Loading...
HomeMy WebLinkAboutCED Building Plan Check and Inspection Services; A11 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ESGIL, LLC DBA INTERWEST CONSULTING GROUP FOR BUILDING PLAN CHECK AND INSPECTION SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and ESGIL, LLC DBA INTERWEST CONSULTING GROUP (hereinafter “CONSULTANT”), is made and entered into as of the _______________________. RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated April 4, 2025 to perform professional services in connection with CITY’S building plan check and inspection services for an amount not to exceed $150,000 (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 building plan check and inspection 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 a not-to-exceed amount of $300,000, and to change the total not-to-exceed amount under the Agreement to $450,000. 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: EF72E028-C1AF-4FD4-AAEE-5C378653895D September 19, 2025 L8.0056.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 Docusign Envelope ID: EF72E028-C1AF-4FD4-AAEE-5C378653895D 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. AG ☐ ☒ 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 6/27/2025 6/27/2025 ☒ NT ☒ NT 3 Department Director Approval of final agreement form to send to contractor 6/27/2025 ☒ MH____ 4 Project Manager Forward three (3) originals of final agreement to contractor for their signature 6/27/2025 (Adobe) ☒ 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 AG ☒ PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 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: Interwest Contractor’s Contact: Paul Meschino Contact’s Email: pmeschino@interwestgrp.com ☐ FPPC: Check if Contractor/Consultant must file Form 700 Docusign Envelope ID: EF72E028-C1AF-4FD4-AAEE-5C378653895D 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: EF72E028-C1AF-4FD4-AAEE-5C378653895D 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: EF72E028-C1AF-4FD4-AAEE-5C378653895D Certificate Of Completion Envelope Id: EF72E028-C1AF-4FD4-AAEE-5C378653895D Status: Completed Subject: DocuSign: First Amendment - Esgil, LLC DBA Interwest Consulting Group - Building Plan Check Source Envelope: Document Pages: 5 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 9/10/2025 3:40:24 PM Holder: Nataly Torres Nataly.Torres@cityofsanrafael.org Location: DocuSign Status: Original 9/17/2025 1:00:08 PM Holder: Ariel Gutierrez Ariel.Gutierrez@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: 199.88.113.8 Sent: 9/10/2025 3:45:29 PM Resent: 9/17/2025 12:53:40 PM Viewed: 9/17/2025 3:05:51 PM Signed: 9/19/2025 10:19:01 AM 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: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 9/19/2025 10:19:03 AM Viewed: 9/19/2025 10:46:34 AM Signed: 9/19/2025 10:46:39 AM Electronic Record and Signature Disclosure: Accepted: 8/8/2025 5:50:59 PM ID: 92734b64-c5dc-4308-af7f-b0f4b9ffd306 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: 199.88.113.8 Sent: 9/19/2025 10:46:40 AM Resent: 9/19/2025 11:35:30 AM Viewed: 9/22/2025 12:25:37 PM Signed: 9/22/2025 12:25:43 PM 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 Ariel Gutierrez Ariel.Gutierrez@cityofsanrafael.org City of San Rafael Security Level: Email, Account Authentication (None) Sent: 9/22/2025 12:25:45 PM 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 9/10/2025 3:45:29 PM Envelope Updated Security Checked 9/17/2025 3:44:59 PM Certified Delivered Security Checked 9/22/2025 12:25:37 PM Signing Complete Security Checked 9/22/2025 12:25:43 PM Completed Security Checked 9/22/2025 12:25:45 PM 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.