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Home My WebLink AboutCED On-Call Building Consulting Services; A11 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND CIVIL ENGINEERING, LLP FOR ON CALL BUILDING CONSULTING SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and COASTLAND CIVIL ENGINEERING, LLP (hereinafter “CONSULTANT”), is made and entered into as of the ______________________. RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated October 24, 2024 to perform professional services in connection with CITY’S on-call building services for an amount not to exceed $200,000 (the “Agreement”); and WHEREAS, the CITY and CONSULTANT wish to amend the Agreement to modify the total compensation payable to CONSULTANT so as to authorize CONSULTANT to continue providing on-call building consulting services. AMENDMENT TO AGREEMENT NOW, THEREFORE,the parties hereby agree to amend the Agreement as follows: 1. 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 the original Agreement, in accordance with the rates attached to this First Amendment, in a not-to-exceed amount of $200,000, and to change the total not-to-exceed amount under the Agreement to $400,000. 3. 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. Docusign Envelope ID: AA107C68-96BA-4A9E-93F0-526A68206B5D July 15, 2025 L8.0020.A1 2 CITY OF SAN RAFAEL CONSULTANT ______________________________By:______________________________ CRISTINE ALILOVICH, City Manager Name:____________________________ Title:_____________________________ ATTEST: [If Consultantis a corporation, add signature of second corporate officer] ______________________________ LINDSAY LARA, City Clerk By:_____________________________ APPROVED AS TO FORM:Name:____________________________ Title:_____________________________ ______________________________ ANDREA VISVESHWARA, Chief Assistant City Attorney Travis Williams President Docusign Envelope ID: AA107C68-96BA-4A9E-93F0-526A68206B5D Docusign Envelope ID: AA107C68-96BA-4A9E-93F0-526A68206B5D Docusign Envelope ID: AA107C68-96BA-4A9E-93F0-526A68206B5D CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. Step RESPONSIBLE DEPARTMENT DESCRIPTION COMPLETED DATE REVIEWER Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org Click here to enter a date. 6/24/2025 ☐ ☒ 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 6/25/2025 6/25/2025 ☒ NT ☒ NT 3 Department Director Approval of final agreement form to send to contractor 6/23/2025 ☒ _AG___ 4 Project Manager Forward three (3) originals of final agreement to contractor for their signature 6/25/2025 ☒ 5 Project Manager When necessary, contractor-signed agreement agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval ☐ N/A Or 6/23/2025 ☒ PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6/30/25 X 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS , and bonds (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 TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: CED Project Manager: Don Jeppson Extension: Click here to enter text. Contractor Name: Coastland Contractor’s Contact: John Wanger Contact’s Email: jwanger@dccm.comm ☐ FPPC: Check if Contractor/Consultant must file Form 700 Docusign Envelope ID: AA107C68-96BA-4A9E-93F0-526A68206B5D RESOLUTION NO. 15428 RESOLUTION AUTHORIZING THE CITY MANAGER TO: 1)AMEND PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL BUILDING PLAN REVIEW AND INSPECTION CONSULTING SERVICES TO INCREASE THE TOTAL COMPENSATION AMOUNT FOR COASTLAND CIVIL ENGINEERING, LLP BY $200,000 FOR A TOTAL NOT TO EXCEED AMOUNT OF $400,000 AND TO INCREASE THE TOTAL COMPENSATION AMOUNT FOR INTERWEST CONSULTING GROUP BY $300,000 FOR A TOTAL NOT TO EXCEED AMOUNT OF $450,000; AND 2) AUTHORIZE SUPPLEMENTAL FISCAL YEAR 2024-2025 BUDGET APPROPRIATIONS OF 500,000 (GENERAL FUND), SUPPORTED THROUGH INCREASED PERMIT FEE REVENUES. WHEREAS, building plan review is critical to the building permit review process and requires specialized skills, experience, and certifications; and WHEREAS, the City of San Rafael (San Rafael) utilizes consulting firms to address the City’s building plan review and inspection needs; and WHEREAS, on October 21, 2024, the City Council authorized the City Manager to enter into a Professional Services Agreements with Coastland Civil Engineering, LLP Coastland) and Interwest Consulting Group (Interwest) for on-call building plan review and inspection consulting services in an amount not to exceed $200,000 and $150,000, respectively; and WHEREAS, subsequently, San Rafael entered into contract with Coastland for the term of October 24, 2024, through December 31, 2025, and Interwest for the term of April 4, 2025 through June 30, 2028; and WHEREAS, staff recommends amending the amount of the on-call building plan review and inspection consulting services with Coastland from a not to exceed amount of 200,000 to a total contract amount not to exceed $400,000 and the not to exceed amount for Interwest from $150,000 to a total contract amount not to exceed $450,000; and WHEREAS, these contract amendments will cover existing commitments for services and allow staff to request assistance from the firm as needed; and Docusign Envelope ID: AA107C68-96BA-4A9E-93F0-526A68206B5D WHEREAS, the proposed contract increases result in the need to modify the Fiscal Year 2024-2025 budget to provide for supplemental budget appropriations supported by increased permit fee revenues. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to amend the Professional Services Agreement between the City and Coastland Civil Engineering for additional on-call building plan review and inspection consulting services in the amount of $200,000, for a total contract amount not to exceed $400,000; and be it FURTHER RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to amend the Professional Services Agreement between the City and Interwest Consulting Group for additional on-call building plan review and inspection consulting services in the amount of $300,000, for a total contract amount not to exceed $450,000; and be it FURTHER RESOLVED, that the City Council of the City of San Rafael hereby authorizes supplemental budget appropriations in the amount of $500,000 within the Community and Economic Development Department’s Fiscal Year 2024-2025 General Fund budget to support the recommended contract amendments, and which are supported by increased permit fee revenues. 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 special meeting of the City Council of the City of San Rafael, held on Monday, the 23rd day of June 2025, by the following vote, to wit: AYES: Councilmembers: Bushey, Hill, Kertz & Mayor Kate NOES: Councilmembers: None ABSENT: Councilmembers: Llorens Gulati Lindsay Lara, City Clerk Docusign Envelope ID: AA107C68-96BA-4A9E-93F0-526A68206B5D Certificate Of Completion Envelope Id: AA107C68-96BA-4A9E-93F0-526A68206B5D Status: Completed Subject: Docusign: PSA 1st Amendment - Coastland Civil Engineering - On-Call Building Consulting Services Source Envelope: Document Pages: 7 Signatures: 3 Envelope Originator: Certificate Pages: 2 Initials: 0 Nataly Torres AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 111 Morphew St San Rafael, CA 94901 NatalyT@cityofsanrafael.org IP Address: 199.88.113.8 Record Tracking Status: Original 7/8/2025 11:28:41 AM Holder: Nataly Torres NatalyT@cityofsanrafael.org Location: DocuSign Signer Events Signature Timestamp Andrea Visveshwara andreav@cityofsanrafael.org Chief Assistant City Attorney City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 7/8/2025 11:39:27 AM Viewed: 7/8/2025 2:18:30 PM Signed: 7/8/2025 2:19:04 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Cristine Alilovich cristinea@cityofsanrafael.org City Manager City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 2601:645:e82:6d80:819c:b8f8:a354:27c2 Sent: 7/8/2025 2:19:06 PM Viewed: 7/15/2025 8:23:33 AM Signed: 7/15/2025 8:23:42 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Lindsay Lara lindsayl@cityofsanrafael.org City Clerk City of San Rafael Signing Group: City Clerk Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 7/15/2025 8:23:43 AM Viewed: 7/15/2025 11:09:09 AM Signed: 7/15/2025 11:09:25 AM Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Carbon Copy Events Status Timestamp Ariel Gutierrez arielg@cityofsanrafael.org City of San Rafael Security Level: Email, Account Authentication (None) Sent: 7/15/2025 11:09:27 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 7/8/2025 11:39:27 AM Certified Delivered Security Checked 7/15/2025 11:09:09 AM Signing Complete Security Checked 7/15/2025 11:09:25 AM Completed Security Checked 7/15/2025 11:09:27 AM Payment Events Status Timestamps