Professional Services Page 1 of 11
Rev 9/22
AGREEMENT WITH PLACEWORKS, INC.
FOR PROFESSIONAL CONSULTANT SERVICES
FOR
COMPREHENSIVE ZONING CODE UPDATE SERVICES
This Agreement made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California (“CITY”), and PLACEWORKS, INC., a California S Corporation, (“CONSULTANT”), whose address is 2040 Bancroft Way, Suite 400, Berkeley, California, 94704.
RECITALS:
A. CITY desires certain technical planning services to support completion of a Comprehensive Update to the City’s Zoning Code (Title 27) hereinafter described.
B. CITY desires to engage CONSULTANT to provide these technical planning services by reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 - SCOPE OF SERVICES
The scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit A to this Agreement, attached and incorporated by reference.
SECTION 2 - DUTIES OF CONSULTANT
CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its work.
CONSULTANT represents that it is qualified to furnish the services described under this Agreement.
CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT.
CONSULTANT agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.
Professional Services Page 2 of 11
Rev 9/22
SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.
CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT's work.
SECTION 4 - TERM
The services to be performed under this Agreement shall commence on June 23, 2025 and be completed by December 31, 2028.
SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services (Work Plan) set forth in Exhibit A and the Budget and Rates set forth in Exhibit B, CITY agrees to pay CONSULTANT a fee in an amount not to exceed $926,846. This not to exceed amount includes the $842,587 base budget, and a 10% contingency in the amount of $84,259, which requires approval by CITY in the event that additional services are required during the course of the project.
Any comments or questions which CITY has concerning the contents of an invoice, or the Work represented by an invoice must be submitted to CONSULTANT in writing within fifteen (15) days after CITY receives the invoice. If no such comments or questions are received by CONSULTANT, the Work represented, and the invoice shall be considered correct and accepted by CITY. Payment for invoice shall be received by CONSULTANT within forty-five (45) days after the date of the invoice.
SECTION 6 - TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, either party shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to the other party . CONSULTANT agrees to cease all work under this Agreement upon receipt of said written notice.
Upon termination and upon CITY's payment of the amount required to be paid, documents become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation.
Professional Services Page 3 of 11
Rev 9/22
SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONSULTANT in the performance of this Agreement, although instruments of professional service, are and shall be the property of CITY once payment has been received by CONSULTANT, whether the project for which they are made is executed or not. If CITY desires to reuse any documents or other deliverables, including electronic media, pertaining to the project prepared by CONSULTANT, CITY may do so, but if such documents or other deliverables are reused by CITY for any purpose other than that for which such documents or deliverables were originally prepared, or if CITY causes such documents or deliverables to be altered without CONSULTANT’s written consent, such reuse shall be at CITY’s risk.
SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release, unless required by law. In such a case the CONSULTANT must immediately notify the CITY of the request or subpoena for such information and immediately deliver via facsimile or email any legal documents supporting the demand for said information
SECTION 9 - INTEREST OF CONSULTANT
CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.
SECTION 10 - CONSULTANT'S STATUS
It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this Agreement.
SECTION 11 - INDEMNITY
CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense to the extent arising out of CONSULTANT’s negligent performance or willful misconduct under this Agreement, except those claims arising out of CITY’s sole negligence or willful misconduct.
CONSULTANT agrees to defend City, its elected and appointed officials, employees, and agents against any such claims. The CONSULTANT’S duty to indemnify shall survive expiration or early termination of this Agreement.
Professional Services Page 4 of 11
Rev 9/22
SECTION 12 - INSURANCE
CONSULTANT shall procure and maintain for the duration of the contract and three years thereafter (five years for building or major improvements) the insurance specified in Exhibit C to this Agreement.
SECTION 13 - NON-ASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.
SECTION 14 - RELIANCE UPON PROFESSIONAL
SKILL OF CONSULTANT
It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work in the most skillful manner, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT's work by CITY does not operate as a release of CONSULTANT from said obligation.
SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.
SECTION 16 - SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.
SECTION 17 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.
Professional Services Page 5 of 11
Rev 9/22
SECTION 18 - NON-DISCRIMINATION
CONSULTANT warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.
SECTION 19 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.
The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.
SECTION 20 - LITIGATION
CONSULTANT shall testify at CITY'S request if litigation is brought against CITY in connection with CONSULTANT's services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT's wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT's standard hourly rates at the time of actual testimony.
SECTION 21 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:
To CITY: Zachary Dahl
Community Development Director
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
To CONSULTANT: PLACEWORKS, INC
Attn: Steve Noack, AICP
2040 Bancroft Way, Suite 400
Berkeley, CA 94704
Professional Services Page 6 of 11
Rev 9/22
SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.
This document may be amended only by written instrument, signed by both CITY and CONSULTANT.
SECTION 23 - AUTHORITY TO ENTER INTO AGREEMENT
CONSULTANT has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.
SECTION 24 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California, and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
Professional Services Page 7 of 11
Rev 9/22
IN WITNESS WHEREOF, CITY OF SAN MATEO and PLACEWORKS, INC. have executed this Agreement the day and year first above written.
CITY OF SAN MATEO
CONSULTANT
Alex Khojikian
City Manager
Date Randal W. Jackson
President
Date
APPROVED AS TO FORM
Mazarin Vakharia
Assistant City Attorney
Date Keith McCann
CEO/CFO
Date
Attachments:
Exhibit A: Scope of Services
Exhibit B: Budget and Fee Rates
Exhibit C: Insurance Requirements
Professional Services Page 8 of 11
Rev 9/22
EXHIBIT A
SCOPE OF SERVICES / WORK PLAN
Professional Services Page 9 of 11
Rev 9/22
EXHIBIT B
BUDGET AND FEE RATES
Professional Services Page 10 of 11
Rev 9/22
EXHIBIT C
INSURANCE REQUIREMENTS
MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if CONSULTANT has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
4. Professional Liability (Errors and Omissions): Insurance appropriate to the CONSULTANT’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate
If the CONSULTANT maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City, its elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the CONSULTANT; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the CONSULTANT including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the CONSULTANT’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).
Primary Coverage
For any claims related to this contract, the CONSULTANT’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the CONSULTANT’s insurance and shall not contribute with it.
Professional Services Page 11 of 11
Rev 9/22
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City.
Waiver of Subrogation
CONSULTANT hereby grants to City a waiver of any right to subrogation which any insurer of said CONSULTANT may acquire against the City by virtue of the payment of any loss under such insurance.
CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the CONSULTANT to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Verification of Coverage
CONSULTANT shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONSULTANT’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
This chapter describes the scope of services to be completed by the PlaceWorks team for the San Mateo Zoning Code Update. To facilitate your review of this proposal, we have prepared a concise scope that emphasizes key components of our approach to this project.
We are flexible regarding the proposed scope of work and will work with you to prepare a more detailed scope when we enter into a contract. We also recognize that it may be necessary to alter the scope as the project progresses and would be happy to work w ith you to ensure the successful completion of the project.
PlaceWorks will meet with City staff to initiate the project via a virtual kick -off meeting. We will review the scope and schedule with a focus on the intersection of outreach events and project milestones , keeping in mind the goal of phasing the project . This meeting will establish project management procedures, including invoicing terms and communication protocols, and data collection approach. In advance of this meeting, the PlaceWorks team will prepare a data request document.
The PlaceWorks project management team will participate in weekly virtual status update meetings with City staff to ensure that the project remains on task and budget. Additional PlaceWorks staff will attend meetings as needed. It is assumed that the weekl y status meetings will be conducted virtually and will average one hour each. PlaceWorks will prepare and share a meeting agenda and meeting materials prior to each meeting. PlaceWorks will also participate in periodic phone calls with the City’s Project M anager (upon the initiation of either party) on an as -needed basis to address any issues that arise between project team meetings.
The PlaceWorks team will join City staff for virtual progress meetings at important project milestones such as completion of certain research and analysis, key community engagement activities, following Planning Commission and Council study sessions , and ahead of Planning Commission and City Council adoption hearings. PlaceWorks will prepare and share a meeting agenda prior to each meeting.
PlaceWorks understands that the Strive San Mateo webpage used by the City for the General Plan Update will also be used for the Zoning Code Update. PlaceWorks is currently managing the Strive website and will continue to do so to provide information about the Zoning Code Update. We will post documents as soon as they are available to the public, including summaries of community input, which will be important to keep the community’s trust . The website will continue to be usable and functional on all interfaces , including mobile phones, tablets, and computers, and will include references/links to City social media accounts .
PlaceWorks will conduct ongoing project management, including internal coordination, review of project budget, and preparation of monthly invoices and progress reports. Amy Sinsheimer will serve as the day -to-day contact for overall project management and will oversee coordination of the regular project meetings, budget, and schedule.
EXHIBIT A and B - Scope of Work and Budget
Deliverables:
» Detailed work program (schedule and timeline)
» Detailed budget tracking document
» Agendas and notes for kickoff meeting, weekly check-in calls, and key progress meetings » Monthly invoices and progress reports
» Website mock-up and live versions, plus regular updates and linked documents PlaceWorks will work closely with staff to continue to collect Zoning Code concerns or issues that should be addressed as part of the comprehensive update. Following the assessment of background data, PlaceWorks will conduct a review of forward-looking best practices to help guide subsequent Zoning Code update tasks. PlaceWorks will also work with City staff to identify potential “best practices” jurisdictions to respond to those issues , in addition to PlaceWorks existing database of best practice s. This task will also include “deep dives” into six to eight particularly complex or challenging topics, such as building height, shared and unbundled parking, use classifications for current and future uses, or bird -safe regulations.
PlaceWorks’ GIS team will develop an internal webmap tool to overlay and compare General Plan Land Uses with existing zoning designations at the parcel level. Using the webmap, PlaceWorks will work with City staff to identify inconsistent parcels to be updated through the subsequent Zoning Map amendments (Task 5.1). It is our understanding that this analysis is expected to identify thousands of parcels in San Mateo where the current zoning district no longer matches the new General Plan designations. PlaceWorks will work with City staff to discuss any of the parcels identified in the webmap, before City staff responds with recommendations of how to resolve inconstancies on each of the parcels. While this analysis will identify inconsistencies, we recognize that rezoning can be a sensitive issue for residents and property owners and we anticipate close collaboration with staff to determine the smoothest process for notifying residents and explain ing these changes.
PlaceWorks will p repare a table of comparisons, outlining the necessary Zoning Code updates needed to meet Transit-Oriented Communities ( TOC) Policy requirements for density, housing affordability (if any), parking, station access, and circulation . This scope assumes that Metropolitan Transportation Commission’s ( MTC’s) TOC policy will be substantially similar to the version in place as of April 2025. To remain consistent with General Plan 2040 and cover the Zoning Code updates with an addendum as described in Task 4, this scope also assumes that any identified policy changes for MTC TOC consistency that might trigger a General Plan Amendment would be addressed through a separate process.
PlaceWorks will review and assess other adopted plans and policies against the adopted Strive 2040 General Plan . The adopted plans and policies the PlaceWorks team will review include:
• Bay Meadows Specific Plan and Amendments
(Phases I and II)
• Detroit Drive Specific Plan
• El Camino Real Master Plan
• Hillsdale Station Area Plan
• Mariner’s Island Specific Plan
• Multifamily and Residential Mixed-Use Objective
Design Standards
• San Mateo Rail Corridor Transit-Oriented
Development Plan
• Shoreline Specific Plan
• City Charter
For each plan, PlaceWorks will prepare a high-level review of the major plan components, examples of plan provisions that conflict with General Plan 2040, and big-picture recommendations for addressing inconsistencies, whether through amendments to the other plan or policy, and/or retiring the other plan or policy, if appropriate. The process to complete amendments is addressed in Task 7.3.
Based on input received through the previous tasks, PlaceWorks will prepare a draft framework outline that identifies the structure of the code, revisions to the existing code and new provisions to be added. Sections anticipated to be focused on in the framework outline include development standards, inclusionary housing requirements, and off-street parking regulations. The overall approach to identifying where change is needed will be guided by better addressing equity, affordable housing, mobility, community assets, infrastructure, resilience and climate adaptation. We will also prepare a template to illustrate the intended format and style of the zoning code. As part of this task, we will ensure that the code is set up to be easily accessible, interactive, and searchable. After staff review, PlaceWorks will discuss with staff any needed changes.
In addition to the engagement activities described in this task, Planning Commission and City Council study sessions detailed under Task 5.9 will be important sources of input for the project.
As an initial phase of this task, PlaceWorks will use input from the kick -off meeting to develop a Public Engagement Plan for the project. The Public Engagement Plan will provide goals, methods of engagement, and an anticipated schedule for outreach compon ents. Keeping in mind the City’s goal to complete this project expeditiously, p reliminary recommendations for engagement efforts include:
• Two in-person and two virtual community workshops or open house events • Up to 12 stakeholder group meetings
• Focused online surveys to informed stakeholders and frequent code users Each of these components is described in more detail in the following subtasks and may be refined or revised following the kick -off meeting.
In support of the community engagement, PlaceWorks will prepare the following outreach materials:
• Citywide Mailer. PlaceWorks will prepare a citywide mailer to inform stakeholders about the project, provide a link to the project website, and publish initial outreach dates as available. This scope of work assumes the City will be responsible for the mailer printing and postage.
• Flyers. PlaceWorks will prepare up to four project flyers. • Online Surveys. PlaceWorks will prepare up to four online surveys to seek feedback from frequent zoning code users to get input on targeted issues the update will tackle. • Project Mailing List Emails. PlaceWorks will prepare emails to announce upcoming outreach opportunities and public meetings and other key project milestones.
• Social Media Posts. PlaceWorks will prepare social media posts for the City to update the public about the project. • City Newsletter Content. PlaceWorks will prepare approximately a half page of content for the Citywide newsletter providing an update on the Zoning Code process.
All materials will be prepared in English. PlaceWorks will translate the engagement materials into Spanish and Simplified Chinese. This scope does not include translation of deliverables from other tasks.
PlaceWorks will work with City staff to identify appropriate stakeholders, such as developers, real estate brokers, architects, business owners, community groups, government agencies, and property owners, to participate in the zoning code update process. We propose up to 12 small-group meetings with invited participants to discuss topics such as existing constraints, project feasibility and marketability, potential opportunities, and to review the draft code.
PlaceWorks will facilitate the stakeholder meetings and will provide support through the preparation of emailed invitation language, meeting agendas, and discussion questions for City review. PlaceW orks will coordinate with the City to determine if these meetings will be conducted in person or virtually. We assume that the City will be responsible for inviting stakeholders to the meetings and managing RSVPs.
PlaceWorks will facilitate two virtual and two in-person community meetings in the form of an open house or workshop that will be held at key points of the planning process. Potential engagement points include introducing the project and receiving community feedback on zoning concerns and asking for feedback on the Public Review Draft Zoning Code Amendments. For each community meeting, PlaceWorks will prepare draft and final materials, including a meeting agenda, sign-in sheet, presentation, open house boards and/or workshop activity, comment cards, and handouts as needed. We assume up to three PlaceWorks staff, including one bilingual staff member, for each community meeting with additional staffing and interpretation provided by the City.
PlaceWorks will prepare an engagement summary that recaps all engagement efforts throughout the project. The summary will also document key themes and issues that we heard from the community, identify how the project responded to community input, and include raw data from outreach events.
Deliverables:
» Draft and Final Public Engagement Plan
» Citywide Newsletter content
» Flyers (4)
» Online Survey (4)
» Project Emails
» Social Media Posts
» Translated outreach materials
» Community Outreach and Engagement Summary
PlaceWorks will prepare an addendum to the Strive San Mateo General Plan 2040 EIR, herein referred to as the “General Plan EIR” to evaluate the comprehensive zoning code update. This proposed approach to prepare an addendum to the certified General Plan EIR is based on the presumption that the proposed zoning code update will be within the scope of and consistent with the adopted General Plan and would therefore not create any new or worsened impacts than those identified in the General Plan EIR. PlaceWorks recommends an addendum, rather than a tiered mitigated negative declaration, because an addendum is a more legally defensible CEQA document. The addendum process does not involve a scoping or response to comments process. Additionally, because the zoning code update is presumed to be consistent with the adopted General Plan, technical analysis is not required.
PlaceWorks understands that an earlier, text only, phase of high density zone code updates will also be prepared and will require CEQA review. This scope of work assumes that City staff will prepare the CEQA documentation (expected to be streamlined review under CEQA Guidelines Section 15183) for the high density zone text changes . Therefore, this scope of work only covers the latter, comprehensive phase of zoning code updates (Task 5).
PlaceWorks’ CEQA Lead, Alexis Mena, will participate in a virtual meeting with PlaceWorks’ zoning team and City staff to kick off the CEQA phase of the project. The meeting focus will be to familiarize the CEQA team with the contents of the zoning code update, and to discuss the next steps and timeline for preparing the addendum.
Following the CEQA kick-off meeting, PlaceWorks will prepare a draft project description of the proposed zoning code update. PlaceWorks will provide a revised project description based on City comments as part of the Administrative Draft Addendum described in Task 4.3.
PlaceWorks will prepare an addendum to the certified General Plan EIR. The addendum will include a qualitative discussion of the proposed zoning code update and substantiate the appropriateness of preparing an addendum for the zoning code update, pursuant to CEQA Guidelines Section 15164. The addendum will not include discussions for each of the CEQA -required topical areas. A contract modification would be required for any new modeling or major quantitative analysis. PlaceWorks will submit the Administrative Draft Addendum electronically (in Word) for City review and co mment.
Using one set of consolidated comments from City staff on the Administrative Draft Addendum, PlaceWorks will prepare a Screencheck Draft Addendum.
Using one set of consolidated comments from the City on the Screencheck Draft Addendum, PlaceWorks will prepare the Final Addendum. This task assumes that comments received on the Screencheck Draft Addendum will be minimal and require minor textual edits o r revision. This scope of work also assumes that the Final Addendum will be posted online for public review but that a response to comments process will not be required. Therefore, this scope of work does not include any responses to comments that the City may receive on the addendum. However, we are available to prepare responses to comments and addendum revisions, if requested, for an additional cost.
Following the approval of the addendum and within five days of approval of the zoning code update, PlaceWorks will prepare a Notice of Determination (NOD) for submittal to the County Clerk. PlaceWorks will submit the NOD to the Governor’s Office of Land Use and Climate Innovation’s State Clearinghouse. City staff will submit the NOD to the County Clerk, pay all applicable filing fees at the time of posting , and post on the City’s website . The budget does not include payment of any filing fees.
Deliverables:
» Draft notices for the public and for government agencies » Draft project description (Word)
» Administrative Draft Addendum (Word)
» Screencheck Draft Addendum (Word and PDF)
» Final Addendum (PDF)
» Notice of Determination (PDF)
PlaceWorks proposes to complete the zoning code update in one phase. This approach is intended to meet City goals of keep the overall schedule close to two years from initiation to adoption of the zoning amendments. The zoning code updates will emphasize user -friendliness for both staff and applicants, adding illustrations, tables, and matrices to clarify and simplify requirements and processes.
PlaceWorks will prepare the Administrative Draft Zoning Code Amendments for internal review and comment by City staff.
Key amendments will include, but are not limited to:
• Updates to the zoning map for consistency with the Strive 2040 General Plan land use map and land use designations • Adding, consolidating, removing, or modifying zoning districts, including for alignment with the General Plan • Translating stories into building-height limits to align with the General Plan • Possibly folding overlay district requirements into base zoning districts • Possibly removing the Bay Meadows Specific Plan zoning district • Revising development standards for each zoning district » Revising development standards in special areas such as Hillsdale Mall, Fashion Island, 25th Avenue, and El Camino Real
» Updating floor-area ratio (FAR) for the C1 and C2 districts » Updating and consolidating FAR for all zoning districts » Updating permitted uses in each zoning district
• Updating parking standards
• Establishing a bird-safe building ordinance
• Establishing a dark sky ordinance
• Updating noise standards
Before preparing the Administrative Draft, PlaceWorks will consult with City staff to determine the appropriate file format(s) and preferred tracking procedures to ensure ease of internal use and review. It is assumed that the City will provide a single, consolidated set o f comments following the review.
PlaceWorks understands the City is working on other zoning code amendments to be adopted separate from the comprehensive zoning code amendments, including , but not limited to , accessory dwelling unit and SB 9 updates, historic resources, certain parking requirements, and affordable housing requirements. PlaceWorks expects to include those adopted ordinances in the comprehensive zoning code update after they are adopted using the same organization as the comprehensive update template and will update cross -referencing as needed at that time.
Following receipt of consolidated City staff comments, PlaceWorks will prepare a Public Review Draft of the Zoning Code Amendments that is suitable to be published on the City’s website.
Following public review, PlaceWorks will work with City staff to determine edits to make in response to comments received on the public review draft zoning code amendments. PlaceWorks will then make revisions and provide the Revised Draft Zoning Code Amendments to City staff to provide to the Planning Commission and City Council for consideration for adoption. The Revised Draft Zoning Code Amendments will address any typos or errors and will incorporate a summary of edits and responses to comments on the Public Draft from staff, Planning Commission, City Council, and the public.
Following Planning Commission and City Council adoption hearings for the zoning code amendments (see Task 6), PlaceWorks will prepare the Final Zoning Code with all revisions in PDF or other preferred format. We assume that the City will be responsible for updating the Zoning Code website (e.g., Municode).
PlaceWorks will work with City staff to prepare for and attend in -person or virtual study sessions with the Planning Commission and City Council at key points in the project. This scope of work assumes up to five total in-person study sessions (three Planning Commission and two City Council ) with in-person attendance by at least one PlaceWorks team member. If virtual study sessions are determined to be preferable to have a greater number of meetings or attendance by more PlaceWorks staff, the budget under t his task could likely accommodate a larger number of meetings. This scope of work assumes that meetings with approval bodies will correspond with project milestones, such as providing an overview of the project and engagement plan, to gather input on key issues being considered in best practices research and analysis, or at the time of the Public Review Draft. This scope assumes that PlaceWorks PIC Joanna Jansen will attend all Planning Commission and City Council study sessions in person.
Deliverables:
» Administrative Draft Zoning Code Amendments
» Public Review Draft Zoning Code Amendments
» Revised Draft Zoning Code Amendments
» Final Zoning Code Amendments
» Attendance at and draft agenda reports and PowerPoint presentations for up to five total Planning Commission and/or City Council study sessions
PlaceWorks will support City staff with packaging and processing the High Density Zones Code Amendments.
PlaceWorks will prepare necessary materials for the Planning Commission and City Council, including draft hearing notices, draft agenda reports, resolutions, ordinances, presentations, and attachments as needed.
The PlaceWorks team will attend up to one in-person public hearings each with the Planning Commission and City Council at the time of High Density Zones Code Amendments adoption, with in-person attendance by at least one PlaceWorks team member . Additional hearings may be added to the scope and reflected in any necessary budget augments at the request of City staff.
PlaceWorks will support City staff with packaging and processing the comprehensive Zoning Code update and Map Amendments. PlaceWorks will prepare necessary materials for the Planning Commission and City Council, including draft hearing notices, draft agenda reports, resolutions, ordinances, presentations, and attachments as needed.
The PlaceWorks team will attend up to three in-person public hearings with the Planning Commission and two hearings with the City Council at the time of Zoning Code adoption, with in-person attendance by at least one PlaceWorks team member . Additional hearings may be added to the scope and reflected in any necessary budget augments at the request of City staff.
Following approval of the comprehensive Zoning Code update , PlaceWorks will file the NOD, as described in Task 4.6.
Deliverables:
» Attendance at and draft agenda reports, resolutions, ordinances, and PowerPoint presentations for up to four Planning Commission and four City Council adoption hearings Following adoption of all Zoning Code Amendments and the updated Zoning Map, PlaceWorks will draft an Implementation Plan to assist the public and City staff in understanding the key changes to format, style , and procedures in the updated Title 27. The implementation plan will be a concise document that u ses graphics and other tools as applicable to make it user friendly. The plan could include some handouts or brochures to illustrate key sections of the zoning code update. This scope of work assumes permit checklist and applications will not be part of the Implementation Plan.
After receiving City staff comments on the Draft Implementation Plan, PlaceWorks will prepare a Final Implementation Plan.
As an optional task, PlaceWorks can build on the high -level evaluation of other plans in Task 2.4 to prepare a more detailed, line -by-line review of individual plan provisions and recommend detailed plan amendments for General Plan consistency. This scope assumes that any amendments to these plans would happen through a separate process.
PlaceWorks will attend a training course with City staff to present the Final Implementation Plan and answer questions from staff on the updates to Title 27. It is anticipated the staff attending the training will be those who work at the counter and use the Zoning Code most frequently.
Deliverables:
» Draft Implementation Plan (electronic PDF format)
» Final Implementation Plan (electronic PDF format)
» Optional: detailed evaluation of some or all other plans and recommended amendments » PowerPoint presentation and agenda for staff training PlaceWorks’ proposed schedule for completion of the San Mateo Comprehensive Zoning Code Update is shown in Figure 1. As shown in the schedule, we anticipate that the comprehensive zoning code update can be completed by March 2027, with the implementation tasks completed by June 2027 .
PlaceWorks has a strong track record in meeting project schedules and coordinating closely with its clients. Over years of managing projects similar to the San Mateo Comprehensive Zoning Code Update , we have developed a variety of tools to keep projects on schedule and ensure that staff are well informed at all times:
• We maintain an up-to-date schedule throughout the project, to ensure that all team members are aware of upcoming meetings and product due dates.
• We stay in close, regular contact with staff and our subconsultants and document important decisions about the project in writing, which ensures that decisions are understood by all team members. • We schedule project due dates for staff and subconsultants with adequate time for editing and formatting into finished reports.
• We limit subconsultants’ payments to specific milestones to ensure that progress on the project is commensurate with billings.
Task 7.3, amendments to other Specific Plans, is an optional task. Costs for these tasks are not included in the costs in Table 2 as it is not possible to provide an accurate cost estimate until the potential amendments are identified.
The PlaceWorks Team
COST PROPOSAL
Joanna Jansen Carey Stone Amy
Sinsheimer Alexis Mena Lance Park Andrew
Davidoff Jose Ayala CEQA
Associate
Jennifer
Hugoo Zixuan Liu Leo DiPierro Rob Mazur
Title Principal Senior
Associate
Senior
Associate
Associate
Principal
Senior
Associate
Associate Associate Associate Planner Planner GIS Analyst Director of GIS Services
Role: Principal in
Charge
Outreach
Lead
Project
Manager
CEQA Lead Technical
Lead
Assistant
Project
Manager
Key Staff Key Staff Key Staff Key Staff Graphics Technical Editing
WP/
Clerical
Hourly Rate: $285 $245 $230 $275 $250 $165 $180 $160 $135 $135 $150 $255 $145 $160 $140 TASK 1. Project Administration and Management
1.1 Project Kick-off Meeting 4 4 10 2 6 4 30 $6,500 $6,500
1.2 Weekly Meetings with City Staff 80 20 100 16 100 52 368 $78,620 $78,620
1.3 Key Progress Meetings with City Staff 8 8 16 6 12 8 58 $12,630 $12,630
1.4 Project Website 2 16 32 2 40 2 40 24 60 12 12 242 $43,140 $43,140
1.5 Ongoing Project Management 56 24 72 10 64 226 $51,710 $51,710 Task 1. Subtotal 150 72 230 36 0 222 0 2 40 64 0 24 60 12 12 924 $192,600 $192,600 TASK 2. Zoning Code Assessment - Research, Analysis and Phasing Plan
2.1 Best Practice Research 12 4 40 64 48 48 20 4 4 244 $43,560 $43,560
2.2 Map Consistency Analysis 12 16 32 16 8 60 10 8 162 $31,130 $31,130
2.3 Text Consistency Analysis/Comparison Table 12 32 16 16 32 16 32 10 8 4 178 $35,530 $35,530
2.4 Consistency Analysis of Other City Plans 16 48 12 16 24 24 20 6 8 4 178 $34,570 $34,570
2.5 Draft Framework Outline 6 24 18 4 6 6 64 $12,450 $12,450 Task 2. Subtotal 58 100 124 0 0 130 104 0 84 36 112 30 30 0 18 826 $157,240 $157,240 TASK 3. Community Outreach and Engagement
3.1 Community Outreach and Engagement Plan 4 16 8 16 8 4 4 4 64 $12,400 $12,400
3.2 Community Engagement Materials and Online Surveys 10 32 8 105 56 4 4 282 $50,260 $50,260
3.3 Stakeholder Meetings 34 34 34 44 208 $47,040 $47,040
3.4 Community Meetings 24 28 20 32 24 158 $32,860 $32,860
3.5 Community Outreach and Engagement Summary 4 6 6 36 4 2 64 $12,000 $12,000 Task 3. Subtotal 76 116 76 0 0 233 0 0 0 8 0 0 84 12 10 776 $154,560 $154,560 TASK 4. Environmental Document (CEQA)
4.1 Initiate CEQA Process 1 1 4 6 12 $2,575 $2,575
4.2 Project Description 1 1 1 6 1 12 2 24 $5,005 $5,005
4.3 Administrative Draft Addendum 2 1 1 10 2 1 20 2 2 4 45 $9,050 $9,050
4.4 Screencheck Draft Addendum 1 4 1 8 2 1 17 $3,425 $3,425
4.5 Final Addendum 1 2 4 2 9 $1,700 $1,700
4.6 Notice of Determination 1 2 3 $595 $595
Task 4. Subtotal 4 2 5 27 2 3 0 52 0 0 0 6 0 2 7 110 $22,350 $22,350 TASK 5. Updates to Zoning Code, Zoning Map, and Related Municipal Codes
5.1 Administrative Draft Zoning Code Amendments 30 18 86 82 52 30 24 16 2 48 36 72 496 $88,630 $88,630
5.2 Public Review Draft Zoning Code Amendments 18 11 66 66 36 24 18 12 24 12 18 305 $55,765 $55,765
5.3 Revised Draft Zoning Code Amendments 14 7 58 60 24 20 12 4 12 6 8 225 $42,005 $42,005
5.4 Final Zoning Code Amendments 10 5 28 46 20 16 8 8 2 6 2 16 167 $30,085 $30,085
5.5 Planning Commission (3) and City Council Study Sessions (2) 25 4 36 10 8 18 4 2 107 $22,605 $22,605 Task 5. Subtotal 97 45 274 0 0 264 132 8 90 80 40 4 94 56 116 1300 $239,090 $239,090 TASK 6. Zoning Code Amendment Adoption Hearings
6.1 High Density Zones Adoption Hearing Materials 8 14 4 6 2 34 $4,960 $4,960
6.2 High Density Zones Adoption Hearing Attendance - PC (1)/ CC (1) 10 8 14 3 35 $8,510 $8,510
6.3 Phase 2 Zoning Code Adoption Hearing Materials 8 12 2 2 1 25 $3,670 $3,670
6.4 Phase 2 Zoning Code Adoption Hearing Attendance - PC (3) / CC(2) 30 20 34 8 92 $22,550 $22,550 Task 6. Subtotal 40 28 48 0 0 16 0 11 0 26 6 0 8 0 3 186 $39,690 $39,690 TASK 7. Implementation Plan
7.1 Draft Implementation Plan 6 2 12 2 20 20 2 6 70 $12,870 $12,870
7.2 Final Implementation Plan 2 1 8 12 8 1 4 36 $6,515 $6,515
7.3 Specific Plan Updates (optional) Cost to be provided separately if City desires 0 $0 $0
7.4 Staff Training 8 8 20 16 52 $11,480 $11,480
Task 7. Subtotal 16 11 40 2 0 48 0 0 0 0 0 0 28 3 10 158 $30,865 $30,865 Labor Hours Total 441 374 797 65 2 916 236 73 214 214 158 64 304 85 176 4119 Labor Dollars Total $125,685 $91,630 $183,310 $17,875 $500 $151,140 $42,480 $11,680 $28,890 $28,890 $23,700 $16,320 $44,080 $13,600 $24,640 $836,395 $836,395 PlaceWorks Percent of Total Labor 10.7% 9.1% 19.3% 1.6% 0.0% 22.2% 5.7% 1.8% 5.2% 5.2% 3.8% 1.6% 7.4% 2.1% 4.3% 100.0%
REIMBURSABLE EXPENSES
PlaceWorks Reimbursable Expenses $6,192
EXPENSES TOTAL $6,192
GRAND TOTAL $842,587
10% Contingency $84,259
Grand Total with Contingency $926,846
PLACEWORKS
TOTAL
TASK
BUDGET
Place-
Works
Hours
PLACE-
WORKS
TOTAL
JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUNProject Tasks 2026 20272025
1 2
3 4
5 6
7 Project Administration and Management
1.1. Project Kick-off Meeting
1.2. Weekly Meetings with City Staff
1.3 Key Progress Meetings with City Staff
1.4 Project Website
1.5 Ongoing Project Management
Zoning Code Assessment - Research, Analysis and Phasing Plan
2.1. Best Practice Research
2.2. Map Consistency Analysis
2.3. Text Consistency Analysis/Comparison Table
2.4. Consistency Analysis of Other City Plans
2.5. Draft Framework Outline
Community Outreach and Engagement
3.1. Community Outreach and Engagement Plan
3.2. Community Engagement Materials and Online Surveys
3.3. Stakeholder Meetings
3.4. Community Meetings
3.5. Community Outreach and Engagement Summary
Environmental Document (CEQA)
4.1. Initiate CEQA Process
4.2. Project Description
4.3. Administrative Draft Addendum
4.4. Screencheck Draft Addendum
4.5. Final Addendum
4.6. Notice of Determination
Updates to Zoning Code, Zoning Map and Related Municipal Codes
5.1. Administrative Draft Zoning Code Amendments
5.2. Public Review Draft Zoning Code Amendments
5.3 Revised Draft Zoning Code Amendments
5.4 Final Zoning Code Amendments
5.5. Planning Commission and City Council Study Sessions Zoning Code Amendment Adoption Hearings
6.1. High Density Zoning Amendments Adoption Hearing Materials
6.2. High Density Zoning Amendments Adoption Hearings Attendance - Planning Commission and City Council
6.3. Comprehensive Zoning Code Adoption Hearing Materials
6.4. Comprehensive Zoning Code Adoption Hearings Attendance - Planning Commission and City Council
Implementation Plan
7.1. Draft Implementation Plan
7.2. Final Implementation Plan
7.3. Specific Plan Updates (optional)
7.4. Staff Training
PlaceWorks Preparation of Project Task Staff Review of Work Products Public Review of Work Products Meetings - Conference Calls or In-Person