HomeMy WebLinkAboutCC Resolution 14024 (Essential Facilities)RESOLUTION NO. 14024
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH PLACEWORKS FOR ENVIRONMENTAL
CONSULTING SERVICES FOR THE PUBLIC SAFETY CENTER (5T"
AVENUE BETWEEN C & D STREETS), PHASE 1 OF THE ESSENTIAL
FACILITIES STRATEGIC PLAN
(Term of Agreement: from October 20, 2015 to April 20, 2017
for an amount not -to -exceed $147,061.00)
WHEREAS, on November 5, 2013, the registered voters of the City of San Rafael
passed Measure E, which extended for 20 years a 0.5% sales tax and increased it by 0.25%. In
response, the City Council directed staff to set aside revenues to replace existing, aged
essential services; and
WHEREAS, on July 20, 2015, the City Council approved an Essential Facilities Strategic
Plan recommending replacement or renovation of seven essential City facilities. The City
Council authorized proceeding with Phase 1 of this Plan, which includes the development of a
new Public Safety Center for City -owned property located on 5th Avenue between C and D
Streets; and
WHEREAS, the new Public Safety Center is subject to environmental review under the
provisions of the California Environmental Quality Act (CEQA); and
WHEREAS, it is the desire of the City to hire an environmental consultant to prepare the
required CEQA documents to assess the environmental impacts of the Public Safety Center;
and
WHEREAS, Placeworks, a Bay Area -based environmental and planning consultant firm
is on the list of City -approved consultants established through a Request for Qualifications
(RFQ) process. Placeworks has extensive experience in CEQA and environmental document
preparation for public projects; and
WHEREAS, Placeworks has prepared a proposal for needed consultant services,
presented in two phases. The first phase covers the completion of an Initial Study in
accordance with the CEQA Guidelines, with an assumption that the document will result in a
recommendation to adopt a Mitigated Negative Declaration. In the event the Initial Study
finds that significant environmental impacts of the project cannot be mitigated to less -than -
significant levels, the services would proceed to a second phase. The second phase covers
the completion of an Environmental Impact Report (EIR) through document certification.
Compensation to Placeworks for the first phase services would be a not -to -exceed fee of
$105,811.00. Compensation for the second phase of services, if needed, would be an
additional $41,250.00, for a total not -to -exceed budget of $147,061.00. This budget includes
the completion of all necessary tasks in accordance with an approved schedule and timeline;
and
WHEREAS, sufficient funds have been appropriated from the portion of the Measure E
General Fund revenues allocated in the General Plan Implementation Program within the
City's General Fund to support this contract. This program is funded by fees collected for
entitlement and environmental review costs for Phase 1 of the Essential Facilities Strategic
Plan;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael
does hereby authorize the City Manager to execute, on behalf of the City of San Rafael, an
Agreement for Professional Services with Placeworks for the proposed environmental
consulting services for the Public Safety Center (5th Avenue Between C & D Streets), Phase
1 of the Essential Facilities Strategic Plan, in a form to be approved by the City Attorney.
BE IT FURTHER RESOLVED that the
hereby authorize the appropriation of $147,061
Measure E revenues to fund this Agreement.
City Council of the City of San Rafael does
.00 from fiscal year 2015-2016 General Fund
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of said City held on Monday, the 19th day of October, 2015, by the following vote, to
wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ESTHER C. BEIRNE, City Clerk
AGREEMENT FOR
PROFESSIONAL PLANNING SERVICES
This Agreement is made and entered into this (4-fN day of October, 2015, by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and PLACEWORKS, INC. (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, the CITY has determined that professional planning services are needed to
assist in completing environmental review for the City's proposal to develop a new Public Safety
Center, which is a part of Phase 1 of the Essential Facilities Strategic Plan. The Public Safety
Center is proposed to be developed on City -owned property located on 5`h Avenue between C and D
Streets; and
WHEREAS, due to the workload of existing staff within the Planning Division of the
Community Development Department and the highly technical nature of the environmental review
required for this project, the services of the CONTRACTOR have been sought to prepare the
necessary environmental documents in accordance with the requirements of the California
Environmental Quality Act (CEQA); and
WHEREAS, CONTRACTOR has submitted to the City a proposal dated October 1, 2015,
including a detailed Scope of Work and Costs, to conduct environmental review and prepare
documentation for the Public Safety Center, as required by CEQA. The proposal, a copy of which
is attached hereto as Exhibit A and incorporated herein by reference, presents a two -phased scope of
services, proposing a Phase 1 to include completion of an Initial Study and a Mitigated Negative
Declaration if the Initial Study concludes that all assessed impacts can be mitigated to no -impact or
less -than -significant levels; and a possible Phase 2, for preparation of an Environmental Impact
Report (EIR) in the event one is recommended by the Initial Study; and
WHEREAS, CITY desires to retain CONTRACTOR to perform professional services
required by the CEQA Guidelines; and
WHEREAS, CONTRACTOR is qualified to perform such services and is willing to
perform such professional services as hereinafter defined.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY. The City Manager shall be the representative of the CITY for all purposes
under this Agreement. The Planning Manager 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. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR
to have overall responsibility for the progress and execution of this Agreement for
CONTRACTOR. Steve Noack, AICP, is hereby designated as the PROJECT DIRECTOR for
CONTRACTOR. Should circumstances or conditions subsequent to the execution of this
Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall
notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR.
CONTRACTOR'S PROJECT DIRECTOR shall perform the duties and/or provide
professional services related to preparation of all studies and documents as described for "Phase 1"
in Exhibit A hereto. All work shall be completed in accordance with the provisions of the CEQA
Guidelines and the City of San Rafael Environmental Procedures manual. Upon the PROJECT
MANAGER's acceptance of Phase 1 work as satisfactory and a determination that preparation of an
Environmental Impact Report (EIR) is recommended and supported by the Initial Study, the City
Manager may, but shall not be required to, issue a "Notice to Proceed With Phase 2" to
CONTRACTOR, and CONTRACTOR shall thereafter perform the duties and/or provide
professional services related to preparation of all studies and documents as described for "Phase 2"
in Exhibit A hereto.
DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
described in Exhibit A.
As outlined in Exhibit A, CITY shall: a) commission the preparation and delivery to
CONTRACTOR of a geotechnical investigation of the Public Safety Center site prepared by a
licensed engineer; and b) complete and deliver to CONTRACTOR an analysis of project traffic
impacts, prepared by the City Traffic Engineer.
4. COMPENSATION.
For the full performance by CONTRACTOR of the services described as "Phase 1" work
in Exhibit A hereto, CITY shall pay CONTRACTOR at the rates specified in Exhibit A, in a not -
to -exceed amount of $105,811.00. In the event the City Manager issues a "Notice to Proceed With
Phase 2" to CONTRACTOR as described in Section 2 above, then for the full performance of the
services described as "Phase 2" work in Exhibit A, CITY shall pay CONTRACTOR at the rates
specified in Exhibit A, in a not -to -exceed amount of $41,250.00; for a total compensation amount
under this Agreement not -to -exceed $147.061.00 for Phases 1 and 2.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONTRACTOR.
TERM OF AGREEMENT.
The term of this Agreement shall commence on the date of execution of this Agreement, and
shall end on April 20, 2017. Upon mutual agreement of the parties, and subject to the approval of
the City Manager, the term of this Agreement may be extended for an additional period of one (1)
year(s).
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon
thirty (30) days written notice mailed 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 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 CONTRACTOR and any and all of CONTRACTOR's documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement shall be the sole property of CITY once
payment is received by the CONSULTANT. CITY may use said property for any purpose,
including projects not contemplated by this Agreement. If .the CITY desires to reuse any
documents or other deliverables, including electronic media, pertaining to the project prepared by
CONTRACTOR, CITY may do so, but if such documents or other deliverables are reused by the
CITY for any purposes other than those for which such documents or deliverables were originally
prepared, or if CITY causes such docuuments or deliverables to be altered without
CONTRACTOR's written consent, such reuse shall be at the CITY's risk.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate
with CITY or its agent in any such audit or inspection.
9. 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.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. 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. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. 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 two million dollars ($2,000,000) per occurrence/four million dollars ($4,000,000) aggregate, to
cover any claims arising out of the CONTRACTOR's performance of services under this
Agreement. Where CONTRACTOR is a professional not required to have a professional license,
CITY reserves the right to require CONTRACTOR to provide professional liability insurance
pursuant to this section.
4. If it employs any person, CONTRACTOR shall maintain worker's
compensation and employer's liability insurance, as required by the State Labor Code and other
applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY
against all liability for injuries to CONTRACTOR's officers and employees. CONTRACTOR'S
worker's compensation insurance shall be specifically endorsed to waive any right of subrogation
against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONTRACTOR in subparagraph A of this section above shall also meet the following
requirements:
1. Except for professional liability insurance, the insurance policies shall be
specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additionally named insureds under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be primary 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 CONTRACTOR'S policies shall be at least as broad as ISO form
CG20 0104 13.
Except for professional liability- insurance, the insurance policies shall
include, in their text or by endorsement, coverage for contractual liability and personal injury.
4. The insurance policies shall be specifically endorsed to provide that the
insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said
insurance policies except upon ten (10) days written notice to the PROJECT MANAGER.
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.
C. Deductibles and SIR's. ' Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, 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 parry. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER
or CITY'S City Attorney 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 certified copy of any insurance policy and
endorsements from CONTRACTOR. 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
PROJECT MANAGER and the City Attorney.
5
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONTRACTOR 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 CONTRACTOR'S performance of its
obligations or conduct of its operations under this Agreement. The CONTRACTOR's
obligations apply regardless of whether or not a liability is caused or contributed to by the active
or passive negligence of the City Indemnitees. However, to the extent that liability is caused by
the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOWs
indemnification obligation shall be reduced in proportion to the City Indemnitees' share of
liability for the active negligence or willful misconduct. In addition, the acceptance or approval
of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial
proceeding arising from CONTRACTOR'S performance of or operations under this
Agreement, CONTRACTOR 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 CONTRACTOR 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, CONTRACTOR shall, to the fullest extent permitted by law,
indemnify, release, defend and hold harmless the City Indemnitccs from and against any
CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of CONTRACTOR in the performance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement,
except such CLAIM which is caused by the sole negligence or willful misconduct of CITY.
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.
12. NONDISCRIMINATION.
CONTRACTOR 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.
13. COMPLIANCE WITH ALL LAWS.
CONTRACTOR 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. CONTRACTOR shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify
and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR 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.
15. 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 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: Paul Jensen,
Community Development Director
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR's Project Director: Steve Noack, Principal
Placeworks, Inc.
1625 Shattuck Avenue, Suite 300
Berkeley, CA 94709
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees
of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees, be that of an Independent Contractor and not
that of an employee of CITY.
17. 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 CONTRACTOR 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 terns and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR 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.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under
any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments,
unpaid checks or other amounts.
19. 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.
20. 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.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONTRACTOR 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 CONTRACTOR has provided CITY with a
completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and
Certification).
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
JIM H TZ, City ag r
ATTEST:
s r� • 14
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
J�-ISG
ROBERT F. EPSTEIN, Pity Atfbihey
ATTACHMENT: EXHIBIT A
PLACEWORKS, INC.
By'(
[Signature]
[Printed. Dame]
Its: -eAL"
[Title]
EXHIBIT A
October 1, 2015
Paul Jensen
Community Development Director
San Rafael Community Development Department
14005 th Avenue
San Rafael, CA 94915-1560
Subject: Public Safety Center CEQA Review
Dear Paul:
Attached is the scope of work and cost estimate for PlaceWorks, in coordination with Tom Origer &
Associates, to complete an environmental review for the San Rafael Public Safety Center Project.
As outlined in the request for the proposal, the City of San Rafael proposes to redevelop a City -owned
property with a new Public Safety Center. The new Public Safety Center would house a new fire station,
administrative offices for the Fire and Police Department, and parking. The Public Safety Center would be a
three-story, 44,000- to 44,666 -square -foot building with parking on the ground level. Although the Project
would relocate existing on-site public parking to the City Hall parking lot across the street from the Project
site, the Project would not include any other new or relocated uses at off-site locations.
PlaceWorks' scope of work outlines a two-phase approach that would include the preparation of an initial
study and an environmental impact report (EIR) to meet the requirements of CEQA. Under this approach,
the initial study and EIR would be completed for a fixed fee of $147,061 (including expenses). If the
environmental evaluation determines that an EIR would not be required, PlaceWorks would exclude the EIR
task (Task C) for our scope of work, and instead prepare only an initial study and mitigated negative
declaration (IS/MND). PlaceWorks would complete the IS/MND for a fixed fee of $105,811 (including
expenses).
Sincerely,
PLACEWORKS
.�� 51l i%
Steve Noack
Principal
sha."itwuckAvenue, Suite iM 1 Berkeley, California ()4..709 1 510,S,a'18,381S I NaceW'os°C«,s,com
eto be conclucte by PlaceWrks for t
j
ssociat's.
Rafael Public Safety Center Project (the "Project") to be conducted by PlaceWorks for t
City of San Rafael in cooperation with Tom Origer & Associates.
Safety Center to house a new fire station, administrative offices for the Fire and Poll
Department, and parking. The Public Safety Center would be a three-story, 44,000■
-
44�..666-sg,uare-foot build n with -7,arking on the ground level
existing on-site public parking to the City Hall parking lot across the street from t
' W iwl
off site locations. i
� he following scope of work provides a description of the work to be completed
i1laceWorks assuming that a robust Initial Study will be prepared and a Mitigat
Negative Declaration (IVIND) could be used to project approval. However, in the eve
that a significant unavoidable impact is identified that would require the preparation
an Environmental Impact Report (EIR), the scope of work for an EIR is included bell
under Task C. I
ro
to discuss exoectations and concerns and to review key issue
products, and the delivery schedule. After the kick-off meeting, PlaceWorks will reviii
and photograph the Project site, paying particular attention to features and issu
identified at the kick off meeting.
detailed project description will be essential in order to prepare a comprehensive Initial
Study, as described below. A c-ompnehensi.ye project description is also be essential to
address potential community concerns. PlaceWorks will prepare a draft project
PLACEWORKS 'I
OCTOBER 1, 2015
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
description and will update and submit a final draft based on one round of comments
from City staff.
3. Project Management
PlaceWorks will coordinate with City staff throughout the Project and will manage the
scope, cost, and schedule to ensure that the CEQA review is completed efficiently and in
accordance with the agreement. PlaceWorks will keep in contact with the City
throughout the length of the contract to ensure the City can expect project deliverables
in a timely manner.
Task A. Deliverables
• Draft Project Description, 1 digital copy in Word format
• Final Project Description, 1 digital copy in Word format
Task B. Initial Study and Mitigated Negative Declaration
1. Administrative Draft Initial Study
PlaceWorks will prepare an Initial Study that documents existing conditions, project
impacts (if any), mitigation measures (if required), and the resulting level of significance
for each of the topical areas required under CEQA. The Initial Study will scope out those
issue areas that are not thought to be impacted by the proposed Project or where it can
be demonstrated that regulatory standards and standard conditions of approval will
address the checklist significance criteria, resulting in a less -than -significant impact.
PlaceWorks will prepare the following technical analyses as part of the Initial Study.
a. Air Quality, Community Risk and Hazards, and Greenhouse Gas
Emissions
PlaceWorks will prepare an air quality, community risk and hazards, and greenhouse gas
(GHG) emissions analysis for construction and operational activities associated with the
San Rafael Public Safety Center"(proposed Project). The air quality analysis will be based
on the current methodology of the Bay Area Air Quality Management District (BAAQMD)
for projects in the San Francisco Bay Area Air Basin (SFBAAB) and will provide an estimate
of short-term and long-term air pollutant emissions using BAAQMD's most recently
approved computer model, California Emissions Estimator Model (CalEEMOd).
Air Quality and Greenhouse Gas Emissions
a) Criteria Air Pollutants and GHG Emissions: Construction Phase
PlaceWorks will complete a technical analysis which will include estimated increases in
short-term emissions generated from construction of the proposed Project. For purposes
of this scope and cost estimate, construction activities associated with the proposed
Project are assumed to occur solely on the Public Safety Center Project site and would
not include construction activities off-site (e.g., at City Hall). Overall, the construction
emissions inventory will be based on the construction schedule, duration of individual
construction subphases, a preliminary list of construction equipment for each
PLACEWORKS 2
OCTOBER 1, 2015
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
construction subphase, an estimate of demolition debris, and an estimate of soil
Import/export, as provided by the City or contractor. PlaceWorks will compare Project -
construction emissionsof pollutants • the applicable BAAQMD
regional significance thresholds for construction, and will recommend mitigation
measures will • to reduce short-term♦impacts, as necessary.
• Criteria Air Pollutants and • Operational Phase
indirectlyThe existing Fire Station 51 and the Police Department at City Hall currently genera
emissions associated with transportation sources, area sources (e.g., landscaping fu(
architectural coatings, consumer products), and energy sources (e.g., natural gz
electricity), and ! and wastewater generation,solid
generation.proposed Project 4 4 relocate the operations of Polii
r`fartment (except the Youthr 1the newPublic
Public Safetv Center would inCl UdPirgapratinnq Of Vie ey.istivg, Fir Stating S1 nti%itp wi
Public r ^f to accommodate the .
policepersonnel,♦ 'rtaspartof Pla
stationTherefore the ar.
with the increase in fire ♦. personnel
and area source -related emissions generated by the new facility. For purposes of tl-
scope and cost estimate, the air quality and GHG analysis will focus on sources on ti -
Ambient Air Quality Standards A r and/or ii AAQS. The BAAQMD has
term National and California AAQS. PlaceWorks will discuss consistency with BAAQMD's
air quality management plan to attain the Nationaland California AAQS.
The proposed Project would not generate enough traffic to warrant a detailed carbon
monoxide hotspot analysis or generate substantial odors; therefore, a detailed analysis
PlaceWorks will qualftatively describe these impacts.
The CEQA Guidelines `f of whether a project
plans adopted for the purpose of reducing GHG emissions. PlaceWorks will conduct 2
consistency analysis between applicable GHG reduction measures and the propose�
Project. Applicable plans include the City of San Rafael's Climate Action Plan, the
California Air Resources Board's Scop�ng Plan for statewide GHG reduction goals of
AssemNy Bill 32 (AB 32), and the Assoc�ation of Bay Area Govern ment's/Metropolitan
Transportation Commission's Regional Transportation Plan/Sustainable Communitie2
PIACEWORKS 3
OCTOBER 1, 2015
CITY OF SAN Rxpxe.
PuoL/c SAFETY CEwrcn PROJECT CeQA Rsv/sw
EXHIBIT A: scops OF WORK AND cos,s
ii. Community Risk and Hazards
a} off-site Construction Health Risk
Community risk and hazards impacts are highly sensitive to proximity of the nearest off-
sitesensitive receptor. The nearest off-site sensitive receptors tothe proposed Project
are the multi -family residences at the comer of Mission Avenue and B Street,
approximately 82 meters (270 feet) from the Project site. According to the BAAQMD
screening tables, the residences are closer than the minimum offset distance of IOO
meters (657 feet) that would screen out potential health risks. Therefore, PlaceWorks will
prepare an off-site community health risk assessment for construction activities.
P|aceVVorkswi|| incorporate the emissions inventory for construction emissions in order
toevaluate the concentration of toxic air contaminants (T4[) and PK82.5generated at the
nearest off-site sensitive receptor. P|aceyVorksw||| perform dispersion modeling using
BAAQMD-accepted computer-based model (e.g. ISCST3/AERMOD) to determine flagpole -
level concentrations of hazardous air pollutants generated by construction emissions.
PlaceWorks will use cancer and toxicity data published by Cal -EPA to estimate long-term
and short-term (acute) health risks for offsite sensitive receptors. PlaceWorks will include
measures to reduce health risk from short-term construction activities as needed.
b\ On -Site Operational Health Risk
Exposure to elevated concentrations of PM2.5 and TACs at sensitive land uses was
identified by the California Air Resources Board, the California Air Pollution Control
Officer's Association, and BAAQMD as a potential air quality hazard. The existing Fire
Station 51 operates onsite; and therefore, there would be no increase in hazardous
emissions from continued onsite operations. However, operation of the joint Public
Safety Center would require periodic use of an emergency generator. Because the
emergency generator wou:d be infrequently used, primarily for testing' and would
require permit from BAAQMD, P|aceVVnrkswi|| address on-site community risk and
hazards from operation nfthe emergency generator qualitatively.
c) Draft and Final Technical Study
PlaceWorks will incorporate the results of the technical analyses described above into an
Air Quality, Community Risk and Hazards, and 5HG Emissions Technical Report.
MaceVVorks will describe existing air quality conditions based on the most current five
years of air quality data in the SFBAAB from a monitoring station operated by BAAQMD.
We will also include a discussion of the air quality regulations, including AAQS applicable
to the proposed Project. In addition, PlaceWorks will discuss the potential global climate
change impacts' the effects of GHG emissions, and the history of GMG emissions
regulation in California. We will provide model outputs as an appendix.
b. Cultural Resources
Tom Ohger Q Associates (TOA) will complete the fu||mmim& tasks in accordance with
i Paleontology
TOA will conduct a search of records at the California Museum of Paleontology and will
provide ananalysis ofpotential impacts.
�
pmcmvomm
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
ii. Archaeology
in Conduct archival research, including a record search of the files at the Northwest
Information Center, Sonoma State University and the library and files of TOA.
• Contact the Native American Heritage Commission to conduct a sacred lands file
check.
• Contact local Native American persons and/or organizations in writing. City will
undertake formal Assembly Bill 52 (AB 52) consultation.
• Perform a field survey of the study area.
• Prepare a written report that will include the results of the Native American contact,
archival research, and field survey.
iii. Architecture
• Review existing documentation for buildings within the study area, if applicable.
• Photo document buildings within the study area.
• Complete architectural/historical evaluations for buildings within the Project site
area, pursuant to Section 15064.5 of the CEQA Guidelines.
• Prepare a written report that will include the results of building evaluations, and
Department of Parks & Recreation (DPR) 523 forms for each resource evaluated.
PlaceWorks will incorporate TOKs reports into the Initial Study.
C. Geology and Soils
PlaceWorks will provide.., f conditions
Pro-:ect site, PlaceWorks will also f.' i #: f f:, f • f. f f f `f,,.
Project f result in significant direct and indirect environmentalimpacts
geology, soils,4 • f ground shaking, ground
liquefaction, or landslides.Depending on off of f.
appropriate mitigatif need to f edev oped
IRT-71-mau7n aril tata slirces 11,61 *e Isel to in r FF-- S evarT =1n. Sources
may include geologic maps, investigations, and studies published by the California
Geological Geological or educational institutions
as the California State University -East Bay Department of Earth and Environmental
Sciences f the University of f B e` Department of
f Planetary
available geotechnical studiesnearby f.rts of the community of
f seismic and geologic hazard maps and studies prepared •California
Governor's of f the NorthernCaliforniaf Data
A PlaceWorks senior geologist with more than 30 years relevant experience and State
the review of relevant. client-suDDlied information. In farticular. we u-cderstwcd Vie Citv
report will be carefully reviewed so that relevant findingsbe incorporated
evaluationInitial Study. The need, if any, for additional information will also be addressed as the
! 's forward.
PIACEWORKS S
OCTOBER 1.2®15
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
d. Hazards and Hazardous Materials
PlaceWorks will evaluate hazards and hazardous materials related to the Project site. The
Hazards and Hazardous Materials analysis will specifically provide an overview of existing
conditions at the Project site and an evaluation of the potential for the proposed Project
to result in significant direct and indirect environmental impacts related to hazardous
materials, hazardous waste disposal, airport safety, emergency preparedness, and
wildland fire. Depending on the likelihood and significance of these impacts, appropriate
mitigation measures, may need to be developed. A variety of information and data
sources will be used to perform this evaluation, including a Phase I Environmental Site
Assessment to be conducted concurrently with the Initial Study.
Phase I Environmental Site Assessment
PlaceWorks will prepare a Phase I Environmental Site Assessment (ESA) of the roughly
0.84 acre site. The scope of the Phase I ESA will be in accordance with the USEPA
Standards and Practices for All Appropriate Inquiries (40CFR 312), published November
2005, and the most recent version of the American Society for Testing and Materials
(ASTM) Standard Practice for Environmental Site Assessments: Phase I Environmental Site
Assessment Process (ASTM Designation E-1527-13). More specifically, PlaceWorks will
review agency lists used to identify "hazardous waste" properties, contact regulatory
agencies, research sources of historical information (e.g., fire insurance maps, city
directories, etc.), procure and evaluate historical aerial photographs, and conduct an
inspection of the site. PlaceWorks will obtain reports from Environmental Data Resources
(EDR) for the site that will include governmentally -listed facilities in the vicinity of the
site, Sanborn fire insurance maps (if available), historical aerial photographs, historical
topographic maps, and City Directory searches. The results of the Phase I ESA will be
documented in a stand-alone report that will feature a site location map, site and
surrounding land use map, site inspection photographs, regulatory records
documentation, and appropriate conclusions and recommendations for additional
investigation of any identified "recognized environmental conditions." Lead based paint
(LBP) and asbestos -containing material (ACM) surveys are not part of this scope of
services; however, recommendations regarding these potential environmental issues will
be included in the report. The report will be signed and stamped by a state licensed
Professional Engineer and/or Professional Geologist.
e. Hydrology and Water Quality
The hydrology and water quality section of the Initial Study will identify and evaluate
issues relating to surface and groundwater hydrology, site drainage, storm water
pollution prevention during construction and operation, and best management pracCces
(BMPs). The section will be prepared in accordance with the City of San Rafael's Urban
Runoff Pollution Prevention regulations, as specified in Municipal Code Chapter 9.30, and
the provisions of the Marin County stormwater Pollution Prevention Program
(MCSTOPPP). Since the Project would create or replace more than 5,000 square feet of
impervious surface, it would be classified as a "C3 Regulated Project" and would require
stormwater treatment measures and low impact development (LID) features as specified
in the E.12 Post Construction Requirements effective June 30, 2015. Other federal, State,
local and regional programs and regulations that are applicable to the Project will also be
included. The section will conclude with a discussion of the potential water impacts
attributable to the proposed Project, based on applicable significance criteria. It is
assumed that the City will provide a conceptual grading plan and/or drainage plan that
FLACEWORKS 6
OCTOBER 1, 2015
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
shows the location of stormwater treatment features and LID measures. Any hydrology
studies will be documented and incorporated into this section of the EIR as needed, The
section will be prepared under the direction of a Registered Engineer in the State of
PlaceWorks prepare nf and vibration technical analyses to evaluate potential
localacoustical impa
and criteria for noise exposure! and asse s potential
ordinances,policies, 1..,. standards,including
General Plan NoiseK Municif_al Code, The ■r ♦ e
! 4 Downtown ! will replace
station
PlaceWorks our f`:' and knowledge of fenvironments
characterize the existin conditions for the studv area, Traffic noise is expected to be the
iominant ambienti, 4Therefore,PlaceWorks
availablenoise impacts to uses along nearby roadway segments by using input parameters from
the traffic forecasts provided by City staff. PlaceWorks will use a version of the U.S.
Federal Highway Administration (FHWA) Traffic Noise Model for this traffic noise impact
?ssessment. With this f • ons information no site visits forambient
PlaceWorks will model noise along the roadway segments included in the Project's traffic
study described below. PlaceWorks will assess traffic noise increases resulting from the
proposed Project using cruteria included in the City's General Plan Noise Element.
PlaceWorks will address rail and aircraft sources on a qualitative basis.
ii, Stationary Noise
PlaceWorks will discuss noise impacts from non transportation sources at the site, such
as heating, ventilation, and air conditioning (HVAC) units, maintenance activities, and
periodic truck movements, qualitatively as they are expected to be of secondary
importance to potential traffic noise impacts.
W. Noise and Land Use Compatibility
Since the proposed public safety use is replacing an existing fire station, PlaceWorks will
address land use compatibility for noise qualitatively.
s • r -• • •fr ♦:
Project construction activities using industry -standard analysis techn[ques and using
We assume that there will be no pile driving and no subterranean facilities. If these
special construction aspects will be part of the Project, additional funding may be
required for the associated noise and vibration impact analyses. For all construction
related noise and vibration impacts within the study area.
PLACEWORKS T
000BER 1, 2015
CITY OF SAN RAFAE.,
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE Of WORK AND COSTS
g. Transportation and Traffic
PlaceWorks will prepare a traffic impact analysis for the San Rafael Public Safety Building
section. Based on the information provided in the RFP for the Project and initW
consultation with City staff, it is anticipated that the City Public Works staff will provide
Project trip generation estimates and intersection and roadway traffic volumes and level
of service calculations for the study area for existing and future conditions. It is also
anticipated that the City will provide a description of the existing and future circulation
network in the study area including roadway lane configurations and intersection lane
geometries, and signal control type. The information provided by City will be
incorporated into the traffic analysis, which will assess the Project's potential traffic
impacts on the circulation network. PlaceWorks will coordinate with City staff for a list of
data needs and to ensure that the data is in a format suitable for inclusion in the traffic
impact analysis. PlaceWorks will also coordinate with the City to assess feasible
mitigation to reduce potential impacts to less -than -significant levels.
PlaceWorks will incorporate the data and calculations provided by City staff and prepare
a traffic impact analysis to address CEQA requirements related to transportation and
traffic and to satisfy City of San Rafael requirements. The transportation analysis will
include tables, figures and text to describe the existing and future traffic conditions,
transit, pedestrian and bicycle travel, the applicable regulations, the significance criteria,
the assumptions and methodology to evaluate impacts, and will present the results in the
transportation and traffic section.
h. Utilities and Service Systems
PlaceWorks will describe the existing utilities and service systems in the study area and
evaluate the potential environmental consequences of implementing the proposed
Project. Water supply, wastewater, solid waste, and energy consumption will each be
addressed in a separate section of the Initial Study. As discussed above, stormwater, as it
relates to both water quality and capacity, will be addressed under Hydrology and Water
Quality. In each section, a summary of the relevant regulatory settings and existing
conditions will be followed by a discussion of impacts and -cumulative impacts from the
implementation of the proposed Project. With respect to water supply, PlaceWorks will
review the current applicable Urban Water Management Plan (UWMP) of the Marin
Municipal Water District, the water agency that will serve the Project. PlaceWorks is
aware that the 2010 UWMP projects supply meeting demand within the MMWD for
multiple dry years, due in part to the long tradition of robust water conservation efforts
in the area. PlaceWorks anticipates determining water use (as well as wastewater flow
and solid waste generation) for the Project based on available data for similar
"government buildings." PlaceWorks also anticipates coordinating with the City to
ascertain if utilities data (e.g., water bills, etc.) are available for existing buildings/facilities
within the City that would be representative of the proposed Project. PlaceWorks will
also estimate energy use for the Project based on similar building categories, adjusted for
energy efficiency standards and the San Rafael Green Building Code.
Other Environmental Topics
PlaceWorks will also address the following topics in the Initial Study:
■ Aesthetics
■ Agriculture and Forestry Resources
PLACEWORKS
OCTOBER 1, 2015
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT C EQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
Biological Resources —
Land Use and Plannin&—
Mineral Resources
Population and Housing
Public Services
E Recreation
It is probable that after evaluation, the Initial Study will conclude that many of the
-nvironmental resource topic areas or specific standards of significance can be scoped
tut and not discussed further in the EIR. To that end, the Initial Study will include
substantial evidence for all conclusions incoryorating-iegulatogi stand arcls-�Waexl-to
the Project, and applicable mitigation measures that focus on future compliance with
regulatory standards. The final decision to scope out these issues will be made in
consultation with City staff.
The Administrative Draft Initial Study will be prepared and submitted to the City f
comment in Word and PDF formats. I
Following receipt of one internally reconciled set of comments from City staff on the
Administrative Draft Initial Study, PlaceWorks will prepare a Sreencheck Draft Initial
Study.
a Public Review Initial Study ready for printing and distribution. It is estimated that the
31F - AFF yr f ce-4 e', ana 7M FEW ace Tor
printing is shown in Table 1.
ITTOTM M.,
PlaceWorks will prepare a Notice of Intent to Adopt (NOI) and will submit the Initial
be responsible for publishing the notice in a local publicaVon, and for providing the
notice to local property owners and the Marin County Clerk,
6. Administrative Draft Response to Comments Memorandum
Once the IS/MND is published with the State Clearinghouse, CIEQA requires a 30,day
public review period during which the document wiIII be available for review and
comment. PlaceWorks and TOA will respond to substantive comments received on the
PLACEWORKS 9
OCTOBER I, 2015
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
IS/MND in a memorandum form. PlaceWorks will provide the City with one (1) electronic
copy of the draft memorandum.
7. Final Response to Comments Memorandum
PlaceWorks will address any comments received from the City on the memorandum and
will prepare the Final Response to Comments Memorandum. PlaceWorks will provide the
City with one (1) electronic copy of the final memorandum.
8. Adoption Hearing
Steve Noack and Kyle Simpson will attend on Planning Commission hearing for the
adoption of the IS/MND.
Task B. Deliverables
• Administrative Draft Initial Study,1 digital copy in Word format
• Screencheck Draft Initial Study, 1 digital copy in PDF format
• Public Review Draft Initial Study, 1 digital copy in PDF format
o Draft Notice of Intent to Adopt, 1 digital copy in Word format
® Administrative Draft Response to Comments Memorandum, 1 digital copy in
Word format
• Final Response to Comments Memorandum, 1 digital copy in Word format
Task C. Environmental Impact Report
In the event that a significant unavoidable impact is identified in the Initial Study, and a
MND cannot be completed for the Public Safety Center Project, PlaceWorks will
incorporate the work completed for the Initial Study into an Environmental Impact
Report (EIR) for the Project. It is expected that many impacts would be considered less
than significant and would not require Project -specific impact discussions or mitigation
measures. However, for every impact that requires Project -specific mitigation measures,
a thorough evaluation will be included in the EIR.
1. Notice of Preparation and Scoping Meeting
Following preparation of the Initial Study, PlaceWorks will draft a Notice of Preparation
(NOP) for City staff to review. City staff will be responsible for local noticing and
distribution of the NOP and Initial Study. During the 30 -day scoping period for public
comments, PlaceWorks will attend a publicly noticed scoping meeting to facilitate public
comment on the scope of the EIR.
2. Administrative Draft EIR
Using the results of Task B, PlaceWorks will prepare an Administrative Draft EIR (ADEIR)
for the proposed Project. This will include issues not scoped out in the Initial Study and
will draw on the preliminary evaluation presented in the Initial Study and comments on
the NOP. It will also contain Project objectives that will inform the alternatives analysis.
The ADEIR will include graphics and tables prepared during the previous tasks, as well as
supplemental graphics and tables as required.
PLACEWORKS 10
OCTOBER 1, 2015
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
1111007TTITARI MM•` f f.
tableof impacts,f f. levels of before and after
mitigation.
Projectobjectives be f f,,.
• •• i': i ii i�
Projecteach CEQA-required topic.
f: the proposed Project1avoid or minimize any
environmentalf.cts. This section will includea tabular
f«
PlaceWorksprepare conclusionsf:meet CEQAffor the
following ► . f fimpacts, growth f . unavoidable
significant effects, significant irreversible changes, impacts found not to be significant.
. Report Preparers
This will identify the consultants and staff who prepared and provided input on the
preparation of the EIR.
Following receipt of one internally -reconciled set of comments from City staff on the
Administrative Draft EIR, PlaceWorks
and approval priorto publication.
• � f
■ will prepare Public a for printing
distribution. ♦ . on .. Draft w will♦ . limited to grammatical,
PLACEWORKS 11
OCTOBER 1, 2015
CVTY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
format, and typographical comments. If substantial comments warranting additional
research or technical analysis are required due to changes in the Project or requests for
extensive re -formatting of the EIR are made during the Screencheck phase, a revised cost
estimate may be required at that time.
5. Notice of Availability/Completion and Public Hearing
PlaceWorks will provide a draft Notice of Availability/Completion (NCA/NOC) to be
distributed at the start of the public review period. The City of San Rafael will be
responsible to distribution of the NCA/NCC.
6. Administrative Draft Response to Comments
Following close of the public comment period for the EIR, PlaceWorks will prepare an
Administrative Draft Response to Comments matrix. The matrix will include all comments
received by the City during public review and responses to those comments. PlaceWorks
will submit the matrix in Word format.
7. Administrative Draft Final EIR
Following receipt of City comments on the Response to Comments, PlaceWorks wid
prepare an Administrative draft version of the Final EIR. This Will include both the
Response to Comments document and additional analysis or revisions to the Draft EIR.
PlaceWorks will prepare the Final EIR after receiving the City's comments on the
Administrative draft version and will submit 25 hard copies, and electronic copies in
Word and PDF formats of an Administrative draft to the City.
8. Screencheck Draft Final EIR
Following receipt of one internally -reconciled set of comments from City staff on the
Administrative Draft Final EIR, PlaceWorks will prepare a Sreencheck Draft Final EIR for
final review and approval prior to publication.
9. Public Review Final EIR
PlaceWorks will address one internally -reconciled set of comments from the City on the
Screencheck Draft Final EIR, and will prepare a Public Review EIR ready for printing and
distribution. Comments on the Screencheck Draft Final EIR will be limited to grammatical,
format, and typographical comments. If substantial comments warranting additional
research or technical analysis are required due to changes in the Project or requests for
extensive re -formatting of the EIR are made during the Screencheck phase, a revised cost
estimate may be required at that time.
10. Certification Hearings
Steve Noack and Kyle Simpson will attend one Planning Commission hearing and one City
Council hearong for certificat on of the EIR.
PLACEWORKS 1
OCTOBER 1, 2015
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
• Administrative Notice of Preparation and Initial Study, 1 digital copy in Word and
1 digital copy in '1 •::
• Public Review Draft Notice of Preparation and Initial Study, 1 digital copy in PDF
format
• Administrative Draft Environmental Impact Report, 1 digital copy in Word and 1
digital copy in PDFformat
• Screencheck Draft Environmental Impact Report, 1 digital copy in PDFformat
• Public Review Draft Environmental Impact Report, 50 printed copies
• Draft Notice of Availability/Completion, 1 digital copy in Wordformat
• Administrative Draft Response to Comments, 1 digital copy in Wordformat
• Administrative Draft Final EIR, 1 digital copy in Wardformat
• Screencheck Draft Final El R, 1 digital copy in PDFformat
• Public Review Draft Final EIR, 1 digital copy in PDFformat
If mitigation measures are necessary, PlaceWorks will prepare a Mitigation Monitoring
and Reporting Program (MMRP) prior to adoption of the IS/MND or certification of the
EIR. PlaceWorks; will provide the City with one (1) electronic copy of the MMRP. The
MMRP, shown in tabular form, will identify responsibility for implementing and
monitoring each mitigation measure included in the MND, and will include monitoring
triggers and reporting frequency. The MMRP will be submitted as a draft document to
the City and revised prior to certification of the EIR.
• Administrative Draft Mitigation Monitoring and Reporting Program, 1 digital copy
in Word format
• Final Mitigation Monitoring and Reporting Program, 1 digital copy in Word
format
PlaceWorks will prepare and submit the Notice of Determination (NOD) to the City and
will advise the City on submitting the NOD to the Marin County Clerk and State
Clearinghouse within five (5) days after approval or certification of the environmental
document by the City. The City will be responsible for paying any filing fees with the
County
ffln �'�M
PLACIEWORKS 13
OCTOBER 1, 2015
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
SCHEDULE, PRODUCTS, AND MEETINGS
Schedule
PlaceWorks' proposed schedule for completion of the Project would be consistent with
the City's schedule shown in Figure 1. As shown in the schedule, we anticipate that the
Project can be completed by August 2016.
Products
The.following products will be submitted to the City of San Rafael Planning Department in
fulfillment of our proposed scope of work, regard'ess of an IS/MND or EIR are completed
for the Project:
■ Draft Project Description, 1 digital copy in Word format
■ Final Project Description, 1 digital copy in Word format
■ Administrative Draft Mitigation Monitoring and Reporting Program, 1 digital copy in
Word format
■ Final Mitigation Monitoring and Reporting Program, 1 digital copy in Word format
■ Notice of Determination, 1 digital copy in PDFformat
Should an IS/MND be sufficient for the Public Safety Center Project, the following
products will be submitted in addition to the products listed above:
■ Administrative Draft Wtial Study, 1 digital copy in Word format
o Screencheck Draft initial Study, 1 digital copy in PDFformat
■ Public Review Draft Initial Study, 1 digital copy in PDFformat
■ Draft Notice of Intent to Adopt, 1 digital copy in Word format
■ Administrative Draft Response to Comments Memorandum, 1 digital copy in Word
format
■ Final Response to Comments Memorandum, 1 digital copy in Word format
If it is determined that and EIR is required, the following products will be submitted to
the City, instead of the products listed for the IS/MND.
■ Administrative Notice of Preparation and Initial Study, 1 digital copy in Word format
■ Public Review Draft Notice of Preparation and Initial Study, 1 digital copy in Word
format
■ Administrative Draft Environmental Impact Report, 1 digital copy in Word and
1 digital copy in PDF format
■ Screencheck Draft Environmental Impact Report, 1 digital copy in PDFformat
■ Public Review Draft Environmental Impact Report, 50 printed copies
■ Notice of Availability/Completion, 1 digital copy in Word format
■ Administrative Draft Response to Comments, 1 digital copy in Word format
■ Administrative Draft Final EIR, 1 digital copy in Word format
■ Screencheck Draft Final EIR, 1 digital copy in PDFformat
■ Public Review Draft Final EIR, 1 digital copy in PDFformat
PLACEWORKS 1
OCTOBER 1. 2015
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER PROJECT CEQA REVIEW
EXHIBIT A: SCOPE OF WORK AND COSTS
• Kick-off
• ♦ Public Hearings for
PiaceWorks will attend the following meetings in order to complete an EIR:
• ." Meeting
Scoping•
• Public Hearing on the Draft
11111 .Public
basis.The PlaceWorks team is also available to attend additional meetings on a time and
materials
f 1 ♦ ♦ � 1. - f 1 . - . f'.
As described above, preparation of an EIR may not be required. If an EIR is not required,
the costs associated with Task C, would not be incurred.
' f. 1 f:: • f.mum 1
wouldN Billing rates for,this project are guaranteed through December 2016. Billing rates
be subject to an increaseof up♦ s. percenton January 1, 2017,and in each
additionalsubsequent year thereafter. A budget increase would be necessary to cover costs
incurred after January 1, 2017.
N PlaceWorks will send an invoice for work completed each month. The invoice will
show hours worked by labor category, billing rate, and total by labor category plus
subconsultants and reimbursable expenses. Special invoicing requirements may
necessitate an
Our cost estimate includes the meetings listed above. Additional meetings would be
billed on ! basis. Kyle Simpson♦ all project
and hearings.
PIACEWORKS is
OCTOBER 1, 2015
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TRANSMITTAL
DATE
October 22, 2015
To
Paul Jensen
City of San Rafael
1400 5th Avenue, 3rd F°oor
San Rafael, CA 94901
PHONE NUMBER
(415) 485-5064
FROM
Kyle Simpson
PROJECT
Public Safety Center CEQA Review
PLACEWORKS PROJECT
NUMBER 2015-0904N
VIA
USPS
❑ AS REQUESTED 0 PLEASE RETLRN
THE FOLLOWING IS Two (2) copies of the contract for the San Rafael Public Safety Center
TRANSMITTED CEQA Review
MESSAGE Please return one signed copy to PlaceWorks' Berkeley office.
PROFESSIONAL SERVICES AGREEMENT/CONTRACT
COMPLETION CIIECKLIST AND ROUTING SLIP
Below is the process for getting your .professional services agreements/contracts finalized and
executed. Please attach this "Completion Checklist and Routing Slip" to the front of your
contract as you circulate it for review and signatures. Please use this form for all professional
services aureements/contracts (not just those requiring City Council approval).
This process should occur in the order presented below.
Step
Responsible
Description
Completion
1
Department
City Attorney
Review, draft
fl Date
revise, and comment on
/
agreement.
p pb�l J
2
Risk Manger
Review, re ' an
se d comment on insurance
re 'moments "'
3
Contracting Department
Forward final agreement to contractor for
their signature. Obtain at least two signed
_
��21%l6
originals from contractor.
4
Contracting Department
Agendize contractor -signed agreement for
Council approval, if Council approval
necessary (as defined by City Attorney/City
(f
Ordinance*).
5
City Attorney
Review and approve form of agreement;
bonds, and insurance certificates and
endorsements.
6
City Manager / Mayor / or
Agreement executed by Council authorized
Department Head
official.
7
City Clerk
City Clerk attests signatures, retains original
agreement, confirms insurance complete,
and forwards copies to the contracting
(t
department.
To be completed by Contracting Department:
Project Ma.nager:- F&"1 �'�vL�°'►n Project Name:?vtt.-A 64-r ('E4__),A Fb a5tS
Agendized for City Council Meeting of (if necessary): )oil 611 Q FPPC: , check if required
Approved by City Council (if necessary) on:
If you have questions on this process, please contact the City Attorney's Office at 485-3080.
* Council approval is required if contract is over $20,000 on a cumulative basis.
Esther Beirne
From:
Lawrence Moss
Sent:
Wednesday, January 06, 2016 1:28 PM
To:
Esther Beirne
Subject:
Placeworks contract
I reviewed the Placeworks contract on PINS. I am puzzled why it's not showing as completed but likely a technical issue I
need to fret out. All lines of required insurance have been entered by the agent.
Meanwhile, considered it approved.
Larry Moss
Risk Management Services
City of San Rafael
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December 3, 2015
Paul A. Jensen, AICP
Community Development Director
City of San Rafael
14005 th Avenue, 3'd Floor
San Rafael, California 94901
Transmitted via e-mail: Paul.Jensen@cityofsanrafael.org
Subject: Phase I Environmental Site Assessments of Properties located at 210 3`d Street and 3530 Civic
Drive, San Rafael, California
Dear Mr. Jensen:
Per your request by e-mail on December 3, 2015, this transmittal provides a scope of work, cost estimate,
and estimated schedule to conduct Phase I Environmental Site Assessments (ESAs) for the City of San
Rafael of two of its essential facilities sites as follows:
Fire Station 52, 210 3`d Street, San Rafael, CA 94901; APN 014-011-11
Fire Station 57 @ Marin County Civic Center, 3350 Civic Center Drive, San Rafael, CA 94903;
APN 179-270-12.
The services that will be provided are described in the following scope of work.
Scope of Work
TASK 1- PHASE I ENVIRONMENTAL SITE ASSESSMENT
PlaceWorks will prepare Phase I Environmental Site Assessments (ESAs) for the two essential facilities
sites listed above. The scope of the Phase I ESAs will be in accordance with the USEPA Standards and
Practices for All Appropriate Inquiries (40CFR 312), published November 2005, and the most recent
version of the ASTM Standard Practice for Environmental Site Assessments: Phase I Environmental Site
Assessment Process (ASTM Designation E-1527-13). More specifically, PlaceWorks will review agency lists
used to identify "hazardous waste" properties, contact regulatory agencies, research sources of historical
information (e.g., fire insurance maps, city directories, etc.), procure and evaluate historical aerial
photographs, and conduct an inspection of the sites. PlaceWorks will obtain reports from Environmental
Data Resources (EDR) for the site that will include governmentally -listed facilities in the vicinity of the
sites, Sanborn fire insurance maps (if available), historical aerial photographs, historical topographic maps,
and City Directory searches.
The results of the Phase I ESAs will be documented in a stand-alone report for each site that will feature a
site location map, site and surrounding land use map, site inspection photographs, regulatory records
documentation, and appropriate conclusions and recommendations for additional investigation of any
identified "recognized environmental conditions." Lead-based paint (LBP) and asbestos -containing
material (ACM) surveys are not part of this scope of services; however, recommendations regarding these
potential environmental issues will be included in the reports. The reports will be signed and stamped by
a state -licensed Professional Engineer and/or Professional Geologist. Copies of the reports will be
transmitted electronically (via e-mail and CDs) to the City of San Rafael.
� � i "' " I I I I ' �,I�ll i � I I . P.., '; L. � " ` i '�., .,� �� I { (;',. '�,• i i .� a r.; � ., I�.I,.�
t Ii,,, ISI
PLACEWORKS
Cost Estimate
PlaceWorks will provide the services described herein on a time -and -materials basis. The estimated costs
for the services are $9,920.00 (see table below).
Table 1. Cost Estimate
TASK
---1 .............. .
BURDENED LABOR COST
. ................. . . .....................
Principal Engineer
--I.."''.- I - .............. 1-1.1—...
Associate Planner
Graphics Artist I
Administrative Assistant
Subtotal
OTHER DIRECT COSTS
COST
................
.............. . ...... . . . . . . .........
$1,140.00
5,400.00
640.00
. . ......... . .....
240.00
$7,420.00
.......... ....... . .. .......
Mileage
... ........... — .. . ...... .
60.00
EDIR Report
.1 ....... . ... . ..... ........ ......
1,200.00
Copying, postage, report production
100.00
..... . .................
Subtotal
$1,360.00
GRAND TOTAL
. .... .. ........
$9,780.00
Proposed Schedule
PlaceWorks will proceed with the Phase I ESAs immediately upon receipt of authorization to proceed from
the City of San Rafael. It is anticipated that preparation of the Phase I ESA reports will require
approximately 3-4 weeks. Any significant findings uncovered while conducting the Phase I ESAs will be
brought to the immediate attention of the City of San Rafael Project Manager. If all agency responses
have not been received after four weeks, notations for pending agency information will be made in the
report.
Acknowledgment
This proposal shall remain valid for a period of 90 days from the time of submittal. If the contents of this
Proposal are satisfactory, please indicate your approval by returning a signed copy of this proposal to our
office in Berkeley, California. As Principal, Steve Noack is authorized to bind PlaceWorks and the project
team to the contents of this proposal.
December 3, 2015 1 Page 2
.a L �C EWORKS
We look forward to working with you and assisting the City of San Rafael with these studies. If you have
any questions regarding the contents of this proposal, please do not hesitate to contact the undersigned.
Respectfully submitted,
PlaceWorks
Steve Noack, AICP
Principal
cc; Proposal File P2015-XXXXS
Authorized by:
m Sch tz Date
City M nager
t f San Rafael
T7C—e�'r : �-
C07 Y Cc -C -9,®c .
r
December 3, 2015 1 Page 3
PROFESSIONAL SERVICES AGREEMENT/CONTRACT
COMPLETION CHECKLIST AND ROUTING SLIP
Below is the process for getting your professional services agreements/contracts finalized and
executed. Please attach this "Completion Checklist and Routing Slip" to the front of your
contract as you circulate it for review and signatures. Please use this form for all professional
services agreements/contracts (not just those requiring City Council approval).
This process should occur in the order presented below.
Step
Responsible
Description
Completion
Department
Date
1
City Attorney
Review, revise, and comment on draft
agreement.
2
Contracting Department
Forward final agreement to contractor for
their signature. Obtain at least two signed
originals from contractor.
3
Contracting Department
Agendize contractor -signed agreement for
Council approval, if Council approval
i
necessary (as defined by City Attorney/City
Ordinance*).
4
City Attorney
Review and approve form of agreement;
bonds, and insurance certificates and
endorsements.
5
City Manager / Mayor / or
Agreement executed by Council authorized
Department Head
official.
6
City Clerk
City Clerk attests signatures, retains original
agreement and forwards copies to the
( Lf I "
contracting department.
11q
To be completed by Contracting Department:
Project Manager .. Project Name: �
Agendized for City Council Meeting of (if necessary): �'"°°� ; .,... FPPC: ❑ , check if required
r
If you have questions on this process, please contact the City Attorney's Office at 485-3080.
* Council approval is required if contract is over $20,000 on a cumulative basis.