Agenda packet, regular meeting — San Rafael City Council, March 3, 2025

AGENDA
SAN RAFAEL CITY COUNCIL - MONDAY, MARCH 3, 2025
REGULAR MEETING AT 6:00 P.M.

San Rafael City Hall, Council Chambers
1400 Fifth Avenue, San Rafael, CA 94901
Watch online: https://tinyurl.com/cc-2025-03-03
or www.youtube.com/cityofsanrafael
Listen by phone: (669) 444-9171
ID: 863-4489-1398#
One Tap Mobile: +16694449171,,86344891398# US
This meeting will be held in-person. This meeting is being streamed to YouTube at www.youtube.com/cityofsanrafael.

How to participate in the meeting:
• You are welcome to come to the meeting and provide public comment in person. Each speaker will have 2-minutes to provide public comment per agenda item. • Submit your comments by email to [email protected] by 4:00 p.m. the day of the meeting.

If you experience technical difficulties during the meeting, please contact [email protected].

OPEN SESSION – THIRD FLOOR CONFERENCE ROOM – 5:30 PM

1. Mayor Kate to announce Closed Session items.

CLOSED SESSION – THIRD FLOOR CONFERENCE ROOM – 5:30 PM

2. Closed Session:
a. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
Pursuant to Gov. Code Section 54956.9(d)(1)
Katherine Russo v. Ghilotti Bros. Inc., Marin County Superior Court Case No. CV0003998 CITY MANAGER AND COUNCILMEMBER REPORTS:
(including AB 1234 Reports on Meetings and Conferences Attended at City Expense)

3. City Manager and Councilmember Reports:

CONSENT CALENDAR:

The opportunity for public comment on consent calendar items will occur prior to the City Council’s vote on the Consent Calendar. The City Council may approve the entire consent calendar with one action. In the alternative, items on the Consent Calendar may be removed by any City Council or staff member, for separate discussion and vote.

4. Consent Calendar Items:
a. Approval of Minutes
Approve Minutes of the Regular City Council Meeting of February 18, 2025 (CC) Recommended Action - Approve minutes as submitted
2 b. Speed Limits Ordinance Final Adoption
Final Adoption of Ordinance 2045 - An Ordinance of the City Council of the City of San Rafael Regarding Speed Limit Change on 24 San Rafael Roadway Segments Pursuant to Sections 22357 and 22358 of the California Vehicle Code (CC) Recommended Action – Final Adoption of Ordinance 2045
c. On-Call Building Plan Review and Inspection Consulting Services Agreement Amendment Resolution Authorizing the City Manager to Amend a Professional Services Agreement with 4LEAF, Inc. for On-Call Building Plan Review and Inspection Consulting Services in An Amount of $65,000, for a Total Contract Amount Not to Exceed $165,000 (CED) Recommended Action – Adopt Resolution
d. Massage Inspection Services Agreement Amendment
Resolution Authorizing the City Manager to Amend a Professional Services Agreement with CSG Consultants, Inc., for Massage Inspection Services in An Amount of $25,000 for a Total Contract Amount Not to Exceed $100,000 (CED)
Recommended Action – Adopt Resolution
e. Fire Prevention Goat Grazing Services
Resolution Authorizing the City Manager to Negotiate and Enter into an Agreement with Blue Tent Farms Inc. for Fire Prevention Goat Grazing Services for An Initial One-Year Period and Up to Three Years in a Not-to-Exceed Amount of $166,915 Per Fiscal Year, for a Total Not-toExceed Amount of $500,745, Subject to Subsequent Appropriations (FD) Recommended Action – Adopt Resolution
f. Women’s History Month Proclamation
Proclamation Recognizing Women’s History Month, March – 31, 2025 (HR) Recommended Action – Receive and file
g. Downtown Library Furniture Purchase
Resolution Authorizing the City Manager to Execute a Purchase Order with Trope Group for the Purchase of Furniture for the Downtown Library in an Amount Not to Exceed $188,000, which Includes a Base Bid of $168,870 and $19,130 in Contingency (LR) Recommended Action – Adopt Resolution
h. Pavement Maintenance Project Fiscal Year 2024-25
Accept Completion of the Pavement Maintenance Project Fiscal Year 2024-25, City Project No. 11454, and Authorize the City Clerk to File the Notice of Completion (PW) Recommended Action – Accept completion of the Pavement Maintenance Project Fiscal Year 2024-25 and authorize the City Clerk to file the Notice of Completion.

OTHER AGENDA ITEMS

5. Other Agenda Items:
a. Update on Sea Level Rise Project
Presentation and Update on the Canal Sea Level Rise Collaboration Project (CM) Recommended Action – No Action, Receive and file
3 OPEN TIME FOR PUBLIC EXPRESSION
The public is welcome to address the City Council at this time on matters not on the agenda that are within its jurisdiction. Please be advised that pursuant to Government Code Section 54954.2, the City Council is not permitted to discuss or take action on any matter not on the agenda unless it determines that an emergency exists, or that there is a need to take immediate action which arose following posting of the agenda. Comments may be no longer than two minutes and should be respectful to the community.

ADJOURNMENT:

Any records relating to an agenda item, received by a majority or more of the Council less than 72 hours before the meeting, shall be available for inspection online and at City Hall, 1400 Fifth Avenue, and placed with other agendarelated materials on the table in front of the Council Chamber prior to the meeting. Sign Language interpreters may be requested by calling (415) 485-3066 (voice), emailing [email protected] or using the California Telecommunications Relay Service by dialing “711”, at least 72 hours in advance of the meeting. Copies of documents are available in accessible formats upon request. To request Spanish language interpretation, please submit an online form at https://www.cityofsanrafael.org/request-for-interpretation/.

Minutes subject to approval at the 03/03/25 City Council Meeting

MINUTES
SAN RAFAEL CITY COUNCIL - TUESDAY, FEBRUARY 18, 2025
REGULAR MEETING AT 6:00 P.M.

San Rafael City Hall, Council Chambers
1400 Fifth Avenue, San Rafael, CA 94901
Watch online: https://tinyurl.com/cc-2025-02-18
or www.youtube.com/cityofsanrafael
Listen by phone: (669) 444-9171
ID: 860-6190-5675#
One Tap Mobile: +16694449171,,86061905675# US
This meeting will be held in-person. This meeting is being streamed to YouTube at www.youtube.com/cityofsanrafael.

If you experience technical difficulties during the meeting, please contact [email protected].

Present: Vice Mayor Bushey
Councilmember Hill
Councilmember Kertz
Councilmember Llorens Gulati
Mayor Kate

Absent: None.

Also Present: City Manager Cristine Alilovich
Assistant City Attorney Andrea Visveshwara
City Clerk Lindsay Lara
Mayor Kate called the meeting to order at 6:00 p.m. and invited City Clerk Lindsay Lara to call the roll. All members of the City Council were present.

Mayor Kate provided opening remarks which included gratitude to City Staff, especially the first responders and Department of Public Works for keeping the community safe, assured that the City continues to work with funding partners and local agencies following recent federal directives, encouraged community members to sign up for the City’s newsletter SnapShot, and a land acknowledgment.

City Clerk Lindsay Lara informed the community that the in-person meeting would also be recorded and streamed live to YouTube and through Zoom. She noted the two-minute timer for public comment and closed captioning on Zoom.

OPEN SESSION

1. None.

CLOSED SESSION
2 2. Closed Session: - None.

CITY MANAGER AND COUNCILMEMBER REPORTS:
(including AB 1234 Reports on Meetings and Conferences Attended at City Expense)

3. City Manager and Councilmember Reports:

City Manager Cristine Alilovich reported on:
• Police Advisory & Accountability Committee meeting to be held Wednesday, February 19 th at 6:00 p.m. at City Hall with the topic of Immigration and Customs Enforcement, and to include Spanish interpretation
• 2
nd & 4th Street Improvements community meeting to be held Thursday, February 27th at 6:00 p.m. at City Hall
• Wildfire Safety Meetings were held and videos could be located on the website with other important information
• New free art exhibit at the new Marin Museum of Contemporary Art to be held through March 30th, Wednesdays through Fridays from 11:00 a.m. to 4:00 p.m. and Saturdays and Sundays from 11:00 a.m. to 5:00 p.m.
• Black Labor Pioneers in Marin County event in honor of Black History Month to be held Saturday, February 22nd at 11:00 a.m. at the 4
th Street Downtown Library Popup
• Age Friendly event for people 90 or over to be held Sunday, March 2nd at 2:30 p.m. at the San Rafael Community Center
City Councilmember Reports:
• Vice Mayor Bushey reported on a meeting with the Black Canyon Dominican Valley Homeowners Association and a Central Marin Sanitation Agency meeting. • Councilmember Kertz reported on a Marin Wildfire Executive Committee meeting, a Wildfire Safety Meeting, Seeds of Hope, a Homeless Policy Steering Committee meeting, and a Homelessness and Housing Subcommittee meeting. • Councilmember Hill reported on a Finance Subcommittee meeting, a Marin County Council of Mayor & Councilmembers meeting, and a Gerstle Park Neighborhood Association meeting.
• Councilmember Llorens Gulati reported on a Supervisor Dennis Rodoni quarterly meeting, an East San Rafael Working Group meeting on parking permits, and a Master Gardeners class.
• Mayor Kate reported on a Transportation Authority of Marin meeting on federal funding on local projects, a Homelessness and Housing Subcommittee meeting, and a Marin Coalition meeting.

Mayor Kate invited public comment; however, there was none.

CONSENT CALENDAR:

Mayor Kate invited public comment; however, there were none.

Councilmember Llorens Gulati moved and Councilmember Kertz seconded to approve the Consent Calendar.

4. Consent Calendar Items:
a. Approval of Minutes
Approve Minutes of the Regular City Council Meeting of February 3, 2025 (CC) 3 Approved minutes as submitted
b. Illegal Dumping Mitigation Services Agreement
Resolution Authorizing the City Manager to Enter into a Professional Services Agreement with Gigantic Idea Studios for Illegal Dumping Mitigation in an Amount Not to Exceed $100,000 and Appropriating $100,000 from the General Fund to the Sustainability Division Budget (CM)
Resolution 15369 - Resolution Authorizing the City Manager to Enter into a Professional Services Agreement with Gigantic Idea Studios for Illegal Dumping Mitigation in an Amount Not to Exceed $100,000 and Appropriating $100,000 from the General Fund to the Sustainability Division Budget
c. City Quarterly Investment Report
Acceptance of City of San Rafael Quarterly Investment Report for the Quarter Ending December 31, 2024 (Fin)
Accepted report
d. Point San Pedro Median Landscaping Services
Resolution Waiving Bidding Requirements for Services and Authorizing the City Manager to Enter into an Agreement with Gardeners’ Guild, Inc. for Point San Pedro Median Landscaping Services for an Initial Two-Year Period, with the Option to Extend the Agreement Up to Four More Years, For Up to a Six-Year Term, and a Total Contract Amount Not to Exceed $680,192 (PW)
Resolution 15370 - Resolution Waiving Bidding Requirements for Services and Authorizing the City Manager to Enter into an Agreement with Gardeners’ Guild, Inc. for Point San Pedro Median Landscaping Services for an Initial Two-Year Period, with the Option to Extend the Agreement Up to Four More Years, For Up to a Six-Year Term, and a Total Contract Amount Not to Exceed $680,192
AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None
ABSENT: Councilmembers: None

PUBLIC HEARINGS

5. Public Hearings:
a. Change in Speed Limits on Twenty-Four San Rafael Roadway Segments Introduce an Ordinance Regarding Speed Limit Change on 24 San Rafael Roadway Segments Pursuant to Sections 22357 and 22358 of the California Vehicle Code; California Environmental Quality Act (CEQA) Determination: Exempt Pursuant to State CEQA Guideline 15061(b)(3) (PW)
Assistant Public Works Director Joanna Kwok presented the Staff Report along with Jimmy Jessup from Parametrix.

Staff responded to questions from the City Council.

Mayor Kate invited public comment.

Speakers: Sharna Diemer, Shinji Sakai-Egi, Name Withheld 4 Staff responded to questions from the community.

City Council provided comments.

Councilmember Hill moved and Councilmember Llorens Gulati seconded to waive further reading of the Ordinance and refer to it by title only, and introduce the Ordinance.

AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None
ABSENT: Councilmembers: None
Waived further reading of the Ordinance and referred to it by title only The City Clerk read the title of the Ordinance:

An Ordinance of the City Council of the City of San Rafael Regarding Speed Limit Change on 24 San Rafael Roadway Segments Pursuant to Sections 22357 and 22358 of the California Vehicle Code

OTHER AGENDA ITEMS

6. Other Agenda Items:
a. Police Advisory and Accountability Committee Annual Report 2024 Accept the Police Advisory and Accountability Committee Annual Report for 2024 (PD) Police Chief Spiller introduced Lieutenant Scott Eberle and 2024 Police Advisory & Accountability Committee Chair 2024 Paula Kamena who presented the Staff Report.

Staff responded to questions from the City Council.

Mayor Kate invited public comment.

Speakers: Salamah, Name Withheld, Al Vetere
Staff responded to questions from the community.

City Council provided comments.

Councilmember Llorens Gulati moved and Councilmember Kertz seconded to accept the Police Advisory and Accountability Committee Annual Report for 2024.

AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None
ABSENT: Councilmembers: None
Accepted report
b. Fiscal Year 2024-25 Mid-Year Budget Update and Personnel Changes Fiscal Year 2024-25 Mid-Year Budget Update and a Resolution Approving Fiscal Year 2024-25 Mid-Year Personnel Changes, Updates to Applicable Salary Schedules, and Appropriating Funding for a New Program Analyst Position within the Sustainability Division (Fin)
5 Finance Director Paul Navazio presented the Staff Report.

Staff responded to questions from the City Council.

Mayor Kate invited public comment.

Speakers: Monica Fong-Gray, Sharna Diemer , Al Vetere
Staff responded to questions from the community.

City Council provided comments.

Vice Mayor Bushey moved and Councilmember Kertz seconded to accept the fiscal year 2024-25 Mid-Year Budget Update presenting revenue and expenditure results through the second quarter of the current fiscal year (through the accounting period ended December 31, 2024), and authorize Mid-Year Budget supplemental budget appropriations totaling $672,411 across selective funds.

AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None
ABSENT: Councilmembers: None
Accepted the fiscal year 2024-25 Mid-Year Budget Update presenting revenue and expenditure results through the second quarter of the current fiscal year (through the accounting period ended December 31, 2024), and authorized mid-year budget supplemental budget appropriations totaling $672,411 across selective funds
Vice Mayor Bushey moved and Councilmember Kertz seconded to adopt the resolution approving fiscal year 2024-25 mid-year personnel changes, updates to applicable salary schedules, and appropriating funding for a new Program Analyst position within the Sustainability Division.

AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None
ABSENT: Councilmembers: None
Resolution 15371 - Resolution Approving Fiscal Year 2024-25 Mid-Year Personnel Changes, Updates to Applicable Salary Schedules, and Appropriating Funding for a New Program Analyst Position within the Sustainability Division
c. Extending Cannabis Business Tax Rate Temporary Reduction Resolution Extending Cannabis Industry Tax Rate of Two (2) Percent of Annual Gross Receipts for Cannabis Delivery Businesses, for the Period of January 1, 2025, Through December 31, 2026 (CED)
Assistant Community and Economic Development Director Greg Minor presented the Staff Report.

Staff responded to questions from the City Council.

Mayor Kate invited public comment.
6 Speakers: Monica Gray-Fong, Nurit Raphael, ONA, Name Withheld, Al Vetere City Council provided comments.

Assistant City Attorney Andrea Visveshwara provided an alternative option to the recommended action to amend the last recital of the resolution to read “City Council finds lowering the gross receipts tax rate to 1%” and amend the Resolved section from 2% to 1%.

Councilmember Bushey moved and Councilmember Kertz seconded to adopt the resolution with the modifications as outlined by the Chief Assistant City Attorney.

AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None
ABSENT: Councilmembers: None
Amended Resolution 15372 - Resolution Extending Cannabis Industry Tax Rate of One (1) Percent of Annual Gross Receipts for Cannabis Delivery Businesses, for the Period of January 1, 2025, Through December 31, 2026

OPEN TIME FOR PUBLIC EXPRESSION
• Names Withheld addressed the City Council regarding cannabis tax rates.

ADJOURNMENT:

Mayor Kate adjourned the meeting at 9:12 pm.
__________________________
LINDSAY LARA, City Clerk
APPROVED THIS _____DAY OF____________, 2025
_____________________________________
KATE COLIN, Mayor
SUMMARY OF ORDINANCE NO. 2045

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL REGARDING SPEED LIMIT CHANGE ON 24 SAN RAFAEL ROADWAY SEGMENTS PURSUANT TO SECTIONS 22357 AND 22358 OF THE CALIFORNIA VEHICLE CODE.

This Summary concerns a proposed ordinance of the City Council of the City of San Rafael, designated as Ordinance No. 2045, which will amend the prima facie speed limits on twenty-four roadway segments in San Rafael. Ordinance No. 2045 is scheduled for adoption by the San Rafael City Council at its regular meeting of March 3, 2025. The City Clerk has been directed to publish this Summary pursuant to City Charter and California Government Code section 36933(c)(1).

SUMMARY OF AMENDMENT TO MUNICIPAL CODE
The Ordinance will amend the prima facie speed limits from 35 miles per hour (mph) to 30 mph on five roadway segments. The Ordinance will amend the prima facie speed limits from 30 mph to 25 mph on three roadway segments. The Ordinance will amend the prima facie speed limits from 25 mph to 20 mph on 16 roadway segments. Pursuant to Section 22357 of the California Vehicle Code, the City of San Rafael may determine that a speed limit greater than 25 miles per hour (mph) on certain streets would facilitate the orderly movement of vehicular traffic and would be reasonable and safe. pursuant to Section 22358 of the California Vehicle Code, the City of San Rafael may determine that a speed limit of 15 or 20 miles per hour (mph) on certain streets would facilitate the orderly movement of vehicular traffic and would be reasonable and safe.

Engineering and traffic studies (E&TS) have been prepared for these roadway segments consistent with Section 627 of the California Vehicle Code and identify recommended maximum speed limits, and based thereon, the City’s acting Traffic Engineer has determined and recommended that the maximum speed limit on these streets should be changed to the following Proposed Speed Limits listed in Table 1 to facilitate the orderly movement of vehicular traffic, and would be reasonable and safe.

Table 1. Speed Limit Reductions
Roadway Segment
Current
Speed
Limit
Proposed
Speed
Limit
Mission Avenue (H Street to Hetherton Street) 25 mph 20 mph Fifth Avenue (H Street to Hetherton Street) 25 mph 20 mph Fourth Street (Marquard Avenue to Hetherton Street) 25 mph 20 mph Second Street (Marquard Avenue to Hayes Street) 35 mph 30 mph H Street (Mission Avenue to Fourth Street) 25 mph 20 mph G Street (Mission Avenue to Second Street) 25 mph 20 mph F Street (Fifth Avenue to Latham Street) 25 mph 20 mph
Agenda item 4.b
Shaver Street (Fourth Street to Second Street) 25 mph 20 mph E Street (Mission Avenue to Second Street) 25 mph 20 mph D Street (Fifth Avenue to First Street) 25 mph 20 mph
D Street (First Street to Antonette Avenue) 30 mph 25 mph C Street (Mission Avenue to Second Street) 25 mph 20 mph B Street (Mission Avenue to First Street) 25 mph 20 mph A Street (Fifth Avenue to Second Street) 25 mph 20 mph
Lootens Place (Fifth Avenue to Third Street) 25 mph 20 mph Cijos Street (Fourth Street to Third Street) 25 mph 20 mph Lincoln Avenue (Mission Avenue to Second Street) 25 mph 20 mph Tamalpais Avenue (Mission Avenue to Second Street) 25 mph 20 mph Andersen Drive (Francisco Boulevard West to Bellam Boulevard) 35 mph 30 mph Francisco Boulevard West (US-101 South Ramps to Rice Drive) 35 mph 30 mph Redwood Highway (Manuel T. Freitas Parkway to 4222 Redwood Highway)
35 mph 30 mph
Smith Ranch Road (Redwood Highway to East End) 35 mph 30 mph Civic Center Drive (Avenue of the Flags to Manuel T. Freitas Parkway)
30 mph 25 mph
Du Bois Street (Irwin Street to Woodland Avenue) 30 mph 25 mph The City has determined that adoption of the ordinance is exempt from review under the California Environmental Quality Act (CEQA) as it does not have the potential to cause a significant, physical environmental effect on the environment.

Copies of Ordinance No. 2045 are available for public review on the City’s website:
https://www.cityofsanrafael.org. You may also contact the City Clerk at (415) 485-3066 for information.
________________________________

LINDSAY LARA
San Rafael City Clerk
Dated: 02/21/25
1 ORDINANCE NO. 2045

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL REGARDING SPEED LIMIT CHANGE ON 24 SAN RAFAEL ROADWAY SEGMENTS PURSUANT TO SECTIONS 22357 AND 22358 OF THE CALIFORNIA VEHICLE CODE.

THE CITY COUNCIL OF THE CITY OF SAN RAFAEL DOES ORDAIN AS FOLLOWS:

DIVISION 1. FINDINGS.

WHEREAS, pursuant to Section 22357 of the California Vehicle Code, the City of San Rafael may determine that a speed limit greater than 25 miles per hour (mph) on certain streets would facilitate the orderly movement of vehicular traffic and would be reasonable and safe; and WHEREAS, pursuant to Section 22358 of the California Vehicle Code, the City of San Rafael may determine that a speed limit of 15 or 20 miles per hour (mph) on certain streets would facilitate the orderly movement of vehicular traffic and would be reasonable and safe; and WHEREAS, the existing speed limit on the roadway segments are listed below in Table 1 under Current Speed Limits; and
WHEREAS, engineering and traffic studies (E&TS) have been prepared for these roadway segments consistent with Section 627 of the California Vehicle Code and identify recommended maximum speed limits, and based thereon, the City’s acting Traffic Engineer has determined and recommended that the maximum speed limit on these streets should be changed to the following Proposed Speed Limits listed in Table 1 to facilitate the orderly movement of vehicular traffic, and would be reasonable and safe;
Table 1. Recommended Speed Limit Reductions
Roadway Segment
Current
Speed
Limit
Proposed
Speed
Limit
Mission Avenue (H Street to Hetherton Street) 25 mph 20 mph Fifth Avenue (H Street to Hetherton Street) 25 mph 20 mph Fourth Street (Marquard Avenue to Hetherton Street) 25 mph 20 mph Second Street (Marquard Avenue to Hayes Street) 35 mph 30 mph H Street (Mission Avenue to Fourth Street) 25 mph 20 mph G Street (Mission Avenue to Second Street) 25 mph 20 mph F Street (Fifth Avenue to Latham Street) 25 mph 20 mph
Shaver Street (Fourth Street to Second Street) 25 mph 20 mph E Street (Mission Avenue to Second Street) 25 mph 20 mph D Street (Fifth Avenue to First Street) 25 mph 20 mph
2 D Street (First Street to Antonette Avenue) 30 mph 25 mph C Street (Mission Avenue to Second Street) 25 mph 20 mph B Street (Mission Avenue to First Street) 25 mph 20 mph A Street (Fifth Avenue to Second Street) 25 mph 20 mph
Lootens Place (Fifth Avenue to Third Street) 25 mph 20 mph Cijos Street (Fourth Street to Third Street) 25 mph 20 mph Lincoln Avenue (Mission Avenue to Second Street) 25 mph 20 mph Tamalpais Avenue (Mission Avenue to Second Street) 25 mph 20 mph Andersen Drive (Francisco Boulevard West to Bellam Boulevard) 35 mph 30 mph Francisco Boulevard West (US-101 South Ramps to Rice Drive) 35 mph 30 mph Redwood Highway (Manuel T. Freitas Parkway to 4222 Redwood Highway)
35 mph 30 mph
Smith Ranch Road (Redwood Highway to East End) 35 mph 30 mph Civic Center Drive (Avenue of the Flags to Manuel T. Freitas Parkway)
30 mph 25 mph
Du Bois Street (Irwin Street to Woodland Avenue) 30 mph 25 mph

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL DOES ORDAIN AS FOLLOWS:

DIVISION 2. SPEED LIMIT ESTABLISHED.

The prima facie speed limit on the roadway segments are hereby decreased to the proposed speed limits listed in Table 1 and shall be effective when appropriate signs giving notice thereof are erected upon the street.

DIVISION 3. CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA).

The City Council finds that adoption of this Ordinance is exempt from the California Environmental Quality Act ("CEQA") pursuant to section 15061(b)(3) of the State CEQA Guidelines because it can be seen with certainty that there is no possibility that the adoption of this Ordinance or its implementation would have a significant effect on the environment (14 Cal. Code Regs. Section 15061(b)(3)).

DIVISION 4. SEVERABILITY.

If any section, subsection, sentence, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this Ordinance. The Council hereby declares that it would have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid. 3 DIVISION 5. EFFECTIVE DATE; PUBLICATION.

A summary of this Ordinance shall be published and a certified copy of the full text of this Ordinance shall be posted in the office of the City Clerk at least five (5) days prior to the Council meeting at which it is adopted.

This Ordinance shall be in full force and effect thirty (30) days after its final passage, and the summary of this Ordinance shall be published within fifteen (15) days after the adoption, together with the names of those Councilmembers voting for or against same, in the Marin Independent Journal, a newspaper of general circulation published and circulated in the City of San Rafael, Marin County, State of California.

Within fifteen (15) days after adoption, the City Clerk shall also post in the office of the City Clerk a certified copy of the full text of this Ordinance, along with the names of those Councilmembers voting for or against the Ordinance.

THE FOREGOING ORDINANCE was first read and introduced at a regular meeting of the San Rafael City Council on the 18th day of February 2025, and was passed and adopted at a regular meeting of the San Rafael City Council on the 3rd day of March, 2025 by the following vote, to wit:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:
______________________
KATE COLIN, Mayor
______________________
LINDSAY LARA, City Clerk
____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

Agenda Item No: 4.c
Meeting Date: March 3, 2025

SERVICES AGREEMENT AMENDMENT
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON-CALL

BUILDING PLAN REVIEW AND INSPECTION CONSULTING SERVICES IN AN AMOUNT OF $65,000, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $165,000.

RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the professional services agreement with 4LEAF, Inc., for additional on-call building plan review and inspection consulting services in the amount of $65,000, for a total contract amount not to exceed $165,000.

BACKGROUND:

The review of building plans is critical to the building permit review process and requires specialized skills, experience, and certifications. Over the past decade, the City has effectively utilized specialized consulting service providers to supplement plan reviews by City building division staff. To meet the ebbs and flows of permit and development activity, the City has utilized three consulting firms to address City needs; 4LEAF, Inc. (4LEAF) is one of three consulting firms currently providing these services. As San Rafael continues to receive an increased number of development applications and construction applications that are more complex (multi- SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
family housing / mixed-use commercial), the Community & Economic Development (CED) Department continues to need assistance from specialized consulting firms. 4LEAF provides building and inspection services for over 200 local jurisdictions and continues to grow and expand its services beyond California. 4LEAF is the newest building and inspection service provider supporting the City, and their additional firm capacity and capabilities have supported the CED Department permit pipeline and staffing needs in times when there is a high volume of permits that need to be processed.

On October 29, 2024, the City Council authorized the City Manager to enter into a Professional Services Agreement with 4LEAF for on-call building plan review and inspection consulting services in an amount not to exceed $100,000 for the contract term of October 2024 through December 2025.

ANALYSIS:

Staff seeks to amend the amount of the on-call building plan review and inspection consulting services with 4LEAF from a not to exceed amount of $100,000 to a total contract amount not to exceed $165,000. This will cover existing commitments for services and allow staff to request assistance from the firm as they materialize. The CED Department needs to have the flexibility to use consultant support on short notice as workloads ebb and flow. The CED Assistant Director and Chief Building Official will review and approve each project, scope of work, and cost estimates, as needed. A copy of the draft First Amendment to the Professional Services Agreement (Attachment 2) and the scope of work and fee schedule (Attachment 3) is attached to this report.

At the conclusion of 4LEAF’s proposed amended contract, staff will release a Request for Proposals (RFP) to select one or more consultants to provide on-call building plan review and inspection services in fiscal year (FY) 2025-26. Following the RFP process, staff will present any new professional services agreements in amounts exceeding $75,000 to the City Council for its review and approval.

FISCAL IMPACT:

The proposed first amendment to the professional services agreement with 4LEAF will increase the current contract by $65,000, from a not to exceed amount of $100,000 to a total not-toexceed amount of $165,000. The CED Department will fund this proposed contract increase through existing available baseline funding appropriations within the CED Department FY 2024- 25 professional services budget (general ledger code 001-16-49001-9270). Services for building permit review under the proposed amendment professional services agreement will also be funded through permitting fees paid by developers. Funding to support contract costs for the period of July 2025 through December 2025 will be incorporated into the CED Department’s FY 2025-26 proposed budget.

OPTIONS:

The City Council has the following options to consider on this matter:

1. Adopt a resolution to authorize the City Manager to execute the proposed first amendment to the professional services agreement;
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3

2. Direct staff to return with more information; or

3. Take no action.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. Draft First Amendment to the Professional Services Agreement with 4LEAF, Inc.

RESOLUTION NO. ______

RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON-CALL BUILDING PLAN REVIEW AND INSPECTION CONSULTING SERVICES IN AN AMOUNT OF $65,000 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $165,000
WHEREAS, on October 29, 2024, the City Council approved and authorized the City Manager to enter into a Professional Services Agreement with 4LEAF for on-call building plan review and inspection consulting services in an amount not to exceed $100,000 for the contract term of October 2024 through December 2025; and WHEREAS, staff seeks to amend the amount of the on-call building plan review and inspection consulting services with 4LEAF from a not to exceed amount of $100,000 to a total contract amount not to exceed $165,000; and
WHEREAS, on December 8, 2024, the City Manager approved and authorized an amendment to the Professional Services Agreement with 4LEAF to extend the term of the agreement to June 30, 2025; and
WHEREAS, this will cover existing commitments for services and allow staff to request assistance from the firm as needed to fill short-term staffing gaps should they materialize; and WHEREAS, the proposed contract increase will be funded through existing available baseline funding appropriations within the Community and Economic Department FY 2024- 25 professional services budget (general ledger code 001-16-49001-9270).

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to amend the Professional Services Agreement between the City and 4LEAF, Inc., for additional on-call building plan review and inspection consulting services in the amount of $65,000, for a total contract amount not to exceed $165,000.

I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 3rd day of March 2025, by the following vote, to wit:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk
1 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON CALL BUILDING CONSULTING SERVICES
THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and 4LEAF, INC. (hereinafter “CONSULTANT”), is made and entered into as of _________________________.

RECITALS
WHEREAS the CITY and CONSULTANT entered into a Professional Services Agreement dated October 29, 2024, to perform professional services in connection with CITY’S building permit program, for an amount not to exceed $100,000 (the Agreement); and
WHEREAS, the CITY and CONSULTANT wish to amend the Agreement to modify the total compensation payable to CONSULTANT so as to authorize CONSULTANT to provide additional building consulting services;

AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:

2. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force.

IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written.
2 CITY OF SAN RAFAEL CONSULTANT
______________________________ By:______________________________ CRISTINE ALILOVICH, City Manager
Name:____________________________
Title:_____________________________
ATTEST:
[If Consultant is a corporation, add
signature of second corporate officer]
______________________________
LINDSAY LARA, City Clerk
By:_____________________________
Name:____________________________
APPROVED AS TO FORM:

Title:_____________________________
______________________________
Andrea Visveshwara, Chief Assistant City Attorney
____________________________________________________________________________________

FOR CITY CLERK ONLY
Meeting Date:

Disposition:

Agenda Item No: 4.d
Meeting Date: March 3, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community & Economic Development Department Prepared by: Don Jeppson,
Community & Economic
Development Assistant Director
and Chief Building Official
City Manager Approval: ______________
TOPIC: MASSAGE INSPECTION SERVICES AGREEMENT AMENDMENT
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A PROFESSIONAL SERVICES AGREEMENT WITH CSG CONSULTANTS, INC. FOR MASSAGE INSPECTION SERVICES IN AN AMOUNT OF $25,000 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $100,000.

RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a second amendment to the professional services agreement with CSG Consultants, Inc. for additional massage inspection services in an amount of $25,000, for a total contract amount not to exceed $100,000.

BACKGROUND:

The City of San Rafael (City) regulates massage establishments under San Rafael Municipal Code (SRMC) 10.90. The purpose of SRMC 10.90 is to provide for the orderly regulation of massage establishments and to prevent the misuse of massage therapy as a front for prostitution and related activities.

Over the past decade, the City has effectively utilized specialized consulting service providers to support the massage inspection program. The massage inspection program involves specialized skills, experience, and certifications.

On May 1, 2024, the City Manager approved and authorized a Professional Services Agreement with CSG Consultants, Inc. (CSG) for massage inspection services in an amount not to exceed $75,000. On December 8, 2024, the City Manager approved and authorized an amendment to the Professional Services Agreement with CSG to extend the term of the agreement to June 30, 2025.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
CSG provides code enforcement and inspection services for many local jurisdictions. Since 1991, CSG has exclusively served public agencies, sharing their commitments to the members of their communities and seamlessly providing a wide range of municipal services.

ANALYSIS:

The City has exhausted the City’s existing $75,000 contract with CSG to implement the massage inspection program. CSG’s service charges are approximately $3,000 a month, meaning the City’s current contract with CSG will not allow them to provide ongoing massage inspection services through the end of Fiscal Year (FY) 2024-25.

In order to provide CSG with sufficient resources to continue the massage inspection program for the remainder of FY 2024-25, staff recommends amending the amount of CSG’s contract from a not to exceed amount of $75,000 to a total contract amount not to exceed $100,000. This will cover existing commitments for services and allow code enforcement staff to focus on other high priority enforcement activities. A copy of the draft Second Amendment to the Professional Services Agreement is attached to this report (Attachment 2).

To facilitate massage inspection program services beyond FY 2024-25, staff will release a Request for Proposals (RFP) this spring to select a consultant to provide these services after July 1, 2025.

FISCAL IMPACT:

The proposed second amendment to the professional services agreement with CSG increases the contract amount by $25,000, from a not-to-exceed amount of $75,000 to $100,000. The Community Economic & Development Department’s existing professional services budget for the massage program (general ledger code 001-16-37002-9270) has sufficient funding available to fund this increase to CSG’s contract. In addition, the City receives massage inspection program permitting fees and penalties from non-compliant massage establishments that can contribute towards the cost of the proposed contract amendment.

OPTIONS:

The City Council has the following options to consider on this matter:

1. Adopt a resolution to authorize the City Manager to execute the contract amendment as proposed;

2. Direct staff to return with more information; or

3. Take no action.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. Second Amendment Professional Services Agreement with CSG Consultants, Inc.

RESOLUTION NO. ______

RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A PROFESSIONAL SERVICES AGREEMENT WITH CSG CONSULTANTS, INC. FOR MASSAGE INSPECTION SERVICES IN AN AMOUNT OF $25,000 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $100,000
WHEREAS, the City of San Rafael (City) regulates massage establishments under San Rafael Municipal Code (SRMC) 10.90; and
WHEREAS, the purpose of SRMC 10.90 is to provide for the orderly regulation of massage establishments and to prevent the misuse of massage therapy as a front for prostitution and related activities; and
WHEREAS, over the past decade, the City has effectively utilized specialized consulting service providers to support the massage inspection program; and WHEREAS, the massage inspection program involves specialized skills, experience, and certifications; and
WHEREAS, on May 1, 2024, the City Manager approved and authorized a Professional Services Agreement with CSG Consultants, Inc. (CSG) for massage inspection services in an amount not to exceed $75,000; and
WHEREAS, On December 8, 2024, the City Manager approved and authorized an amendment to the Professional Services Agreement with CSG to extend the term of the agreement to June 30, 2025; and
WHEREAS, the City has exhausted the City’s existing $75,000 contract with CSG to implement the massage inspection program; and
WHEREAS, CSG’s services charges are approximately $3,000 a month, meaning the City’s current contract with CSG will not allow CSG to provide ongoing massage inspection services through the end of Fiscal Year (FY) 2024-25; and WHEREAS, in order to provide CSG with sufficient resources to continue the massage inspection program for the remainder of FY 2024-25, staff recommends that the City Council authorize amending the amount of CSG’s contract from a not to exceed amount of $75,000 to a total contract amount not to exceed $100,000; and
WHEREAS, the Community Economic Development Department’s existing professional services budget for the massage program, (general ledger code 001-16-37002-9270) has sufficient funding available to fund this increase to CSG’s contract; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to amend the Professional Services between the City and CSG Consultants, Inc., for additional massage inspection services in an amount of $25,000, for a total contract amount not to exceed $100,000.

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk
1 SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH

CSG CONSULTANTS, INC FOR PROFESSIONAL CODE ENFORCEMENT

SERVICES
THIS SECOND AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and CSG CONSULTANTS, INC (hereinafter “CONSULTANT”), is made and entered into as of _________________________.

RECITALS
WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated May 1, 2024 to perform professional services in connection with CITY’S massage inspection program, for an amount not to exceed $75,000 (the Agreement); and WHEREAS, the CITY and CONSULTANT entered into a First Amendment to the Professional Services Agreement dated December 8, 2024, to extend the Term of the Agreement by one year, through June 30, 2025; and
WHEREAS, the CITY and CONSULTANT wish to amend the Agreement to modify the total compensation payable to CONSULTANT so as to authorize CONSULTANT to provide additional code enforcement services.

AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:

1. Article II of the Agreement, entitled “COMPENSATION” is hereby amended to include additional compensation payable to CONSULTANT, on a time and materials basis in accordance with the rates listed in the First Amendment to the Agreement, in a not-to-exceed amount of $25,000 and to change the total not-to-exceed amount under the Agreement to $100,000.
2 2. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force.

IN WITNESS WHEREOF, the parties have executed this Second Amendment on the day, month, and year first above written.

CITY OF SAN RAFAEL CONSULTANT
______________________________ By:______________________________ CRISTINE ALILOVICH, City Manager
Name:____________________________
Title:_____________________________
ATTEST:
[If Consultant is a corporation, add
signature of second corporate officer]
______________________________
LINDSAY LARA, City Clerk
By:______________________________
APPROVED AS TO FORM: Name:____________________________
Title:_____________________________
______________________________
ANDREA VISVESHWARA, Chief Assistant City Attorney
____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

Agenda Item No: 4.e
Meeting Date: March 3, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Fire
Prepared by: Calvin Schrader, Senior
Vegetation Management
Specialist
City Manager Approval: ___________
TOPIC: FIRE PREVENTION GOAT GRAZING SERVICES
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND ENTER INTO AN AGREEMENT WITH BLUE TENT FARMS INC. FOR FIRE

PREVENTION GOAT GRAZING SERVICES FOR AN INITIAL ONE-YEAR

PERIOD AND UP TO THREE YEARS IN A NOT-TO-EXCEED AMOUNT OF $166,915 PER FISCAL YEAR, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $500,745, SUBJECT TO SUBSEQUENT APPROPRIATIONS
RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the City Manager to negotiate and enter into an agreement with Blue Tent Farms Inc. for fire prevention goat grazing services for an initial one-year period and up to three years in a not-to-exceed amount of $166,915 per fiscal year, for a total not-to-exceed amount of $500,745, subject to subsequent appropriations.

BACKGROUND:

In March 2020, Marin County voters approved Measure C, a parcel tax to fund wildfire prevention efforts in Marin County. Measure C established and funds the Marin Wildfire Prevention Authority (MWPA). The MWPA comprises 17 Marin County agencies and is tasked with improving wildfire safety for all Marin residents, businesses, and visitors. The City receives nearly $4 million in Measure C revenue yearly for local wildfire prevention activities. The City’s Fire Department and Office of Emergency Services prioritize and administer this work.

The City of San Rafael regularly needs vegetation management services to support several crucial operations to ensure the safety and well-being of residents and the community. One of these services is prescribed herbivory, which utilizes herds of goats or sheep to graze grass across high fire risk areas of City open space.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Beginning in 2021. the City of San Rafael Fire Department began management over goat grazing across the City from the Department of Public Works, which had previously managed this City program. The program now grazes over 175 acres annually across the City and Marinwood at 10 distinct sites. Marinwood is included in this contract as it is a part of the greater San Rafael Zone, as identified by the MWPA Joint Powers Authority. The funds utilized to graze sites not in San Rafael proper are reimbursed in their entirety by the MWPA.

Goat and sheep grazing is a low-impact method of removing grass and other “light and flashy” fuels from areas at high risk of wildfire. Light and flashy fuels carry fire quickly and intensely, which can create additional hazardous situations during a wildfire. By grazing down the height of the flashy fuels, there is less energy available and less ability for fire to spread.

The Fire Department solicited a formal Request for Proposals (RFP) to procure these services in January 2025.

ANALYSIS:

On January 8, 2025, the RFP was advertised in accordance with San Rafael’s Municipal Code.

On February 10, 2025, the following bids were received:

Business Bid Total (Per FY) Cost Per Acre
Blue Tent Farms $166,915.00 950.00
Living Systems Land Management $215.232.50 1,225.00
Star Creek Land Stewards $210,840.00 1,200.00
Goats R Us $182,936.00 1,035.00
Golden State Goats N/A N/A
The bids have been reviewed by Fire Department staff, and the low bid from Blue Tent Farms of $166,915.00 was found to be both responsive and responsible. Please refer to Attachment 2 of this report for Blue Tent Farms proposal. Staff completed satisfactory reference checks on all contractors that submitted valid bids. Golden State Goats did not complete all required documents and was therefore disqualified from consideration. City staff recommends awarding a three-year agreement to Blue Tent Farms for the amount bid. A draft of this agreement is in Attachment 3.

Sites are charged on a “per acre” basis, allowing the City to remove and/ or add sites as necessary as environmental conditions shift. Total costs will not exceed the total values indicated for the 175 managed acres agreed upon in the contract.

FISCAL IMPACT:

Funding for the contract is provided through Measure C Wildfire Prevention Fund (#242). There are adequate appropriations in the FY 2024-25 budget to accommodate this contract.

Appropriations beyond FY 2024-25 will be included in the regular budgeting process for each subsequent fiscal year. There is no impact to the General Fund.

OPTIONS:

The City Council has the following options to consider on this matter:

1. Adopt a resolution to authorize the City Manager to enter into an agreement as recommended.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3

2. Do not adopt the resolution to authorize the City Manager to enter into the agreements and provide further direction to staff.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. Blue Tent Farms Proposal

3. Draft Contract
RESOLUTION NO. _______

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY

MANAGER TO NEGOTIATE AND ENTER INTO AN AGREEMENT WITH BLUE TENT FARMS INC. FOR FIRE PREVENTION GOAT GRAZING SERVICES FOR AN INITIAL

ONE-YEAR PERIOD AND UP TO THREE YEARS IN A NOT-TO-EXCEED AMOUNT OF $166,915 PER FISCAL YEAR, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $500,745, SUBJECT TO SUBSEQUENT APPROPRIATIONS
WHEREAS, in 2020, the Marin Wildfire Prevention Authority (MWPA) was created after the passing of tax Measure C for wildfire prevention. A portion of these funds dedicated to San Rafael are to be used to reduce fire hazardous fuels on public lands and maintain the 11 publicly owned open space sites in the San Rafael Zone; and WHEREAS, as a part of the formation of the assessment San Rafael Zone, the City of San Rafael and Marinwood Community Services District (CSD) entered a Memorandum of Understanding (MOU) in which the City of San Rafael was designated as the lead agency for managing the San Rafael Zone core funds; and WHEREAS, one component of the Measure C funds the fuels reduction operations and maintenance work, grazing animals are an effective and environmentally conscious way to reduce flashy fuels which in turn reduces the rate of fire spread; and WHEREAS, on January 8th 2025, the City advertised a request for proposal in accordance with San Rafael’s Municipal Code and on February 10th, 2025, bids were unsealed; and
WHEREAS, five bids were received, four were responsible, including Blue Tent Farms Inc. who submitted the lowest cost proposal; and
WHEREAS, Blue Tent Farms bid was found to be both responsive and responsible and staff recommends awarding a three-year agreement to them for the amount bid; and WHEREAS, funding to support the recommended Agreement is provided within the approved Fiscal Year (FY) 2024-25 budget (Measure C Wildfire Prevention Fund #242), with future appropriations to be provided via the annual budget process through the term of the Agreement.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to enter into an agreement with Blue Tent Farms, Inc. for Fire Prevention Goat Grazing Services for an initial one-year period, with the option to extend the agreement up to two more years, with a total amount not to exceed $166,915 per fiscal year for up to a total three-year term and a total contract amount not to exceed $500,745, subject to the City Council appropriating funds for the fiscal year of any extension of the term.

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
____________________
Lindsay Lara, City Clerk
f./Jlue 9iJn.t g,,,,m,
\....__________ "-,
Cover Page
Dear San Rafael Team,
Thank you tor considering our proposal to provide goat grazing services for the City of San Rafael. We are thrilled about the opportunity to contribute to your environmental and land management goals through sustainable and eco-friendly grazing solutions.

As an experienced and reputable grazing company, we bring extensive expertise in land management and a robust, healthy herd of 6,000 Kiko goats. Our operations are supported by skilled Peruvian herders, who have been an integral part of our team tor over 13 years. With their expertise and the guidance of our Managing Partner, Tim Arrowsmith-who grew up ranching in Northern California-we are well-prepared to complete the grazing requirements efficiently and within the specified timeframe.

At Blue Tent Farms, we take considerable pride in our commitment to the health and well-being of our livestock, which includes goats, sheep, livestock guardian dogs, and trained border collies. This dedication ensures not only the highest level of animal care but also exceptional professionalism and reliability in every project we undertake.

Our focus on environmental stewardship and customer satisfaction has positioned us as a trusted partner in sustainable land management. We would be honored to collaborate with you to meet your goals through targeted grazing services that enhance the community's natural resources and resilience.

Thank you again tor this opportunity. We look forward to the possibility of collaborating with you to support your sustainable land management efforts.

Tim rrowsmith
Managing Partner Blue Tent Farms
859 Washington Street PMB XXX
Red Bluff, CA 96080
Cell: 530-200-XXXX
Email: [email protected]
Table of Contents:

Pg 1- Cover Page & Table of Contents
Pg 2- Contractor Information & Proposal Summary
Pg 3- Staff Information & References with similar goals Pg 4- Equipment List to be utilized on this contract (may be adjusted as needed) Pg 5- Technical Approach and Potential Grazing Schedule Pg 6- Fee Proposal
1 Contractor Information and Proposal Summary
Contact Information: Name: Tim Arrowsmith
Address: 859 Washington Street PMB XXX
Phone: 530-200-XXXX (Tim's Cell)
Email: [email protected]
Qualifying Statements: We appreciate the opportunity to submit our proposal for the city's goat grazing contract. Our approach emphasizes environmental sustainability, safety, and efficiency to meet the city's vegetation management needs.

We fully understand the scope of work outlined in the RFP and are committed to adhering to all contractual and environmental requirements. Should any adjustments to the proposed agreement be required, we are open to discussions to ensure mutual satisfaction.

Approach to Work: Our approach involves a detailed assessment of grazing areas to establish optimal herd size and grazing schedules. We prioritize humane treatment ofanimals, compliance with local regulations, and minimizing disruption to the surrounding community. Our team will provide regular updates and ensure the project stays on track.

Company Experience and Qualifications:
• Licenses and Certifications:
o Current DIR Registration
o Current licensing & vaccinations for al1 animals
• Experience:
o Over 13 years of experience in vegetation management using goat grazing. o Successful completion of similar contracts in neighboring cities, including the City of West Sacramento • Key Qualifications:
o President of Western Area Grazers
o Proven track record of safe, effective, and eco--friendly grazing practices. o Team members with extensive training in animal husbandry and land management.

Subcontractors: We do not intend to engage any subcontractors.

Additionally, BTF is open to including additional City-owned parcels under the same bid price as proposed in our submission.

We are confident that our expertise, team, and approach align with the city's goals for this project. Thank you for considering our proposal, and we look forward to discussing it further.

Tim Arrowsmith
Blue Tent Farms
2 Resume of Key Staff & References from similar coatnds Name
1 Tim Arrowsmith
2 Blake Anowsmith
3 Henry Ambrosio
4 Albino Tejada
5 Casio Valentine
6 Esreban Vilchez
7 Christian Ortiz
8 Miguel Tejada
Trtle
M;maging Partner
Field Manager
Operations
Manaf:!er
Herder
Herder
Herder
Herder
Herda-
#Yean #ofYears
w/BTF Exoerience
13 30
3 10
10 20
4 15
6 10
4 6
3 3
3 6
References:

City of Red Bluff Airport- 727 Oak Street, Red Bluff, CA %080 Contact: XXXX (AirportOperations) cell- 530-223-XXX, XXXXcityofredbluff.or!! Period of Performance: 2013 to cm1eut
Services Delivered: Targeted grazing around Active airfield Lake California POA - 19999 Lake California Drive,, Cottonwood� CA 96022 Contact: XXXX(POAManager)cell-707-499-XXX, [email protected] Period of Performance: 2019to cm1eut
Services Delivered: 293 Acres ofexceedingly difficult terrain and grazing pattern US Forest Service (Challenge District)- 18056 Mu.lock Road, Brownsville, CA 95919 Contact: XXXX(Fuels Manager) ceU-530-675-XXX, [email protected]:o Period of Performance: 2022 to current
Services Delivered: 441 Acresgrazed for fire fuels management & vegetation control 3 City Attorney Form, July 2023 Page 1

CONTRACT

BY AND BETWEEN

THE CITY OF SAN RAFAEL
AND

BLUE TENT FARMS LLC

FOR FIRE PREVENTION GOAT GRAZING PROJECT
This contract (“Contract”) is entered into by and between the City of San Rafael (“City”) and Blue Tent Farms LLC (“Contractor”), a California Limited Liability Company, for work on the City’s Fire Prevention Goat Grazing (“Project”), and is effective on ____________________ (“Effective Date”).

The parties agree as follows:

1. Scope of Work. Contractor will perform and provide all labor, materials, equipment, supplies, transportation, and any and all other items or services necessary to perform and complete the work required for the Project (“Work”), as specified in Exhibit A, Scope of Work and Bid Proposal, and according to the terms and conditions of this Contract, including all attachments to the Contract and any other documents and statutes incorporated by reference. To the extent that any attachment contains provisions that conflict or are inconsistent with the terms set forth in the body of this Contract, the Contract terms will control.

1.1 Subcontractors. Contractor acknowledges that it has listed all subcontractors it will subcontract with to complete the Work in Exhibit B, Subcontractor List.

2. Contract Documents. The Contract Documents incorporated into this Contract include and are comprised of all of the documents listed below:

2.1 Contract;

2.2 Addenda, if any;

2.3 Exhibit A – Scope of Work and Bid Proposal;

2.4 Exhibit B – Subcontractor List;

2.5 Exhibit C – Insurance Requirements.

3. Contract Price. As full and complete compensation for Contractor’s timely performance and completion of the Work in strict accordance with the terms and conditions of the Contract Documents, City will pay Contractor a not to exceed amount of $166,915 (the “Contract Price”), for all of Contractor’s direct and indirect costs to perform the Work, including all labor, materials, supplies, equipment, taxes, insurance, bonds and all overhead costs, in accordance with Contractor’s Bid Proposal set forth in Exhibit A and the payment provisions contained herein.

3.1 Payment. Contractor must submit an invoice on the first day of each month during the Contract Time, defined in Section 4 below, and/or upon completion, for the Work performed during the preceding month, itemizing labor, materials, equipment and any incidental costs incurred. Contractor warrants that title to all work, materials and equipment incorporated into the Work will pass to City free of any claims, liens, or encumbrances upon payment to Contractor.

3.2 Annual Rate Increases. Contractor shall not increase its rates throughout the Term of this Contract, except that Contractor may adjust its rates no more than once annually at a maximum amount equal to the percentage change through December in the prior calendar year to the consumer price index (“CPI”) for California, All Urban Consumers, San Francisco-Oakland-San Jose areas, not to exceed five percent (5%).

4. Term of Contract. Unless otherwise set forth in this Contract or unless this paragraph is subsequently modified by a written amendment to this Contract, the term of this Contract shall begin on the Effective Date of this Contract and terminate one (1) year from the Effective Date. At the City’s election, the Contract may be extended three times, each for a period not to exceed one (1) year.

City Attorney Form, July 2023 Page 2

5. Liquidated Damages. If Contractor fails to complete the Work within the Contract Time, Contractor must pay liquidated damages in the amount of $0 per day for each day of unexcused delay in completion.

6. Standard of Care. All Work must be provided in a manner that meets or exceeds the standard of care applicable to the same type of work in the City of San Rafael. Contractor must promptly correct, at Contractor’s sole expense, any Work that the City determines is deficient or defective.

7. Permits and Licenses. Contractor, at its sole expense, must obtain and maintain during the term of this Contract, all appropriate permits, certificates and licenses including, but not limited to, the required California contractor’s license provided in Section 1, and a City business license.

8. Indemnification. Contractor will indemnify, defend with counsel acceptable to City, and hold harmless to the full extent permitted by law, City, its governing body, officers, agents, employees, and volunteers (the “Indemnitees”) from and against any and all liability, demands, loss, damage, claims, settlements, expenses, and costs (including, without limitation, attorneys’ fees, expert witness fees, and costs and fees of litigation) (collectively, “Liability”) of every nature arising out of or in connection with the acts or omissions of Contractor, its employees, subcontractors, representatives, or agents in performing the Work or failing to comply with any obligation of Contractor under this Contract, except such Liability caused by the active negligence, sole negligence, or willful misconduct of an Indemnitee. This indemnification obligation is not limited by any limitation on the amount or type of damages or compensation payable under Workers’ Compensation or other employee benefit acts, or by insurance coverage limits, and will survive the expiration or early termination of this Contract.

9. Insurance. Contractor will, at all times under this Contract, procure and maintain in full force and effect the insurance coverage provided in Exhibit C, Insurance Requirements, at no cost to City.

10. Labor Code Compliance. Unless the Contract Price is $1,000 or less, the Contract is subject to all applicable requirements of Chapter 1 of Part 7 of Division 2 of the Labor Code, beginning at section 1720, and the related regulations, including but not limited to requirements pertaining to wages, working hours and workers’ compensation insurance. Contractor must also post all job site notices required by laws or regulations pursuant to Labor Code section 1771.4.

10.1 Prevailing Wages. Each worker performing Work under this Contract that is covered under Labor Code section 1720 or 1720.9, must be paid at a rate not less than the prevailing wage as defined in sections 1771 and 1774 of the Labor Code. The prevailing wage rates are on file with the City Engineer’s office and are available online at http://www.dir.ca.gov/DLSR. Pursuant to Labor Code section 1775, Contractor and any subcontractor will forfeit to City as a penalty up to $200 for each calendar day, or portion of a day, for each worker paid less than the applicable prevailing wage rate, in addition to paying each worker the difference between the applicable wage rate and the amount actually paid.

10.2 Working Day. Pursuant to Labor Code section 1810, eight hours of labor consists of a legal day’s work. Pursuant to Labor Code section 1813, Contractor will forfeit to City as a penalty the sum of $25 for each day during which a worker employed by Contractor or any subcontractor is required or permitted to work more than eight hours during any one calendar day, or more than 40 hours per calendar week, unless such workers are paid overtime wages under Labor Code section 1815. All Work must be carried out during regular City working days and hours unless otherwise specified in Exhibit A or authorized in writing by City.

10.3 Payroll Records. Contractor and its subcontractors must maintain certified payroll records in compliance with Labor Code sections 1776 and 1812, and all implementing regulations promulgated by the Department of Industrial Relations (“DIR”). For each payroll record, Contractor and its subcontractors must certify under penalty of perjury that the information in the record is true and correct, and that it has complied with the requirements of Labor Code sections 1771, 1811, and 1815. Unless the Contract Price is under $25,000, Contractor must electronically submit certified payroll records to the Labor Commissioner as required under California law and regulations.

City Attorney Form, July 2023 Page 3

10.4 Apprentices. If the Contract Price is $30,000 or more, Contractor must comply with the apprenticeship requirements in Labor Code section 1777.5.

10.5 DIR Monitoring, Enforcement, and Registration. This Project is subject to compliance monitoring and enforcement by the DIR pursuant to Labor Code section 1725.5, and, subject to the exception set forth below, Contractor and any subcontractors must be registered with the DIR to perform public works projects. The registration requirements of Labor Code section 1725.5 do not apply if the Contract Price is for under $25,000.

11. Workers’ Compensation Certification. Under Labor Code section 1861, by signing this Contract, Contractor certifies as follows: “I am aware of the provisions of Labor Code section 3700 which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the Work on this Contract.”

12. Termination.

12.1 Termination for Convenience. City reserves the right to terminate all or part of the Contract for convenience upon written notice to Contractor. Upon receipt of such notice, Contractor must:
immediately stop the Work, including under any terms or conditions that may be specified in the notice; comply with City’s instructions to protect the completed Work and materials; and use its best efforts to minimize further costs. In the event of City’s termination for convenience, Contractor waives any claim for damages, including for loss of anticipated profits from the Project. If City terminates the Contract for convenience, City will only owe Contractor payment for the Work satisfactorily performed before Contract termination, as well as five percent of the total value of the Work performed as of the date of notice of termination or five percent of the value of the Work yet to be completed, whichever is less, which is deemed to cover all overhead and profit to date.

12.2 Termination for Default. The City may terminate this Contract for cause for any material default. Contractor may be deemed in default for a material breach of or inability to perform the Contract, including Contractor’s refusal or failure to supply sufficient skilled workers, proper materials, or equipment to perform the Work within the Contract Time; refusal or failure to make prompt payment to its employees, subcontractors, or suppliers or to correct rejected work; disregard of laws, regulations, ordinances, rules, or orders of any public agency with jurisdiction over the Project; lack of financial capacity to complete the Work within the Contract Time; or responsibility for any other material breach of the Contract requirements.

If City terminates the Contract for cause, City will only owe Contractor payment for the Work satisfactorily performed before Contract termination.

13. Dispute Resolution. Any dispute arising under or related to this Contract is subject to the dispute resolution procedures of Public Contract Code sections 9401 and 20104 et. seq., which are incorporated by reference.

14. Waiver. A waiver by City of any breach of any term, covenant, or condition in this Contract will not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein, regardless of the character of any such breach.

15. Warranty. Contractor guarantees and warrants the Work and the materials used or provided for the Project for a period of one year, beginning upon City’s acceptance of the Work for the Project as complete (“Warranty Period”). During the Warranty Period, upon notice from the City of any defect in the Work or the materials, Contractor must, at its sole expense, promptly repair or replace the defective Work or materials, including repair or replacement of any other Work or materials that is or are displaced or damaged during the warranty work, excepting any damage resulting from ordinary wear and tear.

16. Worksite Conditions.

City Attorney Form, July 2023 Page 4

16.1 Clean and Safe. Contractor must maintain the Work site and staging and storage areas in a clean and neat condition and must ensure it is safe and secure. On a daily basis Contractor must remove and properly dispose of debris and waste materials from the Work site.

16.2 Inspection. Contractor will make the Work accessible at all times for inspection by the City.

16.3 Hazardous Materials. Unless otherwise specified in the Contract documents, this Contract does not include the removal, handling, or disturbance of any asbestos or other hazardous materials, as identified by any federal, state, or local law or regulation. If Contractor encounters materials on the Project site that Contractor reasonably believes to be asbestos or other hazardous materials, and the asbestos or other hazardous materials have not been rendered harmless, Contractor may continue Work in unaffected areas reasonably believed to be safe, but must immediately cease Work on the area affected and report the condition to City. No asbestos, asbestos-containing products or other hazardous materials may be used in performance of the Work.

16.4 Utilities, Trenching and Excavation. As required by Government Code section 4215, if, during the performance of the Work, Contractor discovers utility facilities not identified by City in the Contract documents, Contractor must immediately provide written notice to City and the utility. In performing any excavations or trenching work, Contractor must comply with all applicable operator requirements in Government Code sections 4216 through 4216.5. If the trenching or excavation extends deeper than four feet below the surface, then it must also comply with Public Contract Code section 7104.

17. Conflicts of Interest. Contractor, its employees, subcontractors and agents, may not have, maintain or acquire a conflict of interest in relation to this Contract in violation of any City ordinance or policy or in violation of any California law, including under Government Code section 1090 et seq. and under the Political Reform Act as set forth in Government Code section 81000 et seq. and its accompanying regulations. Any violation of this Section constitutes a material breach of the Contract.

18. Non-Discrimination. No discrimination will be made in the employment of persons under this Contract because of the race, color, national origin, ancestry, religion, gender or sexual orientation of such person.

19. Independent Contractor. City and Contractor intend that Contractor will perform the Work under this Contract as an independent contractor. Contractor is solely responsible for its means and methods in performing the Work. Contractor is not an employee of City and is not entitled to participate in health, retirement or any other employee benefits from City.

20. Assignment of Unfair Business Practice Claims. Under Public Contract Code section 7103.5, Contractor and its subcontractors agree to assign to City all rights, title, and interest in and to all causes of action it may have under section 4 of the Clayton Act (15 U.S.C. section 15) or under the Cartwright Act (Chapter 2 (commencing with section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services, or materials pursuant to the Contract or any subcontract. This assignment will be effective at the time City tenders final payment to Contractor, without further acknowledgement by the parties.

21. Notice. Any notice, billing, or payment required by or pursuant to the Contract documents must be made in writing, signed, dated and sent to the other party by personal delivery, U.S. Mail, a reliable overnight delivery service, or by email as a PDF (or comparable) file. Notice is deemed effective upon delivery unless otherwise specified. Notice for each party must be given as follows:

City Attorney Form, July 2023 Page 5
To CITY’s Representative:

Calvin Schrader
Senior Vegetation Management Specialist
1375 Fifth Ave
San Rafael, CA 94901
To CONTRACTOR’s Representative:

Tim Arrowsmith
Owner
859 Washington Street PMB 259
Red Bluff, CA 96080

22. General Provisions.

22.1 Compliance with All Laws. Contractor will comply with all applicable federal, state, and local laws and regulations including, but not limited to, unemployment insurance benefits, FICA laws, conflict of interest laws, and local ordinances. Work may only be performed by qualified and experienced workers who are not employed by the City and who do not have any contractual relationship with City, with the exception of this Contract.

22.2 Provisions Deemed Inserted. Every provision of law required to be inserted in the Contract is deemed to be inserted, and the Contract will be construed and enforced as though such provision has been included. If it is discovered that through mistake or otherwise that any required provision was not inserted, or not correctly inserted, the Contract will be deemed amended accordingly.

22.3 Assignment and Successors. Contractor may not assign its rights or obligations under this Contract, in part or in whole, without City’s written consent. This Contract is binding on Contractor’s and City’s lawful heirs, successors and permitted assigns.

22.4 Third Party Beneficiaries. There are no intended third-party beneficiaries to this Contract.

22.5 Governing Law and Venue. This Contract will be governed by California law and venue will be in the Superior Court of Marin County, and no other place.

22.6 Amendment. No amendment or modification of this Contract will be binding unless it is in a writing duly authorized and signed by the parties to this Contract.

22.7 Integration; Severability. This Contract and the Contract documents incorporated herein, including authorized amendments or change orders thereto, constitute the final, complete, and exclusive terms of the agreement between City and Contractor. If any provision of the Contract documents, or portion of a provision, is determined to be illegal, invalid, or unenforceable, the remaining provisions of the Contract documents will remain in full force and effect.

22.8 Authorization. Each individual signing below warrants that he or she is authorized to do so by the party that he or she represents, and that this Contract is legally binding on that party. If Contractor is a corporation, signatures from two officers of the corporation are required pursuant to California Corporation Code section 313.
[Signatures are on the following page.]
City Attorney Form, July 2023 Page 6
The parties agree to this Contract as witnessed by the signatures below:

CITY OF SAN RAFAEL:
_________________________________
CRISTINE ALILOVICH, City Manager
APPROVED AS TO FORM:

Office of the City Attorney
_________________________________
By: ANDREA VISVESHWARA,
Chief Assistant City Attorney
ATTEST:

City Clerk
_________________________________
LINDSAY LARA, City Clerk
CONTRACTOR:
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
__________________________________
By: ____________________________
Name: ____________________________
Title: _____________________________
Exhibit A: Scope of Work and Bid Proposal
Exhibit B: Subcontractor List
Exhibit C: Insurance Requirements
________________________________________________________________________________________________ City Attorney Form, July 2023 Exhibit A
Exhibit A

SCOPE OF WORK AND BID PROPOSAL
The Work to be performed by CONTRACTOR under this Agreement is more fully described in CONTRACTOR’s bid proposal, which is attached to this Exhibit A. ________________________________________________________________________________________________ City Attorney Form, July 2023 Exhibit B
Exhibit B

SUBCONTRACTOR LIST
Contractor hereby certifies that each and every Subcontractor that will perform a portion of the Work in an amount in excess of one-half of 1% of the total Contract Price, is provided below along with a description of the Work, the name of the Subcontractor, its California contractor license number, the location of its place of business, its DIR registration number, and the portion of the Work that the Subcontractor is performing based on a percentage of the total Contract Price.

DESCRIPTION

OF WORK

SUBCONTRACTOR
NAME

CALIFORNIA

CONTRACTOR
LICENSE NO.

LOCATION OF

BUSINESS
DIR REG.

NO.

PERCENT
OF
WORK

END OF SUBCONTRACTOR LIST
________________________________________________________________________________________________ City Attorney Form, July 2023 Exhibit C
Exhibit C

INSURANCE REQUIREMENTS
Contractor will, at all times under this Contract, procure and maintain in full force and effect the insurance coverage required in this Exhibit C to cover the activities of Contractor and any subcontractors relating to or arising from performance of the Work. Each policy must be issued by a company licensed to do business in California, and with a strength and size rating from A.M. Best Company of A-VIII or better. Contractor must provide City with certificates of insurance and required endorsements as evidence of coverage with the executed Contract, or through the PINSAdvantage website https://www.pinsadvantage.com/ upon request by the City, and before the City authorizes Contractor to proceed with the Work.

1. Workers’ Compensation. Statutory coverage is required by the California Workers’ Compensation Insurance and Safety Act. If Contractor is self-insured, it must provide its duly authorized Certificate of Permission to Self-Insure. In addition, Contractor must provide employer’s liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease.

2. Liability. Commercial General Liability (“CGL”) insurance issued on an occurrence basis, including coverage for liability arising from Contractor’s or its subcontractor’s acts or omissions in performing the Work, including Contractor’s protected coverage, blanket contractual, products and completed operations, broad form property damage, vehicular coverage, and employer’s non-ownership liability coverage, with limits of at least $1,000,000 per occurrence and $2,000,000 general aggregate.

3. Automotive. Commercial automotive liability coverage for owned, non-owned and hired vehicles must provide coverage of at least $1,000,000 combined single limit per accident for bodily injury, death, or property damage.

4. Subrogation Waiver. Each required policy must include an endorsement that the insurer waives any right of subrogation it may have against the City or the City’s insurers.

5. Required Endorsements. The CGL policy and the automotive liability policy must include the following specific endorsements:
(a) The City, including its Council, officials, officers, employees, agents, volunteers and consultants (collectively, “Additional Insured”) must be named as an additional insured for all liability arising out of the operations by or on behalf of the named insured, and the policy must protect the Additional Insured against any and all liability for personal injury, death or property damage or destruction arising directly or indirectly in the performance of the Contract. (b) The inclusion of more than one insured will not operate to impair the rights of one insured against another, and the coverages afforded will apply as though separate policies have been issued to each insured.
(c) The insurance provided is primary and no insurance held or owned by City may be called upon to contribute to a loss (“primary and non-contributory”). (d) Any umbrella or excess insurance must contain or be endorsed to contain a provision that such coverage will also apply on a primary or non-contributory basis for the benefit of City before the City’s own insurance or self-insurance will be called upon to protect it as a named insured.
(e) This policy does not exclude explosion, collapse, underground excavation hazard, or removal of lateral support.

City of San Rafael
Proclamation in Recognition of
WOMEN’S HISTORY MONTH
MARCH 1 – 31, 2025
WHEREAS, women of every race, class, ethnicity, sexual orientation, and background have contributed to the growth and strength of San Rafael in countless recorded and unrecorded ways, playing critical economic, cultural, and social roles throughout the community; and WHEREAS, each year, Women’s History Month offers a vital opportunity to celebrate and reflect on the remarkable contributions of American women and girls who have shaped our nation’s history, strengthened its foundations, and inspired future generations with their resilience and achievements; and
WHEREAS, the 2025 Women’s History Month theme “Moving Forward Together! Women Educating & Inspiring Generations” celebrates the collective strength and influence of women who have dedicated their lives to education, mentorship, and leadership, and have served as an inspiration for all generations — both past and present; and WHEREAS, throughout history, women have demonstrated leadership, innovation, and ingenuity, making groundbreaking contributions across all fields, including science, medicine, technology, business, politics, entrepreneurship, and the arts, often overcoming systemic barriers and societal challenges to achieve greatness; and
WHEREAS, women in the United States of America have been leaders not only in securing their own rights of suffrage and equal opportunity but also in the abolitionist movement, the emancipation movement, the industrial labor movement, the civil rights movement, the LGBTQ rights movement, and the peace movement, which promote a more fair and just society for all; and
WHEREAS, the celebration of Women’s History Month may be traced back to International Women’s Day in 1911 and the advocacy Bay Area women including Laura X who founded the Women’s History Research Center in Berkeley, and Molly Murphy MacGregor, Mary Ruthsdotter, Maria Cuevas, Paula Hammett, and Bette Morgan who formed the National Women’s History Project (which would later become the National Women’s History Alliance) in 1980 in Sonoma County with the goal of “writing women back into history” and expanding the concept of Women’s History Week nationally; and
Agenda item 4.f
WHEREAS, in 1987, the National Women’s History Alliance successfully campaigned the United States Congress to pass legislation recognizing March as Women’s History Month; and
WHEREAS, women make up nearly 51% of the U.S. population, about a third of workers in the county’s 10 highest-paying occupations (35%) are women, and that women-owned businesses contribute significantly to our economy—accounting for over 39% of U.S. businesses (14 million firms) and add $1.8 trillion to America’s gross domestic product every year; and
WHEREAS, there remains a collective responsibility to support women of all ages, ensuring equitable opportunities and access to resources and fostering environments conducive to their personal and professional growth and well-being.

THEREFORE, BE IT RESOLVED that the Mayor and City Council of the City of San Rafael hereby proclaim March 1 - 31, 2025, as Women’s History Month, recognizes the many accomplishments women have historically achieved and the many ongoing contributions they make to our society and our local community across Marin County and San Rafael.

Kate Colin
Mayor
____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting: _______________________
Disposition: ___________________________
Agenda Item No: 4.g Meeting
Date: March 3, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Library & Recreation
Prepared by: Catherine Quffa,
Library & Recreation Director
City Manager Approval: ____________
TOPIC: DOWNTOWN LIBRARY FURNITURE PURCHASE
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A

PURCHASE ORDER WITH TROPE GROUP FOR THE PURCHASE OF

FURNITURE FOR THE DOWNTOWN LIBRARY IN AN AMOUNT NOT TO
EXCEED $188,000, WHICH INCLUDES THE BASE BID OF $168,870 AND $19,130 IN CONTIGENGY
RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a purchase order with Trope Group for the purchase of furniture for the Downtown Library in an amount not to exceed $188,000, which includes a base bid of $168,870 and $19,130 in contingency.

BACKGROUND:

The San Rafael Downtown Public Library (“Downtown Library”) is located adjacent to City Hall and bounded by Fifth Avenue, E Street (main entrance), and Mission Avenue (1100 E. Street).

In 2022, the City secured approximately $3,000,000 in funding for infrastructure improvements at the Downtown Library. Funding includes $2,000,000 in Building Forward and Targeted California State grants and $1,000,000 in memorial funds donated to the City to improve library facilities. The City also allocated Measure D funding in the fiscal year (FY) 2024-25 budget for supplemental furniture, shelving, and equipment purchases to complement the renovation.

The Downtown Library Renovation Project addresses the most pressing safety and infrastructure needs, including fixing the roof, upgrading plumbing and electrical to meet code, installing a fire alarm system, accessibility improvements, repairing the heating, ventilation, and air conditioning (HVAC) system, and hazmat remediation. The project also includes minor design improvements to enhance the patron and staff experience. Construction on the project started in September 2024, and the Downtown Library is scheduled to re-open in Summer 2025.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
To enhance the infrastructure project and improve the usability of the Downtown Library, the City intends to purchase new furniture for the children’s room, teen space, Carnegie reading room, public computing area, and some staff workspaces.

ANALYSIS:

The furniture bid package was posted publicly on the Bids and Proposals page of the City website from January 28 to February 12, 2025. The RFP was also emailed to local vendors.

Three vendors submitted proposals; the pricing received from the bid is included in Table 1.

Table 1: RFP Responses
Vendor Name Bid Total
Coordinated Resources Inc., DBA CRI $201,169.55
Resource Design Interiors $173,903.87
Trope Group $166,869.49
The City intends to purchase from Trope Group, which provided the lowest bid for the requested furniture package. Trope Group’s proposal is included in Attachment 2. Staff is proposing an additional $19,130 in contingency funds be added to the agreement for any additions or modifications the City may need to make as the project progresses.

FISCAL IMPACT:

The furniture purchase will be funded from Measure D (Fund 215) equipment, supplies, and materials budget. Sufficient appropriations to cover this purchase are included in the Library’s approved FY 2024-25 budget (215-51-11001-9360).

OPTIONS:

The City Council has the following options to consider on this matter:

1. Adopt the resolution.

2. Adopt the resolution with modifications.

3. Do not adopt a resolution.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. Trope Group Bid Response
RESOLUTION NO. ______

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY

MANAGER TO EXECUTE PURCHASE ORDER WITH TROPE GROUP FOR THE

PURCHASE OF FURNITURE FOR THE DOWNTOWN LIBRARY IN AN AMOUNT NOT TO EXCEED $188,000, WHICH INCLUDES THE BASE BID OF $168,870 AND $19,130 IN CONTIGENGY
WHEREAS, in 2022, the City secured approximately $3,000,000 in funding for infrastructure improvements at the Downtown Library; and WHEREAS, the Downtown Library renovation project is addressing the most pressing safety and infrastructure needs of the facility as well as making minor design improvements to enhance the patron and staff experience; and WHEREAS, construction on the Downtown Library renovation project began in October 2024 and is expected to be completed in Summer 2025; and WHEREAS, the City is desirous of purchasing new furniture to enhance and support the broader Downtown Library renovation project; and WHEREAS, the City released a furniture package for competitive bid on January 28, 2025; and
WHEREAS, the City received three bids on February 12, 2025, and of the three bids, Trope Group was determined to be the lowest responsive and responsible bidder; and
WHEREAS, sufficient funding for the purchase of furniture was included in the FY 2024-25 Measure D equipment, supplies, and materials budget (215-51-11001-9360).

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to execute a purchase order with Trope Group for the purchase of furniture for the Downtown Library in the amount of $188,000, which includes the base bid of $168,870 and $19,130 in contingency.

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

SAN RAFAEL, CITY OF SAN RAFAEL, CITY OF
P O BOX 151560 1100 E. ST
SAN RAFAEL CA 94915 SAN RAFAEL CA 94901
PH# 415.485.3058
FAX NUMBER# CUSTOMER P.O.# SALESPERSON TERMS SHIP VIA
415.485.3100 NICK HARRIS NET 10 TGI

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
Pricing subject to
change due to
* manufacturer price increases
* and/or surcharges
SPEC C-04 NOT INCL. DUE

TO DISCONTINUATION
6 360 Napoli - 48" Wide 1,951.41 11,708.46
Banquette
COM Customers Own Material
~ No Selection
~ No Selection
2FO Two Fabric Option (Avg Grade Rounded up from the S
~ No Selection
~ No Selection
~ Laminate Plinth Base
RB1 Recessed Base (1 side)
~ No Selection
~ No Selection
1 360 Napoli - 48" Wide 2,359.59 2,359.59
Banquette
COM Customers Own Material
~ No Selection
~ No Selection
2FO Two Fabric Option (Avg Grade Rounded up from the S
~ No Selection
~ No Selection
CONTINUED...

PAGE 1

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
~ Laminate Plinth Base
*
1-UNIT 1 Electrical Unit
305237.03.06.09Cove Rectangle (1 power outlet/2 USB), Silver 1 360 Napoli - 48" Wide 2,511.00 2,511.00
Banquette
COM Customers Own Material
~ No Selection
~ No Selection
2FO Two Fabric Option (Avg Grade Rounded up from the S
~ No Selection
~ No Selection
~ Laminate Plinth Base
GBP Ganging Bracket for Plinth Base
1-UNIT 1 Electrical Unit
305237.03.06.09Cove Rectangle (1 power outlet/2 USB), Silver 3 COR3048 Corsa - Rectangle Cafe 1,084.66 3,253.98
Table 30 X 48
GRP 3 Group 3
3A 3MM Edge
EDGE Honey Maple
~ Standard Stainless Steel
~ No Selection
~ No Selection
RAD 3" Radius Corners for 3MM Edge
~ No Selection
PAGE 2

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
2 COR24D Corsa - Round Cafe Table 704.48 1,408.96
24" Dia.

GRP 3 Group 3
3A 3MM Edge
~ Standard Stainless Steel
~ No Selection
RAD 3" Radius Corners for 3MM Edge
EDGE COLOR Honey Maple
Hightower
NCPA/OMNIA07-94
4 HTJX025 Jaxson - Bar Height 742.98 2,971.92
Stool
SEAT: Ash Wood
BASE: Navy Mood Powder Coat
1 FR Shipping 575.00 575.00
1 100439175 Jarvis Bamboo Standing 985.00 985.00
Desk
* Quote S04791560
* Bamboo 48x27 Rect. 3stage
* Programmable Contol Switch
* Silver
* Power Grommet
* Cable Manager
PAGE 3

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
5 100439176 Jarvis Bamboo Standing 1,075.00 5,375.00
Desk
* Quote S04791560
* Bamboo 60x27 Rect. 3stage
* Programmable Contol Switch
* Silver
* Power Grommet
* Cable Manager
1 SLTC11312BC
T
Lottie Chair - Child 538.68 538.68
STAIN: Tonor Wood Finish
* Maple in Lime 80
CUTOUT: Marine Series - MAR.J Jack
* Cut Through
1 SLTC11312BC
T
Lottie Chair - Child 538.68 538.68
STAIN: Tonor Wood Finish
* Maple in Chickory 108
CUTOUT: Marine Series - MAR.D Dolphin
* Cut Through
1 SLTC11312BC
T
Lottie Chair - Child 538.68 538.68
STAIN: Tonor Wood Finish
* Maple in Dahlia 79
CUTOUT: Marine Series - MAR.S Starfish
* Cut Through
1 SLTC11312BC
T
Lottie Chair - Child 538.68 538.68
STAIN: Tonor Wood Finish
CONTINUED...

PAGE 4

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
* Maple in Mango 113
CUTOUT: Marine Series - MAR.H Seahorse
* Cut Through
2 TRV1 HDS Chair Trolley 1,213.29 2,426.58
Frame Black Epoxy
* 40.6" W x 18"H x 24"D
50 HDS 1.1 HDS 1.1 High Density 290.51 14,525.50
Stacking Chair
Seat Grey
Frame Chrome
* 19.3"W x 31.5"H x 18.1"SH
2 5720 Mitt - Standard Stitch 2,034.29 4,068.58
and Handle 33 1/2w x 33
1/2d x 32h

COM COM
* (Momentum Silica Leather/Aloe)
1 SMS-RLK-FS Solem Rectangular Top 2,145.00 2,145.00
108l x 42w x 29 1/4h
FS Flat Laminate
WGL Woodgrain Laminate
680 680
OAK Oak
TBD To be determined
PAGE 5

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
1 SMS-BAT Solem Base 1,501.55 1,501.55
OAK Oak
TBD To be determined
2 Byrne Hemisphere 162.61 325.22
* BE03770-2-1-Z130-MR-AC1-120
* 2 Power-1USB A+C
* Black Finish
* 120" Cord
6 SMS-CLA-FS Solem Square Top 36l x 668.79 4,012.74
36w x 29 1/4h
FS Flat Laminate
WGL Woodgrain Laminate
680 680
OAK Oak
TBD To be determined
6 SMS-BAG Solem Base 1,188.10 7,128.60
OAK Oak
TBD To be determined
1 FR Shipping 2,364.55 2,364.55
TIPS CONTRACT 230301
PAGE 6

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
4 5469 Greyson Chair 2,464.23 9,856.92
* 31"W X 44"H X 37"D
* Graded in M + 5
Upholstery Silica Leather/Driftwood/9141504
Legs Maple with Dark Stain (TBD)
3 SDT2021L Stand Round End Table 875.06 2,625.18
* 20"D x 21"H
* Maple Top
Finish Maple with Dark Stain (TBD)
1 CUSTOM BASED ON SDT361816C 2,312.34 2,312.34
* 60"W x 16"H x 36"D
* Custom Corian Top & Custom Size
Top CORIAN / Deep Night Sky
Base Maple with Dark Stain (TBD)
1 FR Shipping 2,294.60 2,294.60
Omnia Contract #
OT0040131
* Region #4 # R221003
1 MPCSO45SM MyPlace 45 Degree Curved 1,583.79 1,583.79
Shelving,
Outside-Facing, 32" H,
Starter, 12 D x 51-1/2"
W, Maple
CONTINUED...

PAGE 7

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
/MMA Kensington Maple on Maple
3 MPCSO45AM MyPlace 45 Degree Curved 1,300.34 3,901.02
Shelving,
Outside-Facing, 32" H,
Adder, 12 D x 50-1/2" W,
Maple
/MMA Kensington Maple on Maple
4 MPCI45/CGL/
FC
MyPlace Inside Back 45 1,157.07 4,628.28
Curve, Concealed Glide,
Contrast
I Fabric Grade I
/NFR Compliance to TB 117-2013
I Fabric Grade I
NFR Compliance to TB 117-2013
I Fabric Grade I
NFR Compliance to TB 117-2013
I Fabric Grade I
/NP No power
/NMB No Moisture Barrier
1 RUW20E Ruckus,Single Post 586.03 586.03
Pneumatic Adjustable
Lectern on Casters
/NB No book storage
/CCC Carpet casters
Standard KI laminates
/LBW BRIGHTON WALNUT #7922-38
/EPW Pinnacle Walnut edge
CONTINUED...

PAGE 8

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
/WG Warm Grey
1 C9SCC27F C9 SNAP ON CABLE 74.42 74.42

CHANNEL, FOR HEIGHT

ADJUSTABLE TABLE WITH
GLIDES
STG POWDER FINISH: Stone
1 S25-0190--2
448
C9 RECTANGULAR DESK, 1,676.74 1,676.74

FOUR LEG, HEIGHT

ADJUSTABLE BASE -
27"-46"H, 24"D X 48"W
NP No Utility Power
CTL Cable Tray on Left
C9SWITCH C9 Standard Switch
G With Grommet (60mm)
~6 Special
NSCR Watson-Supplied / Special Order
* NSCR-25-0779
* Pionite Honey Maple WM951-SD
STG POWDER FINISH: Stone
1 ZSCREDC2060
26-M
ZO STORAGE CREDENZA, 1,337.21 1,337.21
DOOR, 20"D X 60"W X
26"H, WITH ZO BASE

V A/V CUTOUT
FQ CASE FINISH: Fashion Grey
E Special
NSCR Watson-Supplied / Special Order
* NSCR-25-0779 Pionite Honey Maple
CONTINUED...

PAGE 9

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND

LOCK FACTORY INSTALLED LOCKCORE

A ALTO PULL - SILVER
WA POWDER FINISH: Silver
1 C9SCC27F C9 SNAP ON CABLE 74.42 74.42

CHANNEL, FOR HEIGHT

ADJUSTABLE TABLE WITH
GLIDES
STG POWDER FINISH: Stone
1 S25-0058--3
648
C9 RECTANGULAR DESK, 1,813.95 1,813.95

FOUR LEG, HEIGHT

ADJUSTABLE BASE -
27"-46"H, 36"D X 48"W
NP No Utility Power
CTL Cable Tray on Left
C9SWITCH C9 Standard Switch
G With Grommet (60mm)
~6 Special
NSCR Watson-Supplied / Special Order
* NSCR-25-0779
* Pionite Honey Maple WM951-SD
Edge Type C9 90 Trim
Edge Finish NSCR25-0780 Pionite Honey Maple Edge Banding STG POWDER FINISH: Stone
1 S25-0191-36
29 MODIFIED C9ROM - C9 883.72 883.72

ROUND, MEETING TABLE,
36"D X 29.5"H, *90 TRIM,
WITH NSCR25-0780 PIONITE

HONEY MAPLE EDGE BANDING
CONTINUED...

PAGE 10

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
G Glides
C-N CENTER: NO POWER
~6 Special
NSCR Watson-Supplied / Special Order
* NSCR25-0779 Pionite Honey Maple WM951-SD
STG POWDER FINISH: Stone
6 C9NALS1948 EDISON RAIL FABRIC 437.21 2,623.26
SCREEN, LANDSCAPE, 19"H
X 48"W - 46" SYSTEM
HEIGHT
~S FABRIC TYPE: Sprite (GOM)
7K FABRIC: Khaki (2671-030)
STG POWDER FINISH: Stone
1 C9R4D2448 C9 RECTANGULAR DESK, 1,674.42 1,674.42

FOUR LEG, HEIGHT

ADJUSTABLE BASE -
27"-46"H, 24"D X 48"W
NP No Utility Power
CTL Cable Tray on Left
C9SWITCH C9 Standard Switch
N No Grommet
~6 Special
NSCR Watson-Supplied / Special Order
* NSCR25-0779 Pionite Honey Maple WM951-SD
Edge Type 90 Edge
Edge Finish Clear Stain
STG POWDER FINISH: Stone
PAGE 11

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
2 SWJDEL EDISON JUNIOR END LEG 162.79 325.58
SEC Standard End Cap
STG POWDER FINISH: Stone
4 SWJDTBA0448 EDISON JUNIOR DUAL SIDED 800.00 3,200.00

BENDABLE ADDER, TWO
DUPLEX/USER, 04"D X 48"W
S Single Circuit Power
YJ With Jumper
STL Steel
STG POWDER FINISH: Stone
2 SWJDTS0448 EDISON JUNIOR DUAL SIDED 730.23 1,460.46

STARTER, TWO
DUPLEX/USER, 04"D X 48"W
S Single Circuit Power
SGL INFEED TYPE: Single Circuit 73"
SEC Standard End Cap
STL Steel
STG POWDER FINISH: Stone
11 SWNARMD2448
B
EDISON RAIL, RISER 553.49 6,088.39

MOUNTED DESK, RECTANGLE,
24"D X 48"W
N No Grommet
~6 Special
NSCR Watson-Supplied / Special Order
SD BASE TYPE: Edison Desk, Fixed Height 29.5"
* NSCR25-0779 Pionite Honey Maple WM951-SD
Edge Type 90 Edge
CONTINUED...

PAGE 12

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
Edge Finish Clear Stain
STG POWDER FINISH: Stone
1 C9R4D3072 C9 RECTANGULAR DESK, 1,723.26 1,723.26

FOUR LEG, HEIGHT

ADJUSTABLE BASE -
27"-46"H, 30"D X 72"W
NP No Utility Power
CTL Cable Tray on Left
C9SWITCH C9 Standard Switch
G With Grommet (60mm)
~6 Special
NSCR Watson-Supplied / Special Order
* NSCR25-0781 Wilsonart Walnut Heights 7965K-12
EDGE TYPE C90 90 TRIM
EDGE FINISH Walnut Heights
STG POWDER FINISH: Stone
1 C9SCC27F C9 SNAP ON CABLE 74.42 74.42

CHANNEL, FOR HEIGHT

ADJUSTABLE TABLE WITH
GLIDES
STG POWDER FINISH: Stone
1 C9SCC27F C9 SNAP ON CABLE 74.42 74.42

CHANNEL, FOR HEIGHT

ADJUSTABLE TABLE WITH
GLIDES
STG POWDER FINISH: Stone
PAGE 13

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
1 S24-1162-30
42 MODIFIED C9R4D C9 1,665.12 1,665.12

RECTANGULAR DESK, FOUR

LEG, HEIGHT ADJUSTABLE
BASE - 27"-46"H, 30"D X
42"W
NP No Utility Power
CTL Cable Tray on Left
C9SWITCH C9 Standard Switch
G With Grommet (60mm)
~6 Special
* NSCR25-0781 Wilsonart Walnut Heights 7965K-12
* C90 90 TRIM
* Walnut Heights
STG POWDER FINISH: Stone
1 MCMREC3660-
42 MIRO MOBILE MEETING 1,986.05 1,986.05
TABLE, 36"D X 60"W X
42"H WITH INDUSTRIAL

CASTERS
N CENTER POWER: None
~1 Standard Laminates
WM SURFACE FINISH 1: White Markerboard (1573-9-136)
M EDGE TYPE: Miro Edge
ZE EDGE FINISH: Clear Stain
ZE POWDER FINISH: Clearcoat
Pricing Per Herman
Miller and OMNIA
Partners Contract
* Contract: 2020000622
* Discounting Schedule: UNR482, Tier 1
PAGE 14

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
4 Y1150.MTLTC
6024R
+Ambit Ht Adj Table 450.00 1,800.00
Screen, Thin Profile
Fabric,Motia,lf hand
return,mounted on top of
wk surf (for benching
applications),privacy
(46" high),60" w,2
1HA +medley-Pr Cat 2
23 +medley pewter
G1 +graphite (CP)
613 +silver (CP)
NN +none
11 Y1150.MTRTC
6024R
+Ambit Ht Adj Table 450.00 4,950.00
Screen, Thin Profile
Fabric,Motia,rt hand
return,mounted on top of
wk surf (for benching
applications),privacy
(46" high),60" w,2
1HA +medley-Pr Cat 2
23 +medley pewter
G1 +graphite (CP)
613 +silver (CP)
NN +none
5 AER1B22DW +Work Chair,New Aeron,B 1,099.00 5,495.00
Size,Std-Hgt Range
Adj,Tlt Lim,Fully Adj
Arms,Non-Uphst Armpads
ALP +adjustable posturefit SL
CONTINUED...

PAGE 15

P R O P O S A L
DATE 02/12/25
PROPOSAL# 48164
PROJECT# 250-82
QUOTE VALID THRU 03/14/25
CUSTOMER: INSTALL AT:

QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
BK +black
BLX +onyx ultra matte
BK +black
BB +2 1/2" hard caster, black yoke, carpet only
BK +black
231 +8Z Pellicle-Pr Cat 1
05 +8Z Pellicle black
1 RDI Receive, Deliver and 14,150.00 14,150.00
Install
* PREVAILING WAGE per DIR Regs
* Install Mon - Fri, Reg Hours, 8AM - 4PM
* Assumes specified items fit in elevator
* (No Stair Carry)
* Items in warehouse may incurr storage if
* not installed within 30 days of agreed upon
* install date.

DISCOUNT PRICING REFLECTS PAYMENT VIA CHECK ( NOT CREDIT CARD) .

PROPOSAL IS SUBJECT TO ATTACHED TERMS AND CONDITIONS.

TOTAL PRODUCT 138,590.95
DELIV/INSTALL 14,150.00
DEPOSIT REQUIRED 83,435.00 TAX 14,128.54
ACCEPTED BY____________________________ ____________
DATE ACCEPTED____________ TOTAL 166,869.49
PAGE 16 OF 16
____________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

Agenda Item No: 4.h
Meeting Date: March 3, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Grey Shankel Melgard,
Associate Civil Engineer
April Miller, Public Works Director
City Manager Approval: ______
TOPIC: PAVEMENT MAINTENANCE PROJECT FISCAL YEAR 2024-25 SUBJECT: ACCEPT COMPLETION OF THE PAVEMENT MAINTENANCE PROJECT FISCAL YEAR 2024-25, CITY PROJECT NO. 11454, AND AUTHORIZE

THE CITY CLERK TO FILE THE NOTICE OF COMPLETION
RECOMMENDATION:

Staff recommends that the City Council accept the completion of the Pavement Maintenance Project Fiscal Year 2024-25 and authorize the City Clerk to file the Notice of Completion.

BACKGROUND:

The City’s annual pavement management program (“PMP”) provides vital updates to the City’s 333-lane mile network. One of the most important aspects of managing a road network is the continual investment toward preserving recently rehabilitated roads. These preservation projects represent relatively low-cost improvements that prolong the effective life of roadways in good condition. The City utilizes the industry standard Pavement Condition Index (“PCI”) system to identify streets needing preventative maintenance and then conducts field investigations to analyze conditions. Additionally, the City intentionally applies an equity lens to ensure that pavement conditions are being improved in all neighborhoods annually, and that consistent standards when evaluating potential projects.

This year, the pavement maintenance project included crack sealing, slurry sealing, micro-surfacing, and installing new traffic striping, crosswalks, and legends to the current standards for streets located in the West San Rafael neighborhoods.

On August 19, 2024, the City Council awarded the construction contract to Pavement Coatings Co. for $1,655,880 and approved a construction contingency of $244,120 for a SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
total of $1,900,000. Construction began on September 4, 2024, and was completed on October 23, 2024.

ANALYSIS:

Under Civil Code Section 3093, the City must record a Notice of Completion upon City acceptance of the improvements. This acceptance initiates a period during which project subcontractors may file Stop Notices seeking payment from the City for the funds owed to the Contractor for the project work.

FISCAL IMPACT:

The Pavement Maintenance Project Fiscal Year 2024-25 was funded through the Gas Tax Fund (#206). The total cost for completion of this project is approximately $1,557,000 which includes the cost of construction and construction support.

In accordance with project specifications, the City retained five percent of the full amount due on each progress payment to Pavement Coatings Co., resulting in a total construction retention of $77,465.88. The final payment and release of retention will be made 35 days after recording the Notice of Completion.

The remaining funds of $350,682.39, consisting of unused base contract and construction contingency, from the Pavement Maintenance Project Fiscal Year 2024-25 shall be returned to the PMP for use in the annual program.

RECOMMENDED ACTION:

Staff recommends that the City Council accept the completion of the Pavement Maintenance Project Fiscal Year 2024-25 and authorize the City Clerk to file the Notice of Completion.

ATTACHMENTS:

1. Notice of Completion
Pavement Maintenance FY 2024-2025 2022 Form NOTICE OF COMPLETION Project #11454 Page 1
Recording Requested By:

The City of San Rafael
When Recorded Mail To:

Lindsay Lara, City Clerk
1400 Fifth Avenue
San Rafael, CA 94901

EXEMPT FROM RECORDING FEES PER
GOVERNMENT CODE §27383
SPACE ABOVE THIS LINE IS FOR RECORDER’S USE

NOTICE OF COMPLETION
Civil Code §§ 8182, 8184, 9204, and 9208
NOTICE IS HEREBY GIVEN THAT:

1. The undersigned is the agent of the owner of the Project described below.

2. Owner’s full name is the City of San Rafael (“City”)

3. City’s address is 1400 Fifth Ave, San Rafael, CA 94901

4. The nature of City’s interest in the Project is:
__ Fee Ownership __ Lessee X Other Public Right of Way Easement

5. Construction work on the Project performed on City’s behalf is generally described as follows: the removal of existing striping, the placement of crack seal and fiberized slurry seal on various roadways, and the installation of new striping.

6. The name of the original Contractor for the Project is: Paving Coatings Co., located at 10240 San Sevaine Way, Jurupa Valley CA 91452

7. The Project was accepted as complete on: October 23, 2024

8. The Project is located at: various locations in the City of San Rafael Verification: In signing this document, I, the undersigned, declare under penalty of perjury under the laws of the State of California that I have read this notice, and I know and understand the contents of this notice, and that the facts stated in this notice are true and correct.

January 21, 2025, City of San Rafael_ ________________________________ Date and Place Signature
April Miller, Director of Public Works
Name and Title

EXEMPT FROM NOTARY ACKNOWLEDGMENT REQUIREMENTS PER
GOVERNMENT CODE § 27287 AND CIVIL CODE § 9208
____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager, Sustainability
Division
Prepared by: Kate Hagemann
Climate Adaptation and Resilience Planner
City Manager Approval: ___
TOPIC: UPDATE ON SEA LEVEL RISE PROJECT
SUBJECT: PRESENTATION AND UPDATE ON THE CANAL SEA LEVEL RISE

COLLABORATION PROJECT
RECOMMENDATION: No action. Receive and file.

BACKGROUND:

According to regional and national assessments, San Rafael is the most vulnerable community in the Bay Area to the effects of sea level rise. The Canal neighborhood is particularly at risk due to a variety of factors, including the prevalence of subsidence (i.e. the land is sinking), population density, and potential for displacement, among other factors. According to national screening tools, the Canal neighborhood ranks in the 99th percentile for projected flood risk, the 96th percentile for expected building loss rates, and the 97th percentile for expected population loss rate.

Over the past several years, the City, community organizations, and other agencies have been working to understand the implications of the flood risks amplified by subsidence and sea level rise. In 2022, the City and its partners were awarded grant funding from the State Coastal Conservancy and Marin Community Foundation to support adaptation planning to prepare for sea level rise. The grant application was developed collaboratively by staff from the City’s Sustainability Division, the County of Marin’s Department of Public Works, the Multicultural Center of Marin, and the Canal Alliance, all of whom comprise the Sea Level Rise Collaborative.

The collaborative then partnered with the University of California Berkeley and sought and received additional funding to bolster data and citizen science initiatives.

The overall goal of the collaborative is to develop a community-informed feasibility study of the various options to reduce the risks posed by flooding exacerbated by sea level rise. This feasibility study is the first step in developing potential interventions, most of which are expected to take decades to plan, develop, permit, and construct and will require significant financial resources.

One deliverable of the Coastal Conservancy grant is to identify opportunities to integrate key recommendations into local plans and strategies. Over the past year the collaborative has been Agenda Item No: 5.a
Meeting Date: March 3, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
working with community members to articulate near-term priorities and actions that can help mitigate the compounding effects of flooding, such as housing displacement and emergency preparedness. More information about the project, including details of the grants and community engagement materials, can be found on the City’s Adaptation web page.

ANALYSIS:

The collaborative has developed a set of community-informed near-term priorities that can help reduce impacts to residents and businesses regardless of which direction is finally chosen for long-term adaptation. These priorities include (1) preparing for an emergency, (2) protecting existing residents and businesses, and (3) building and rebuilding safer. To prepare for an emergency the recommendation is to refine and develop emergency plans, training, and educational materials in multiple languages to prepare for a flooding emergency, including evacuation plans and projects. To protect existing residents and businesses the recommendation is to partner with stakeholders to develop a short-term strategy to protect business and residential tenants from displacement and a long-term strategy to plan to preserve and develop affordable housing that is mixed-use and climate resilient. To build and rebuild safer the recommendation is to ensure critical infrastructure and new development in the flood zone adequately accounts for sea level rise so that assets remain functional over time.

This presentation will review community feedback and priorities identified as a part of this collaborative. The City is currently in the process of developing new City Council Goals and Objectives for Fiscal Years 2026-2028. As a part of this process, Staff has incorporated the nearterm priorities identified in this project which can then be considered by the City Council in the broader context of the Goals and Objectives.

Next Steps
These priorities represent initial and immediate steps that can begin now to make the community safer, while a longer-term sea level rise feasibility study continues to provide more insight into more comprehensive approaches to reduce risks from flooding. However, given the information available currently, it is clear that there will be a need for substantial and ongoing planning, financing, coalition and consensus building, and external partnerships in order to make the tangible changes needed to meaningfully prepare the community. For these reasons staff recommend continuing to move expeditiously to advance the planning, review, and ultimate approval of adaptation policies and projects that will be identified over the course of this work.

COMMUNITY ENGAGEMENT:

A hallmark of this project is that it is community-informed. Written into the grant are requirements for community capacity-building and education, and robust, equitable engagement that produces tangible actions based on community priorities. Over the past two years dozens of engagements have been conducted in various ways, most of which can be found on the City’s Adaptation web page. These include hosting a monthly 14-member resident Steering Committee, focus groups, surveys, block parties, field trips, open houses, and workshops.

FISCAL IMPACT:

There is no immediate fiscal impact to receiving this report. The current project is funded through grants from the State Coastal Conservancy, Marin Community Foundation, and the Governor's Office of Land Use and Climate Innovation totaling $1,464,200. However, in the future physical flood protection measures are likely to require very significant local and external funding via grants and other sources.

RECOMMENDATION: No action. Receive and file.

San Rafael City CouncilMarch 3, 2025

San Rafael City Council
March 3, 2025