HomeMy WebLinkAboutCD On-Call Planning Agreements____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 11/02/2020
Disposition: Adopted Resolution 14865 and Resolution 14866
Agenda Item No: 4.d
Meeting Date: November 2, 2020
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community Development
Prepared by: Paul Jensen (RB, AMG)
Community Development Director
City Manager Approval: ______________
TOPIC: AGREEMENTS FOR ON-CALL PLANNING AND ENVIRONMENTAL CONSULTANT
SERVICES
SUBJECT:
1. RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT FOR PROFESSIONAL SERVICES WITH MIG, INC. FOR ON-CALL PLANNING
AND ENVIRONMENTAL CONSULTANT SERVICES IN AN AMOUNT NOT TO EXCEED
$100,000;
2. RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT FOR PROFESSIONAL SERVICES WITH M-GROUP FOR ON-CALL
PLANNING AND ENVIRONMENTAL CONSULTANT SERVICES IN AN AMOUNT NOT TO
EXCEED $100,000
RECOMMENDATION:
Staff recommends that the City Council adopt the attached Resolutions.
BACKGROUND:
Over the past year, two highly skilled planners in the Community Development Department (CDD) left
the City, one retired and the other left for another job. CDD rehired one of the positions with an entry-
level planner. The other position remains unfilled due to the hiring freeze currently in effect, which was
implemented to address a projected $11.8 million deficit due to an economic downturn caused by COVID-
19. For the past year, the City has been working with two consulting firms, M-Group and MIG, Inc., for
on-call services to fill the short-term gap that has been created by the loss of the two full-time planners.
Both firms have demonstrated through prior work for the City that they have staff with the ability to deliver
high quality services as on-call land use and environmental planners.
ANALYSIS:
Although the CDD is short staffed, the construction industry remains active and CDD continues to
experience a high volume of requests for permit services. For instance, in the past six months, the
Planning Division received over 160 new land use entitlement applications. In addition, CDD has been
working on a number of long-range planning projects, including work on Housing related policies, sea
level rise, and the General Plan update/Downtown Precise Plan.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Because of the complexity and amount of time involved in analyzing land use and environmental review
applications, CDD is often in need of assistance from land use and environmental consulting firms to
provide guidance on the CEQA process and to prepare the necessary land use and environmental
documents. In recent years this task has become difficult in that firms will often have limited availability
and are only able to commit to a limited number of hours and for short period of time which is often
insufficient to meet our needs.
Staff is seeking to retain on-call planning and environmental consulting services from two firms; each with
a total contract amount not to exceed $100,000. This approach will allow staff to request assistance from
either of the two firms as needed on a project by project basis. The CDD Director will review and approve
each individual project scope of work and cost estimates, as they are needed. Copies of the Professional
Services Agreements along with associated cost estimates are attached.
FISCAL IMPACT:
The total amount of the combined not-to-exceed agreements is $200,000. These funds are appropriated
as part of the Fiscal Year 2020/21 budget for CDD (general fund). In addition, since these services are
billed at an hourly rate, these expenses are offset by corresponding revenue received for these services.
OPTIONS:
The City Council has the following options:
1. Accept the two proposals for service and authorize the City Manager to execute a Professional
Services Agreements (“PSA”) with MIG, Inc. and with M-Group;
2. Revise the proposals based on City Council discussion;
3. Continue the matter and request additional information.
RECOMMENDED ACTION:
1. Adopt the Resolution approving the PSA with MIG, Inc.; and
2. Adopt the Resolution approving the PSA with M-Group.
ATTACHMENTS:
1. City Council Resolution authorizing execution of PSA between the City and MIG, Inc. with Exhibit
“A”: Professional Services Agreement and Scope of Work
2. City Council Resolution authorizing execution of PSA between the City and M-Group with Exhibit
“A”: Professional Services Agreement and Scope of Work
Page 1 of 2 ATTACHMENT 1
RESOLUTION NO. 14865
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING AND AUTHORIZING
THE CITY MANAGER TO EXECUTE AN AGREEMENT FOR PROFESSIONAL SERVICES
WITH MIG, INC. FOR ON-CALL PLANNING AND ENVIRONMENTAL CONSULTANT
SERVICES IN AN AMOUNT NOT TO EXCEED $100,000
(Term of Agreement: through July 30, 2022)
WHEREAS, the City of San Rafael has determined that temporary on-call professional
planning and environmental services are needed to provide support to the Current Planning
Division of the Community Development Department and to prepare necessary land use and
environmental documents, on an as-needed basis; and
WHEREAS, on-call professional services are intended to fill temporary gaps in
services; and
WHEREAS, at the City’s request, MIG, Inc. has submitted a scope of work and
proposal for providing day-to-day current planning assistance to the City, including a list of
anticipated activities/tasks and the hourly rate for performance of these services; and
WHEREAS, the costs associated with MIG, Inc.’s proposed interim professional
services are already budgeted within the Community Development Department (General
Fund), and through application and permit processing fees collected from the project
developers for cases assigned to the contract planner;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San
Rafael does hereby approve and authorize the City Manager to execute, on behalf of the City
of San Rafael, an Agreement for Professional Planning Services with MIG, Inc. in the form
attached hereto as Exhibit A, subject to final approval as to form by the City Attorney.
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 2nd day of November 2020, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
Lindsay Lara, City Clerk
Page 2 of 2 ATTACHMENT 1
Exhibit A: Professional Services Agreement between City of San Rafael and MIG, Inc,
with Attached Scope of Work
AGREEMENT FOR PROFESSIONAL SERVICES
FOR ON-CALL CONTRACT PLANNING SERVICES TO FILL A TEMPORARY GAP IN
SERVICES IN THE PLANNING DIVISION
This Agreement is made and entered into this day of Aloye_�yy_ , 2020, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and MIG, INC. (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, the San Rafael Planning Division is committed to providing timely and
effective planning services to the public; and
WHEREAS, the Planning Division has been faced with the need to reduce staffing level
due to economic impacts that have resulted fiom Covid-19.
WHEREAS, given the current workload of CITY staff, the CITY has determined that
Planing Division is faced with a temporary gap in services and that on-call professional planning
and environmental services are needed to supplement existing staffing through temporary
assignment of projects on an as -needed on-call basis.
WHEREAS, at the CITY'S request, CONTRACTOR has submitted a proposal to the
CITY, to provide on-call contract planning services with the option of using journey level
planners as well as experienced contract planners that can be used on a project by project basis.
Said proposal is attached to this Agreement marked "Exhibit 1" and incorporated herein by
reference; and
WHEREAS, the CITY has determined that CONTRACTOR proposes a unique
on-call approach to contract planning services which would provide the most qualified contract
planner at the appropriate level thus providing a cost-effective solution; and
WHEREAS, CONTRACTOR has demonstrated through its statement of qualifications and
prior work for other cities, on other similar projects and recent work for the City of San Rafael, that
it would be able to take on the responsibilities as a Contract Planner to provide on-call professional
planning services for the CITY.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. Alicia Giudice, Principal Planner, is hereby designated
the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects
of the progress and execution of this Agreement.
B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Scott Davidson 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 shall perform as -needed, on-call contract planning services in the Planning
Division with the duties as described in Exhibit I attached.
CONTRACTOR shall work between 12-20 hours/week, but actual hours worked each
week shall be based on the number of hours needed to manage project workload or deadlines for
that week as determined by the City.
DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4 and shall provide
CONTRACTOR with a work space and materials and information necessary for CONTRACTOR
to perform the services required by this Agreement.
4. COMPENSATION.
CONTRACTOR shall perform duties and bill for services on a "time and material" basis,
as work is needed by CITY, at the billing rates as presented in Exhibit "1" hereto, provided that
total compensation paid to CONTRACTOR pursuant to this Agreement shall not exceed One
Hundred Thousand Dollars ($100,000).
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall commence on September 1, 2020, and ending on July 30,
2022. 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 up to six (6) months.
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 tennination, 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 perfonnance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
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
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) 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 insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. 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 or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance policies
shall be "primary and noncontributory" with respect to any insurance or coverage maintained by
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
"primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as
ISO form CG20 0104 13.
3. Except for professional
insurance, the insurance policies shall include,
contractual liability and personal injury.
liability insurance or worker's compensation
in their text or by endorsement, coverage for
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
4
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONTRACTOR under this agreement.
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 party. 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 conunercial 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.
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 perfonnance 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 CONTRACTOR's
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, then, to the extent pennitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the frill 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 corrununications 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 deerned 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:
TO CONTRACTOR's Project Director:
16. INDEPENDENT CONTRACTOR.
Alicia Giudice, Principal Planner
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
Scott Davidson,
Director of Contract Planning Services
800 Hearst Avenue
Berkeley, CA 94710
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 terms 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 docurnents expressly incorporated by reference,
the terns 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 tern, 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 l 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 perfornied 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. SURVIVAL OF TERMS.
Any ten -ns of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed by electronic signature and in any number of counterparts,
each of which shall be deemed an original, but all of which together shall constitute one document.
Counterpart signature pages may be delivered by telecopier, email or other means of electronic
transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
JIM S Z, City Ma a er
ATTEST:
�,r LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
Ir ROBERT . EPSTEIN, Pity Attorney
9
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Title: G
[If Contractor is a corporation, add signature of second
corporate offw r�j
Exhibit 1
MIG, INC.
Approach/Scope of Work
MIG will provide on-call and contract planning services by utilizing a team of Project Associates and
Senior Planners who will be supervised by a MIG Director (at present Shawna Brekke-Read and/or Scott
Davidson).
To ensure appropriate resources are assigned to match project needs, MIG will work with City staff to
assign projects to individual planners and oversee their work. Unless otherwise directed by the City, MIG
assumes City staff will provide project supervision and quality control for assigned projects. This
proposal anticipates MIG contract planners will handle the full array of project review and entitlements.
The following lists typical tasks that will be associated with our work:
• Analyze development applications for compliance with the General Plan, Zoning Ordinance,
Subdivision Map Act, Design Review Criteria, and other applicable plans, policies, and
regulations.
• Compile and analyze data on economic, social, environmental, and physical factors affecting
land use and systemic or long-range tools that are available to address development
implications.
• Successfully manage projects from submittal to decision in a manner that is consistent with the
Permit Streamlining Act, CEQA timeline requirements, and other "shot clock" requirements for
housing and telecommunication projects.
• Physical site planning to identify issues and explore alternatives for addressing issues based on a
site visit(s).
• Collaborate and work with City staff, the applicant, property owners, community groups,
engineers, architects, and stakeholders, to discuss and advise on project issues, explain
procedures, and provide interpretations and recommendations.
• Maintain open communication with the designated City Planner, Community Development
Department staff, other City departments, divisions or other jurisdictions, and the public.
• Write staff reports, resolutions, ordinances, and conditions of approval for presentation to
decision -makers.
• Prepare for and make PowerPoint and oral presentations at public hearings and community
meetings.
• Prepare CEQA determinations and/or work closely with on-call CEQA consultants to ensure
compliance with CEQA.
• Coordinate condition and mitigation compliance throughout permit review and construction.
MIG will also provide other services as needed, including but not limited to the following:
• Facilitate processing development applications that are at -cost.
• Prepare environmental analyses.
Availability
Staff identified in this proposal will be available to support City needs for the next 6 -12 months. In
aggregate, we expect to be able to provide staffing support comparable to approximately 12 - 20 hours
a week during this time frame.
Budget
MIG proposes to provide services on a time/materials (T/M) basis. If needed for individual projects, MIG
can prepare a project specific staffing plan, scope and budget estimate for use by the City. Project costs
will be based on the following:
t
Principal
$210/hour
Project Coordinator
$170/hour
Senior Planner
$155/hour
Associate Planner
$110/hour
Planner
$90/hour
Administrative Support J
$85/hour
Reimbursable Costs MIG is prepared to provide services at City offices using City equipment and
facilities or at MIG offices. To the extent that tasks require MIG employees to produce documents,
facilitate communication, or travel, the following costs would be reimbursed as indicated:
Direct costs or project expenses such as photocopying (large quantity); plotting; and printing (B
& W or color) are charged at cost plus 10%.
The cost of communications including long-distance (excluding cell phones), fax, postage,
courier, and other delivery costs are charged at cost, plus 10%.
Excluding miles associated with commuting to and from San Rafael, the mileage charge for
personal auto use will be the currently applicable mileage rate established by the Internal
Revenue Service.
Page 1 of 1 ATTACHMENT 1
RESOLUTION NO. 14866
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING AND AUTHORIZING
THE CITY MANAGER TO EXECUTE AN AGREEMENT FOR PROFESSIONAL SERVICES
WITH M-GROUP FOR ON-CALL PLANNING AND ENVIRONMENTAL CONSULTANT
SERVICES IN AN AMOUNT NOT TO EXCEED $100,000
(Term of Agreement: through July 30, 2022)
WHEREAS, the City of San Rafael has determined that temporary on-call professional
planning and environmental services are needed to provide support to the Current Planning
Division of the Community Development Department and to prepare necessary land use and
environmental documents, on an as-needed basis; and
WHEREAS, on-call professional service are intended to fill temporary gaps in
services; and
WHEREAS, at the City’s request, M-Group has submitted a scope of work and
proposal for providing day-to-day current planning assistance to the City, including a list of
anticipated activities/tasks and the hourly rate for performance of these services; and
WHEREAS, the costs associated with the M-Group’s proposed interim professional
services are already budgeted within the Community Development Department (General
Fund), and through application and permit processing fees collected from the project
developers for cases assigned to the contract planner; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San
Rafael does hereby approve and authorize the City Manager to execute, on behalf of the City
of San Rafael, an Agreement for Professional Planning Services with M-Group in the form
attached hereto as Exhibit A subject to approval as to form by the City Attorney.
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 2nd day of November 2020, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
Lindsay Lara, City Clerk
Exhibit A: Professional Services Agreement between City of San Rafael and M-Group,
with Attached Scope of Work
1
AGREEMENT FOR PROFESSIONAL SERVICES
FOR ON-CALL CONTRACT PLANNING AND ENVIRONMENTAL REVIEW
SERVICES TO FILL A TEMPORARY GAP IN SERVICES
This Agreement is made and entered into this ______ day of _______________, 2020, by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and METROPOLITAN PLANNING
GROUP, a California Corporation also known as the “M-GROUP”(hereinafter "CONTRACTOR").
RECITALS
WHEREAS, the San Rafael Planning Division is committed to providing timely and
effective planning services to the public; and
WHEREAS, the Planning Division has been faced with the need to reduce staffing level
due to economic impacts that have resulted from Covid-19.
WHEREAS, given the current workload of CITY staff, the CITY has determined that the
Planning Division is faced with a temporary gap in services and that on-call professional planning
and environmental services are needed to supplement existing staffing through the temporary
assignment of project on an as-needed on-call basis; and
WHEREAS, the CITY has determined based on past experience that the
CONTRACTOR would provide the most qualified contract planners at the most efficient cost;
and
WHEREAS, at the CITY’S request, the CONTRACTOR has submitted a proposal
dated October 12, 2020 to provide on-call professional planning and environmental planning
services to the CITY, and said proposal is attached to this Agreement marked “Exhibit 1” and
incorporated herein by reference; and
WHEREAS, CONTRACTOR has demonstrated through its statement of qualifications and
prior work for the CITY, as well as other Cities, on other similar projects that it would be able to take
on the responsibilities as a Contract Planner for the CITY.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY’S Project Manager. Raffi Boloyan, 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.
2
B. CONTRACTOR’S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Heather Hines, Principal of M-Group, 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 shall perform contract planning services to fill a temporary vacancy in the
Planning Division with the duties as described in Exhibit 1 attached, CONTRACTOR’S Proposal
dated October 12, 2020.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4 and shall provide
CONTRACTOR with a work space and materials and information necessary for CONTRACTOR
to perform the services required by this Agreement.
4. COMPENSATION.
CONTRACTOR shall perform duties and bill for services on a “time and material” basis,
as work is needed by CITY, at the billing rate as presented in CONTRACTOR’S 2020 Rate Sheet
attached as Exhibit “2” hereto, provided that in no event shall the total compensation paid to
CONTRACTOR pursuant to this Agreement exceed One Hundred Thousand Dollars ($100,000).
CONTRACTOR work hours shall be based on the number of hours needed to manage
project workload or deadlines for that week.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for 22 months commencing on September 1, 2020 and
ending on July 30, 2022. 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 up to six (6)
months.
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
3
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. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
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
4
performed under this Agreement, a professional liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) 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 insurance, as required by the State of California, with statutory limits, and
employer’s liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. 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 or worker’s compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONTRACTOR’S insurance policies
shall be “primary and noncontributory” with respect to any insurance or coverage maintained by
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
“primary and noncontributory” coverage in CONTRACTOR’S policies shall be at least as broad as
ISO form CG20 01 04 13.
3. Except for professional liability insurance or worker’s compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
5
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY’S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONTRACTOR under this agreement.
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 party. 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.
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 CONTRACTOR's
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
6
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, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney’s fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
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
7
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: Raffi Boloyan – Planning Manager
City of San Rafael
1400 Fifth Ave.
San Rafael, CA 94915-1560
TO CONTRACTOR’s Project Director: Heather Hines, Principal
M-Group
499 Humboldt St.
Santa Rosa, CA 946404
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 terms 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
8
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.SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled, and shall apply to both Parties’ respective
successors and assigns.
23.APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
9
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed in any number of counterparts, each of which shall be
deemed an original, but all of which together shall constitute one document. Counterpart signature
pages may be delivered by telecopier, email or other means of electronic transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL CONTRACTOR
______________________________ By:______________________________
JIM SCHUTZ, City Manager
Name:____________________________
Title:_____________________________
ATTEST:
[If Contractor is a corporation, add signature of second
corporate officer]
______________________________
LINDSAY LARA, City Clerk
By:______________________________
APPROVED AS TO FORM: Name:____________________________
Title:_____________________________
______________________________
ROBERT F. EPSTEIN, City Attorney
Heather Hines
Principal
m -group a new design on urban planning
policy planning y urban design y environmental review y historic preservation y community engagement y staffing solutions
m-group.us 499 Humboldt Street, Santa Rosa, CA 95404 707.540.0723
October 12, 2020
Raffi Boyolan
Planning Manager
City of San Rafael
1400 5th Street
San Rafael, CA 94901
RE: M-Group Proposal for Planning Staff Support
Raffi,
I am pleased to prepare this letter proposal to renew M-GƌoƵp͛Ɛ conƚƌacƚ ǁiƚh ƚhe CiƚLJ of San Rafael. We
pride ourselves on ongoing work with our clients to prepare quality work product with flexibility to
ƌeƐpond ƚo each jƵƌiƐdicƚion͛Ɛ changing needƐ and timelines. M-Group has provided staffing assistance to
the City of San Rafael since 2014and our team looks forward to continuing that work with you and your
staff.
This contract is intended to augment and extend our current contract for staffing support most recently
provided by Associate Planner Krystle Rizzi. Under this contract, M-Group will provide professional
planning services for development and environmental review projects assigned by the City. More
specifically, these services will generally consist of, but not be limited to, the following:
x Review development project materials and environmental technical studies as needed
x Writing of reports, correspondence, findings, and conditions of approval
x Attend meetings with applicants and City staff
x Complete research and make recommendations
x Conduct site inspections
x Attend and presentation at public meetings such as Design Review Board, Planning Commission,
and City Council
M-Group will also provide on call environmental review services for project level environmental review.
A separate project level budget may be required at the direction of staff for more complex environmental
review assignments to ensure full cost recovery capture. These services may include, but are not limited
to, the following:
x Expanded justifications for categorical and statutory exemptions
x Consistency analysis
x Initial Studies
x Negative Declarations and Mitigated Negative Declarations
x Environmental Impact Reports
x Project management of environmental analysis
x Peer review of environmental documents and technical studies
EXHIBIT 1
W ---
G ROUP
m-group.us 499 Humboldt Street, Santa Rosa, CA 95404 707.540.0723
Additionally, M-Group may provide professional planning services to assist the City with advanced
planning and special projects as requested by the City. These services may include, but are not limited to,
the following:
x City initiated zoning updates
x Annual Housing Element Report
x Affordable housing agreements
x Environmental review of City projects
x Public outreach efforts on advanced planning and policy issues
This contract will extend through July 202 2. M-GƌoƵp͛Ɛ ϮϬϮϬ hoƵƌlLJ ƌaƚeƐ aƌe aƚƚached and rates will be
charged based on the position assigned to a specific project under agreement with the City. These rates
shall be subject to review periodically and may change if agreed upon by both parties.
Please let me know if there is anything additional needed at this time. I look forward to continuing to
work together.
Sincerely,
HEATHER HINES
Principal
hhines@m-group.us
707.318.6208
M -GROUP
2020 RATE SHEET
M-GROUP STAFF HOURLY RATE
Admin Analyst $80 Planning Tech
Assistant Planner
$95 Assistant Urban Designer
Social Media Coordinator
GIS Mapping Technician $100
Associate Planner $125 Associate Urban Designer
Environmental Planner
$135 Historic Preservation Specialist
Public Art Specialist
Senior Planner
$145 Senior Urban Designer
Senior Environmental Planner
Project Manager
Principal Planner
$165 Principal Environmental Planner
Principal Policy Planner
Director of Urban Design
Principal $210 - $260
*Hourly rates are subject to annual adjustment.
*Sub-consultants include a 10% administration fee
EXHIBIT 2
Page 1 of 1 ATTACHMENT 1
RESOLUTION NO. 14866
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING AND AUTHORIZING
THE CITY MANAGER TO EXECUTE AN AGREEMENT FOR PROFESSIONAL SERVICES
WITH M-GROUP FOR ON-CALL PLANNING AND ENVIRONMENTAL CONSULTANT
SERVICES IN AN AMOUNT NOT TO EXCEED $100,000
(Term of Agreement: through July 30, 2022)
WHEREAS, the City of San Rafael has determined that temporary on-call professional
planning and environmental services are needed to provide support to the Current Planning
Division of the Community Development Department and to prepare necessary land use and
environmental documents, on an as-needed basis; and
WHEREAS, on-call professional service are intended to fill temporary gaps in
services; and
WHEREAS, at the City’s request, M-Group has submitted a scope of work and
proposal for providing day-to-day current planning assistance to the City, including a list of
anticipated activities/tasks and the hourly rate for performance of these services; and
WHEREAS, the costs associated with the M-Group’s proposed interim professional
services are already budgeted within the Community Development Department (General
Fund), and through application and permit processing fees collected from the project
developers for cases assigned to the contract planner; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San
Rafael does hereby approve and authorize the City Manager to execute, on behalf of the City
of San Rafael, an Agreement for Professional Planning Services with M-Group in the form
attached hereto as Exhibit A subject to approval as to form by the City Attorney.
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 2nd day of November 2020, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
Lindsay Lara, City Clerk
Exhibit A: Professional Services Agreement between City of San Rafael and M-Group,
with Attached Scope of Work
AGREEMENT FOR PROFESSIONAL SERVICES
FOR ON-CALL CONTRACT PLANNING AND ENVIRONMENTAL REVIEW
SERVICES TO FILL A TEMPORARY GAP IN SERVICES
B^/
This Agreement is made and entered into thisLI day of 202J, by and
�
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and METROP ITAN PLANNING
GROUP, a California Corporation also known as the "M-GROUP"(hereinafter "CONTRACTOR").
RECITALS
WHEREAS, the San Rafael Planning Division is committed to providing timely and
effective planning services to the public; and
WHEREAS, the Planning Division has been faced with the need to reduce staffing level
due to economic impacts that have resulted from Covid-19.
WHEREAS, given the current workload of CITY staff, the CITY has determined that the
Planning Division is faced with a temporary gap in services and that on-call professional planning
and environmental services are needed to supplement existing staffing through the temporary
assignment of project on an as -needed on-call basis; and
WHEREAS, the CITY has determined based on past experience that the
CONTRACTOR would provide the most qualified contract planners at the most efficient cost;
and
WHEREAS, at the CITY'S request, the CONTRACTOR has submitted a proposal
dated October 12, 2020 to provide on-call professional planning and environmental planning
services to the CITY, and said proposal is attached to this Agreement marked "Exhibit 1" and
incorporated herein by reference; and
WHEREAS, CONTRACTOR has demonstrated through its statement of qualifications and
prior work for the CITY, as well as other Cities, on other similar projects that it would be able to take
on the responsibilities as a Contract Planner for the CITY.
AGREEMENT V � 10 � U lJ L�
NOW, THEREFORE, the parties hereby agree as follows: DEC 26 2020
COMMUN�i r ` L�i�. CPFf,ENT DEPARTMENT
1. PROJECT COORDINATION. Cm OF 54N FAFAEL
A. CITY'S Project Manager. Alicia Giudice, Principal Planner is hereby designated
the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects
of the progress and execution of this Agreement.
B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Heather Hines, Principal of M -Group, 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 shall perform contract planning services to fill a temporary vacancy in the
Planning Division with the duties as described in Exhibit 1 attached, CONTRACTOR'S Proposal
dated October 12, 2020.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4 and shall provide
CONTRACTOR with a work space and materials and information necessary for CONTRACTOR
to perform the services required by this Agreement.
4. COMPENSATION.
CONTRACTOR shall perform duties and bill for services on a "time and material" basis,
as work is needed by CITY, at the billing rate as presented in CONTRACTOR'S 2020 Rate Sheet
attached as Exhibit "2" hereto, provided that in no event shall the total compensation paid to
CONTRACTOR pursuant to this Agreement exceed One Hundred Thousand Dollars ($100,000).
CONTRACTOR work hours shall be based on the number of hours needed to manage
project workload or deadlines for that week.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for 22 months commencing on September 1, 2020 and
ending on July 30, 2022. 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 up to six (6)
months.
6. TERMINATION.
A. Discretionary. Either parry 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. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
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
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) 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 insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. 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 or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance policies
shall be "primary and noncontributory" with respect to any insurance or coverage maintained by
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
"primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as
ISO form CG20 0104 13.
3. Except for professional
insurance, the insurance policies shall include,
contractual liability and personal injury.
liability insurance or worker's compensation
in their text or by endorsement, coverage for
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
4
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONTRACTOR under this agreement.
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 party. 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.
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 CONTRACTOR's
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
5
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, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
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 THIlZD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third parry, 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:
TO CONTRACTOR's Project Director:
16. INDEPENDENT CONTRACTOR.
Alicia Giudice, Principal Planner
City of San Rafael
1400 Fifth Ave.
San Rafael, CA 94915-1560
Heather Hines, Principal
M -Group
499 Humboldt St.
Santa Rosa, CA 946404
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 terms 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. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE
This Agreement may be executed by electronic signature and in any number of counterparts,
each of which shall be deemed an original, but all of which together shall constitute one document.
Counterpart signature pages may be delivered by telecopier, email or other means of electronic
transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
ATTEST:
/. /lag"
Ar LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
Q AAka'-=
ROBERT F. EPSTEIN, Cify Attorney
CONTRACTOR
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Title:
[If Contractor is a corporation, add signature of second
corporate officer]
By: Zor" ni��19
Name: 4�eQ,r-r 6 i2'4 iG
Title: r WIPEM-F
U m- g r o u a new design on urban planning
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G R O U P
October 12, 2020
Raffi Boyolan
Planning Manager
City of San Rafael
1400 5th Street
San Rafael, CA 94901
RE: M -Group Proposal for Planning Staff Support
Raffi,
I am pleased to prepare this letter proposal to renew M -Group's contract with the City of San Rafael. We
pride ourselves on ongoing work with our clients to prepare quality work product with flexibility to
respond to each jurisdiction's changing needs and timelines. M -Group has provided staffing assistance to
the City of San Rafael since 2014and our team looks forward to continuing that work with you and your
staff.
This contract is intended to augment and extend our current contract for staffing support most recently
provided by Associate Planner Krystle Rizzi. Under this contract, M -Group will provide professional
planning services for development and environmental review projects assigned by the City. More
specifically, these services will generally consist of, but not be limited to, the following:
• Review development project materials and environmental technical studies as needed
• Writing of reports, correspondence, findings, and conditions of approval
• Attend meetings with applicants and City staff
• Complete research and make recommendations
• Conduct site inspections
• Attend and presentation at public meetings such as Design Review Board, Planning Commission,
and City Council
M -Group will also provide on call environmental review services for project level environmental review.
A separate project level budget may be required at the direction of staff for more complex environmental
review assignments to ensure full cost recovery capture. These services may include, but are not limited
to, the following:
• Expanded justifications for categorical and statutory exemptions
• Consistency analysis
• Initial Studies
• Negative Declarations and Mitigated Negative Declarations
• Environmental Impact Reports
• Project management of environmental analysis
• Peer review of environmental documents and technical studies
Exhibit 1
m-group.us 4-jci HLIMIPi1 11 Sn'e-t Santa R .,t CA 954 l -I
Additionally, M -Group may provide professional planning services to assist the City with advanced
planning and special projects as requested by the City. These services may include, but are not limited to,
the following:
• City initiated zoning updates
• Annual Housing Element Report
• Affordable housing agreements
• Environmental review of City projects
• Public outreach efforts on advanced planning and policy issues
This contract will extend through July 2022. M -Group's 2020 hourly rates are attached and rates will be
charged based on the position assigned to a specific project under agreement with the City. These rates
shall be subject to review periodically and may change if agreed upon by both parties.
Please let me know if there is anything additional needed at this time. I look forward to continuing to
work together.
Sincerely,
HEATHER HINES
Principal
hhines@m-group.us
707.318.6208
m-group.us 4-�9 Humboldt Stiaer, Santa ' GSa. CA :j* _
7p 7 , y lfj it %:_
MmOROUP
2020 RATE SHEET
M -GROUP STAFF
HOURLY RATE
Admin Analyst
Planning Tech
$80
Assistant Planner
Assistant Urban Designer
$95
Social Media Coordinator
GIS Mapping Technician
$100
Associate Planner
Associate Urban Designer
$125
Environmental Planner
Historic Preservation Specialist
$135
Public Art Specialist
Senior Planner
Senior Urban Designer
Senior Environmental Planner
$145
Project Manager
Principal Planner
Principal Environmental Planner
Principal Policy Planner
$165
Director of Urban Design
Principal
$210-$260
Exhibit 2
* Hourly rates are subject to annual adjustment.
* Sub -consultants include a 10% administration fee