HomeMy WebLinkAboutCED Agreements for On-Call Environmental Consulting Services____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: November 17, 2025
Disposition: Resolution 15475
Agenda Item No: 4.c
Meeting Date: November 17, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community and Economic Development
Prepared by: Ariel Gutierrez
Senior Management Analyst II
City Manager Approval: ______________
TOPIC: AGREEMENTS FOR ON-CALL ENVIRONMENTAL CONSULTING SERVICES
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE PROFESSIONAL
SERVICES AGREEMENTS FOR ON-CALL ENVIRONMENTAL CONSULTING
SERVICES WITH RINCON CONSULTANTS, INC. AND AECOM IN AN AMOUNT NOT
TO EXCEED $500,000 FOR EACH AGREEMENT AND SICULAR ENVIRONMENTAL
CONSULTING IN AN AMOUNT NOT TO EXCEED $200,000; AND AUTHORIZING THE
FINANCE DIRECTOR TO PROCESS SUPPLEMENTAL BUDGET APPROPRIATIONS
WITHIN THE DEVELOPMENT SERVICES FUND (207) ON A CONTINUAL BASIS, NOT
TO EXCEED AVAILABLE FUNDS
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to enter into
professional services agreements for on-call environmental consulting services with Rincon Consultants,
Inc and AECOM in an amount not to exceed $500,000 for each agreement, and Sicular Environmental
Services in an amount not to exceed $200,000, and authorizing the Finance Director to process
supplemental budget appropriations within the Development Services Fund (207) on a continual basis,
not to exceed available funds.
BACKGROUND:
The City of San Rafael’s Community and Economic Development (CED) Department has experienced a
surge in development applications over the past few years, following the passage of new state housing
laws. To process these applications, CED must analyze each project for its compliance with the law as
soon as possible. In 2024 and 2025, the CED Department executed one-off contracts with environmental
consultants to provide the analyses and reports required for incoming development applications. The
cost of professional services and the City’s processing time are reimbursed by applicants, as stipulated
in the applicants’ reimbursement agreements.
The CED Department anticipates approximately four development projects requiring environmental
review in the upcoming fiscal quarter and up to eight similar projects in the following calendar year that
will require environmental review at some level. The expediency of processing these applications is
critical to compliance with state law. Further, this specialized work requires expertise that department
staff do not possess, requiring the use of outside consultants. The authorization of a bench of on-call
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
environmental consultants will allow the department to process applications in a timely manner while staff
ensure day-to-day operations run smoothly.
CED’s financial system for processing development applications requires applicants to execute
reimbursement agreements, ensuring full cost recovery for all development work, including environmental
services. Under this approach, CED manages project financials in a separate account, ensuring that
general funds are not used to finance environmental consulting requirements of distinct projects.
ANALYSIS:
All three consultants possess demonstrated qualifications to move environmental requirements through
the City’s entitlement phase. Establishing a bench of environmental consultants will allow staff to manage
project applications efficiently, provide thorough project analysis, and further support the City’s housing
progress goals. Once projects are entitled, applicants can proceed with construction and completing
their projects, including new housing and commercial developments. Accordingly, the additional
consultant support will further the following goals from the City Council’s Three-Year Strategic Plan for
Fiscal Year 2025-2028 (https://www.cityofsanrafael.org/fy2025-2028-strategic-plan/):
•Goal A1: Strengthen the local economy by supporting existing businesses and attracting new
enterprises.
•Goal D.2: Advance the development of new housing across all affordability levels to meet the
state’s Regional Housing Needs Allocation (RHNA) requirements as outlined in the City’s Housing
Element, ensuring diverse, sustainable, and equitable housing opportunities for all residents.
Staff recommends that the City Council authorize the City Manager to enter into a new professional
services agreement for on-call environmental consulting services with Rincon Consultants, Inc., and
AECOM for on-call environmental consulting services in an amount not to exceed $500,000 for each
agreement, and Sicular Environmental Services in an amount not to exceed $200,000. This will cover
immediate and long-term environmental service needs and allow staff to request assistance from the firm
on a project-by-project basis. The CED Director will review and approve each project, scope of work, and
cost estimates. The CED Department will ensure that project applicants fund any costs incurred by the
City in processing their applications.
FISCAL IMPACT:
The staff recommendation presented in this staff report would authorize professional services contracts
totaling $1,200,000, all of which will be funded by project applicants through reimbursement agreements.
The entire budget adjustment will be allocated to the 207 Development Services Fund and encumbered
by each distinct project as needed. Through the City’s developer deposit process, applicants will fully
reimburse the cost of the consultants’ work and submit a contract administration fee ensuring full recovery
of City costs. Council action is requested as part of the staff recommendation to authorize the Finance
Director to process supplemental budget adjustments within the Development Services Fund (207) on a
continual basis, not to exceed available funds.
OPTIONS:
The City Council has the following options to consider on this matter:
1.Authorize the City Manager to enter into the professional service agreements.
2.Authorize the City Manager to enter into the agreements with modifications.
3.Direct staff to return with more information.
4.Take no action.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to enter into
professional services agreements for on-call environmental consulting services with Rincon Consultants,
Inc and AECOM in an amount not to exceed $500,000 for each agreement, and Sicular Environmental
Services in an amount not to exceed $200,000, and authorizing the Finance Director to process
supplemental budget appropriations within the Development Services Fund (207) on a continual basis,
not to exceed available funds.
ATTACHMENTS:
1. Resolution
2.Professional Services Agreement with Rincon Consultants, Inc
3.Professional Services Agreement with AECOM
4.Professional Services Agreement with Sicular Environmental Services
Page 1 of 2
RESOLUTION NO. 15474
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE PROFESSIONAL
SERVICES AGREEMENTS FOR ON CALL ENVIRONMENTAL CONSULTING SERVICES
WITH RINCON CONSULTANTS, INC. AND AECOM IN AN AMOUNT NOT TO EXCEED
$500,000 FOR EACH AGREEMENT AND SICULAR ENVIRONMENTAL CONSULTING IN AN
AMOUNT NOT TO EXCEED $200,000; AND AUTHORIZING THE FINANCE DIRECTOR TO
PROCESS SUPPLEMENTAL BUDGET APPROPRIATIONS WITHIN THE DEVELOPMENT
SERVICES FUND (207) ON A CONTINUAL BASIS, NOT TO EXCEED AVAILABLE FUNDS
WHEREAS, the City of San Rafael’s Community and Economic Development (CED) Department
is processing a significant level of development-related applications, which require analyzing projects for
compliance with planning and environmental laws; and
WHEREAS, the City of San Rafael has a need for on-call consultants to provide professional
services to the City, its Planning Commission, City Council and staff in the environmental review
process for the incoming development applications, in accordance with the California
Environmental Quality Act (CEQA); and
WHEREAS, San Rafael Municipal Code Section 2.55.100.D exempts professional services from
competitive bidding requirements; and
WHEREAS, the selected consultants are qualified and available to provide environmental
consulting services for developer-deposit projects that require environmental analysis; and
WHEREAS, project applicants are responsible for reimbursing the City for the costs incurred by
the City in processing their development applications; and
WHEREAS, the CED Department will fund the costs of professional services agreements with all
three consultants through reimbursement agreements with project applicants.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael finds
the foregoing recitals are true and correct, and authorizes the City Manager or their designee to execute
a professional services agreement with Rincon Consultants, Inc, for an amount not to exceed $500,000
for a three-year time period; and
FURTHER RESOLVED, that the City Council of the City of San Rafael authorizes the City
Manager or their designee to execute a professional services agreement with AECOM for an amount
not to exceed $500,000 for a three-year time period; and
FURTHER RESOLVED, that the City Council of the City of San Rafael authorizes the City
Manager or their designee to execute a professional services agreement with Sicular Environmental
Services, for an amount not to exceed $200,000 for a three-year time period; and
FURTHER RESOLVED, that the City Council authorizes Finance Director to appropriate funds
on a continual basis, as deposits are received from project applicants, with budget appropriations within
the Development Services Fund (207) to not exceed available funds.
Page 2 of 2
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 said City held
on Monday, the 17th day of November 2025, by the following vote, to wit:
AYES: Councilmembers: Bushey, Kertz, Llorens Gulati & Mayor Kate
NOES: Councilmembers: None
ABSENT: Councilmembers: Hill
LINDSAY LARA, City Clerk