Gather Input from the Community
$880
Task 3 Action Plan
$30,620
Task 4 Development of Final Plans and Supporting Materials
$5,840
Task 5 Project Management
$880
Total Proposed Fee Labor
$56,540
Estimated reimbursable expenses
$600
Toatal Labor + Reimbursables
$57,140
mack5
mack5
Architect I Sr. Cost
Task 1 Inventory and Assessment of Existing Facilities and Programs
$220
1 $171
1A Conduct an inventory and assessment of all existing recreation facility buildings within the City.
8
16
SB Review and incorporate findings from the City's miscellaneous as -built documents and 2019
8
16
Facilities Assessment created by Terracon.
— — — -
3A
1C Prepare report to identify the current usage and condition of each building and include a
8
8
prioritization of recommendations for maintenance and renovation.
3B
1D Analysis will consider the capacity of each recreation building facility as well functionality, accessibility,
16
16
condition, comfort, and convenience. Accessibility overview report will be included for recreation facility
4
4A Provide a summary report of existing conditions, inventories, and Level of Service analysis for
buildings.
8
3D
Hours 40 56 0
Fees $8,800 $9,520 $0
. T Total Task 1
Task 2 Gather Input from the Community
2A Attend and assist with facilitation of various public community meetings, focus groups and individual
stakeholder interviews using virtual means if necessary (optional service).
2B Meet monthly with steering group to discuss progress and receive feedback (optional service).
2C Attend the Joint study session to review Draft Master Plan with Park & Recreation Commission and City 4
Council.
2D Attend Parks & Recreation Commission and City Council meetings to report progress and final
report (optional service).
3F Project the anticipated costs for deferred maintenance, and proposed improvements for 84
Recreation Parks and Recreation Gardens.
3G Assist in the creation of a ranking system to help identify top priorities based on community 4
input and funding.
Hours
4 0 0
12
Fees
$880 $0 $0
Fees
Total Task 2
$2,040
Task 3 Action Plan
— — — -
3A
Gather and analyze information on participation, needs, desires, operations, and programming
4
relative to Recreation Facility Buildings and make recommendations.
3B
Identify areas of service shortfalls relative to Recreation Facility Buildings.
4
3C
Assist with the development of recommendations for operations, staffing, maintenance,
4
4A Provide a summary report of existing conditions, inventories, and Level of Service analysis for
renovations, and programming needs related to Recreation Facility Buildings.
8
3D
Project the anticipated costs for deferred maintenance, proposed improvements and proposed
4 8 32
new facilities for Recreation Facility Buildings.
3E
Project the anticipated costs for deferred maintenance for Ancillary Park Buildings.
4 8
3F Project the anticipated costs for deferred maintenance, and proposed improvements for 84
Recreation Parks and Recreation Gardens.
3G Assist in the creation of a ranking system to help identify top priorities based on community 4
input and funding.
I aft
Hours
20
12
124
Fees
$4,400
$2,040
$24,180
— — — -
Total Task 3
Task 4 Development of Final Plans and Supporting Materials
4A Provide a summary report of existing conditions, inventories, and Level of Service analysis for
8
24
Recreation Facility Buildings. Ancillary Park Buildings will be covered as a mack5 component of
Hours
8
24
0
Fees
$1,760
$4,080
$0
Total Task 4
Task 5 Project Management
5A Attend project kick-off meeting with City Staff to confirm project requirements and clarify roles,
4
responsibilities, and expectations.
Hours
4
0
0
Fees
$880
$0
$0
Total Task 5
Total Hours
76
92
124
Total Fees
$16,720
$15,640
$24,180
I aft
�P,r= t2AFNO,
y 2
y0
/Tr WITH 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: Department of Public Works
Project Manager: Alysia Reyes
Contractor Name: Royston, Hanamoto, Alley and Abey (RHAA)
Contractor's Contact: Barbara Lundburg
❑ FPPC: Check if Contractor/Consultant must file Form 700
Extension: (415) 720-6009
Contact's Email: Barbara@rhaa.com
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
a. Email PINS Introductory Notice to Contractor
DATE
11/4/2021
Check/Initial
Nx
1
Project Manager
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
11/4/2021
❑X
2
City Attorney
a. Review, revise, and comment on draft agreement
11/8/2021
❑X LG
and return to Project Manager
11/8/2021
❑x LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
❑x BG
3
Department Director
Approval of final agreement form to send to
11/10/2021
contractor
11/10/2021
Nx IKK
4
Project Manager
Forward three (3) originals of final agreement to
contractor for their signature
5
Project Manager
When necessary, contractor -signed agreement
❑ N/A
agendized for City Council approval *
*City Council approval required for Professional Services
N I KK
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
11/15/2021
Date of City Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
11/16/2021
IKK
Attorney with printed copy of this routing form
7
City Attorney
Review and approve hard copy of signed
j
(�
agreement
8
City Attorney
Review and approve insurance in PINS, and bonds
)' /� Q'�Z�
p Q�
�j-
(for Public Works Contracts)
9
City Manager/ Mayor
Agreement executed by City Council authorized
((
official
10
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager
///,?o