Loading...
HomeMy WebLinkAboutCM Education and Community Engagement; L8.0036.A11 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. Docusign Envelope ID: 8C323C4A-7693-4987-ADA4-F05F34530A9C July 27, 2025 L8.0036.A1 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 Docusign Envelope ID: 8C323C4A-7693-4987-ADA4-F05F34530A9C 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 Docusign Envelope ID: 8C323C4A-7693-4987-ADA4-F05F34530A9C 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. Docusign Envelope ID: 8C323C4A-7693-4987-ADA4-F05F34530A9C CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. x 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. 3/20/2025 ☐ ☒ KH 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 4/11/2025 4/11/2025 ☒ NT ☒ NT 3 Department Director Approval of final agreement form to send to contractor 4/21/2025 ☒ KH__ 4 Project Manager Forward three (3) originals of final agreement to contractor for their signature Click here to enter a date. ☒ 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 4/21/2025 ☒ PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 4/30/2025 KH 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: City Manager - Sustainability Project Manager: Kate Hagemann Extension: 5534 Contractor Name: Canal Alliance Contractor’s Contact: Aaron Burnett Contact’s Email: Aaronb@canalalliance.org ☐ FPPC: Check if Contractor/Consultant must file Form 700 Docusign Envelope ID: 8C323C4A-7693-4987-ADA4-F05F34530A9C 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 Docusign Envelope ID: 8C323C4A-7693-4987-ADA4-F05F34530A9C Certificate Of Completion Envelope Id: 8C323C4A-7693-4987-ADA4-F05F34530A9C Status: Completed Subject: DocuSign: Amendment - Canal Alliance - Education and Community Engagement Services Source Envelope: Document Pages: 6 Signatures: 3 Envelope Originator: Certificate Pages: 4 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 Nataly.Torres@cityofsanrafael.org IP Address: 2600:1700:9750: Record Tracking Status: Original 7/25/2025 11:28:12 AM Holder: Nataly Torres Nataly.Torres@cityofsanrafael.org Location: DocuSign Signer Events Signature Timestamp Andrea Visveshwara Andrea.Visveshwara@cityofsanrafael.org Chief Assistant City Attorney City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 73.66.5.250 Sent: 7/25/2025 11:37:09 AM Viewed: 7/27/2025 2:03:39 PM Signed: 7/27/2025 2:04:24 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Cristine Alilovich Cristine.Alilovich@cityofsanrafael.org City Manager City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 2600:1010:b0b7:bbd1:e912:77b7:2b23:e60f Signed using mobile Sent: 7/27/2025 2:04:25 PM Viewed: 7/27/2025 2:15:35 PM Signed: 7/27/2025 2:15:40 PM Electronic Record and Signature Disclosure: Accepted: 7/27/2025 2:15:35 PM ID: 03f72eca-d3ab-4710-a854-12fcecd34c2e Lindsay Lara Lindsay.Lara@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: 73.189.192.105 Sent: 7/27/2025 2:15:41 PM Viewed: 8/5/2025 11:25:37 AM Signed: 8/5/2025 11:25:45 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 Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 7/25/2025 11:37:09 AM Certified Delivered Security Checked 8/5/2025 11:25:37 AM Signing Complete Security Checked 8/5/2025 11:25:45 AM Completed Security Checked 8/5/2025 11:25:45 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of San Rafael (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system. Getting paper copies At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below. Withdrawing your consent If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below. Consequences of changing your mind If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us. All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. How to contact City of San Rafael: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: city.clerk@cityofsanrafael.org To advise City of San Rafael of your new email address To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at city.clerk@cityofsanrafael.org and in the body of such request you must state: your Electronic Record and Signature Disclosure created on: 5/22/2025 12:46:43 PM Parties agreed to: Cristine Alilovich previous email address, your new email address. We do not require any other information from you to change your email address. If you created a DocuSign account, you may update it with your new email address through your account preferences. To request paper copies from City of San Rafael To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to city.clerk@cityofsanrafael.org and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any. To withdraw your consent with City of San Rafael To inform us that you no longer wish to receive future notices and disclosures in electronic format you may: i. decline to sign a document from within your signing session, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an email to city.clerk@cityofsanrafael.org and in the body of such request you must state your email, full name, mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process.. Required hardware and software The minimum system requirements for using the DocuSign system may change over time. The current system requirements are found here: https://support.docusign.com/guides/signer-guide-signing-system-requirements. Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check- box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system. By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm that: You can access and read this Electronic Record and Signature Disclosure; and You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and Until or unless you notify City of San Rafael as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by City of San Rafael during the course of your relationship with City of San Rafael.