Loading...
CD Reimbursement Agreement 2021REIMBURSEMENT AGREEMENT Ap'�''`6�' a�-o� �ozf THIS REIMBURSEMENT AGREEMENT (Agreement) is entered into this ("Effective Date"), between Merlone Geier Partners. LLC ("Developer"), and the CITY OF SAN RAFAEL, a municipal corporation organized and existing under the laws of the State of California ("the City"). RECITALS A. Developer has submitted an application for approval of a redevelopment of the property located at 5800 Northgate Drive in San Rafael. The project site consists of six assessor's parcels (175-060-12; 40; 59; 61; 66-67) and are zoned General Commercial (GC) and used as a Shopping Mall with Retail and Commercial uses. All parcels currently have a General Commercial designation under the General Plan 2020. The applicant is proposing comprehensive redevelopment of Northgate Mall to include an open-air'main street experience' surrounded by high-density multifamily housing within two (2) phases. Project proposes to reduce the existing commercial retail, from 775,677 sq. ft. to 246,677 sq. ft., and construct six (6), five (5) -story high-density multifamily residential buildings with a combined 1,356 living units. The project requests 24' height bonuses for the new residential buildings with a total height of 60' each. The project proposes to provide 5% affordable housing plus an additional unspecified affordable component (either additional low-income units, an increased number of moderate - income units, or an in -lieu fee). B. Pursuant to the City's comprehensive planning and environmental review process, the City has tentatively determined that the proposed project will require the following permits and land use entitlements [mark Those applicable]: [ ] General Plan Amendment [X] Zoning Change/Planned Development [ ] Minor Subdivision/Tentative Map [ X ] Major Subdivision/Tentative Map [ X ] Use Permit [X] Environmental and Design Review Permit [ ] Variance [ ] Sign Review/ Sign Program/Amendment [X] CEQA - Initial Study and Mitigated Neg Declaration or Environmental Impact Report [ X ] Development Agreement C. Due to the current work load of the City's Community Development Department and Public Works Department, and the aggressive timeline requested by the Developer, the City must hire a Contract Planner to serve as "Project Planner" and a Public Works consultant for this project and expedite the review of the proposed project on the condition that Developer reimburse the City for its costs incurred in connection with these outside vendors ("Contract Planner" and "Contract Public Works Consultant"). Page 1 of 8 D. In addition, due to the complexity of the environmental review process and the expertise required to comply with the California Environmental Quality Act (CEQA), the City must hire an Environmental Consulting firm to provide CEQA guidance and prepare an Initial Study and either Mitigated Negative Declaration or Environmental Impact Report (EIR) in accordance with CEQA ("Contract CEQA Consultant"), and City may also be required to consult with an outside law firm for expert legal advice regarding CEQA or other applicable law ("Contract Law Firm"), on the condition that Developer reimburse the City for its costs incurred in connection with these outside vendors. E. California Public Resource Code Section 21082.1 authorizes the City to employ a Contract Planner and Contract CEQA Consultant to provide planning and environmental review services, including preparation of the environmental documents required by the California Environmental Quality Act (CEQA) for the proposed project. F. The City received a proposal for Contract Planner services from MIG, dated May 4, 2021. The proposal provides an estimate for the time anticipated to process the planning application with a proposed budget estimate of $83,448 and includes the billing rate for the Contract Planner. G. The City received a proposal for Contract Public Works Consultant services from SNG & Associates, Inc. (SNG). The proposal provides an estimate for the time anticipated to review the project on behalf of Public Works for land use entitlement purposes with a proposed budget estimate of $57,212 and includes the billing rate for the Contract Public Works Consultant services for reviewing plans. H. The City will require Environmental Consultant services to prepare an Initial Study and necessary documents to comply with the California Environmental Quality Act (CEQA). California Government Code Section 66014, California Public Resource Code Section 21089, and San Rafael Municipal Code Section 3.34.40 entitle the City to recover its costs of processing the applications for the land use entitlements required for the proposed project, including but not limited to the cost of the City's preparation and review of all required environmental documents. Accordingly, the City is entitled to recover its Contract Planner, Contract Public Works Land Use Entitlement Consultant, and Contract CEQA Consultant costs from Developer. J. This Agreement is intended to set forth procedures and a finding mechanism for Developer's payment of all planning and environmental consulting costs that will be incurred in connection with the proposed project. NOW, THEREFORE, in consideration of the mutual promises set forth herein, the parties hereby agree as follows: TERMS OF REIMBURSEMENT AGREEMENT 1. Recitals Incorporated. The foregoing recitals are incorporated into this Agreement. Page 2 of 8 Reimbursement. The City will contract directly with Contract Planner, Contract Public Works Consultant, and Contract CEQA Consultant to provide planning and environmental consulting services for the proposed project. Developer agrees to reimburse the City for all Contract Planner, Contract Public Works Consultant, and Contract CEQA Consultant costs that the City incurs which are related to the proposed project. The Contract Planner costs may include charges for various independent contractors working under Contract Planner's supervision (for example, traffic engineering consultants, biological study consultants, etc.). Developer agrees that the Contract Planner, Contract Public Works Consultant, and Contract CEQA Consultant reimbursement charges will be separate and are in addition to the City's other processing and development fees to be charged to and paid by Developer pursuant to San Rafael Municipal Code Section 3.34.40. 3. Project Reimbursement Account. The contract amount of the proposed project includes three separate components, one for Contract Planner, one for Contract Public Works Consultant, and one for Contract CEQA Consultant, as well as a contingency amount as follows: A. Contract Planner Amount. The initial contract amount of the Contract Planner is $83,448 ("the Contract Planner Amount") calculated on an estimate of time to process the planning application, based on the billing dates and anticipated number of hours, and shall be payable as follows:. If additional time or effort outside the estimates time included in the contract are incurred, Developer is responsible for those costs: i) Developer shall pay the balance for the Contract Planner Amount to the City within 30 days of receiving the City's request for deposit to a non-interest-bearing Reimbursement Account that will be created by the City's Finance Department for the proposed project. This amount does not include the planning application submittal fees that would be required for this project and are required to cover City staff time associated with oversight and supervision of the Contract Planner. ii) The Contract Planner Amount does not include the 10% planning contract administrative fee that is required to cover City staff time associated with review by the Contract Planner and administration of that contract. This 10% administrative fee ($8,344.80) shall be paid at the time of submittal of the fund for the Contract Planner contract and shall be by a separate check. iii) The City will hold Contract Planner Amount funds in the Reimbursement Account and charge invoices received from Contract Planner against the Reimbursement Account. The City will provide Developer with copies of all such invoices, as requested. B. Contract Public Works Consultant Amount. The initial contract amount of the Contract Public Works Consultant is $57,212.00 ("the Contract Public Works Consultant Amount") calculated on an estimate of time to review the project on behalf of the Public Workslf additional time or effort outside the estimated time included in the contract are incurred, Developer is responsible for those costs: Page 3 of 8 i) Developer shall pay invoices for DPW consultant work to the City within 30 days of receiving the City's request, for deposit to a non-interest-bearing Reimbursement Account that will be created by the City's Finance Department for the proposed project. ii) The Contract Public Works Consultant Amount does not include the 10% administrative fee that is required to cover City staff time associated with review of Public Works requirements and administration of the contract. This 10% administrative fee ($5,721.20) shall be paid at the same time payment and shall be by a separate check. iii) The City will hold Contract Public Works Consultant Amount funds in the Reimbursement Account and charge invoices received from the Contract Public Works Consultant against the Reimbursement Account. The City will provide Developer with copies of all such invoices, as requested. iv) Developer agrees to continue making such payments until the City is reimbursed for all the Contract Public Works Consultant costs related to the proposed project. The City will hold any funds remaining in the Reimbursement Account until the City's processing of the proposed project is completed. Although the Reimbursement Account is primarily intended to fund the costs related to the Contract Public Works Consultant, Developer agrees that the City may collect any unpaid development fees and charges related to the proposed project from the funds in the Reimbursement Account. Any remaining finds in the Reimbursement Account after payment of all fees and costs related to the proposed project shall be refunded to Developer. C. Contract CEQA Consultant. The Initial Study deposit amount of the Contract CEQA Consultant in the amount of $16,558 has been made. Developer agrees to reimburse the City for all Contract CEQA Consultant costs that the City incurs that are related to the proposed project. At such time City obtains a Proposal to prepare CEQA documents in connection with the proposed project, City and Developer will enter into an amendment to this Agreement prior to any CEQA Consultant costs being incurred, setting forth the Contract CEQA Consultant Amount, and the reimbursement terms for such costs. D. Contract Law Firm. The initial contract amount for the Contract Law Firm is $0 ("the Contract Amount - Legal"). At this point, there is no specific need or anticipated use of a Contract Law Firm. Developer agrees to reimburse the City for all pre -approved Contract Law Firm costs that the City incurs that are related to the proposed project. In the event City is required to incur fees to a Contract Law Firm in connection with the proposed project, City and Developer will enter into an amendment to this Agreement prior to any Contract Law Firm costs being incurred, setting forth the Contract Amount- Legal, and the reimbursement terms for such costs. 4. Automatic Withdrawal of Application. Developer's failure to make the payments required by the provisions of Section 3 of this Agreement shall result in an automatic withdrawal of the application for the proposed project. Notwithstanding such automatic withdrawal, Developer shall remain responsible for all amounts due pursuant to this Agreement and shall submit the same for payment Page 4 of 8 to the City within 30 days of the City's demand for payment. After automatic withdrawal of the application pursuant to this Section, should Developer desire to re -apply for approval of the proposed project, City will require that Developer pay all regular City fees then applicable to initiate processing of a new application. Should Developer fail to make the payments required under this Agreement, or otherwise breach this Agreement, the City will not be obligated to complete any environmental review that has been initiated with respect to the proposed project. 5. Binding Effect of Agreement. This Agreement inures to the benefit of and binds the parties to this Agreement and their respective agents, employees, successors, and assigns. 6. Relationship of Parties. A. Contract Planner, Contract CEQA Consultant, Contract Public Works Consultant, and Contract Law Firm (and their agents and employees) are not employees of the City but instead are independent contractors. B. Contract Planner, Contract CEQA Consultant, Contract Public Works Consultant, and Contract Law Firm shall act solely on behalf of the City and shall not be consultants to, representatives of, or agents of Developer. Developer agrees not to communicate with or contact Contract Planner, Contract CEQA Consultant, Contract Public Works Consultant, or Contract Law Firm (or any of their respective consultants, agents, or employees) without prior written authorization from the City. C. Developer agrees that this Agreement and any document executed in connection herewith shall not cause Developer and the City to become joint venturers or partners. D. This Agreement is made and entered into for the sole protection and benefit of the parties and their successors and assigns and does not, nor is it intended to, create any rights in favor of or obligation owing to any third parties. 7. No Entitlements Granted. This Agreement provides no legal or vested right to Developer to secure approval of any development plan, any particular environmental determination under CEQA, or any particular permit or land use entitlement. Accordingly, Developer understands and agrees that in the performance of their services, including the preparation and review of all necessary environmental documents, Contract Planner, Contract CEQA Consultant, and Contract Public Works Consultant will be as accurate and objective as reasonably possible. The City may determine during the course of processing of the proposed project application that final approval will require issuance of other permits in addition to those listed in Recital B of this Agreement, due to changes in the applicable state law, City Municipal Code, changes to the proposed project, or otherwise. Due to the nature of the required environmental and planning review, the City cannot predict with accuracy the total costs that the City will incur and charge to Developer concerning the proposed project. Developer agrees that it has not relied (and will not rely) on any estimates that the City may provide in this regard. Notices. All notices required or provided by this Agreement shall be in writing and delivered in person or sent by certified mail, postage prepaid, return receipt requested, to the principal offices of Page 5 of 8 the City and Developer. Notice shall be effective on the date it is delivered in person, or the date when the postal authorities indicate the mailing was delivered to the address of the receiving party indicated below: Notice to the City: Alicia Giudice, Community Development Director City of San Rafael — Community Dev Dept 14005 th Ave, 3`d Floor San Rafael, CA 94901 Notice to Developer: Merlone Geier Partners, LLC 425 California St.. Tenth Floor San Francisco, CA 94104 9. Indemnification, Defense and Hold Harmless. With respect to any claim, action, or proceeding arising from this Agreement, Developer agrees to defend and indemnify the City and hold it harmless against all damages, costs and fees that may be incurred by the City. 10. Amendments. No amendment of this Agreement shall be valid or binding unless made in writing, duly authorized, and signed on behalf of both parties. 11. Administrator. The City employee with responsibility for administering this Agreement is Alicia Giudice, Community Development Director, or other employee as may be designated by the City's Community Development Director. 12. Integration Clause. This Agreement constitutes the full, final, complete and entire agreement between the parties with respect to the subject matter of this Agreement, and there are no other terms, obligations, covenants, representations, statements, or conditions except as set forth in this Agreement. No change or amendment to this Agreement will be effective unless in writing and signed by the parties to this Agreement. Failure to insist upon strict compliance with any term or provision of this Agreement will not be deemed to be a waiver of any rights under a subsequent act or failure to act. This Agreement specifically supersedes all prior agreements between the parties with respect to the subject matter of this Agreement. 13. Severability Clause. Should any portion of this Agreement be declared void or unenforceable, such portion(s) shall be considered independent and severable from the remainder, and the validity of the remainder shall remain unaffected. 14. Headings. The section headings contained in this Agreement are inserted for convenience only and shall not affect in any way the meaning or interpretation of this Agreement. 15. Public Record. This Agreement and all non -privileged documents prepared pursuant to this Agreement shall be maintained as public records. 16. Representation of Comprehension. In entering into this Agreement, the parties represent that they have read the Agreement, that they have had the opportunity to review the terms of the Agreement with counsel of their choosing, and that the terms of the Agreement are understood and Page 6 of 8 voluntarily accepted by them. If any dispute or ambiguity should arise in the future over the terms of this agreement, neither party will be deemed the drafter of this document. 17. Governing Law. This Agreement shall be construed in accordance with and governed by the laws of the State of California. Any action arising out of or connected with this Agreement shall be instituted and maintained in the Marin County Superior Court. 18. Attorneys' Fees. In any action arising out of this Agreement, the prevailing party shall be entitled to costs (including non -statutory costs) and reasonable attorneys' fees from the non -prevailing party or parties. 19. Counterparts. The parties may execute this Agreement by means of electronic signature and in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument. 20. Authority. The person signing this Agreement for Developer hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Developer. IN WITNESS WHEREOF this Agreement has been executed by the parties on the day and year first above written, CITY OF SAN RAFAEL ATTEST: ^/ .e' ,'��; f LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney DEVELOPER Name: 2AVID E. Cae.l SQ.(— Title: MANA-CaI NGS DIIZEC�_ [If DEVELOPER is a corporation, add signature of second corporate officer] By: Name: Title: Page 7 of 8 Page 8 of 8 TASK ORDER NORTHGATE MALL(ED21-024) (Task Order Reference Number: SNG SR 004) SNG & Associates, Inc. (SNG) presents the following Task Order (TO) Scope of Services as requested by the City of San Rafael Department of Public Works (DPW) for providing staff support and review of the development application for the Northgate Mall Project (ED21-024). Services under this Task Order will be provided pursuant to the Master Consultant Services Agreement dated March 8, 2021. Scope of Services: The scope of services shall include review and staff support as needed for review and coordination of technical studies, review of development applications, coordination with other City consultants, and preparation of Conditions of Approval. The services shall include attendance at meetings with developers, staff, engineers and others as requested by the City. Estimated Fees: SNG will provide services included in the above Scope of Work to meet mutually agreed upon deadlines for every submittal. The Estimated Fee to perform the Scope of Work is $57,212.00, which will be billed on a time -and -expense basis in accordance with our 2021 Billing Rate Schedule (Attachment A). Tasks Associate Project Manager Principal p Estimated Fee $150/hour $188/bour S215/hour 1. Review Preliminary Plans, Associated Documents, technical 16 112 24 $28,616.00 reports, CI -QA SLIPIlOrt 2. Meetings, coordination and g 24 16 $9,152.00 communications 3. Project Conditions of Approval 10 52 16 $14,716.00 4. Planning Commission/ City Council 16 8 $4,728.00 Approval assistance TOTAL $5,100.00 $30,600.00 $9,600.00 $57,212.00 5776 Stoneridge Mall Road, Suite 365, Pleasanton, CA 94588 Phone: 925-251-0100 Fax: 925 242-5894 ATTACHMENT A BILLING RATES SCHEDULE Position Hourly Rate Principal Engineer 215.00 Project Manager 188.00 Senior Engineer 178.00 Construction Manager 150.00 Associate Engineer II 150.00 Associate Engineer 1 135.00 Assistant Engineer 131.00 Senior Engineering Inspector 128.00 Engineering Technician/CAD Drafting 103.00 Engineering Inspector 113.00 Clerical/ Admin Support 81.00 Licensed Land Surveyor 170.00 Note: Sub -consultants and outside services billed at 110% of actual cost. Rates valid through December 31, 2021. Rates will be adjusted annually every January 11twith maximum annual increase in rates of 3%. SING & Associates. Inc. S776 Stoneridge Mall Road, Suite 36S, Pleasanton, CA 94S88 Phone: 92S -2S1-0100 Fax: 92S -242-S894 Page 2 M �G to Alicia Giudice from Tricia Stevens, MIG re #ZC21-001 5800 Northgate Dr. date 05/04/2021 Project Understanding The City of San Rafael would like MIG to provide planning services for the redevelopment of Northgate Mall. MIG understands the project will include a comprehensive redevelopment of Northgate Mall to an open-air 'main street experience' surrounded by high-density multifamily housing within two (2) phases. Project proposes to reduce the existing commercial retail, from 775,677 sq. ft. to 246,677 sq. ft., and construct six (6), five (5) -story high-density multifamily residential buildings with a combined 1,356 living units. The project requests 24' height bonuses for the new residential buildings with a total height of 60' each. The project proposes to provide 5% affordable housing plus an additional unspecified affordable component (either additional low-income units, an increased number of moderate -income units, or an in -lieu fee). The project is located in the GC Zone and is designated GC in the General Plan, and is in a Priority Development Area (PDA). The requested entitlement include: • Rezone to the PD (Planned Development) Overlay Zone • Master Use Permit • Height Bonus • Affordable Housing Plan • Design Review Permit • Tentative Map • Development Agreement • Certification of an EIR The San Rafael General Plan 2020, the City's Municipal Code, and the draft 2040 General Plan authorize the proposed residential, commercial and retail mixed land use contemplated by the project. With the addition of housing to the project, the project directly advances General Plan policies aimed at revitalizing the Northgate Town Center area. It is anticipated that the project will be PLANNING I DESIGN I COMMUNICATIONS I M A N A G E M E N T I SCIENCEI TECHNOLOGY 800 Hearst Avenue - Berkeley, CA 94710 - USA - 510.845 7549 - FAX 510-845-8750 - www.migcom.com Offices in. California • Colorado • New York ■ Oregon - Texas • Washington evaluated against the 2040 General Plan as the project will likely not be deemed complete until after the adoption of the new General Plan. Because of the size and scope of this project, and the inclusion of both market - rate and affordable housing, MIG will ensure that the requirements of the State Housing Accountability Act will be followed. MIG recognizes that the design and mix of uses needs additional review in order to meet the City's objectives. MIG anticipates a robust early design review process involving qualified urban design professionals, the Design Review Board, the Planning Commission, and the community. In particular, we understand that the mix of commercial uses and the design of pedestrian amenities needs additional scrutiny. Tricia Stevens, AICP, will serve as the overall project manager. Chris Beynon, AICP, will provide urban design and architectural expertise for the design review portion of the project. Both have extensive experience with housing developments. Chris' urban design expertise with mixed use, retail, and housing development is summarized in the attachment. Scope of Work MIG will coordinate with City of San Rafael Staff to complete the following tasks: Task 1 - Application Processing/Initial Project Review: MIG will undertake the following as part of the application processing. - Review the application and technical reports and documents to understand project scope and issues; - Conduct field review to understand the project setting and context; - Participate in meetings (in person and/or by phone) with the applicant and City Staff, to coordinate related to project needs and issues. This will include bi-monthly check -ins with the Development Coordinating Committee; - Review and analyze re -submitted application materials to determine whether adequate information has been provided by the applicant and to understand project issues; - Provide an initial analysis of General Plan and zoning consistency to determine areas of inconsistency at early project stages. This initial consistency analysis will be provided within two weeks of contract tv11G, Inc. approval. A complete consistency analysis will be provided within 60 days after the application is deemed complete. - Coordinate with other agencies that have jurisdiction over the application; - Coordinate with other City Departments as needed to address project needs; and - Provide public information and coordinate with interested community members and groups. Task 1 Deliverables: - Memorandum outlining initial project consistency with General Plan and zoning requirements. - Completeness letter in compliance with the Permit Streamlining Act if necessary, after second submittal. - Meeting minutes as needed - Collateral materials (e.g. public notice, memos) if necessary Task 2 - Early Design Review: MIG proposes a robust early design review process to provide design direction to the applicant to ensure the project meets City objectives for a superior mixed-use center. Please see separate letter for a detailed description of this task. Task 3 (Optional) - Preparation of a Master Plan for the site and a more in- depth critique. This task would result in a comprehensive Master Plan to guide development over a 20 -year period. This Master Plan would have chapters on Overall Vision, Design, Development Standards, Transportation, and Infrastructure. MIG would engage the services of sub -consultants on marketing/economics and transportation. MIG would rely on the applicant to provide architectural and landscaping plans, and renderings. Deliverables - Production of a Master Plan document for city review and adoption. Task 4 - Coordination on Environmental Analysis: MIG will coordinate the preparation of an EIR, to be prepared by others. - Coordinate with EIR preparers on EIR initiation. Review project description. - Ongoing coordination with EIR preparers as EIR is underway; - Review Admin Draft EIR on behalf of the City. Coordinate review by other City Departments; - Review Responses to Comments to DEIR on behalf of the City. - Ensure proposed mitigation measures are incorporated into project conditions of approval. MIG, Inc. - This scope of work anticipates two -three meetings on EIR coordination. Task 4 Deliverables: - Memorandum with comments on Admin Draft EIR. Task 5 - Staff Report Preparation and Decision -Making: Working from City templates, MIG will prepare analysis and recommendations by undertaking the following tasks. - Draft a decision-making document for consideration by City Staff for Planning Commission and City Council hearings, including conditions of project approval. Based on feedback from Staff, MIG will complete final decision-making documents with conditions of approval for use by the City. - Working from City templates for PowerPoint presentations for similar projects, MIG will prepare PowerPoint presentations for the project, and attend up to four public hearings to make presentations on the project. - Support project completion by reviewing meeting minutes, drafting NODs and updating tracking information to document project close-out. Task 5 Deliverables: - Draft decision document for Planning Commission Hearing (electronic submittal, in Word and PDF formats) - Final decision document for Planning Commission Hearing (electronic submittal, in Word and PDF formats) - Draft decision document for City Council Public Hearing (electronic submittal, in Word and PDF formats) - Final decision document for City Council Public Hearing (electronic submittal, in Word and PDF formats) - Draft and Final PowerPoint Presentations (electronic submittals) Budget MIG will complete the above -noted scope of work for an estimated cost of $83,448as broken down by task in Table 1. Table 1: Budget Estimate BUDGET ESTIMATE MIG, Inc. Estimated MIG HOURS ESTIMATED CONSULTANT COSTS Administration Project Initiation and Setup Post Approval Processing (NOD, Resolutions, File Closure, Etc.) Project Management (7%) Administration Subtotal Task 1 Application Processing/initial Review 7 $1,120 6 $960 30 $4,738 43 $6,818 Review Application and Technical Reports 25 $6,050 Interdeptment/Interagency coordination 15 $2,400 Client Meetings 20 $3,200 Consistency Review 25 $4,000 Site Visit 8 $1,280 Task 1 Subtotal 93 $16,930 Task 2 Design Review Vision and Goals Setting 25 $6,325 Opportunities and Constraints Analysis 25 $6,325 Design Parameters and Direction 25 $6,325 Preparation of Staff Materials for DRB and PC workshop 25 $6,325 Task 2 Subtotal 100 $25,300 Task 3 (Optional) Marketing/Economics Subconsultant Transportation Subconsultant Additonal design charrettes City and community Draft Master Plan Final Master Plan Task 4 Subtotal TBD Task 4 Coordination on EIR 45 $7,200 Task 4 Subtotal 45 $7,200 Task 5 Staff Report Preparation and Decision-making PC staff reports and meeting materials 90 $14,400 City Council staff reports and meeting materials 50 $8,000 Public Hearing Preparation, attendance, follow-up 30 $4,800 MIG, Inc. Task 5 Subtotal 170 $27,200.00 Total 451 $83,448 Assumptions: - MIG staff will visit the property and attend public hearings, all other meetings will occur by phone or zoom. - Direct expenses, such as for any significant copying costs, will be billed at cost, and will be in addition to the above total; this would first be discussed with the City. - Notice and agenda preparation and similar administrative tasks would be the responsibility of City - MIG staff will attend a total of five Public Hearings. - MIG staff will attend 4-5 client/applicant meetings. - Assumes one round of review for each deliverable. - Attendance at any additional meetings, changes to the project description, or expansion of this scope of work or level of analysis required would require additional fees. MIG, Inc. 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: Alicia Giudice Extension: x3092 Contractor Name: Merlone Geier Partners, LLC Contractor's Contact: Ross Guehring Contact's Email: ross@townhallpa.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 N/A ❑AG ❑X MG b. Email contract (in Word) & attachments to City 8/18/2021 Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement Click here to ❑ LG and return to Project Manager enter a date. ❑ LG b. Confirm insurance requirements, create Job on Click here to Project Manager PINS, send PINS insurance notice to contractor enter a date ❑ AG 3 Forward three (3) originals of final agreement to contractor for their signature ❑ MG 4 Project Manager When necessary, * contractor -signed agreement ❑X N/A agendized for Council approval *PSA > $75,000; or Purchase > $75,000; or Or ❑ Public Works Contract > $175,000 Date of Council approval Click here to enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 9/10/2021 AG Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signedp I U t agreement 7 / 7 City Attorney - Review and approve insurance in PINS, and bonds �IZD 2D2 City Manager/ Mayor City Clerk for Public Works Contracts 7 l 8 Agreement executed by Council authorized official Attest signatures, retains original agreement and 9 forwards copies to Project Manager ti