HomeMy WebLinkAboutCM Sea Level Rise Adaptation Planning Services; L8.0038.A1
v. Feb 2025 Page 1
AMENDMENT TO CONTRACT
BY AND BETWEEN
THE CITY OF SAN RAFAEL AND ________________________________
FOR ________________________________________________________
Original Contract Execution Date: ________________,
Contract No._______________________
Amendment No. ___
THE ABOVE-NAMED CONTRACT is hereby amended by the parties as set
forth herein by the checked boxes below and is effective on _____________________.
☐ SCOPE OF WORK: The Scope of Work is hereby amended in Exhibit A-__,
attached hereto and incorporated by reference.
☐ COMPENSATION: The parties agree to increase the not-to-exceed amount by
$____________, and to increase the total not-to-exceed amount under the Contract to
$_________________.
☐ TERM OF CONTRACT: For Contractor to perform the additional or amended
work described herein, the term of this Contract shall be extended to
______________________.
Except as specifically amended herein, all other provisions, terms and obligations
of the Contract between the parties shall remain valid and shall be in full force.
N/A
X
April 22, 2024
SEA LEVEL RISE ADAPTATION PLANNING SERVICES
X
January 30, 2026
26,000
X
MOFFATT & NICHOL
1
1
For City Clerk use only: Exp. 01/30/2026
546,000
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August 30, 2025
L8.0038.A1
v. Feb 2025 Page 2
IN WITNESS WHEREOF, the parties have executed this Amendment on the day,
month, and year first specified below.
CITY OF SAN RAFAEL:
_________________________________
________________________________,
_________________________________
Executed on:_______________________
APPROVED AS TO FORM:
Office of the City Attorney
_________________________________
________________________________,
_________________________________
ATTEST:
City Clerk
_________________________________
________________________________,
_________________________________
CONTRACTOR:
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
[If Contractor is a corporation, second
corporate officer signature required]
__________________________________
By: ____________________________
Name: ____________________________
Title: _____________________________
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Dilip Trivedi
Vice President
Moffatt & Nichol
Chief Assistant City Attorney
Andrea Visveshwara
Cristine Alilovich
August 30, 2025
City Manager
Lindsay Lara
City Clerk
EXHIBIT A
SCOPE OF SERVICES
Amendment 1
The Services to be performed for CITY by CONTRACTOR under this amendment are additional to
the scope of services detailed in the existing agreement.
ADDITIONAL PROJECT SCOPE AND DELIVERABLES:
Part A: Community-Informed Technical Feasibility Study
Subtask A.3d – Alternatives Analysis – Engineering Feasibility Review
The contractor will provide additional engineering analysis of the feasibility and implications of the
selected adaptation approaches. This analysis will be performed by staff with expertise in coastal
engineering and the construction of coastal projects in the San Francisco Bay Area. Work will be
performed by staff that have both expertise and prior professional experience with the
geotechnical and ecological conditions present in the study area that directly impact the
feasibility and constructability of the different adaptation approaches being studied.
The analysis done for this task will focus on reviewing work done to date and providing an
engineer’s professional opinion on four questions:
- Effectiveness: For what period of time would each alternative be effective after initial
construction?
- Costs: order of magnitude estimates for comparison between alternatives for the initial
construction and on-going operations and maintenance
- Constructability: identify issues which could impact the ability to implement the alternative
on the timeline needed such as major geotechnical, permitting, or other major constraints
that would affect feasibility of construction in the next several years in the current
environment.
- Primary Sources of Failure Risk: outlining the principal failure mechanisms for each
alternative adaptation approach. This would include any other primary considerations that
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may substantially limit the efficacy, safety, or longevity of each alternative in the opinion
the engineer.
Deliverable: A short memo providing an engineer’s review of the adaptation alternatives and
providing their professional opinion on the effectiveness, costs, and constructability of the three
main alternatives. This should include a matrix summary and presented as an appendix to the A.3
Draft Community-Informed Technical Feasibility Study deliverable.
Part A Budget:
Part A. State Coastal Conservancy Budget
This budget supersedes the existing Part A budget in the original professional services agreement
and refiects the new totals.
Task Description Original
amount
New total
amount
Change
A.1 Summarize vulnerability data in "Brieflng Book" $ 48,000 $ 48,000 $0
A.2a Identify, analyze & present adaptation approaches $ 80,000 $ 80,000 $0
A.2b Present feasible approaches for community
feedback
$ 80,000 $ 80,000 $0
A.3a Reflne & analyze approaches based on
community input
$ 80,000 $ 80,000 $0
A.3d Alternatives Analysis – Engineering Feasibility
Review
$0 $26,000 $26,000
A.3b Summarize technical feasibility study $ 16,000 $ 16,000 $0
A.3c Conceptual design of one adaptation measure $ 16,000 $ 16,000 $0
Total $320,000 $346,000 $26,000
Part B – Budget
Task Description Original
amount
New total
amount
Change
B1.1 Improve physical science data $80,000 $80,000 $0
B2.1 Detailed vulnerability assessment of critical
facilities
$40,000 $40,000 $0
B2.2 Integrating community concerns into vulnerability
assessment
$20,000 $20,000 $0
B3 Prioritizing actions with community engagement $20,000 $40,000 $20,000
B4.1 Final community engagement $20,000 $10,000 ($10,000)
B4.2 Final recommendations $20,000 $10,000 ($10,000)
Total $200,000 $200,000 $0
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CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown
below.
All following documents are attached as reference material.
RESPONSIBLE PARTY DESCRIPTION COMPLETED
Project Manager Email PINS insurance request to Contractor ☐
City Attorney’s Office Review, revise as needed, and approve agreement as to
form
Department Director Review and approve agreement
Risk Management Confirm insurance documentation is complete
Finance Review and sign off on funding availability
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department:
Project Manager:
Contractor Name:
Contractor’s Contact: Contact’s Email:
City Council Date: ☐ ___________________ or ☐ Not applicable
☐ FPPC: Check if Contractor must file Form 700
Moffatt & Nichol
Kate Hagemann
DTrivedi@moffattnichol.comMr. Dilip R. Trivedi
7/21/2025X
City Manager - Sustainability
X
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AGREEMENT FOR PROFESSIONAL SERVICES
BY AND BETWEEN
THE CITY OF SAN RAFAEL
AND
MOFFATT & NICHOL
SEA LEVEL RISE ADAPTATION PLANNING SERVICES
This Agreement is made and entered into as of ________________________ (the “Effective Date”),
by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter “CITY”),
and Moffatt & Nichol, a California corporation (hereinafter "CONSULTANT"). CITY and CONSULTANT may
be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Agreement.”
RECITALS
A. CITY is in receipt of grants from the State Coastal Conservancy (SCC) for $700,000, dated
December 12, 2022 (Agreement No. 22-057) and the State of California, Department of General
Services, (DGS) Governor’s Office of Planning and Research for $644,201, dated October 9, 2023
(Agreement No. OPR23124) to complete sea level rise-adaptation planning services.
B. CITY desires to secure professional services more fully described in this Agreement, at Exhibit A,
entitled “SCOPE OF SERVICES” to help successfully implement a project supported by grant funds
from the SCC and DGS; and
C. CONSULTANT represents that it, and its subcontractors, if any, have the professional
qualifications, expertise, and necessary licenses and shall provide its Services in a manner
consistent with that degree of care and skill ordinarily exercised by members of the same
profession currently practicing under similar circumstances at the same time and in the same or
similar locality (“Standard of Care”) ; and
D. The Parties have specified herein the terms and conditions under which such services will be
provided and paid for.
NOW, THEREFORE, the parties hereby agree as follows:
AGREEMENT
1. SERVICES TO BE PROVIDED.
Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall furnish
professional services set forth in Exhibit A (collectively referred to as “Services”) to satisfactorily complete
the work required by CITY at its sole risk and expense. Services to be provided to CITY are more fully
described in Exhibit A entitled “SCOPE OF SERVICES.”
2. COMPENSATION.
In consideration for CONSULTANT’s complete performance of Services, CITY shall pay
CONSULTANT for activities and deliverables related to the SCOPE OF SERVICES as set forth in Exhibit A,
on a per task basis set forth in Exhibit C, for a total amount of $520,000.
+ - A A v A ? A C
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CONSULTANT will bill City on a monthly or quarterly basis for Services provided by CONSULTANT
during the preceding month or quarter, subject to verification by CITY. CITY will pay CONSULTANT within
thirty (30) days of City’s receipt of invoice.
3. TERM OF AGREEMENT.
Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified
by a written amendment to this Agreement, the term of this Agreement shall begin on the Effective Date
of this Agreement and terminate on August 1, 2025.
4. PROJECT COORDINATION.
A. CITY’S Project Manager. The City’s Climate Adaptation and Resilience Planner is hereby
designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of
the progress and execution of this Agreement.
B. CONSULTANT’S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to
have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Dilip Trivedi
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.
5. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30)
days prior written notice via email with corresponding delivery and read receipts, by mail 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 intentional or negligent
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 (“Work Product”), shall be delivered to CITY as soon as
possible, but not later than thirty (30) days after termination.
6. 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. In no event shall
CONSULTANT be held liable for any reuse or modifications to the Work Product for purposes outside of
this Agreement. CITY may use said property for any purpose, including projects not contemplated by this
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Agreement.
7. 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.
8. 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.
9. INSURANCE REQUIREMENTS.
During the term of this Agreement, and for any time period set forth in Exhibit B, CONSULTANT
shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to
employees and vehicles assigned to the performance of Services under this Agreement with coverage
amounts, required endorsements, certificates of insurance, and coverage verifications as defined in
Exhibit B.
10. INDEMNIFICATION.
A. Except as otherwise provided in subparagraph B of this section, , 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. However, to the extent that liability is caused by the 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 negligence or willful misconduct. In addition, the acceptance
or approval of the CONSULTANT’s work or Work Product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT’s indemnification obligations. In the event the
City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from
CONSULTANT’S performance of or operations under this Agreement, CONSULTANT shall provide a
defense to the City Indemnitees or at CITY’S option reimburse the City Indemnitees their costs of defense,
including reasonable attorneys’ fees, incurred in defense of such claims.
B. Where the Services to be provided by CONSULTANT under this Agreement are design
professional services to be performed by a design professional as that term is defined under Civil Code
Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782,
2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials,
and employees (collectively City Indemnitees) from and against damages, liabilities or costs court costs,
reasonable attorney’s fees as may be determined by the court, litigation expenses and fees of expert
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witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by
the negligence, recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or
subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally
liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such
City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement,
and shall survive the termination or completion of this Agreement for the full period of time allowed by
law.
11. 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 under this Agreement.
12. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances,
codes and regulations, in the performance of its duties and obligations under this Agreement. CONSULTANT
shall exercise usual and customary professional care in its efforts to 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, and fines from any noncompliance or violation of any laws, ordinances, codes or regulations.
13. NO THIRD PARTY BENEFICIARIES.
CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party,
any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party.
14. 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 via email with corresponding delivery
and read receipts or 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:
Katherine Hagemann,
Climate Adaptation and Resilience Planner
1400 Fifth Avenue
San Rafael, CA 94901
To CONSULTANT’s Project Director:
Mr. Dilip R. Trivedi,
Vice President
2185 N. California Boulevard, Suite 500
Walnut Creek, CA 94596
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15. 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.
16. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject matter of
this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except by a
written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and
conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and
conditions of this Agreement shall control.
17. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this
Agreement, any monies which CONSULTANT legally owes CITY under any ordinance, agreement, contract or
resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts.
18. 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.
19. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or
arising out of the performance of this Agreement, may recover its reasonable costs (including claims
administration) and attorney's fees expended in connection with such action.
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20. 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, and 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).
21. 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.
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
23. 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.
[Signatures are on the following page.]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first
above written.
CITY OF SAN RAFAEL:
_________________________________
CRISTINE ALILOVICH, City Manager
APPROVED AS TO FORM:
Office of the City Attorney
_________________________________
By: GENEVIEVE COYLE,
Assistant City Attorney
ATTEST:
City Clerk
_________________________________
LINDSAY LARA, City Clerk
CONSULTANT:
__________________________________
Dilip R. Trivedi
Vice President
[If CONSULTANT is a corporation, add signature of
second corporate officer]
_________________________________
Scott C. Butler
Vice President, Business Unit Leader
Cristine Alilovich (Apr 22, 2024 15:56 MDT)
renn 0r(i (!or) (Apr 22, 2024 15:12 DT)
Brenna Nurmi (for)
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EXHIBIT A
SCOPE OF SERVICES
The Services to be performed for CITY by CONSULTANT under this Agreement are more fully described in
CONSULTANT’s proposal, which is attached to this Exhibit A.
PROJECT SCOPE AND DELIVERABLES:
Part A: Community-Informed Technical Feasibility Study
For this part, the Consultant’s primary responsibility is to complete a community-informed technical
feasibility study to evaluate adaptation options that can increase community resilience to relative sea
level rise and flooding in the Project Study Area (Figure 1). The options will reflect community priorities,
ecological considerations, and technical feasibility, with at least one project option identified along with
specific recommendations for further project development and implementation (i.e., considerations for
landowner approval, project lead for CEQA and permitting, etc.).
Figure 1: Project Study Area Boundary and Primary Engagement Area
The following tasks support development of the community-informed feasibility study.
Task A.1: Summarize and confirm vulnerability information for the project study area with a “Briefing
Book”
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This task is intended to build upon prior work completed such as the BayWAVE Vulnerability Analysis, San
Rafael Sea-Level Rise Adaptation Study (ESA 2020), and other regional studies. This task will review,
synthesize, and present the vulnerability information in a more engaging and visual way than previous
efforts. The consultant should strive to present this information in a non-technical way that is accessible
to residents with different language and education backgrounds. From a technical perspective, this task
will require new mapping and may require very basic modeling but should focus on synthesis. This task
should include at a minimum an analysis of the implications of relative sea level rise that are consistent
with these sea level rise scenarios used in the 2017 BayWAVE Vulnerability Assessment and the most
recent state and federal guidance.
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Working with the project team, the consultant may recommend adjusting these scenarios in order to
capture current, near-term, mid-term, and long-term impacts to the Project Study Area.
Because previous vulnerability assessments used inundation mapping that relied upon outdated
elevation data, this task will require updating the expected flood extents and depths using the most
recent 2019 Marin Countywide LiDAR, which will be provided to the consultant. This task will also
require revisions to the digital elevation model and additional GIS work to better capture the Study
Area’s hydrologic connectivity to the Bay and to better reflect the Study Area’s inundation paths, both
along the shoreline and from interior drainage. The City will provide elevation data to support this work.
Initial maps and vulnerability information may need to be revised later in the project to reflect the field
data collected by the consultant in task B1.
Confirmation of vulnerable assets should include at a minimum the number of impacted housing units,
number of people, and businesses affected as well as vulnerability of existing habitats and ecological
functions. This task should include a consideration of stormwater drainage, existing flooding, and future
sea level rise, in dialogue with City of San Rafael Department of Public Works.
The goal of this task is to create publicly accessible maps, visuals, or summaries of this vulnerability
information for the community to review. Creative communication formats including video or
interactive approaches are also welcome. This task is intended to be public-facing and to create the
visual framework for the remainder of the project.
Task A.1 Deliverables:
• Public Facing: A visually engaging and accessible “briefing book” that summarizes the
vulnerability to relative sea level rise. This needs to include at a minimum:
o An inventory of vulnerable assets
o Vulnerability maps by asset type and sea level rise scenario
o An executive summary in English and Spanish
• Corrected GIS maps of expected flood impacts for different sea level rise scenarios based on
corrected elevation data and improved assumptions about hydrologic connectivity to SF Bay in
the Project Study Area.
Subtask A.2a Identify, analyze & present feasible adaptation approaches at different planning
horizons
The Consultant will identify and analyze a range of possible adaptation approaches to address flood
vulnerabilities in the Project Study Area. These adaptation measures should include the full breadth of
possibilities (typically described as nature-based, hybrid, and hard infrastructure); however, the framing
of potential adaptation measures does not need to be constrained to these three categories and could
take on a number of different forms, scenarios, or presentations. All analysis of adaptation approaches
should be compared to a no action scenario.
During this phase the consultant team will work with the project team to identify the planning horizons
and flood impacts that are of greatest concern to the community and tailor adaptation approaches to
those concerns.
The analysis of adaptation measures should be framed in the context of a baseline scenario (a no action
scenario). Analysis of adaptation approaches should include consideration of:
• level of fluvial and tidal flood protection
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• effectiveness at different planning horizons
spatial and ecological requirements
• permitting requirements (to demonstrate feasibility)
• land ownership and access considerations (to demonstrate feasibility)
• potential threats and benefits to community posed by each adaptation measure including
flooding risks, catastrophic risks associated with infrastructure failure, and displacement non-
structural threats like gentrification, economic losses, loss of open space or shoreline access,
and other negative economic impacts
• co-benefits such as public access, ecology, neighborhood beautification, transit network
resilience, etc. (and others to be identified by the community, project team, and consultant)
• implications for the preservation of affordable housing, community cohesion, displacement, and
community resilience
• implications for the resilience—or impairment—of ecological functions and ecosystem services
(which may include habitat provision, habitat resilience to sea level rise, water quality
improvement, sediment management, carbon sequestration, or other functions)
• economic feasibility (which may include order of magnitude level life-cycle cost estimates for
different adaptation approaches, losses avoided, fiscal impact analysis, economic modeling or
other methods or metrics to be determined in dialog with the project team)
Subtask A.2b Present feasible adaptation approaches to elicit feedback from the community
The consultant will work with the project team to develop culturally relevant and non-technical visual
materials that engage the community and clearly convey the implications of the feasible, cohesive
adaptation approaches. The materials will show how each measure relates to relative sea level rise and
compound flooding levels, so the community understands “what works when and where”.
Communication materials need to convey the broad benefits, limitations, and tradeoffs of these
different options, including considerations listed above. “Adaptation pathways” or other tools should be
used to analyze these approaches and show how adaptation can be phased, achieved incrementally, or
when critical points require a change in plan. Quantitative analysis based on physical thresholds like
water levels or other metric like economic or environmental damages should be used to demonstrate
the implications and trade-offs associated with different measures and to illustrate future risks. Creative
communication formats to accompany this analysis including video and interactive approaches are
strongly desired.
A number of engagement methods may be appropriate including workshops, charrettes, digital
engagement or open houses. The consultant will participate in designing an accessible and engaging
process and documenting public feedback and integrating that feedback into subsequent iterations. This
will require personnel fluent in Spanish.
Task A.2 Deliverables:
• Public facing: Visual-appealing summaries including graphic renderings of a range of adaptation
approaches accompanied by plain-language descriptions in English, Spanish, and ADA accessible
formats.
• Public facing: Draft and revised presentation of the implications of different adaptation options
including the co-benefits and tradeoffs.
• Public facing: A short visual summary of public feedback and preferences during this phase
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• A short technical memo documenting the methods and assumptions used in the analysis
Subtask A.3a: Refine and analyze adaptation approaches based on community input
Winnowing the range of adaptation measures to a narrower set for more detailed analysis will depend
on community priorities, planning horizons and flood impacts that are of greatest concern to the
community, technical analyses, feedback from the Steering and Technical Advisory Committees,
regulatory feasibility, ecological considerations, alignment with City plans and priorities, and
effectiveness at reducing risks from relative sea level rise.
During this phase of the project, the broader set of feasible adaptation measures will be refined and
developed into more detailed analyses based on the community’s expressed priorities and community
discussions with consultants and the Project Team about (1) the feasibility and (2) implications and
ecological, physical, economic, and safety tradeoffs across different measures. The consultant will host
and facilitate community workshops (or other engagement activities) to elicit feedback and refine the
potential measures that address sea level rise over time and spatially in the impacted areas. Place-based
renderings and other visuals will be developed by the consultant to support informed discussion about
the measures.
The consultant will prepare a vivid summary that captures the priorities, reactions, and preferences
expressed by community members. Creative and accessible formats for this are encouraged. At a
minimum this summary should also describe major points of consensus, priorities, and any preferences
that may eliminate other future choices. Documentation of community decisions will remain important
beyond this grant-funded process.
Subtask A.3b: Summarize technical feasibility study
A draft and final study will summarize the benefits, limitations, and tradeoffs presented by the
adaptation approaches (or pathways) based on the list considerations analyzed (i.e., physical flood
protection, economic, public access, ecological benefits etc.). Synthesis of complex information and
visually engaging materials are expected. Creative and engaging formats are very welcome.
This study summary should focus on clearly and objectively describing the feasibility and implications of
these adaptation approaches in San Rafael including the ecological performance, regulatory feasibility,
and potential timelines required for implementation and the longevity of protection provided.
This task will include documenting the assumptions, gaps, and constraints with the feasibility of
adaptation measures supported by the community.
Subtask A.3b: Conceptual design of one adaptation measure
The consultant team will research, prepare, and scope at least one spatially specific measure identified
through community input for further design. The team will assemble technical and other background
documents to assist the city with preparation of a scope of work for undertaking 30% design in a future
project phase.
Subtask A.3 Deliverables:
• Public facing: Summary documentation of community input and priorities, including a brief summary
in Spanish
• Public facing: Draft Community-Informed Technical Feasibility Study, including an executive summary
in Spanish
• Final Community-Informed Technical Feasibility Study, including an executive summary in Spanish
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
• A minimum of one sea level rise adaptation measure completed to conceptual design level
Part B:
Task B1.1: Improve physical science data that underpins the understanding of climate hazards
Address critical physical data gaps, including a lack of measurement of current groundwater and surface
water levels and how those are responding to rising sea levels and differential settlement. This data is
necessary to project how much time remains to deploy adaptation measures and to clarify the potential
extent, depth, and severity of compound flooding under future climate conditions. For example, if
groundwater is too shallow or too strongly tidally influenced, conventional adaptation measures such as
levees may not work. Similarly, understanding the projected rate of subsidence (which has been as fast
as 6 inches/decade in some areas) is critical to understanding relative sea level rise, the timing of climate
impacts and the vulnerability of existing levees. Another large source of uncertainty are the shoreline
elevations along the canal, which are obscured by buildings and other built infrastructure. Determining
the condition, elevation, and the geometry of the existing shoreline is necessary to accurately model
flood risks. Basic modeling of compound flooding will also help determine the potential severity of
flooding in the short term. Information about the stormwater system will be provided by the City.
Geotechnical assessments are also needed to determine the technical feasibility of certain adaptation
measures, such as a levee district, that have been proposed previously. This task will require field work
and knowledge of local hydrogeology. This task will also require providing guidance on how on-going
changes related to sea level rise intersect with existing resilience challenges. The exact surveying,
monitoring, and modeling completed under this task can be determined through discussions with the
Project Team and the professional recommendations of the consultant.
The scale of analysis will be the operational landscape unit that includes the Canal; however, the priority
area for more detailed analysis is the most vulnerable and densely-populated area south of the canal.
This task is intended to be more detailed, more technical, and more focused on engagement with public
agencies. Materials produced do not need to be public facing.
Task B1.1: Deliverables:
• Deployment of additional monitoring equipment (such as surface or groundwater monitoring
equipment)
• Completion of necessary elevation surveys and/or geotechnical work
• Report summarizing the findings from the surveys and geotechnical work.
• Updated mapping of projected flooding hazards; summary of findings and recommendations
for future monitoring
Task B2.1: Detailed vulnerability assessment of critical community facilities
For this task the consultant will gather essential information on the exposure, sensitivity, and
consequence of a flooding-induced failure of critical facilities and infrastructure. This would focus on
assets with the most significant risks to life and safety, such as levees, evacuation routes, water
infrastructure, the community center, health facilities, emergency response facilities, underground
infrastructure, and others. This work includes updating GIS data, modeling and mapping, interviews with
asset owners/managers, and on-the-ground site assessments to identify critical thresholds and the
potential consequences of cascading infrastructure failures. As one example, the wastewater lift station
that conveys the majority of wastewater for east San Rafael is located right on the bank of the canal.
Based on its ground elevation, flood waters would be expected to be several feet. However, there are
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
substantial knowledge gaps, including the critical threshold elevations, consequences of failure, and
adaptive capacity. This analytical phase would address these gaps and would explore the implications of
compounding hazards (i.e., sea level rise, increasing groundwater levels, subsidence, and more intense
rain events, which increase the potential for saltwater intrusion, corrosion, liquefaction, and other
impacts to infrastructure). This phase will focus on working across government levels to identify the
most critical near-term climate risks. This task is intended to be more focused on engagement with
professional asset managers and public agencies and materials do not need to be publicly facing.
Task B2.1: Deliverables:
• Report summarizing the findings
Task B2.2: Integrating community concerns into the vulnerability assessment of critical community
facilities
For this task, the project team will lead community asset mapping with Canal residents. These
structured conversations led by the project team 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. The consultant will be responsible for reviewing the outputs of this community work and
weaving the communities priorities into the vulnerability analysis and final prioritization of actions.
Task B3: Prioritizing adaptation actions in concert with the community engagement
Building 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. The
consultant would be responsible for integrating community input shared during the community
engagements.
Task B3: Deliverables
• Public facing: Report on the findings
Task B4.1: Final community engagement
All project partners, including the consultant, will be involved in hosting the final community
engagements, which will focus on sharing the results and seeking the community’s input on the most
important adaptation actions that should be prioritized.
Task B4.1 Deliverables
•Public facing: A short summary in English and Spanish showing or describing how the final
recommendations were changed to better reflect community priorities
Task B4.2 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 and resiliency priorities
that are identified through this planning process. This final deliverable should speak directly to how risks
that are being amplified by climate change relate to other on-going resilience stresses in the area and
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
relate to other on-going planning initiatives such as the Priority Development Area plan for this same
geography.
Task B4.2 Deliverables:
• Public facing: Final Report
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
PROJECT TIMELINE:
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
EXHIBIT B
INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth below, CONSULTANT shall
procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to
employees and vehicles assigned to the performance of Services under this Agreement with coverage
amounts, required endorsements, certificates of insurance, and coverage verifications as defined in this
Exhibit B.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no
expense to CITY, the following insurance policies:
1. Commercial general liability. 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. Automobile liability. An automobile liability (owned, non-owned, and hired
vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence.
3. Professional liability. 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 claim/two million dollars ($2,000,000) aggregate, to cover any
claims arising out of the CONSULTANT’s negligent 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. Workers’ compensation. If it employs any person, CONSULTANT shall maintain
workers’ 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 workers’ 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 workers’ compensation insurance, the
insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and
volunteers, as additional insureds (for both ongoing and completed operations) under the policies.
2. The additional insured coverage under CONSULTANT’s insurance policies shall be
“primary and noncontributory” with respect to any insurance or coverage maintained by CITY and shall not
call upon CITY's insurance or self-insurance coverage for any contribution. The “primary and
noncontributory” coverage in CONSULTANT’S policies shall be at least as broad as ISO form CG20 01 04 13.
3. Except for professional liability insurance or workers’ compensation insurance, the
insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
injury.
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.
9. CONSULTANT agrees to ensure that subcontractors, and any other party involved
with the Services, who is brought onto or involved in the performance of the Services by CONSULTANT,
provide the same minimum insurance coverage required of CONSULTANT, except as with respect to limits.
CONSULTANT shall have subcontractors provide proof of coverage that is in conformity with the
requirements of this Agreement. CONSULTANT agrees that upon request by CITY, all agreements with,
and insurance compliance documents provided by, such subcontractors and others engaged in the
performance of Services will be submitted to CITY for review.
10. CONSULTANT agrees to be responsible for ensuring that no contract used by any
party involved in any way with the Services reserves the right to charge CITY or CONSULTANT for the cost
of additional insurance coverage required by this Agreement. Any such provisions are to be deleted with
reference to CITY. It is not the intent of CITY to reimburse any third party for the cost of complying with
these requirements. There shall be no recourse against CITY for payment of premiums or other amounts
with respect thereto.
C. Deductibles and SIR’s. Any deductibles or self-insured retentions in CONSULTANT's
insurance policies must be declared to and approved by the CITY 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
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
reasonable satisfaction.
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER 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 copy of
any insurance policy and endorsements from CONSULTANT with confidential information removed. 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 the CITY.
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
EXHIBIT C
COMPENSATION
San Rafael SLR Adaptation Planning Services
Task Description Fee Effort %
Part A Community Informed Technical Feasibility Study $ 320,000 100%
A.1 Summarize vulnerability data in "Briefing Book" $ 48,000 15%
A.2a Identify, analyze & present adaptation approaches $ 80,000 25%
A.2b Present feasible approaches for community feedback $ 80,000 25%
A.3a Refine & analyze approaches based on community input $ 80,000 25%
A.3b Summarize technical feasibility study $ 16,000 5%
A.3c Conceptual design of one adaptation measure $ 16,000 5%
Part B Vulnerability Assessment & Data Collection $ 200,000 100%
B1.1 Improve physical science data $ 80,000 40%
B2.1 Detailed vulnerability assessment of critical facilities $ 40,000 20%
B2.2
Integrating community concerns into vulnerability
assessment $ 20,000 10%
B3 Prioritizing actions with community engagement $ 20,000 10%
B4.1 Final community engagement $ 20,000 10%
B4.2 Final recommendations $ 20,000 10%
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
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
n/a
12/18/2023
☒
☒
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
2/8/2024
2/8/2024
☒NT
☒NT
3 Department Director Approval of final agreement form to send to
contractor
☒
4 Project Manager
Forward three (3) originals of final agreement to
contractor for their signature
n/a ☒
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
1/16/2024
☒
PRINT CONTINUE ROUTING PROCESS WITH HARD COPY
6 Project Manager Forward signed original agreements to City
Attorney with printed copy of this routing form
4/17/2024 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)
4/17/2024
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: Katherine Hagemann Extension: 415-256-5534
Contractor Name: Moffatt & Nichol
Contractor’s Contact: Dilip R. Trivedi Contact’s Email: dtrivedi@moffattnichol.com
☐ FPPC: Check if Contractor/Consultant must file Form 700
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
Moffatt & Nichol - Sea Level Rise Adaptation
Planning Services
Final Audit Report 2024-04-22
Created:2024-04-17
By:Laraine Gittens (laraine.gittens@cityofsanrafael.org)
Status:Signed
Transaction ID:CBJCHBCAABAArTWY61BgU4noBcYuafhlU3Rp96icp2Eu
"Moffatt & Nichol - Sea Level Rise Adaptation Planning Services
" History
Document created by Laraine Gittens (laraine.gittens@cityofsanrafael.org)
2024-04-17 - 4:18:06 PM GMT- IP address: 199.88.113.8
Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature
2024-04-17 - 4:27:55 PM GMT
Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org)
2024-04-17 - 5:18:08 PM GMT- IP address: 104.47.64.254
Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org)
Signature Date: 2024-04-17 - 5:20:33 PM GMT - Time Source: server- IP address: 199.88.113.8
Document emailed to Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) for approval
2024-04-17 - 5:20:35 PM GMT
Email viewed by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org)
2024-04-17 - 5:20:57 PM GMT- IP address: 104.47.64.254
Document approved by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org)
Approval Date: 2024-04-17 - 5:21:03 PM GMT - Time Source: server- IP address: 199.88.113.8
Document emailed to cristine.alilovich@cityofsanrafael.org for signature
2024-04-17 - 5:21:05 PM GMT
Email viewed by cristine.alilovich@cityofsanrafael.org
2024-04-22 - 6:17:29 PM GMT- IP address: 75.104.111.10
Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich
2024-04-22 - 9:56:42 PM GMT- IP address: 75.104.111.10
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org)
Signature Date: 2024-04-22 - 9:56:44 PM GMT - Time Source: server- IP address: 75.104.111.10
Document emailed to brenna.nurmi@cityofsanrafael.org for signature
2024-04-22 - 9:56:45 PM GMT
Email viewed by brenna.nurmi@cityofsanrafael.org
2024-04-22 - 10:12:01 PM GMT- IP address: 104.47.64.254
Signer brenna.nurmi@cityofsanrafael.org entered name at signing as Brenna Nurmi (for)
2024-04-22 - 10:12:16 PM GMT- IP address: 199.88.113.8
Document e-signed by Brenna Nurmi (for) (brenna.nurmi@cityofsanrafael.org)
Signature Date: 2024-04-22 - 10:12:18 PM GMT - Time Source: server- IP address: 199.88.113.8
Agreement completed.
2024-04-22 - 10:12:18 PM GMT
Docusign Envelope ID: F613C6F7-53EA-4717-899F-10DF691C2B59
Certificate Of Completion
Envelope Id: F613C6F7-53EA-4717-899F-10DF691C2B59 Status: Completed
Subject: DocuSign: Amendment with Moffatt & Nichol for SLR Planning Services
Source Envelope:
Document Pages: 28 Signatures: 4 Envelope Originator:
Certificate Pages: 5 Initials: 4 Kate Hagemann
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
111 Morphew St
San Rafael, CA 94901
kateh@cityofsanrafael.org
IP Address: 199.88.113.8
Record Tracking
Status: Original
7/1/2025 6:03:01 PM
Holder: Kate Hagemann
kateh@cityofsanrafael.org
Location: DocuSign
Signer Events Signature Timestamp
Cory Bytof
cory.bytof@cityofsanrafael.org
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 7/3/2025 4:28:27 PM
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Signed: 7/15/2025 9:03:08 AM
Electronic Record and Signature Disclosure:
Accepted: 7/15/2025 9:00:19 AM
ID: 5bdd3027-6cdf-4555-aa8e-4fcb285ae298
Nataly Torres
natalyt@cityofsanrafael.org
Administrative Analyst
City of San Rafael
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Electronic Record and Signature Disclosure:
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Van Bach
vanb@cityofsanrafael.org
Accounting Manager
City of San Rafael
Signing Group: Finance
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Dilip Trivedi
DTrivedi@moffattnichol.com
Vice President
Moffatt & Nichol
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Signed using mobile
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Signed: 7/22/2025 7:46:52 AM
Electronic Record and Signature Disclosure:
Accepted: 7/20/2025 2:11:44 AM
ID: 40615853-29d3-4218-8cad-96f2d5356178
Signer Events Signature Timestamp
Andrea Visveshwara
andreav@cityofsanrafael.org
Chief Assistant City Attorney
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Sent: 7/22/2025 7:47:01 AM
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Signed: 7/22/2025 7:51:00 AM
Electronic Record and Signature Disclosure:
Accepted: 7/22/2025 7:50:01 AM
ID: 1fe1b8b5-b756-4ca6-9698-4873890c0b69
Nataly Torres
natalyt@cityofsanrafael.org
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Electronic Record and Signature Disclosure:
Accepted: 8/19/2025 3:11:03 PM
ID: 97218f87-f06d-4b4c-8178-adc86e3d1cca
Cristine Alilovich
cristinea@cityofsanrafael.org
City Manager
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Electronic Record and Signature Disclosure:
Accepted: 8/30/2025 8:21:01 AM
ID: 54962483-5952-4409-939a-92e76a89ea54
Lindsay Lara
Lindsay.Lara@cityofsanrafael.org
City Clerk
City of San Rafael
Signing Group: City Clerk
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Electronic Record and Signature Disclosure:
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In Person Signer Events Signature Timestamp
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Nataly Torres
natalyt@cityofsanrafael.org
Administrative Analyst
City of San Rafael
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Using IP Address: 199.88.113.8
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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: Cory Bytof, Dilip Trivedi, Andrea Visveshwara, Nataly Torres, 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.