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HomeMy WebLinkAboutCD General Plan 2040 Agreement Amendments____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 4-3-651 x 4-3-795 Council Meeting: 07/15/2019 Disposition: Resolution 14690 x 14691 Agenda Item No: 4.c Meeting Date: July 15, 2019 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community Development Prepared by: Paul A. Jensen (EG), Community Development Director City Manager Approval: ______________ TOPIC: AMENDMENTS TO GENERAL PLAN 2040 PROFESSIONAL SERVICE AGREEMENTS SUBJECT: 1. RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL PLANNING SERVICES WITH BARRY J. MILLER 2. RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES WITH PLACEWORKS, INC. FOR GENERAL PLAN 2040 ENVIRONMENTAL IMPACT REPORT AND ENGINEERING AND INFRASTRUCTURE TECHNICAL CONSULTING SERVICES RECOMMENDATION: 1. Adopt a resolution authorizing the City Manager to execute an amendment to the agreement for professional planning services with Barry J. Miller. 2. Adopt a resolution authorizing the City Manager to execute an amendment to the agreement for professional services with Placeworks, Inc. for General Plan 2040 Environmental Impact Report and engineering and infrastructure technical consulting services. EXECUTIVE SUMMARY: As part of the City’s General Plan 2040 update, staff is seeking approval to execute amendments to two professional service agreements. The first amendment would be to increase the total contract amount under the agreement with Project Manager Barry J. Miller by $25,000 to cover an increased scope of work related to the completion of a Downtown Precise Plan. The second amendment would be to expand the agreement with Placeworks, Inc. to include technical planning assistance to City staff, in and additional amount not to exceed $57,000. The City has sufficient fund balance in the General Plan Special Revenue Fund (Fund no. 218) to support these contract amendments. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 BACKGROUND: On June 19, 2017, the City Council adopted Resolution No. 14358 authorizing a one-year Professional Services Agreement (“PSA”) for planning services with Barry J. Miller as Project Manager for the City’s General Plan 2040. The City has exercised two additional one-year extensions authorized in the agreement on the same terms and the agreement is currently in its third year and set to expire on June 30, 2020. After entering into this Project Manager agreement, the City obtained a $500,000 One Bay Area (OBAG) grant to reimburse costs associated with the preparation of a Precise Plan for Downtown San Rafael (Resolution No. 14469). The Precise Plan applies policies of the General Plan at a finer level of detail for the Downtown area, effectively becoming a zoning ordinance for Downtown. The Precise Plan will be completed and adopted concurrent with the General Plan 2040. On January 22, 2019, the City Council approved four agreements for technical services to complete the General Plan 2040 and Downtown Precise Plan, for a total amount not to exceed $1,458,933. These agreements included the including: • Resolution 14627 - Authorizing the City Manager to Execute an Agreement with Placeworks, Inc. to Serve as Environmental Impact Review (EIR) and Engineering and Infrastructure Technical Consultant for the General Plan 2040, with a Two-Year Term and Two Optional One- Year Extensions, for an amount not to exceed $569,069 • Resolution 14628 - Authorizing the City Manager to Execute an Agreement with Opticos Design, Inc. to Serve as General Plan Community Design and Downtown Precise Plan Technical Consultant for the General Plan 2040, with a Two-Year Term and Two Optional One-Year Extensions, for an amount not to exceed $493,500 • Resolution 14629 - Authorizing the City Manager to Execute an Agreement with BAE Urban Economics, Inc. to Serve as Economic and Fiscal Technical Consultant for the General Plan 2040, with a Two-Year Term and Two Optional One-Year Extensions, for an amount not to exceed $123,365 • Resolution 14630 - Authorizing the City Manager to Execute an Agreement with Fehr & Peers Associates, Inc. to Serve as Transportation Technical Consultant for the General Plan 2040, with a Two-Year Term and Two Optional One-Year Extensions, for an amount not to exceed $273,000 ANALYSIS: Barry J. Miller PSA Amendment Mr. Miller was integral in the City being awarded the $500,000 One Bay Area (OBAG) grant for the completion of a Downtown Precise Plan. Mr. Miller’s current scope covers the General Plan Update only, therefore in the January 22, 2019 staff report, staff indicated additional expenses were expected for revisions to Mr. Miller’s PSA to reflect the additional scope of work associated with the Downtown Precise Plan. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 The cost associated with the increased scope of services required for Mr. Miller to complete the Downtown Precise Plan is $25,000. The proposed PSA amendment for Mr. Miller (Attachment 2) increases the maximum billing amount for the current (third) contract year by $25,000 from $90,000 to $115,000, thus increasing the total contract amount by $25,000 from $270,000 to $295,000. While this expense was not included in the final General Plan Work Program and will not be covered by the OBAG grant, there is sufficient funding in the General Plan Fund to cover these expenses. Placeworks, Inc PSA Amendment The Community Development Director has determined that the City needs additional technical planning assistance in connection with the development of the General Plan 2040. Staff contacted Placeworks, Inc. about providing this technical planning assistance due to their familiarity with the City’s General Plan efforts, and Placeworks is willing to provide this additional work on a time and materials basis at a discounted rate. The proposed amendment would add up to 600 hours of this work to Placeworks’ current PSA, with an additional not-to-exceed amount of $57,000. FISCAL IMPACT: Staff is requesting approval for amendments to two PSAs. $25,000 in funding for the amendment to the Barry J. Miller PSA has already been appropriated from General Plan Special Revenue Fund (fund no. 218). An additional $57,000 in funding for the amendment to the Placeworks, Inc. PSA will need to be appropriated from General Plan Special Revenue Fund (fund no. 218). This fund includes revenue for both the implementation of the current General Plan, as well as the General Plan update process. The current fund balance of the General Plan Special Revenue Fund is approximately $1.853 million. OPTIONS: The City Council has the following options to consider regarding this matter: 1. Adopt the resolutions as presented, approving the amendments to the PSAs. 2. Adopt the resolutions with modifications, revising all or a portion of the amendments to the PSAs. 3. Do not adopt the resolutions and reject all or a portion of the amendments to the PSAs and direct staff to solicit additional proposals for the corresponding services. 4. Direct staff to return with additional information. RECOMMENDED ACTION: 1. Adopt a resolution authorizing the City Manager to execute an amendment to the agreement for professional planning services with Barry J. Miller. 2. Adopt a resolution authorizing the City Manager to execute an amendment to the agreement for professional services with Placeworks, Inc. for General Plan 2040 Environmental Impact Report and engineering and infrastructure technical consulting services. ATTACHMENTS: 1. Resolution (Barry J. Miller) 2. First Amendment to the PSA with Barry J. Miller with Exhibit A: Proposal dated June 3, 2019 3. Resolution (Placeworks, Inc.) 4. First Amendment to the PSA with Placeworks, Inc. with Exhibit A: “Amendment to the Professional Services Agreement between Placeworks and the City of San Rafael approved on January 21, 2019” Page 1 of 1 RESOLUTION NO. 14690 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL PLANNING SERVICES WITH BARRY J. MILLER WHEREAS, on June 19th, 2017, the City Council adopted Resolution No. 14357, authorizing the execution of an Agreement between the City of San Rafael and Barry J. Miller for professional planning services for General Plan 2040 project management (the “Agreement”); and WHEREAS, the City of San Rafael has twice exercised an option to extend the Agreement by one (1) year and the Agreement is now in its third year and set to expire on June 30, 2020; and WHEREAS, due to the efforts of Barry J. Miller, the City of San Rafael was awarded grant funding from the Metropolitan Transportation Commission to provide financial support for the creation of a Downtown Precise Plan; and WHEREAS, the increase in work associated with the creation of a Downtown Precise Plan was not included in the initial scope of work under the Agreement; and WHEREAS, the City of San Rafael has appropriated sufficient funds in the General Plan Special Revenue Fund #218 for FY 2019/20 to support an amendment to the Agreement to include the additional work by Barry J. Miller needed in connection with the Downtown Precise Plan; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to execute a First Amendment to the Professional Services Agreement with Barry J. Miller, in a form approved by the City Attorney, to expand the scope of services to include work needed in connection with the Downtown Precise Plan and to provide for additional compensation payable in the third year of the Agreement in an amount not to exceed $25,000. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 15th day of July 2019, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None LINDSAY LARA, City Clerk FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH BARRY J. MILLER FOR PROFESSIONAL PLANNING SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BARRY J. MILLER, (hereinafter "CONTRACTOR"), is made and entered into as of the 15 day of I , 2019. RECITALS WHEREAS, on June 190', 2017, the City Council adopted Resolution No. 14357, authorizing the execution of an Agreement between the CITY and the CONTRACTOR for professional planning services for General Plan 2040 project management (the "Agreement"); and WHEREAS, the CITY has twice exercised the option in the Agreement to extend the term by one (1) year; and WHEREAS, due to the efforts of the CONTRACTOR, the CITY was awarded grant funding from the Metropolitan Transportation Commission to provide financial support for the creation of a Downtown Precise Plan; and WHEREAS, the increase in work associated with the creation of a Downtown Precise Plan was not included in the CITY's initial scope of work under the Agreement; and WHEREAS, the CITY has appropriated sufficient funds in the General Plan Special Revenue Fund #218 for FY 2019/20 to support an amendment to the Agreement to include the additional work by CONTRACTOR needed in connection with the Downtown Precise Plan; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Paragraph 2 of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby amended to include the additional services described in CONTRACTOR'S June 3, 2019 letter with the subject "General Plan 2040 Contract Amendment" attached as Exhibit "A" to this First Amendment and incorporated herein by reference. 2. Paragraph 4 of the Agreement, entitled "COMPENSATION," is hereby amended to include additional compensation payable to CONTRACTOR for the services described in Exhibit "A" to this First Amendment, on a time and materials basis, in y-3-L'SI a not -to -exceed amount of $25,000, thereby increasing the compensation amount for the current (third) year of the Agreement from $90,000 to $115,000, and increasing the total amount payable under the Agreement from $270,000 to $295,000. 3. Except as specifically amended herein, all other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL z ��Wa J C UTZ, City Ma g r ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: �C ROBERT F. EPSTEIN, ity Atto ey CONTRACTOR r BARRY J. MI�, Barry) l 817 Alvarado Road Miller �� Berkeley, CA 94705 FAR 1' 510-847-0068 barry@barrymiller.net + �_ SUBJECT: General Plan 2040 Contract Amendment June 3, 2019 Raffi Boloyan, Planning Manager City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Dear Raffi: On June 19, 2017, the City Council adopted Resolution No. 14358 authorizing an Agreement for Professional Planning Services with Barry Miller as Project Manager for the City's General Plan 2040. Work under this Agreement began on July 1, 2017. The Agreement included a provision for up to two (2) additional one-year extensions, upon approval of the City Manager. The first one-year extension was approved on June 7, 2018, extending the Agreement to June 30, 2019. This letter requests the second one-year extension, to June 30, 2020. I am also requesting that the terms of the Agreement be modified to recognize a substantive change in the scope of services being provided. The initial Agreement covered only the 2040 General Plan. In May 2018, the City was awarded a grant to prepare a Downtown Precise Plan. I have effectively served as the City's Downtown Plan Project Manager for the last year. In May 2019 alone, roughly 2/3 of my hours in San Rafael were spent on the Downtown Plan, largely due to the Downtown charr•ette on May 8-11. This work was not anticipated by my Agreement with the City and was not budgeted. I have completed a month -by -month review of my hours between January 1, 2018 and June 1, 2019 and determined that 157 hours were spent on tasks related to the Downtown Precise Plan over this 17 -month period. This represents 15% of my total hours in San Rafael. The work was completed without any increase in the budget for my services. As of June 1, 2019, I have billed $169,342 of the $180,000 total available for the two- year period (July 1, 2017 -June 1, 2019). This includes roughly $149,100 on the General Plan and $21,200 on the Downtown Precise Plan. The amount billed to the General Plan has been less than anticipated due to the time demands of the Downtown Plan and the overall dollar limit set by my contract. EAw �j I rc, IT A Looking ahead, I am proposing that my contract limit for 2019-2020 be raised by $25,000. Thus, the total for the three-year (2017-2020) contract term would be $295,000 instead of the $270,000 covered by the initial agreement. The additional $25,000 would cover services associated with the Downtown Precise Plan. I will increase my San Rafael time from two days a week to something closer to three days a week for the next year, although the extra time will likely be worked in my Berkeley office. In the event an increase in the budget cap is not viable, I will continue to work under the terms of my current Agreement (e.g., not to exceed $90,000 for Year 3) assuming it is extended for the third year. However, the budget will likely run out several months before June 30, 2020 due to the increased time demands of managing both projects. I am open to other approaches to moving the contract extension forward. Working for the City of San Rafael has been a privilege! I look forward to bringing both the General Plan and the Downtown Precise Plan to their successful completion over the coming year. Sincerely, Barry Miller, FAICP 2 0=910110j11[4]ki101IQ&C131TO RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL PLANNING SERVICES WITH BARRY J. MILLER WHEREAS, on June 19th, 2017, the City Council adopted Resolution No. 14357, authorizing the execution of an Agreement between the City of San Rafael and Barry J. Miller for professional planning services for General Plan 2040 project management (the "Agreement"); and WHEREAS, the City of San Rafael has twice exercised an option to extend the Agreement by one (1) year and the Agreement is now in its third year and set to expire on June 30, 2020; and WHEREAS, due to the efforts of Barry J. Miller, the City of San Rafael was awarded grant funding from the Metropolitan Transportation Commission to provide financial support for the creation of a Downtown Precise Plan; and WHEREAS, the increase in work associated with the creation of a Downtown Precise Plan was not included in the initial scope of work under the Agreement; and WHEREAS, the City of San Rafael has appropriated sufficient funds in the General Plan Special Revenue Fund #218 for FY 2019/20 to support an amendment to the Agreement to include the additional work by Barry J. Miller needed in connection with the Downtown Precise Plan; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to execute a First Amendment to the Professional Services Agreement with Barry J. Miller, in a form approved by the City Attorney, to expand the scope of services to include work needed in connection with the Downtown Precise Plan and to provide for additional compensation payable in the third year of the Agreement in an amount not to exceed $25,000. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 15th day of July 2019, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: -COUNCILMEMBERS: None Page 1 of 1 LINDSAY LARA, City Clerk P� RA f s 2 0 WITH P' NA CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Community Development Project Manager: Raffi Boloyan Extension: x3095 Contractor Name: Barry J. Miller Contractor's Contact: Barry Miller Contact's Email: barry@barrymiller.net ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 6/21/2019 ❑x EBG Click here to b. Email contract (in Word) & attachments to City enter a date. Atty c/o Laraine.Gittens@cityofsanrafael.org ❑ 2 City Attorney a. Review, revise, and comment on draft agreement 7/1/2019 © LG and return to Project Manager 7/1/2019 ❑x LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to Click here to ❑ contractor for their signature enter a date. 4 Project Manager When necessary, * contractor -signed agreement ❑ N/A agendized for Council approval *PSA > $75,000; or Purchase > $75,000; or Or NX EBG Public Works Contract > $175,000 7/15/2019 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 8/13/19 EBG Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed ir/j� 4 agreement 7 City Attorney Review and approve insurance in PINS, and bonds _I kt- (for Public Works Contracts) 8 City Manager/ Mayor Agreement executed by Council authorized official k16 l 9 City Clerk Attest signatures, retains original agreement and p forwards copies to Project Manager p I Le I Page 1 of 1 RESOLUTION NO. 14691 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES WITH PLACEWORKS, INC. FOR GENERAL PLAN 2040 ENVIRONMENTAL IMPACT REPORT AND ENGINEERING AND INFRASTRUCTURE TECHNICAL CONSULTING SERVICES WHEREAS, on January 22nd, 2019, the City Council adopted Resolution No. 14627, authorizing the execution of a professional services agreement between the City of San Rafael and Placeworks, Inc. for Environmental Impact Report and professional engineering and infrastructure consulting services for General Plan 2040 preparation; and WHEREAS, the City of San Rafael has identified additional technical planning assistance needed for the development of the General Plan 2040 and does not have existing staff persons dedicated to these efforts; and WHEREAS, Placeworks, Inc. provides project planning services and has staff familiar with the City’s exsisting work on the General Plan 2040; and WHEREAS, the City of San Rafael has sufficient funds in the General Plan Special Revenue Fund #218 to be appropriated for FY 2019/20 to support an amendment to the professional services agreement to add the required services; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to execute a First Amendment to the Professional Services Agreement with Placeworks, Inc., subject to approval as to form by the City Attorney, to provide additional technical planning services and additional compensation payable in an amount not to exceed $57,000. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 15th day of July 2019, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None LINDASAY LARA, City Clerk FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH PLACEWORKS, INC. FOR GENERAL PLAN 2040 ENVIRONMENTAL IMPACT REPORT AND ENGINEERING AND INFRASTRUCTURE TECHNICAL CONSULTING SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and PLACEWORKS, INC., (hereinafter "CONTRACTOR"), is made and entered into as of the y _ day of S- - , 2019. RECITALS WHEREAS, on January 22nd, 2019, the City Council adopted Resolution No. 14627, authorizing the execution of a professional services agreement between the CITY and the CONTRACTOR for General Plan 2040 Environmental Impact Report and engineering and infrastructure technical consulting services (the "Agreement"); and WHEREAS, the CITY has identified additional technical planning assistance needed for the development of the General Plan 2040 and does not have existing staff persons dedicated to these efforts; and WHEREAS, the CONTRACTOR provides project planning services and has staff familiar with the City's existing work on the General Plan 2040; and WHEREAS, the CITY has sufficient funds in the General Plan Special Revenue Fund #218 to be appropriated for FYI 9/20 to support an amendment to the Agreement to add the required services; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Paragraph 2 of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby amended to include the services described in CONTRACTOR'S memorandum re "Amendment to the Professional Services Agreement between Placeworks and the City of San Rafael approved on January 21, 2019" attached as Exhibit "A" to this First Amendment and incorporated herein by reference. 2. Paragraph 4 of the Agreement, entitled "COMPENSATION," is hereby amended to read in its entirety as follows: For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR as follows: L�-�) --7 q5 14 L For the services set forth in Exhibits A-1 and A-2, CITY shall pay CONTRACTOR a Total Base Contract Amount of $541,970 allocated as follows: a. For the services set forth in Exhibit A-1, CITY shall pay CONTRACTOR on a time and materials basis as set forth in "Table A -Cost Proposal- EIR" included in Exhibit A-1, in an amount not to exceed $500,261; and b. For the services set forth in Exhibit A-2, CITY shall pay CONTRACTOR on a time and materials basis as set forth in "Table A -Cost Proposal -Engineering Services" included in Exhibit A-2, in an amount not to exceed $41,709. 2. For the services set forth in Exhibit A to this First Amendment, on a time and materials basis in an amount not to exceed $57,000. 3. Additional compensation not to exceed five percent (5%) of the Total Base Contract Amount, or $27,099, may be paid upon approval of the City Manager. In no event shall the compensation payable to CONTRACTOR under this Agreement exceed $626,069. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 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. CITY OF SAN RAFAEL JIM C TZ, City Ma ag r ATTEST: 71 LINDSAY LARA, City Clerk 2 CONTRACTOR 13A�hem_x� .r._ Title: ewcl�ft�.. (If Contractor is a corporation, add signature of second corporate officer] APPROVED AS TO FORM: Name: Title: r` ROBERT F. EPSTEIN, 'ity A ey Exhibit A: Amendment to the Professional Services Agreement between Ploceworks and the City of San Rafael approved on January 2 I, 20 / 9: Task 9. Technical Planning Assistance PlaceWorks will provide technical planning assistance to the City of San Rafael to support the General Plan Update effort. This task covers the part-time assignment of one PlaceWorks Project Planner to the City of San Rafael for a duration of approximately one year. The designated Project Planner will cover services beyond those already covered by the existing technical services professional services agreement for Environmental Impact Review (EIR) and Engineering scopes of work for the General Plan 2040. The designated Project Planner will work on-site in the San Rafael Community Development Department on Plan -related tasks, including land use and transportation -related research, policy development, data analysis, report preparation, website content management, community outreach and engagement, GIS and mapping, Steering Committee support, and similar tasks. The Planner assigned to the project will be mutually agreed upon by the City and PlaceWorks. The Project Planner's time on this task will not exceed 20 hours per week unless prior approval is received from the City's Project Manager. Services to be provided under this task will be provided at a reduced rate of $95/hour, with a total billing amount not to exceed $57,000 (600 hours). The City will provide a work station (desk, phone, computer, etc.) for the Project Planner on the designated work days. The designated work days will be mutually agreed upon by the City and PlaceWorks. �p,� RAFq�I A s 2 01 yo �Ty w►T H P e CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Community Development Project Manager: Raffi Boloyan Extension: x3095 Contractor Name: PlaceWorks, Inc. Contractor's Contact: Steve Noack Contact's Email: snoack@placeworks.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 1/4/2019 ❑x Click here to EBG b. Email contract (in Word) & attachments to City enter a date. Atty c/o Laraine.Gittens@cityofsanrafael.org ❑ 2 City Attorney a. Review, revise, and comment on draft agreement 7/1/2019 ❑x LG and return to Project Manager 7/1/2019 ❑x LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to ❑ contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement ❑ N/A agendized for Council approval *PSA > $75,000; or Purchase > $75,000; or Or [9EBG Public Works Contract > $175,000 7/15/2019 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 8/13/19 EBG Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed g1)3 77 fi1� agreement 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager/ Mayor Agreement executed by Council authorized official,�� _ G l 9 City Clerk Attest signatures, retains original agreement and `l forwards copies to Project Manager