AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY OF SAN MATEO AND RINCON CONSULTANTS, INC. FOR PROFFESIONAL CONSULTANT SERVICES FOR ADDITIONAL TASKS AND
TECHNICAL SUPPORT RELATED TO THE HISTORIC POLICY UPDATE AND TO EXTEND THE TERM TO DECEMBER 31, 2028
WHEREAS, the City of San Mateo (“City”), a municipal corpora�on of the State of California, and Rincon Consultants, Inc. (“Consultant”), entered into an Agreement for professional consultant services for technical historic policy support services (“Agreement”) on January 21, 2025; and
WHEREAS, the original scope of services for the Historic Policy Update project included prepara�on of a new Citywide Historic Context Statement and update to the City’s Historic Preserva�on Ordinance (“Project”); and
WHEREAS, the Agreement was approved for an amount not to exceed $328,743 and a term to be completed by January 31, 2028; and
WHEREAS, the City wishes to expand the scope of services to include addi�onal tasks related to an update of the San Mateo 1989 Historic Building Survey Report; and
WHEREAS, City wishes to increase the contract amount for this Project by [Op�on 1: $168,687] or [Op�on 2: $140,584] as outlined in Exhibit A-1 of this Amendment to provide compensa�on for the expanded scope of services for this Project (for a total not-to-exceed amount of $497,430 or $469,327).
NOW , THEREFORE, the par�es agree as follows:
1. Sec�on 4 of the Agreement is amended to read:
“The services to be performed under this Agreement shall commence on January 23, 2025 and be completed by December 31, 2028.”
2. Sec�on 5 of the Agreement is amended to read:
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 [Option 1: $497,430] or [Option 2: $469,327] in total.
3. Exhibit A of the Agreement (Scope of Work) is amended as follows: Exhibit A-1 atached hereto to this Amendment No. 1 is added to Exhibit A of the Agreement.
4. Exhibit B of the Agreement (Cost Es�mate) is amended as follows: Exhibit A-1 atached to this Amendment No. 1 is added to Exhibit B of the Agreement.
5. The remaining terms of the Agreement remain in full force and effect.
[SIGNATURE PAGE FOLLOWS]
IN WITNESS WHEREOF , CITY OF SAN MATEO and Rincon Consultants, Inc. have executed this Amendment No. 1 on ___________________.
CITY OF SAN MATEO CONTRACTOR
Alex Khojikian Date Jennifer Haddow Date
City Manager Execu�ve Vice President
APPROVED AS TO FORM
Mazarin Vakharia Date Lacrissa Davis Date
Assistant City Atorney Execu�ve Vice President
1 Exhibit A-1
Scope of Work
The methodology presented in this proposal reflects the following overarching objectives:
o To rely on the updated evaluation framework in the recently completed and adopted Citywide Historic Context Statement
o To utilize previous historic resources surveys and studies as project resources o To streamline budget and schedule by relying on pre-field research and to focus research and documentation efforts
o To encourage meaningful community engagement, through an interactive meeting and online project platforms
Task 1 Project Kick-off and Project Management
Rincon will coordinate a project kick-off meeting with the City team to confirm project approach, priorities, and schedule. At this time, Rincon will request available information, including previous survey materials and studies, designation materials, Arc-GIS data sets, base maps, and other related background materials as available (technical reports, environmental documents, photographs, etc.).
Rincon will prepare a memorandum summarizing the results of the meeting and prepare a live project schedule. Rincon will set up bi- weekly to monthly status calls to summarize work efforts, significant accomplishments, issues encountered and actions taken, and key milestones achieved.
Status calls will also include schedule updates.
Deliverables
o One (1) memorandum summarizing the results of the kick-off meeting in electronic format o 12 virtual status calls via Microsoft Teams
City Tasks
o Provide available ArcGIS data layers, previous studies, designation materials, ArcGIS data sets, and base maps, as available
o Provide historic permit histories for properties included in the study area and other related background research materials as available
Task 2 1989 Historic Resources Survey Update
The 1989 historic resources survey included the survey of 133 properties. Of those, 91 were identified as individually eligible as historical resources, 33 were recorded but not evaluated, and 9 were evaluated and recommended ineligible. Using previous survey results as a point-of-departure, Rincon will complete a reconnaissance-level survey of built environment resources within the previously established survey boundary, excluding the Downtown Historic District and the Glazenwood Historic District. This phase of the project will include the identification, evaluation, and documentation of properties with historical, architectural, and/or cultural significance, as previously identified in the 1989 Historic Resources Survey. Evaluations will consider federal, state, and local criteria using the themes and eligibility standards established in the Historic Context Statement.
2 Rincon will utilize the latest survey technology to automate the survey and reporting process to the extent feasible. Early in the project, our GIS experts will coordinate with the City to obtain available ArcGIS layers and shapefiles pertaining to historic reso urces or past survey results, for incorporation into our ArcGIS platform and Survey Webmap. The Webmap will include applicable fields included on DPR forms; Rincon will coordinate with the City to ensure that the Webmap fields meet the project needs. Rincon presents the following options for survey update:
Option 1
• The results of the 1989 historic resources survey will serve as baseline resource document for the project. Among the properties previously identified as historical resources, Rincon will re-survey, note character-defining features and alterations, and update the findings to include the appropriate context, theme, and property type from the Historic Context Statement. Should there be a change in the California Historical Resource Status Code of any property, the reasons for the change will be noted.
• Among properties previously identified in the 1989 survey, but not previously evaluated, Rincon will re-survey, provide a full architectural description, note character-defining features and alterations, provide a detailed description of the property’s development and discussion of significance, including the appropriate context, theme, and property type from the Historic Context Statement. The appropriate California Historical Resource Status Code will be recorded. of any property, the reasons for the change will be noted. • For all surveyed properties, the presence of historic sites and thematic groupings will be noted and mapped. California Historical Resource Status Codes will be assigned to properties subject to evaluation and will be identified in the survey Webmap. • Properties not surveyed in the 1989 historic resources survey will not be surveyed or evaluated as part of this update effort. No new properties will be surveyed or evaluated. • The budget and schedule provided in this proposal assume that each eligible property will be documented at the following level of detail: at least two digital photographs will be taken per property, with additional context shots, as well as an eligibility justification based on the Historic Context Statement. For each eligible property, intensive-level surveys will document property address, Assessor’s Parcel Number, date of construction (if known), architect/contractor/designer (if known), property type and architectural style, historic integrity/existing conditions comments, as well as applicable eligibility criteria and context/theme/property type information.
Deliverables
o Up to 91 updated DPR 523L Continuation Sheet forms for properties previously evaluated and recommended eligible with updated photographs, physical descriptions, character -defining features, and eligibility recommendations in electronic format o Up to 33 DPR sets inclusive of the 523B Building, Structure, Object form, and 523L Continuation Sheet form, that document property location information and provides an evaluation for the property within its historic context in electronic format o ArcGIS-compatible, searchable database and shapefiles of intensive-level survey results City Tasks
o Provide applicable ArcGIS shapefiles and data (e.g., shapefiles for historic resources/landmarks, land use, dates of construction, previous surveys, as available) 3 o Provide previous survey results and studies as available; participate in biweekly team meetings through survey phase
o Review and provide feedback on updated DPR forms
Option 2
• The results of the 1989 historic resources survey will serve as baseline resource document for the project. Among the properties previously identified as historical resources, Rincon will re-survey, note character-defining features and alterations, and update the findings to include the appropriate context, theme, and property type from the Historic Context Statement. Should there be a change in the California Historical Resource Status Code of any property, the reasons for the change will be noted.
• The presence of historic sites and thematic groupings will be noted and mapped. California Historical Resource Status Codes will be assigned to properties subject to evaluation and will be identified in the survey Webmap.
• Properties surveyed, but not evaluated in the 1989 historic resources survey will not be surveyed or evaluated as part of this update effort. No new properties will be surveyed or evaluated.
• The budget and schedule provided in this proposal assume that each eligible property will be documented at the following level of detail: at least two digital photographs will be taken per property, with additional context shots, as well as an eligibility justification based on the Historic Context Statement. For each eligible property, intensive-level surveys will document property address, Assessor’s Parcel Number, date of construction (if known), architect/contractor/designer (if known), property type and architectural style, historic integrity/existing conditions comments, as well as applicable eligibility criteria and context/theme/property type information.
Deliverables
o Up to 91 updated DPR 523L Continuation Sheet forms for properties previously evaluated and recommended eligible with updated photographs, physical descriptions, character-defining features, and eligibility recommendations in electronic format
o ArcGIS-compatible, searchable database and shapefiles of intensive-level survey results
City Tasks
o Provide applicable ArcGIS shapefiles and data (e.g., shapefiles for historic resources/landmarks, land use, dates of construction, previous surveys, as available) o Provide previous survey results and studies as available; participate in biweekly team meetings through survey phase
o Review and provide feedback on updated DPR forms
4 Task 3 Historic Resources Survey Report
Upon completion of field surveys and DPR forms, a Historic Resources Survey Report will be completed. The survey report will include:
o Introduction and Existing Historic Preservation Framework o Project Objectives
o Area Surveyed, including detailed ArcGIS maps
o Research Design and Methodology
o Survey Results and Findings
o Definitions
o References/Sources Consulted
o Maps and Photographs
o Conclusion and Recommendations
Survey work will be carried out in accordance with the specifications described in the RFP and with current professional practices and guidelines, as described in:
o National Park Service.
Washington, DC: U.S. Department of the Interior, 1997.
o National Park Service.
. Washington, DC: U.S. Department of the Interior, 1997. o National Park Service.
o National Park Service.
. Washington, DC: U.S. Department of the Interior, 1999.
Washington, DC: U.S. Department of the Interior, 1985.
o California Office of Historic Preservation.
Sacramento, CA, March 1995.
Deliverables
o Draft and final Historic Resources Survey Report in electronic format. Budget includes up to two (2) rounds of review and comment by the City.
o JPEG copies of full-resolution photographs
City Tasks
o Review and approval of draft and final reports
o Coordination with City’s ArcGIS department to transfer data
5 Task 4 Community Outreach Plan
Critical to the success of this project will be effective public outreach, information gathering and sharing. For this reason, Rincon proposes a proactive strategy for engaging and informing the public and building support, through a virtual community meeting and outreach, and through the use of a project Website and Story Map, to be hosted by the City with information provided by the Rincon team.
In addition to anticipated City Council hearings, our outreach strategy for facilitating public input and engagement centers on a community workshop and interactive, publicly-accessible online maps, for presenting survey results. The online maps will engage the public and bring the project and survey results to life through an interactive platform. Rincon will also develop one social media post, one flyer printable at both a poster size (24 x 36) and standard 8.5 x 11, for City staff to post at relevant locations such as libraries and City buildings to raise awareness of the interactive platform.
The community workshop will engage directly with the community at a virtual workshop. The Rincon team will support the event by developing engagement materials and non-traditional workshop designs that integrate elements of civic education and consensus building while fostering a dialogue that provides ongoing input on the project. The Rincon team will also support this task by providing engagement materials, such as flyers or postcards with project information, social media posts, and interactive activity materials as appropriate for the determined workshop agenda. Materials would be developed in coordination with the City to be accessible and culturally relevant to the communities that San Mateo serves. Prior to the community workshop, Rincon will develop an event approach memo that outlines the activities to be performed, the responsibilities of different individuals, virtual logistics, and a comprehensive list of needed materials. Translation services are not included as part of this task, but may be added through a scope amendment, if desired.
Deliverables
o Participation at two public hearings: (2) City Council meetings, including preparation of staff reports and presentations
o Development of engagement materials to support promotion and facilitation of the workshop, including up to two flyers or postcards and up to one interactive activity; and one flyer specific to the interactive platform
o Assistance with social media and online engagement posts, including up to three eblast emails and four social media posts
o Design and implementation of one virtual community workshop and attendance by one Rincon facilitator, one subject matter expert, and one notetaker/technical support staff.
City Tasks
o Advertise community meeting through available channels (City website, social media, etc.). o Advertise availability of the interactive platform through available channels (City website, social media, etc.).
o Advise Rincon on City Council questions and concerns; coordinate with Rincon on appropriate timing for presentation; schedule hearing
o Coordination with City regarding access and hosting for survey map 6 Schedule
The proposed project schedule spans approximately 7 months. This schedule allows the City to maximize opportunities for public engagement and education for the community and decision- makers. The timeline and approach are subject to change according to the City’s priorities and timeline. This section includes a brief synopsis of the related City tasks and role in completing each milestone.
Tasks Timeline
Task 1: Kick-off and Project Management Months 1 to 7
o Project Kick-off o Month 1
o Project Management o Ongoing
Task 2: Historic Resources Survey Update Months 1 to 5
o Webmap and data collection o Month 1 to 3
o Intensive -level survey o Month 2 to 3
o DPR Updates o Month 3 to 5
Task 3: Historic Resource Survey Report Months 5 to 6
o Draft/final report o Month 5 to 6
o ArcGIS survey results o Month 5 to 6
Task 4: Community Outreach Plan Months 6 to 7
o Community Meeting o Month 6
o City Council Status
Reports/Presentations
o Month 7
o City Council Hearings on Project Findings o Month 7
o Planning and Launch of Story Map o Month 7
7 Costs
Table 1 Cost Summary
Task Estimated Cost
Task 1 Project Kick-off and Project Management $15,639.00 Task 2 Option 1: Historic Resources Survey Update $109,311.00 Task 2 Option 2: Historic Resources Survey Update $81,208.00 Task 3 Historic Resources Survey Report $16,252.00
Task 4 Community Outreach Plan $27,485.00
Total – Option 1 $168,687.00
Total – Option 2 $140,584.00