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AGREEMENT WITH ENVIRONMENTAL SCIENCE ASSOCIATES
FOR PROFESSIONAL CONSULTANT SERVICES
FOR THE DEVELOPMENT OF A CLIMATE ADAPTATION PLAN FOR SEA LEVEL RISE
This Agreement “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 ENVIRONMENTAL SCIENCE ASSOCIATES, a corporation, (“CONSULTANT”), whose address is 575 Market Street, Suite 3700, San Francisco, CA 94105.
RECITALS:
A. CITY desires certain technical services for the development of a climate adaptation plan for sea level rise hereinafter described.
B. CITY desires to engage CONSULTANT to provide these technical services for the development of a climate adaptation plan for sea level rise 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 services furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its services.
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.
CONSULTANT shall be responsible for meeting all of the requirements stated in the Caltrans Restricted Grant Agreement, attached hereto as Exhibit D and incorporated by reference to this Agreement.
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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 August 1, 2025 and be completed on August 1, 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 set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount not to exceed of $420,000, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.
SECTION 6 - TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONSULTANT. 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.
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, whether the project for which they are made is executed or not. CITY acknowledges that its alteration of the instruments of service without the consent of CONSULTANT, or use of the instruments for any purpose other than the project described in this Agreement is, at CITY’s sole risk and without liability to CONSULTANT. CONSULTANT may retain a copy of all documents and materials produced pursuant to this Agreement.
Notwithstanding anything to the contrary in this Agreement, CONSULTANT shall retain all right, title, and interest in, including copyrights, to its standard details, drawings, designs, specifications, trade secrets, source code, software, or other intellectual property existing prior to the date of this Agreement or that is derived independent of CONSULTANT’s performance of this Agreement (collectively “Pre‐Existing Property”), subject to a limited, non‐exclusive, royaltyfree
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license to CITY to use such Pre‐Existing Property that is included in any work product in accordance with the terms of this Agreement.
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.
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
Indemnity for Design Professional Services. 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 arising out of CONSULTANT’s negligence, recklessness or willful misconduct in the performance of its design professional services under this Agreement. To the maximum extent permitted by law and Civil Code section 2782.8, CONSULTANT agrees to defend CITY, its elected and appointed officials, employees, and agents against any such claims.
Indemnity for Activities Other Than Design Professional Services. 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 arising out of CONSULTANT’s performance of non- design professional services under this Agreement, except for 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.
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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 a manner consistent with the degree of care and skill ordinarily exercised by professionals providing the same or similar services under the same or similar circumstances. 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.
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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.
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:
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To CITY: Andrea Chow
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94402
To CONSULTANT: Environmental Science Associates
Attn: Jeff Caton
575 Market Street
Suite 3700
San Francisco, CA 94105
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]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and ENVIRONMENTAL SCIENCE ASSOCIATES have executed this Agreement the day and year first above written.
CITY OF SAN MATEO
CONSULTANT
Alex Khojikian
City Manager
Date Jeff Caton
Its Authorized Agent
Vice President
If a Corporation, can be either 1)
President or 2) Vice President
plus an additional corporate
officer (i.e., Secretary, Treasurer)
who shall sign below.
Date
APPROVED AS TO FORM
ADDITIONAL CORPORATE
OFFICER
(if necessary per the above)
Linh Nguyen
Assistant City Attorney
Date Leslie Moulton-Post
CEO/President
Date
Attachments:
Exhibit A: Scope of Services
Exhibit B: Fee Rates
Exhibit C: Insurance Requirements
Exhibit D: City of San Mateo and Caltrans Restricted Grant Agreement
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EXHIBIT A
SCOPE OF SERVICES
ESA will prepare a Climate Adaptation Plan for Sea Level Rise consistent with the City’s Caltrans Restricted Grant Agreement (RGA)1 and San Francisco Bay Conservation and Development Commission (BCDC) Regional Shoreline Adaptation Plan (RSAP) Guidelines2. ESA will address the requirements and tasks of both the Caltrans RGA and the BCDC RSAP with an efficient and comprehensive approach. As described in detail in the Scope of Work below, ESA will draft Elements A through G of a Subregional Shoreline Adaptation Plan as described by BCDC’s RSAP Guidelines.
Task 1. Existing Conditions
ESA will start the Project by developing a Project Management Plan, including draft content designed to address RSAP Element A. ESA will present the draft Project Management Plan at a kick-off meeting with City of San Mateo and ESA’s key personnel and the City and ESA will also walk through the contract, compensation and financial requirements, contract compliance, general terms and conditions, and the schedule. ESA will also facilitate one (1) virtual project kickoff meeting with the Technical Advisory Committee, discussed in more detail in Task 4, to review the scope of work, discuss big-picture goals, and define roles and responsibilities.
Consistent with BCDC’s Element A requirements, the Project Management Plan will include a description of the plan type, planning project team, a description of efforts that will be taken to include diverse perspectives on the planning team, a description of how language services will be included in the planning effort, a list of affected and interested parties, a description of tribal consultation, and a description of multijurisdictional and county coordination. The plan will include a description of equitable outreach and engagement efforts and how the engagement process will include people from vulnerable communities, as well as Tribes. The plan will also include a map showing the boundaries of the planning area and a map showing Environmental Justice Communities, socially vulnerable communities and Tribal communities, as applicable to the City.
BCDC’s RSAP requires that prior to initiating the process to prepare a Subregional Plan, a Notice of Intent to prepare a Subregional Plan must be submitted electronically to BCDC. The notice must include a detailed description of the process including local government staff contact, project scope, schedule, plan for the preparation of any necessary environmental documentation (i.e., compliance with the California Environmental Quality Act), an engagement plan describing the public process, and the anticipated timing of the two required consultations with BCDC staff. ESA will attend the preliminary consultation meeting with the City at which BCDC will advise the City on whether information contained in the notice aligns with the RSAP. After the meeting, BCDC will post notice on the agency’s website notifying the public that the City intends to initiate a process to prepare a Subregional Plan and the City will also post a notice notifying the public that the City intends to initiate the process of preparing a Subregional Plan.
Regular coordination meetings are not assumed within this Project scope, but the ESA Project Management Team will coordinate with City staff by phone, email, or focused virtual meetings as needed to facilitate continuous progress.
Under Task 1, the ESA team will also review relevant existing resources to understand the current state of SLR planning on the City of San Mateo shoreline. The review will consider existing and available documents to be provided by the City or otherwise readily available public information, including:
1 https://sanmateo.primegov.com/Portal/viewer?id=0&type=7&uid=cf2d3ceb-a3ea-4043-9864-c2fe13ff4f76 2 https://www.bcdc.ca.gov/wp-content/uploads/sites/354/2024/12/regional-shoreline-adaptation-plan-spreads.pdf
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• San Francisco Bay Conservation and Development Commission’s (BCDC) Regional Shoreline Adaptation Plan (RSAP) (2024) / Bay Adapt (2021) / Adapting to Rising Tides Bay Area (2020): Including many of the assets and data layers that are required to be analyzed by BCDC’s RSAP in the Subregional Shoreline Adaptation Plans;
• Ocean Protection Council’s State of California SLR Guidance: Science and Policy Update (2024):
Including best available science on SLR projections, planning horizons and adaptation pathways; • City of San Mateo’s General Plan 2040 (2024): Including the updated Safety Element that contains goals, policies and actions related to sea level rise;
• OneShoreline’s Planning Policy Guidance3 and Map of Future Conditions4 (2023): Sets county-wide guidance for Bay shoreline, to facilitate coordination at jurisdictional boundaries; • San Francisco Estuary Partnership’s San Francisco Estuary Blueprint (2022): Including habitat protection goals for the peninsula and its wetlands;
• State Agency SLR Action Plan for California (2022): Including seven principles to “guide unified, effective action toward SLR resilience” and the long-term goals of the Action Plan; • San Mateo County Multi-Jurisdictional Hazard Mitigation Plan (2021): Including information about assets and hazard exposure in San Mateo County;
• City of Burlingame’s Sea Change Assessment5 (2019) and Zoning Ordinance Update6 (2021): ESA assisted Burlingame with its vulnerability assessment and development of adaptation strategies; • BCDC’s San Francisco Bay Plan7 (2020): Including policies to protect Bay communities and ecosystems from the impacts of SLR;
• Caltrans District 4’s Adaptation Priorities Report (2020): Including vulnerability data for Caltrans assets such as roadway segments, culverts and bridges;
• San Francisco Estuary Institute’s Adaptation Atlas (2019): Including the adaptation recommendations for the San Mateo operational landscape units that includes the City’s shoreline; • San Mateo County’s SLR Vulnerability Assessment (2018): Including vulnerability data for assets in the City of San Mateo; and
• Any additional available general and land use plans, hazard and emergency plans, climate and resilience plans pertaining to the City.
As a part of this task, the ESA team will also identify and gather critical information on the physical, hydrological, historical and ecological conditions of the City’s shoreline, including the existing plans listed below and relevant information from the following sources:
• City of San Mateo General Plan 2040 and other applicable land use plans: Including a summary of how coastal flooding hazards are currently referenced and addressed, as required by the San Francisco Bay Conservation and Development Commission (BCDC)’s Regional Shoreline Adaptation Plan (RSAP). • Other relevant planning documents: Including transportation plans, bike and pedestrian plans, trails and access plans, shoreline management plans, ecological management plans, economic development plans, hazard or contaminated sites plans, utility plans, and/or other similar applicable plans for relevant information.
• Coastal Hazard and SLR Geographic Information Systems (GIS) Data: These data will be obtained from BCDC’s RSAP Mapping Platform (expected to be released in 2025) and from FEMA (e.g., Letter of Map Revision Document8) which will capture additional fluvial flooding hazards. • Asset GIS Data (available via BCDC’s RSAP Mapping Platform unless otherwise noted):
3 https://oneshoreline.org/wp-content/uploads/2023/09/OneShoreline-Planning-Policy-Guidance-Final-June-21-2023-For-Web.pdf 4 https://oneshoreline.maps.arcgis.com/apps/instant/sidebar/index.html?appid=ed2a5cb599ca4651bc6a0c3530271905&locale=env 5 https://www.burlingame.org/637/Sea-Level-Rise
6 https://www.burlingame.org/DocumentCenter/View/2208/Section-2512050-PDF 7 https://www.bcdc.ca.gov/wp-content/uploads/sites/354/2023/09/bayplan.pdf 8 https://map1.msc.fema.gov/mipdata/23-09-1024P-060328.pdf?LOC=e7291f524c0f3e6b213368085ae4a29a
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o Community Health and Wellbeing
▪ Displacement Risk
▪ Population demographics
▪ Vulnerable communities
▪ Environmental Justice Communities (Source: CalEnviroScreen 4.0) ▪ Tribes (Source: CA Native American Heritage Commission (NAHC), tribes) ▪ Healthcare facilities
▪ Historic, cultural and tribal cultural resources (Source: City or San Mateo County) o Ecosystem Health and Resilience
▪ Existing Baylands habitats
▪ Endangered species occurrences and habitats (Source: California Natural Diversity Database)
▪ Baylands resilience characteristics and ecosystem services ▪ Restoration and connectivity opportunities
▪ Nature-based adaptation
o Development, Housing and Land Use
▪ Plan Bay Area Growth Geographies
▪ Current and Future Land Uses and Development (Source: City; County, NAHC, tribes) ▪ Adaptation Projects
o Critical Infrastructure and Services
▪ Utilities infrastructure (Source: City; County; Special Districts) ▪ Stormwater and flood management (Source: City; County; Special Districts) ▪ Emergency management
▪ Public trust lands (Source: City; County)
o Public Access and Recreation
▪ BCDC priority use areas
▪ Trails
▪ Parks and Open Space
▪ Water-oriented recreation (Source: City; County)
o Transportation and transit
▪ Land transportation (Source: City; County; special districts) ▪ Air transportation
▪ Water transportation
▪ Emergency transportation (Source: City; County; Water Emergency Transportation Authority)
o Shoreline contamination
▪ Existing and projected future depth-to-groundwater
▪ Location and status of subsurface contamination
o Collaborative Governance, Flood Management, and Funding ▪ Hydraulically connected shorelines
▪ Operational landscape units
▪ Partnerships (Source: Special Districts)
The Existing Conditions Report will include maps and descriptions of the physical and ecological characteristics of the landscape within the planning area as well as a map and description of existing populations, assets, sectors, services, and land uses within the planning area. As a part of Task 1, ESA will organize and facilitate one (1) site visit to meet with City staff and project stakeholders, to perform field reconnaissance at areas of particular interest, such as areas where interagency coordination may be required.
Task 1 Deliverables
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• Draft and Final Project Management Plan
• Draft and Final Master Project Schedule, including timelines for review of major deliverables • One (1) kick-off meeting, including agenda, presentation and meeting minutes • Monthly progress reports and invoices in an approved format to support quarterly grant reporting • Agendas and meeting minutes for check-in meetings with the City • Project website materials, with website itself to be hosted by the City • Draft and Final Notice of Intent to prepare a Subregional Shoreline Adaptation Plan • Draft and Final Existing Conditions Report (RSAP Element B) • Compiled geodatabase, developed largely from BCDC’s RSAP Mapping Platform • Preparation for and facilitation of one (1) in-person site visit
Task 1 Assumptions:
• This task will address BCDC’s RSAP Element A – Planning Process and Element B – Existing Conditions.
However, the effort required to satisfy BCDC’s requirements cannot be determined with precision, as BCDC has not yet reviewed or approved a Subregional Shoreline Adaptation Plan and compliance determinations are subjective and at BCDC staff’s discretion. Effort estimated for this task reflects ESA’s professional opinion, based upon past experience with similar projects. ESA will support the City in gaining BCDC approval to the best of ESA’s ability. However, ESA cannot guarantee successful procurement of BCDC approval of Element A and B, or the Subregional Shoreline Adaptation Plan within a desired timeframe. Should BCDC require additional information or rounds of review that are not identified in this scope, additional budget may be required to complete the work described in this task. • ESA will attend one (1) kickoff meeting with City staff and one (1) in-person site visit with City staff and stakeholders.
• ESA will participate virtually in the Preliminary Consultation meeting with BCDC. • ESA will provide a description of tribal consultation, but will not conduct the tribal consultation. • City staff will post the Notice of Intent on their respective websites and/or on the project website. City staff will submit the Final Notice of Intent to prepare a Subregional Shoreline Adaptation Plan to BCDC. • Revisions to the project after initiation of analysis may cause schedule delays and require additional budget.
• City staff will consolidate and deconflict all comments before sending to ESA for incorporation into the Draft Existing Conditions Report. ESA assumes one round of City staff review and comments for ESA to incorporate into the Final Existing Conditions Report.
• BCDC’s RSAP Mapping Platform is expected to be available in September 2025. Delays in the completion of the platform may impact the completion of Task 1 and subsequent tasks. • Unless otherwise specified, all deliverables will be submitted electronically (MS Word and PDF versions). • The City shall arrange for access to and make all provisions for ESA to enter upon public and private property as required for ESA to perform its services.
Task 2. Analysis
Under Task 2, the ESA team will work with City staff to develop Elements C through G of the Subregional Plan.
Task 2 will rely upon existing conditions information collected in Task 1 as described above.
Task 2-1. Element C – Vulnerability Assessment
Once the data and studies have been gathered and reviewed, the ESA Team will compile the inventory of existing assets and group the assets into broad categories that will facilitate the SLR risk vulnerability assessment and development of adaptation solutions in a simplified manner (e.g., transportation, water and wastewater, habitats, recreational, residential and commercial, etc.). Then ESA will conduct hazards mapping and asset exposure predictions, with the goal of gaining comprehensive insights into the vulnerability of shoreline assets
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and resources to SLR, including their exposure, sensitivity, and adaptive capacity, and to identify threatened community assets, including habitats, across different SLR scenarios.
The asset exposure predictions will detail key assets with high exposure to rising sea levels, storm surges, and flooding, focusing on natural areas and habitats, critical infrastructure that supports essential services (e.g., transportation, wastewater treatment, energy), as well as residential areas and communities with heightened social vulnerability, particularly disadvantaged and underserved populations. Because social factors influence a community’s adaptive capacity or ability to prevent or recover from a climate change−related event, ESA will also assess social determinants of health within the City. These determinants, such as race and ethnicity, age, gender, economic stability (e.g., cost of living, access to living wage), education level, housing and transportation options, and physical and economic access to critical services, will be evaluated by leveraging existing data such as BCDC’s environmental justice and social equity datasets, CalEnviroScreen 4.0 and the Centers for Disease Control and Prevention’s Social Vulnerability Index.
Additionally, ESA will consider the vulnerability of critical infrastructure, such as the existing North Shoreview and Bayfront levees, US Route 101, CA Route 92, Caltrain stations and railroad tracks, Seal Point Park and its underlying landfill, and water and wastewater infrastructure, both with and without existing protective measures. Geosyntec’s geotechnical engineers will assist with seepage, slope stability, and settlement assessments of the levees and landfill. Paradigm will focus its assessments on surface water, including the City’s stormwater system and San Mateo Creek. Finally, ESA will analyze risks for key habitat areas in the City, including Coyote Point Recreation Area and Mariner’s Point Marsh.
ESA will complete the following as part of the coastal hazards mapping and asset exposure predictions:
• Analyze potential impacts of various SLR projections, as required by BCDC’s RSAP, including:
o 2050 (0.8 ft);
o 2100 Intermediate (3.1 ft);
o 2100 Intermediate-High (4.9 ft); and
o 2100 High (6.6 ft);
• Assessment and description of shoreline flood risk conditions, including the likely timing of exposure of assets as a function of SLR projections;
• Prioritization of risks based on the following criteria:
o Exposure to the 0.8 ft scenario;
o Any applicable BCDC RSAP Strategic Regional Priorities; o Vulnerable communities;
o Baylands habitats; and
o Locally identified significant high priority populations, assets and services; • Identification of highest priority areas / assets; and • Evaluation and summary of vulnerability using relative scoring that will be assigned to exposure, sensitivity, and adaptive capacity of assets and the consequences of exposure in highest priority areas.
As described by BCDC’s RSAP Guidelines, the vulnerability assessment will include the maps and summaries of the exposure of assets to SLR projections for 2050 (0.8 ft) and 2100 Intermediate (3.1) and 2100 Intermediate- High (4.9 ft) and 2100 High (6.6 ft) that will be developed as a part of this task. After completing the hazards mapping, ESA will conduct the SLR risk vulnerability assessment by using a combination of GIS tools and scripts and engineering assessment and judgment, including asset prioritization and the primary failure pathways for key facilities. Geosyntec groundwater experts will collaborate with ESA to develop an understanding of local
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groundwater conditions for the City. This assessment will refer to regional existing and projected depth-to- groundwater mapping9,10.
This scope of work assumes the use of existing modeling and tools/framework and risk assessment methodologies to analyze the potential impacts of the SLR scenarios. ESA will strive to leverage the best available data, tools, and science to complete the coastal hazards mapping. As part of Task 2-1, ESA will also identify additional technical tasks or studies that to recommend completing to better facilitate SLR vulnerability and resilience planning as part of the recommended future projects (Element G).
Central to ESA’s assessment of risk is an understanding of the vulnerability of each asset type. Where information exists and budget allows, this approach may entail translating hazard exposure into potential damages or direct impacts by establishing clear relationships between hazard likelihood, severity, and consequences across varying levels of impact. Where possible, the focus will be on generating consistent risk metrics that facilitate the comparison of risks across different hazards and asset types, enabling effective ranking and prioritization.
As required by BCDC and SB 272, the Vulnerability Assessment (VA; Element C) will also include a high-level assessment of the potential cost of inaction. Previous studies by the Metropolitan Transportation Commission (MTC) have analyzed the potential cost of inaction for the San Francisco Bay region as exceeding $230 billion.
These estimates will be tailored to the City of San Mateo.11 MTC estimates that the potential cost of regional SLR adaptation through 2050 could exceed $110 billion and the cost of SLR adaptation for San Mateo County was estimated at $11 billion.
In summary, the SLR risk vulnerability assessment will include the following:
• Hazard maps
• Asset exposure predictions
• High-level analysis of the potential cost of damages from inaction
The draft VA will be shared with the City and the Technical Advisory Committee (TAC) for review and ESA will incorporate feedback. Then ESA will present the results of VA at the first community meeting, as described below in Task 3.
Task 2-2: Element D – Adaptation Strategies and Pathways Following the completion of the draft VA, ESA will analyze potential adaptation solutions to address SLR and flooding risks for 0.8 ft and 3.1 ft SLR scenarios for the priority areas that were identified in the VA. Under this Task, ESA will help the City to frame its local vision and goals for the shoreline. This step will focus on identifying a suite of solutions that span green (nature-based), green-gray (hybrid), and gray (traditional engineering) infrastructure alternatives. The objective is to create a balanced approach to resilience that combines ecological benefits with effective flood protection. Green infrastructure solutions may include nature-based strategies like wetland restoration, floodplain reconnection, eelgrass beds, oyster reefs, and vegetated buffers. These nature- based solutions create aquatic habitat as well as attenuate waves, support biodiversity, and improve water quality. ESA will also review the findings of SFEI’s Adaptation Atlas (2019), which indicates that tidal marsh restoration, polder management, ecotone levees, and reconnecting creeks to baylands may be appropriate strategies for certain locations on the City’s shoreline. Green-gray solutions will also be considered, including hybrid approaches that blend natural and engineered features, such as green stormwater management, living shorelines and reinforced levees with ecosystem enhancements (such as seaweed and cobble blankets), to combine flood resilience with environmental and social benefits. Gray solutions will be considered, including
9 https://www.sfei.org/projects/shallow-groundwater-response-sea-level-rise 10 https://ourcoastourfuture.org/hazard-map/
11 https://mtc.ca.gov/sites/default/files/documents/2023-07/SLR_Framework_Final_Report.pdf
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traditional engineered methods, such as seawalls, levees, bulkheads, revetments and drainage systems, especially where nature-based solutions are less feasible or practical. Finally, ESA will explore potential policy and regulatory measures, described in more detail in Task 2-3: Element E below.
The Adaptation Strategies and Pathways will include an evaluation of adaptation alternatives to determine which are the most effective strategies for the City. For each adaptation solution, ESA will assess physical feasibility, using existing resources such as SFEI’s Adaptation Atlas; high-level construction, maintenance and operational costs, using existing cost-estimating resources such as MTC’s SLR Adaptation Funding and Investment Framework Final Report; potential environmental impacts; and social acceptance, to be determined via community outreach; as well as alignment with BCDC RSAP’s Adaptation Strategy standards and the San Francisco Bay Plan. Structural and non-structural solutions that offer co-benefits—such as improved public access to green spaces, enhanced water quality, or biodiversity support—will be prioritized to maximize value for the community. The evaluation criteria will include a relative scoring system that allows the potential solutions for the 0.8 ft SLR scenario to be compared to each other. The Adaptation Strategies and Pathways will include maps of the conceptual designs, descriptions of the strategies and a description of potential adaptation pathways over time, as described in BCDC’s RSAP Guidelines.
The Adaptation Strategies and Pathways will be developed with input from the local community, to reflect the needs and priorities of the people and ecosystems most affected by SLR. ESA will propose place-based adaptation solutions tailored to high-risk areas identified in the vulnerability assessment. These solutions will emphasize nature-based and hybrid infrastructure approaches, which offer resilience benefits while enhancing ecosystem health and public access. Community engagement will play a key role, with feedback at the second public outreach meeting (Task 3) from local residents, businesses, and other interested parties informing the selection and prioritization of adaptation measures. Finally, ESA recommends that one of the two required BCDC consultations should occur after the VA (Task 2-1) and adaptation strategies and pathways (Task 2-2) are drafted to check on progress and compliance with BCDC’s RSAP guidelines.
Task 2-3: Element E – Land Use and Policy Plan
For the Land Use and Policy Plan (Element E), ESA will describe potential land use and policy changes that may be necessary to enact the adaptation strategies and pathways that have been identified, particularly those sea level rise actions that are already described in the City of San Mateo’s General Plan 2040 and OneShoreline’s guidance, such as sea level rise and flood hazard monitoring; developing a community rating system and early flood warning system; developing a sea level and/or flood overlay zone; floodplain ordinance update; and creating a fee for new development to fund SLR and flood protection measures, such as a climate resiliency district. Additional non-structural solutions could include shoreline and creek setbacks or buffers; building codes and building retrofits; rebuilding and redevelopment restrictions; as well as other financial measures, such as conservation easements; tax incentives; special assessments; Geologic Hazard Abatement Districts (GHAD); transfer of development rights; OneShoreline’s / City of Burlingame’s sea level rise zoning code and/or buyouts.
Task 2-4: Element F – Implementation Plan and Funding Strategy For the Implementation Plan and Funding Strategy (Element F), ESA will outline potential high-level costs for the selected adaptation strategies and potential funding and financing pathways, including public grants, private partnerships, and other financial mechanisms, as well as implementation leads or responsible entities. ESA has developed unit-costing methods to inform several cities’ shoreline planning efforts, which can be efficiently applied to this plan.
ESA will specifically explore the high-level feasibility of establishing a Climate Resiliency District to provide sustainable, long-term funding for implementation and maintenance of the adaptation strategies. The City’s experience with the South Bayfront Flood Control Facilities Assessment District and the North Shoreview Assessment District can serve as templates for funding future sea level adaptations. To support the ongoing
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effectiveness of these solutions, the action plan will include a strategy for monitoring and adaptive management that will allow for regular assessment and adjustments based on changing conditions. The monitoring program will also describe triggers, thresholds and/or decision points for adaptation pathways and responsible entities for monitoring. The implementation plan will also include a timeline and strategy for updating the plan as best- available science and conditions change.
Task 2-5: Element G – Project List
As required by BCDC, ESA will also prepare a high-level list of adaptation projects (Element G) for consideration for funding prioritization and for inclusion in regionwide databases if the strategies are advanced enough to generate a list.
Task 2 Deliverables
• GIS Data Inventory
• Hazards map, showing BCDC RSAP-required assets and SLR scenarios • Asset exposure predictions
• Additional Data Analysis Memo, if data gaps are identified • Draft and Final Vulnerability Assessment Report (Element C) • Draft and Final Adaptation Strategies and Pathways (Element D) • Draft and Final Land Use and Policy Plan (Element E)
• Draft and Final Implementation Plan and Funding Strategy (Element F) • Draft and Final Project List (Element G)
• Draft and Final Technical Memorandum of Analyses, compiling Elements C-G, as required by the Caltrans grant
Task 2 Assumptions
• City staff and other partners will provide files, documents, surveys, maps, geospatial information/data, and other information not otherwise publicly available but on file with those agencies. • If GIS data for particular assets are not readily available, ESA will document the missing data in a brief data gaps memo. For historic, cultural and tribal cultural resources, ESA specifically will not prepare a cultural resources technical report but instead will rely on existing GIS data sources. • BCDC’s RSAP mapping platform was expected to be available in June 2025. Delays in the completion of the platform may impact the completion of Task 2 and subsequent tasks. • The coastal hazards maps will leverage existing data and may be augmented with other information and methods within the available budget. In the event that new data is released after completion of the task, our team could update the maps and analyses for an additional cost. • City staff will provide input on the selection of the SLR scenarios. • ESA will participate virtually in the BCDC consultation meeting. • Revisions to the project after initiation of analysis may cause schedule delays and require additional budget.
• This task will address BCDC’s RSAP Elements C through G. However, the effort required to satisfy BCDC’s requirements cannot be determined with precision, as BCDC has not yet reviewed or approved a Subregional Shoreline Adaptation Plan and compliance determinations are subjective and at BCDC staff’s discretion. Effort estimated for this task reflects ESA’s professional opinion, based upon past experience with similar projects. ESA will support the City in gaining BCDC approval to the best of our ability. However, ESA cannot guarantee successful procurement of BCDC approval of Elements C through G or the Subregional Shoreline Adaptation Plan within a desired timeframe. Should BCDC require additional information or rounds of review that are not identified in this scope, additional budget may be required to complete the work described in this task.
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• City staff will consolidate and deconflict all comments before sending to ESA for incorporation into the draft documents. ESA assumes one round of City staff review and comments for ESA to incorporate into final versions.
• City staff will be responsible for ensuring that the draft policy documents align with other applicable City plans and planning efforts.
• Unless otherwise specified, all deliverables will be submitted electronically (MS Word and PDF versions).
Task 3. Public Outreach
The ESA team will draft an Equitable Outreach and Engagement Plan as described in the RSAP Guidelines (A4) and assist the City with the establishment of an interested parties list and coordination of community meetings and information exchanges. The types of interested parties may include representatives from environmental advocacy groups, land trusts, and non-profits, recreational users of the San Mateo shoreline, as well as local residents and other interested parties, particularly from vulnerable communities. This task will include a minimum of three (3) community meetings, with potential meeting topics listed below.
1. Existing Conditions (Task 1/Element B), Vulnerability Analysis (Task 2/Element C) & Draft Local Adaptation Vision (Task 2/Element D)
2. Adaptation Strategies & Pathways (Task 2/Element D)
3. Draft Plan, including land use and policy options, implementation plan and funding and the draft project list (Task 5/Elements E, F, & G)
This task will also include one virtual presentation to the Sustainability and Infrastructure Commission and one virtual presentation to the City Council.
ESA’s approach and recommended engagement techniques will take into consideration BCDC’s Environmental Justice and Tribal Consultation policies. This process will be designed to continue to cultivate existing relationships and grow new relationships through established community networks in the diverse communities along the City’s shoreline. To foster those discussions, the ESA team will coordinate with City staff to distribute relevant outreach materials for interested parties or “ad hoc advocates” to take back to their organizations and agencies in other meetings, thereby providing an additional method of public outreach from trusted community members. As a part of this task, ESA also proposes to leverage the City’s website to create project materials that can be added to the City’s project webpage for ongoing documentation and sharing. ESA will work with the City to determine the content of the webpage.
Task 3 Deliverables
• Draft and final Equitable Outreach and Engagement Plan • Interested party contact list
• Two (2) in-person and one (1) virtual community meetings, with the following items for each workshop/session:
o Presentation materials and handouts (e.g., PowerPoint slides, maps) o Meeting Agendas
o Sign-in sheets
o Community outreach flyer design
• Documentation of community meeting outcomes
• One (1) draft and final presentation to the Sustainability and Infrastructure Commission • One (1) draft and final presentation to the City Council
Task 3 Assumptions:
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• This scope assumes that ESA will prepare presentations, agendas, and flyers and attend two (2) in-person and one (1) virtual community meetings. Preparation for and attendance at additional community meetings could be provided at additional cost.
• This scope assumes that City staff will arrange for meeting location, advertising, and translation services. • Unless otherwise specified, all deliverables will be submitted electronically (MS Word and PDF versions). • This scope assumes that City staff will print and distribute the community outreach flyers. • This scope assumes that ESA will prepare draft and final presentations and virtually attend one (1) Sustainability and Infrastructure Commission meeting and one (1) City Council meeting to support City staff by being available to present and/or answer questions.
Task 4. Technical Advisory Committee (TAC) Meetings
The ESA team will assist the City in convening a TAC comprised of staff from relevant agencies, which may include:
• Local Agencies and Special Districts, including Cities of Burlingame, Foster City, and Belmont; San Mateo County Parks Department and OneShoreline; and the San Francisco Airport; • State Agencies, including BCDC, Caltrans, State Parks, California Department of Fish and Wildlife and the Regional Water Quality Control Board;
• Federal Agencies, including U.S. Army Corps of Engineers and US Fish and Wildlife Service; • Native American Tribes to the extent that they are willing and interested in participating; • Environmental advocacy groups, land trusts, and non-profits; and • Additional technical experts.
ESA will facilitate three (3) virtual TAC meetings during the Project. The TAC will review and provide direction for the project as precursor to the public outreach meetings (Task 3), as identified in the TAC Coordination Plan. In between TAC meetings, ESA can share project updates via email, the project website or other communication methods.
TAC meeting topics could include:
1. Discussion of the draft Existing Conditions and Vulnerability Assessment;
2. Discussion of the draft Adaptation Strategies and Pathways; and
3. Discussion of the draft Climate Adaptation Plan.
Deliverables
• TAC Coordination Plan
• Preparation of three (3) virtual TAC meeting agendas, presentations and meeting minutes
Assumptions
• The ESA team will facilitate and attend three (3) virtual TAC meetings. Additional TAC meetings would be optional tasks for a separate cost.
• Unless otherwise specified, all deliverables will be submitted electronically (MS Word and PDF versions).
Task 5: Draft and Final Climate Adaptation Plan
Building on the work of prior tasks, ESA will prepare the Draft and Final Climate Adaptation Plans that will provide a strategic roadmap for implementing the proposed adaptation solutions. The Final Plan will address the requirements of BCDC’s RSAP Guidelines for Subregional Shoreline Adaptation Plans and will serve as the roadmap for the City’s future SLR adaptation and can be used to support future funding applications for planning, design, and implementation of SLR adaptation projects. The Plan will include the following sections and will address the Equity Assessment Standard, as required by BCDC’s RSAP:
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• Element A: Planning Process (Task 1)
o A1 - List of subregional plan partners including jurisdictions, planning project team members and affected parties, as well as tribal consultation. o A2 – Map of the Subregional Shoreline Adaptation Plan area based on the 6.6 ft SLR scenario
o A3 – Description of the multijurisdictional coordination process o A4 – Summary of equitable engagement efforts throughout the planning process, including vulnerable community identification and equitable outreach and engagement • Element B: Existing Conditions (Task 1)
o B1 – List of existing plans, studies and/or other information that may be relevant to addressing and responding to coastal hazards
o B2 – Map and description of physical and ecological characteristics of the landscape of the planning area
o B3 – Map and description of existing populations, assets, sectors, services and land uses within the planning area
• Element C: Vulnerability Assessment (Task 2)
o C1 – Map and description of the exposure of people, assets, ecosystems and services to coastal flood hazards across a range of SLR scenarios
o C2 – Summary of the vulnerability assessment for priority areas • Element D: Adaptation Strategies and Pathways (Task 2) o D1 - Local vision and goals for the planning area
o D2 - Adaptation strategy alternatives for priority areas o D3 – Evaluation of adaptation alternatives
o D4 – Conceptual plans and descriptions of selected strategies • Element E: Land Use and Policy Plan (Task 2)
o E1 – Description of proposed land use and policy changes necessary to implement selected strategies and pathways identified in Element D o E2 – Description of policy and programmatic changes necessary to implement selected strategies and pathways identified in Element D
• Element F: Implementation Plan and Funding Strategy (Task 2) o F1 – Implementation Plan that identifies next steps and responsible entities for implementing the selected adaptation strategies and pathways. • Element G: Project List (Task 2)
o G1 – Priority Project List
The Administrative Draft Plan will be shared with the City, TAC and BCDC for review and ESA will incorporate one round of comments. The Public Review Draft Plan, which will be shared in advance of the third public outreach meeting (Task 3). The Final Climate Adaptation Plan will include feedback received on the Public Review Draft.
ESA suggests that the second of the two required BCDC consultations should occur after the Admin Draft Plan is shared with BCDC for their review and before the Public Review Draft is shared with the public and presented at the third public meeting.
Deliverables
• Admin Draft, Public Review Draft and Final Climate Adaptation Plan, which will credit Caltrans as the funder of this project on the cover page.
Assumptions:
• ESA will participate virtually in the BCDC consultation meeting.
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• This task will address BCDC’s RSAP requirements for the development of a Subregional Shoreline Adaptation Plan (SSAP). However, the effort required to satisfy BCDC’s requirements cannot be determined with precision, as BCDC has not yet reviewed or approved a SSAP and compliance determinations are subjective and at BCDC staff’s discretion. Effort estimated for this task reflects ESA’s professional opinion, based upon past experience with similar projects. ESA will support the City in gaining BCDC approval to the best of our ability. However, ESA cannot guarantee successful procurement of BCDC approval of the Subregional Shoreline Adaptation Plan within a desired timeframe. Should BCDC require additional information or rounds of review that are not identified in this scope, additional budget may be required to complete the work described in this task. • City staff will consolidate and deconflict all comments before sending to ESA for incorporation into the draft documents. ESA assumes one round of City staff / TAC review and comments for ESA to incorporate into Public Review Draft Plan. City staff will distribute draft documents for review. ESA assumes city staff will consolidate and deconflict public comments, which ESA will review and then incorporate into the Final Plan.
• City staff will be responsible for ensuring that the draft policy documents align with other applicable City plans and planning efforts.
• As noted above, this scope assumes that ESA will not conduct formal Tribal consultation on behalf of the City, but the Tribes will be invited to participate in the process. • Unless otherwise specified, all deliverables will be submitted electronically (MS Word and PDF versions). • The City will be responsible for publishing legal notices and providing the costs for such posting. • This scope assumes no more than 50 individual comment letters will be received for the public review draft; however, if additional comments are received whose responses require greater effort than estimated herein, additional budget would be needed.
Task 6: Board Review and Approval
Once the Draft Climate Adaptation Plan has been prepared with community and TAC and BCDC input has been incorporated, ESA will present the Draft Plan to a joint meeting of the Sustainability and Infrastructure Commission (SIC) and Planning Commission. Then once SIC and Planning Commission input has been incorporated into the Draft Plan, the Final Draft Plan will be presented to the San Mateo City Council, which will provide another opportunity for additional public comment that will be incorporated into the Final Plan. As a part of this task, ESA will advise the City on the level of California Environmental Quality Act (CEQA) analysis that may be needed for the Subregional Shoreline Adaptation Plan.
Deliverables
• Draft and Final CEQA and Approvals Strategy
• One (1) draft and final presentation to a joint meeting of the Sustainability and Infrastructure Commission and Planning Commission
• One (1) draft and final presentation to the San Mateo City Council for plan acceptance and approval
Assumptions
• ESA staff will attend the hearings virtually to support City staff by being available to present and/or answer questions.
• If additional commission, board and/or public comments are received whose responses require revisions to the Final Plan, then additional budget would be needed. • This scope assumes that preparation for the submittal of the Subregional Plan to BCDC or assistance with BCDC’s review and/or BCDC’s hearing process would be optional tasks for a separate cost. • The City will be responsible for publishing legal notices and providing the costs for such posting. • As a part of Task 6, ESA will advise the City on the level of California Environmental Quality Act (CEQA) analysis that may be needed for the Subregional Shoreline Adaptation Plan, but this scope does not
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include review of the subregional shoreline adaptation plan for compliance with the CEQA. CEQA review would be an optional task for a separate cost.
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Estimated Project Schedule
The goal of the City’s Caltrans grant is to develop a Climate Adaptation Plan for Sea Level Rise. The grant work is divided into six (6) tasks. The City is required to submit final grant deliverables to Caltrans by June 30, 2027, it is assumed that City staff will work with Caltrans to extend the grant term. This schedule assumes an anticipated award of contract in August 2025. The ESA team will strive to meet the schedule as outlined below and per grant requirements.
TASK ESTIMATED TIMING
Task 1 – Project Management and Existing Conditions Project Duration
1.1 Draft Project Management Plan August 2025
1.1.1 City Staff Review August 2025
1.1.2 Final Project Management Plan August 2025
1.2 Draft Master Project Schedule August 2025
1.2.1 City Staff Review August 2025
1.2.2 Final Master Project Schedule August 2025
1.3 One (1) kickoff meeting August 2025
1.4 Project website August 2025
1.5 Draft and Final Notice of Intent submitted to BCDC August 2025
1.6 One (1) virtual Preliminary Consultation Meeting with BCDC August 2025
1.7 One (1) in-person Site Visit September2025
1.8 Monthly progress reports and invoices Project duration
1.9 Draft Existing Conditions Report August-November 2025
1.9.1 City staff review December 2025
1.9.2 Final Existing Conditions Report and Maps January 2026 Task 2 - Analysis January 2026 –June 2027
2.1 Element C – Vulnerability Assessment January – June 2026
2.1.1 City Staff Review July 2026
2.2 Element D – Adaptation Strategies and Pathways August - 2026
2.2.1 City Staff Review September 2026
2.3 Element E – Land Use and Policy Plan October 2026
2.3.1 City Staff Review November 2027
2.4 Element F -Implementation Plan and Funding Strategy December 2027
2.4.1 City Staff Review January 2027
2.5 Element G – Project List February 2027
2.5.1 City Staff Review March 2027
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2.6 Draft Technical Memo, summarizing analysis April 2027
2.6.1 City Staff Review May 2027
2.6.2 Final Technical Memo June 2027
Task 3 – Public Outreach Project duration
3.1 Draft equitable outreach and engagement plan August 2025
3.1.1 City Staff review September 2025
3.1.2 Final equitable outreach and engagement plan September 2025
3.2 First public meeting–Existing Conditions and Vulnerability Assessment August 2026
3.3 Second public meeting – Adaptation Strategies and Pathways September 2026
3.4 Third public meeting – Draft Climate Adaptation Plan July 2027
3.5 Presentation to Sustainability and Infrastructure Commission To be scheduled
3.6 Presentation to City Council Study Session To be scheduled Task 4 – Technical Advisory Committee Meetings Project duration
4.1 First TAC meeting – Existing Conditions and Vulnerability Assessment August 2026
4.2 Second TAC meeting – Adaptation Strategies and Pathways September 2026
4.3 Third TAC meeting – Draft Climate Adaptation Plan July 2027 Task 5 – Draft and Final Plan August 2027 – April 2028
5.1 Admin Draft plan August-September 2027
5.1.1 City staff review October-November 2027
5.1.2 Public Review draft December-January 2028
5.1.3 Public review February 2028
5.1.4 Final Plan March-April 2028
Task 6 – Board Review and Approval
6.1 Final presentation to a joint meeting of the Sustainability and Infrastructure Commission and Planning Commission
February or March 2028
6.2 Final presentation to San Mateo City Council May 2028 Project closeout June 2028
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EXHIBIT B
FEE RATES
Payment shall be made by CITY only for services rendered and upon submission of a payment request on a monthly basis. CITY shall pay CONSULTANT within thirty (30) days of receipt of CONSULTANT’s invoice. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount not to exceed of $420,000 pursuant to rates stated in Exhibit B.
ESA Consultant Fees $336,898
Subconsultant Costs $40,005
Project Contingency $43,097
TOTAL $420,000
See following page for rates and estimated hours per task.
Shannon Fiala Matt Brennan Elizabeth Felter Eryn Pimentel Jeff Caton Melissa Tanaka Kari Tsubota Dane Behrens Managing
Consultant 4
Managing
Consultant 4
Managing
Consultant 3
Senior
Consultant 3
Principal
Consultant 3 Consultant 6
Managing
Consultant 3
Managing
Consultant 4
Task # Task Name/Description $266 $266 $243 $202 $276 $179 $243 $266 . ($) Dollar 5% Markup
Total ($)
Amount ($) Dollar 5%
Markup
Total ($)
Amount .
1 Task 1. Existing Conditions 86 30 62 40 5 40 263.00 62,542$ 1,595$ 64,137$ 7,800$ 390$ 8,190$ 4,500$ 225$ 4,725$ 12,915$ 77,422$
2.1 Vulnerability Assessment 30 30 40 80 8 80 268.00 58,368$ 2,189$ 60,557$ 60,557$
2.2 Adaptation Strategies and Pathways 30 30 40 20 8 80 40 40 288.00 66,608$ 2,498$ 69,106$ 69,106$
2.3 Land Use and Policy Plan 20 40 8 68.00 17,248$ 647$ 17,895$ 17,895$
2.4 Implementation Plan and Funding Strategy 10 20 6 36.00 9,176$ 344$ 9,520$ 9,520$
2.5 Project List 10 20 5 35.00 8,900$ 334$ 9,234$ 9,234$ 2 Task 2. Analysis 100 60 160 100 35 160 40 40 695.00 160,300$ 6,011$ 166,311$ 19,050$ 953$ 20,003$ 4,950$ 248$ 5,198$ 25,200$ 191,511$ 3 Task 3. Public Outreach 50 40 60 16 3 169.00 42,580$ 2,108$ 44,688$ 44,688$ 4 Task 4. TAC Meetings 10 10 10 30.00 7,750$ 384$ 8,134$ 8,134$ 5 Task 5. Draft and Final Plan 20 20 80 20 8 40 188.00 43,488$ 4,349$ 47,837$ 47,837$ 6 Task 6. Board Review and Approval 16 16.00 4,256$ 426$ 4,682$ 4,682$ Total Hours 282 160 372 176 51 240 40 40 1,361.00 320,916$ 14,872$ 335,788$ 28,050$ 1,403$ 29,453$ 10,050$ 503$ 10,553$ 40,005$ 376,163$ Total ($) Amount $75,012 $42,560 $90,396 $35,552 $14,076 $42,960 $9,720 $10,640
PROJECT COST ESTIMATE SUMMARY TABLE
ESA Labor 320,916$
Annual Rate Escalation Allowance 14,872$
ESA Labor Amount 335,788$
ESA Non-Labor Expenses
Reimbursable Expenses 1,110$
Subtotal ESA Non-Labor Expenses 1,110$
Subconsultant Costs 40,005$
PROJECT TOTAL 376,903$
TOTAL
PROJECT
COSTESA Total
Hours
ESA Labor
Subtotal ($)
TOTAL SUBCONSULTANT & TOTAL ESA EXPENSE
Total
ESA Labor
Cost
Total
Subconsultant
($ Amount)
TOTAL ESA LABOR COST & FEES
Geosyntec Paradigm
City of San Mateo Climate
Adaptation Plan for Sea Level
Rise
Rate
Escalation
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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.
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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.
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EXHIBIT D
CITY OF SAN MATEO AND CALTRANS RESTRICTED GRANT AGREEMENT