HomeMy WebLinkAboutCM Canal Alliance & Multicultural Center of Marin Agreement Amendments____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 04/21/2025
Disposition: Resolution 15399
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager, Sustainability Division
Prepared by: Kate Hagemann
Climate Adaptation and Resilience
Planner
City Manager Approval: ___
TOPIC: CANAL ALLIANCE AND THE MULTICULTURAL CENTER OF MARIN
AGREEMENT AMENDMENTS
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND THE CONTRACTS
FOR THE CANAL COMMUNITY RESILIENCE PLANNING PROJECT WITH CANAL
ALLIANCE TO AMEND THE SCOPE OF WORK, EXTEND THE TERM AND
INCREASE THE NOT TO EXCEED AMOUNT BY $13,750 FOR A TOTAL AMOUNT
NOT TO EXCEED $231,400 AND WITH THE MULTICULTURAL CENTER OF MARIN
TO AMEND THE SCOPE OF WORK, EXTEND THE TERM AND INCREASE THE NOT
TO EXCEED AMOUNT BY $74,797 FOR A TOTAL AMOUNT NOT TO EXCEED
$236,797
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to amend the
contracts for the Canal Community Resilience Planning Project with Canal Alliance to amend the scope
of work, extend the term, and increase the not to exceed amount by $13,750 for a total not to exceed of
$231,400 and with the Multicultural Center of Marin to amend the scope of work, extend the term and
increase the not to exceed amount by $74,797 for a total amount not to exceed $236,797.
BACKGROUND:
Over the past two years, the City, community organizations, and other agencies have been working
collaboratively to understand the implications of subsidence and sea level rise on local flooding risks. In
2022, the City and project partners were awarded grant funding from the California State Coastal
Conservancy and the Marin Community Foundation to support adaptation planning to prepare for sea
level rise. At the November 22, 2022, meeting, the City Council voted to accept the award of grant
funding from the Conservancy and Marin Community Foundation. At the December 19, 2022, meeting,
the City Council voted to approve the professional services agreements with Canal Alliance and the
Multicultural Center of Marin to complete their portions of the grant scope of work. In June 2023 , the
City and project partners successfully secured another grant from the Governor’s Office of Planning and
Research, which has since been renamed the Governor’s Office of Land Use and Climate Innovation.
At the July 17, 2023, meeting, the City Council voted to accept this award of grant funding and
authorized the City Manager to negotiate and enter into Professional Service Agreements for the
Agenda Item No: 4.d
Meeting Date: April 21, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Project, including agreements with Canal Alliance and the Multicultural Center of Marin.
ANALYSIS:
In February 2025, the Coastal Conservancy grant was extended. Therefore, additional funding is
available for the community-based organizations, Canal Alliance and the Multicultural Center of Marin,
to continue their work and participation in the Project through the extension. To enable this, the existing
Professional Services Agreements need to be amended to reflect the new grant timeline and scope and
to add compensation. Additionally, a small adjustment to the Governor’s Office of Land Use and Climate
Innovation grant budget needs to be reflected in the agreement with the Multicultural Center of Marin.
Therefore, staff recommends amending these agreements to reflect these changes.
FISCAL IMPACT:
The recommendation in this report would authorize increases to current agreements with Canal Alliance
and the Multicultural Center of Marin of $13,750 and $74,797, respectively. This work is directly
supported by various local and state grants. Funding to support the recommended contract
amendments is provided through available appropriations in the Fiscal Year (FY) 2024-25 budget (Fund
283 - Other Grants). In addition, the City continues to provide in-kind support through staff time and
retains a portion of grant funding to cover indirect expenses for overseeing and administering these
grants.
OPTIONS:
The City Council has the following options to consider relating to this item:
1. Adopt the resolution as presented.
2. Adopt the resolution with amendments.
3. Direct staff to return with additional information.
RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to amend the
contracts for the Canal Community Resilience Planning Project with Canal Alliance to amend the scope
of work, extend the term, and increase the not to exceed amount by $13,750 for a total not to exceed of
$231,400 and with the Multicultural Center of Marin to amend the scope of work, extend the term and
increase the not to exceed amount by $74,797 for a total amount not to exceed $236,797.
ATTACHMENTS:
1. Resolution
2. Draft PSA amendment with Canal Alliance
3. Draft PSA amendment with the Multicultural Center of Marin
RESOLUTION NO. 15399
RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND THE CONTRACTS
FOR THE CANAL COMMUNITY RESILIENCE PLANNING PROJECT WITH CANAL
ALLIANCE TO AMEND THE SCOPE OF WORK, EXTEND THE TERM AND INCREASE
THE NOT TO EXCEED AMOUNT BY $13,750 FOR A TOTAL AMOUNT NOT TO EXCEED
$231,400 AND WITH THE MULTICULTURAL CENTER OF MARIN TO AMEND THE
SCOPE OF WORK, EXTEND THE TERM AND INCREASE THE NOT TO EXCEED
AMOUNT BY $74,797 FOR A TOTAL AMOUNT NOT TO EXCEED $236,797
WHEREAS, the San Rafael Climate Adaptation Planning Collaborative is a collaborative
effort between the Canal Alliance, the Multicultural Center of Marin, the County of Marin, the City
of San Rafael, and researchers at the University of California, Berkeley; and
WHEREAS, the San Rafael Climate Adaptation Planning Collaborative has been awarded
grant funds to support this effort from the Marin Community Foundation, the State Coastal
Conservancy, and the Governor’s Office of Land Use and Climate Innovation; and
WHEREAS, the State Coastal Conservancy grant will be extended, and additional time,
budget, and effort is needed to continue that project to successful completion; and
WHEREAS, the existing Professional Services Agreements with project partners Canal
Alliance and the Multicultural Center of Marin need to be amended to reflect the updated grant
schedule, budget, and scope of work;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael
hereby finds the foregoing recitals are true and correct and authorizes the City Manager: to
amend the contracts for the Canal Community Resilience Planning Project with Canal Alliance
to amend the scope of work, extend the term and increase the not to exceed amount by
$13,750, for a total amount not to exceed $231,400 and for the Multicultural Center of Marin to
amend the scope of work, extend the term and increase the not to exceed amount by $74,797,
for a total amount not to exceed $236,797 to continue their work on sea level rise planning
grants.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution
was duly and regularly introduced and adopted at a regular meeting of the City Council of the
City of San Rafael, held on Monday, the 21st day of April 2025, by the following vote, to wit:
AYES: Councilmembers: Hill, Kertz, Llorens Gulati & Mayor Kate
NOES: Councilmembers: None
ABSENT: Councilmembers: Bushey
_____________________
Lindsay Lara, City Clerk
1
FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
CANAL ALLIANCE FOR EDUCATION AND COMMUNITY ENGAGEMENT
SERVICES
THIS FIRSTAMENDMENT to the Professional Services Agreement by and between
the CITY OF SAN RAFAEL (hereinafter “CITY”), and CANAL ALLIANCE (hereinafter
“CONSULTANT”), is made and entered into as of the _____________________.
RECITALS
WHEREAS, the CITY and CONSULTANT entered into a Professional Services
Agreement dated October 26, 2023 to perform professional services in connection with CITY’S
Sea Level Rise Feasibility Study, for an amount not to exceed $120,000 for activities and
deliverables related to the State Coastal Conservancy grant and an amount not to exceed $97,650
for activities and deliverables related to the Office of Planning and Research Grant, for a total
amount not to exceed $217,650 (the “Agreement”); and
WHEREAS, the State Coastal Conservancy grant has been extended and the CITY and
CONSULTANT desire to amend the Agreement to conform with the grant extension timeline;
and
WHEREAS, the CITY requires additional professional services from the
CONSULTANT to meet the grant extension requirements, and the CONSULTANT is willing
to provide such services; and
WHEREAS, under the terms of the Agreement, the Term of the Agreement was to
expire on April 30, 2025; however CITY and CONSULTANT now wish to extend the Term of
the Agreement.
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
1. Article I of the Agreement, entitled “SERVICES TO BE PROVIDED” is hereby
amended to include the additional services set forth in CONSULTANT’s proposal
dated March 24, 2025, attached to this First Amendment as Exhibit A and
incorporated herein by reference.
2
2. Article II of the Agreement, entitled “COMPENSATION” is hereby amended to
include additional compensation payable to CONSULTANT for the services
described in Exhibit A to this First Amendment, on time and materials basis in
accordance with the Exhibit A, in a not-to-exceed amount of $13,750 for activities
and deliverables related to the State Coastal Conservancy grant, and to change the
total not-to-exceed amount under the Agreement to $231,400.
3. Article III of the Agreement, entitled “TERM OF AGREEMENT” is hereby
amended, to extend the Agreement term to December 31, 2025.
4. Except as specifically amended herein, all of the other provisions, terms and
obligations of the Agreement between the parties shall remain valid and shall be in
full force.
IN WITNESS WHEREOF, the parties have executed this First Amendment on the day,
month, and year first above written.
CITY OF SAN RAFAEL CONSULTANT
______________________________ By:______________________________
CRISTINE ALILOVICH, City Manager
Aaron Burnett
Director of Policy & Civic Engagement
ATTEST:
______________________________
LINDSAY LARA, City Clerk
By:_____________________________
APPROVED AS TO FORM: Karen Rodriguez, Chief Financial Officer
Chief Financial Officer
______________________________
ANDREA VISVESHWARA,
Chief Assistant City Attorney
3
Exhibit A
Proposal submitted by Canal Alliance on March 24, 2025
Part 1: State Coastal Conservancy Grant Scope and Budget (Amendment)
Part 1 Scope (Amendment):
The following tasks are in addition to the original scope of work
Task 2 Community-Informed Technical Feasibility Study
The Consultant will participate in meetings with the engineering consultants and provide verbal and
written feedback on their draft study deliverables. The Consultant will also review written documents
and provide recommendations on how to better align the study with community priorities.
Deliverables: written feedback on draft study deliverables and participating in meetings
Task 4.1 Community Development
The Consultant will develop and publish additional creative communications such as social media
postings, videos, radio programs or similar as deemed appropriate. The Consultant will co-host and
organize one additional community block party and other events as resources allow. The Consultant
will also produce a summary video of the project and engagement to date.
Deliverables: copies of outreach and presentation materials from community events and
documentation of creative communications
Task 4.3 Steering Committee
The Consultant will host and organize four additional steering committee meetings. This includes
planning the meeting agenda, coordinating speakers and steering committee attendance, and
organizing supporting activities such as interpretation.
Deliverables: meeting agendas, attendance logs, and meeting notes
Task 4.5: Technical Advisory Committee
The Consultant will attend and help organize additional meetings of the Technical Advisory
Committee.
Deliverable: meeting agenda, attendance log, and meeting notes
Part A Budget:
A. State Coastal Conservancy Scope of Work and Budget
4
This budget supersedes the existing Part A budget in the original professional services agreement and
reflects the new totals.
Task or Activity Original Amount New Total Amount Change
Staff time [1]
Task 1: Project Management $34,270 $34,270 $0
Task 2: Technical Feasibility Study $10,200 $11,000 $800
Task 3: Staff and Partner Trainings $0 $0 $0
Task 4: Community Engagement $44,250 $54,800 $10,550
Task 5: Local Plan Integration $17,800 $17,800 $0
Task 6: Effectiveness Evaluation and
Analysis $5,880 $5,880 $0
Staff Total $112,400 123,750 $11,350
Direct costs [2] $7,600 $10,000 $2,400
Project Total $120,000 $133,750 $13,750
[1] Staff costs billed at a rate per hour of $70 for Director of Advocacy and Policy and a rate of $52
for the Policy Analyst. These staff costs can be adjusted to reflect an annual cost of living adjustment
not to exceed the consumer price index. The CPI increase would be calculated using the Bureau of
Labor Statistics’ annual CPI estimates for the Bay Area.
[2] Direct costs: for expenses related to community workshops, steering committee meetings, focus
groups, and large community events.
[3] Funding for Task 3 is being provided by another source and is not being provided by these grant
funds.
1
FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
THE MULTICULTURAL CENTER OF MARIN, INC. FOR EDUCATION AND
COMMUNITY ENGAGEMENT SERVICES
THIS FIRST AMENDMENT to the Professional Services Agreement by and between
the CITY OF SAN RAFAEL (hereinafter “CITY”), and THE MULTICULTURAL
CENTER OF MARIN, INC. (hereinafter “CONSULTANT”), is made and entered into as of
____________________________.
RECITALS
WHEREAS, the CITY and CONSULTANT entered into a Professional Services
Agreement dated January 19, 2023 to perform professional services in connection with CITY’S
Canal Community Resilience Planning Project, for an amount not to exceed $162,000 (the
“Agreement”); and
WHEREAS, the CITY is in receipt of grants from the State Coastal Conservancy and
the Governor’s Office of Land Use and Climate Innovation and the timeline for the Canal
Community Resilience Planning Project has been extended; and
WHEREAS, under the terms of the Agreement, the Term of the Agreement was to
expire on April 30, 2025; however, CITY and CONSULTANT now wish to extend the Term of
the Agreement; and
WHEREAS, the CITY requires additional professional services from the
CONSULTANT to meet the grant extension requirements, and the CONSULTANT is willing
to provide such services.
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
1. Article I of the Agreement, entitled “SERVICES TO BE PROVIDED” is hereby
amended to include the additional services set forth in CONSULTANT’s proposal
dated March 24, 2025, attached to this First Amendment as Exhibit A and
incorporated herein by reference.
2. Article II of the Agreement, entitled “COMPENSATION” is hereby amended to
include additional compensation payable to CONSULTANT for the services
2
described in Exhibit A to this First Amendment, on a time and materials basis, in
accordance with the Exhibit A, in a not-to-exceed amount of $11,989.75 for
services performed under the State Coastal Conservancy Grant and $62,807 for
services performed under the Governor’s Office of Land Use and Climate
Innovation grant, and to change the total not-to-exceed amount under the
Agreement to $236,796.75.
3. Article III of the Agreement, entitled “TERM OF AGREEMENT” is hereby
amended, to extend the Agreement term to December 31, 2025.
4. Except as specifically amended herein, all of the other provisions, terms and
obligations of the Agreement between the parties shall remain valid and shall be in
full force.
IN WITNESS WHEREOF, the parties have executed this First Amendment on the day,
month, and year first above written.
CITY OF SAN RAFAEL CONSULTANT
______________________________ By:______________________________
CRISTINE ALILOVICH, City Manager
LISA BENNETT,
Executive Director
ATTEST:
______________________________
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
______________________________
ANDREA VISVESHWARA,
Chief Assistant City Attorney
3
Exhibit A
Proposal submitted by the Multicultural Center of Marin on March 24, 2025
Part 1: State Coastal Conservancy Grant Scope and Budget (Amendment)
Part 1 Scope (Amendment):
The following tasks are in addition to the original scope of work
Task 2 Community-Informed Technical Feasibility Study
The Consultant will participate in meetings with the engineering consultants and provide verbal and
written feedback on their draft study deliverables. The Consultant will also review written documents
and provide recommendations on how to better align the study with community priorities.
Deliverables: written feedback on draft study deliverables and participating in meetings
Task 4.1 Community Development
The Consultant will develop and publish additional creative communications such as social media
postings, videos, radio programs or similar as deemed appropriate. The Consultant will co-host
and organize one additional community block party and other events as resources allow. The
Consultant will also produce a summary video of the project and engagement to date.
Deliverables: copies of outreach and presentation materials from community events and
documentation of creative communications
Task 4.3 Steering Committee:
The Consultant will host and organize four additional steering committee meetings. This includes
planning the meeting agenda, coordinating speakers and steering committee attendance, and
organizing supporting activities such as interpretation.
Deliverables: meeting agendas, attendance logs, and meeting notes
Task 4.5: Technical Advisory Committee
The Consultant will attend and help organize an additional meeting of the Technical Advisory
Committee.
Deliverables: meeting agenda, attendance log, and meeting notes
4
Part 1 Budget:
This budget supersedes the existing budget in the original professional services agreement and reflects
the new totals.
Task or Activity Original Amount New Total Amount Change
Staff time [1]
Task 1: Project Management $34,800 $34,800 $0
Task 2: Technical Feasibility Study $7,500 $8,500 $1,000
Task 3: Staff and Partner Trainings $18,700 $19589.75 $889.75
Task 4: Community Engagement $58,900 $73,500 $6,989.75
Task 5: Local Plan Integration $8,500 $4,000 ($4,500)
Task 6: Effectiveness Evaluation and
Analysis $5,200 $5,200 $0
Staff Total $133,600 $145,589.75 $11,989.75
Direct costs [2] $28,400 $28,400 $0
Project Total $162,000 $173,989.75 $11,989.75
[1] Staff costs billed at a rate per hour of $72 for Executive Director, $54 for Director of Marketing,
$57 for Community Resilience Manger, and $52 for the Policy Coordinator. These staff costs can be
adjusted to reflect an annual cost of living adjustment not to exceed the consumer price index. The
CPI increase would be calculated using the Bureau of Labor Statistics’ annual CPI estimates for the
Bay Area.
[2] Direct costs: for expenses related to community workshops, steering committee meetings, focus
groups, and large community events.
5
Part 2: Governor’s Office of Land Use and Climate Innovation Grant Scope and Budget
Part 2 Scope:
Task 2: Vulnerability assessment including community asset mapping
Task 2 Subtask B: Community Assets Mapping
The Multicultural Center of Marin will lead community asset mapping with Canal residents. This will
be a crucial input to the vulnerability analysis and prioritization of actions. These structured
conversations will help ensure that residents' main concerns are brought out early in the process to
inform the analysis from the beginning. While there will be a discussion of climate risks there will
also be a focus on the positive social and community assets that are most important to quality of life
and ensuring residents feel safe, well, and connected to their community.
Task 2 Subtask B Deliverables:
• Community events hosted (minimum 3)
• Bilingual video summary of events completed;
• Written summary of community events completed;
• Summary of community input to be integrated into the vulnerability assessment
Task 3: Prioritizing adaptation actions in concert with the community engagement
Task 3, Subtask A Community engagement to discuss adaptation priorities
The Multicultural Center of Marin will lead additional engagement, which will build directly on the
community asset mapping to share the vulnerability analysis results and discuss which challenges
residents feel should be prioritized moving forward.
Task 3 Subtask A Deliverables:
• Community events hosted (minimum 3)
• Community events summarized in a short bilingual video;
• Written summary of adaptation priorities drafted and integrated into 3b.
Task 3, Subtask B Community engagement to discuss adaptation priorities
The Consultant will work with the Project Team to build directly on the community's expressed
priorities and the findings from the vulnerability analysis. This task would rank and prioritize
adaptation measures where they are most needed to ensure that infrastructure (including community
infrastructure) can continue to provide essential services. Measures would be evaluated based on
criteria developed collaboratively but would likely include their criticality, vulnerability, public health
and safety implications, costs, and co-benefits identified in 3A.
Task 3, Subtask B Deliverables:
• Contributions and review of the final report
6
Task 4 Final adaptation actions
Task 4, Subtask A: Final Recommendations
All prior project activities will feed directly into the development of the final recommendations, which
will present a prioritized set of actionable adaptation actions. This will also include policy
recommendations that would best address the Canal community's adaptation priorities identified
through this planning process. The Consultant will work with the Project Team.
Task 4, Subtask A: Deliverables:
• Contributions to and review of the final report
Task 4, Subtask B: Community engagement
All project partners will be involved in hosting the final community engagements, which focus on
sharing the results and seeking the community's input on the most important adaptation actions that
should be prioritized. The Consultant will support these events and help promote them.
Task 4 Subtask B Deliverables:
• Community engagements held
• Final summary of community priorities written
• Provide written input on how the final recommendations can be changed to better reflect
community priorities
Task 5 Track Progress
The City of San Rafael will coordinate project partners and track the grant timelines, deliverables,
and ongoing reporting. In addition, the Consultant will meet regularly to collaborate, coordinate
parallel projects, and share learnings throughout. The Consultant will support with grant management
and reporting throughout the grant period.
Task 5 Subtask B Developing project case study
The Consultant will work with the Project Team collaboratively to write a case study and share
reflections that may be of interest to others confronting similar challenges statewide.
Task 5, Subtask B Deliverables:
• Contributions to case study published
Task 5, Subtask C Project Evaluation
Evaluation will be integrated throughout the course of the project and will be used as a tool to adjust
and refine activities as the project progresses. Additionally, the Consultant and the Project team will
draft a final evaluation report at the end of the project.
Task 5, Subtask C Deliverables:
• Contributions to final evaluation report developed
Part 2 Budget
Cost
Description
Cost per
unit
Number
of Units Total Task
1 Task 2 Task 3 Task 4 Task 5
7
MCM -
Executive
Director
$ 38.37 40 $ 1,535 $ 384 $ 384 $ 384 $ 384
MCM-
Director of
Programs
$ 46.63 50 $ 2,332 $ 583 $ 583 $ 1,166
MCM -
Community
Resilience
Manager
$ 35.35 200 $ 7070 $ 1,768 $ 3,535 $ 1,768
MCM-
Community
Civic
Engagement
$ 28.00 100 $ 2,800 $ 700 $ 700 $ 1,400
MCM- Policy
Coordinator $ 30.00 600 $ 18,000 $ 6,000 $ 6,600 $ 3,000 $2,400
MCM-
Marketing
Coordinator
$ 35.00 94.5 $ 3,308 $ 875 $ 1,750 $ 525 $158
Community
Meeting
Costs
$ 1080 6 $7,480 $ 3240 $ 3240 $ 1000
Translation
and printing
costs
$0 6 $1,500 $500 $500 $500
MCM - staff
costs (tax
and benefits
at 28%)
$ 9,812 $ 2,887 $ 3,794 $ 2,308 $ 824
MCM -
indirect costs
(20%)
$ 8,971 $ 2,639 $ 3,469 $ 2,110 $ 753
Totals $ 62,807 $ 0 $ 19,575 $ 24,555 $ 14,160 $ 4,518