HomeMy WebLinkAboutCD Contract Planning ServicesAGREEMENT FOR PROFESSIONAL SERVICES
FOR CONTRACT PLANNING SERVICES TO FILL TEMPORARY VACANCY IN
PLANNING DIVISION
This Agreement is made and entered into this day of Aee- , 20 -,-'Ay
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and MIG, INC. (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, the San Rafael Planning Division ("Planning Division") is committed to
providing timely and effective planning services to the public; and
WHEREAS, given the current workload of Planning Division staff, the CITY has
determined that Planning Division is faced with a temporary gap in services and that on-call
professional planningand environmental services are needed to supplement existing staffing
through temporary assignment of projects on an as -needed on-call basis; and
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.
In addition, CONTRACTOR has submitted a proposal for work to be done for a specific project.
Said proposals are attached to this Agreement marked "Exhibit 1" and "Exhibit 2" 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 that it would be able to take on the
responsibilities as a Contract Planner to fill the temporary vacancy for the CITY.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. Leslie Mendez, Planning Manager, is hereby designated
the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects
of the progress and execution of this Agreement.
B. CONTRACTOR'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, contract planning services to fill a temporary
vacancy in the Planning Division with the duties as described in Exhibit 1 and Exhibit 2 attached.
CONTRACTOR shall work up to an average of 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 and the time estimate detail
set forth in Exhibit 2 hereto, provided that total compensation paid to CONTRACTOR pursuant to
this Agreement shall not exceed Two Hundred Seventeen Thousand Dollars ($217,000).
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR.
TERM OF AGREEMENT.
The term of this Agreement shall commence on the date of this Agreement and shall terminate
on June 30, 2023. 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 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 forance of its duties under this Agreement, shall be delivered to
CITY as soon as possible, but not later than thirty (30) days after termination.
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.
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 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
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 STR 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
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
5
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
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 wider 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: Leslie Mendez, Planning Manager
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
TO CONTRACTOR's Project Director: Scott Davidson,
Director of Contract Planning Services
800 Hearst Avenue
Berkeley, CA 94710
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
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 fust above written.
CITY OF SAN RAFAEL
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
I., M"
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14
yROBERT F. EPSTEIN, City omey
CONTRACTOR
[If Contractor is a corporation, add signature of second
corporate officer]
By:
Name:
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Exhibit 1
MIG, INC.
Approach/Scope of Work
MIG will provide on-call and contract planning services that will be coordinated by Shawna
Brekke-Read, the MIG Project Coordinator. Shawna would be supported by a team of three
Project Associates and one Senior Planner who have between 1 and 30 years of experiencing
working on a broad range of development and long-range projects.
To ensure MIG is assigning appropriate resources to match project needs, Shawna would work
in conjunction 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:
Principal T $210/hour
Project Coordinator I $170/hour
Senior Planner I $155/hour
Associate Planner 1 $110/hour
Planner ; $90/hour
Administrative Support I $85/hour I
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.
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
PLANN ING I D ESIG N I COM MUNI CATIONS I MANAG EMENT I S C I E N C E I TECHNOLOGY
800 Hearst Avenue • Berke ev, CA 94710 • USA • 510-845-7549 • FAX 510-845-8750 • www migcorn corn
Offices in California • Coiorado • New York • Oregon • Texas • Washington
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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
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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.
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- 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
Estimated ESTIMATED
MIG CONSULTANT
BUDGET ESTIMATE HOURS COSTS
N1 i G ic.
L./%1 I I L.01 1 i
Administration
Project Initiation and Setup
7
$1,120
Post Approval Processing (NOD, Resolutions, File Closure, Etc.)
6
$960
Project Management (7%)
30
$4,738
Administration Subtotal
43
$6,818
Task 1 Application Processing/Initial Review
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
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.
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5
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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: Leslie Mendez Extension: 3095
Contractor Name: MIG
Contractor's Contact: Scott Davidson Contact's Email: scottd@migcom.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
Click ...;re to
❑
enter a date.
❑
b. Email contract (in Word) and attachments to City
Click here to
OMG
Attorney c/o Laraine.Gittens@cityofsanrafael.org
enter a date.
10/11/2021
2
City Attorney
a. Review, revise, and comment on draft agreement
10/19/2021
❑x LG
and return to Project Manager
10/19/2021
❑X LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Department Director
Approval of final agreement form to send to
10/20/2021
❑X MG
contractor
4
Project Manager
Email original of final agreement to contractor for
10/20/2021
❑X MG
their signature
5
Project Manager
When necessary, contractor -signed agreement
❑ N/A
agendized for City Council approval *
*City Council approval required for Professional Services
❑X MG
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
11/1/2021
Date of City Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
11/23/2021
Attorney with printed copy of this routing form
MG
7
City Attorney
Review and approve hard copy of signed
agreement
�13
8
City Attorney
Review and approve insurance in PINS , and bonds
l 130
(for Public Works Contracts)
D
h�
9
City Manager/ Mayor
Agreement executed by City Council authorized
f
I
official
10
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager