Agenda packet — San Rafael City Council, March 17, 2025

AGENDA
SAN RAFAEL CITY COUNCIL - MONDAY, MARCH 17, 2025
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].

SPECIAL MEETING AT 4:30 P.M.

San Rafael City Hall, Council Chambers
1400 Fifth Avenue, San Rafael, CA 94901
Watch online: https://tinyurl.com/CC-03-17-2025
Listen by phone: (669) 444-9171
ID: 860-6190-5675#
One Tap Mobile: +16694449171,,86061905675# US

1. Discussion on Recent Housing Legislation (CA)
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-03-17-2025
or www.youtube.com/cityofsanrafael
Listen by phone: (669) 444-9171
ID: 860-6190-5675#
One Tap Mobile: +16694449171,,86061905675# US
OPEN SESSION – CITY MANAGER’S CONFERENCE ROOM – 5:20 PM

1. Mayor Kate to announce Closed Session items.

CLOSED SESSION – CITY MANAGER’S CONFERENCE ROOM – 5:20 PM

2. Closed Session:
a. CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code Section 54956.8
Property: 350 Merrydale Road / 3833 Redwood Highway, San Rafael APNs 179-041-27 & 179-041-28
Agency negotiator: Cristine Alilovich, City Manager; John Stefanski, Assistant City Manager; Daniel Cooperman, Community Services Division Director
2 Negotiating parties: Ridgewood Properties, a California General Partnership, as to an undivided ½ interest; and Francine M. Clayton, Trustee of The Francine M. Clayton 1996 Trust, as to an undivided ½ interest
Under negotiation: Price and Terms of Payment
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 March 3, 2025 (CC) Recommended Action - Approve minutes as submitted
b. Equity, Inclusion, Belonging, Diversity and Democracy Resolution Resolution Affirming the City’s Values of Equity, Inclusion, Belonging, Diversity and Democracy (CM)
Recommended Action – Adopt Resolution
c. Encampment Cleanup Services Contract Amendment
Resolution Authorizing the City Manager to Amend a General Services Agreement with Foege Schuman Global Disaster Solutions LLC, in the Amount not to Exceed $75,000, for a Total not to Exceed Amount Under the Agreement of $150,000 (CM) Recommended Action – Adopt Resolution
d. Marin Transit Collaboration Agreement
Resolution Authorizing the City Manager to Enter into a Collaboration Agreement with Marin County Transit District (Marin Transit) Regarding Community Benefits for the Development of an Electric Bus Charging Facility Located at 1075 Francisco Blvd East (CM) Recommended Action – Adopt Resolution
e. Audio-Visual Systems Upgrades for City Conference Rooms Resolution Authorizing the City Manager to Enter into an Agreement, which is Exempt from Competitive Bidding Process, with MarinIT, Inc. for Audio-Video Systems Upgrades to Five City Conference Rooms, with a Total Cost Not to Exceed $193,938 (DS) Recommended Action – Adopt Resolution
f. Employee Relations Legal Services Agreement Amendment Resolution to Authorize the City Manager to Amend the Professional Services Agreement with Burke, Williams & Sorensen, LLP for Employee Relations Legal Services, to Increase the Contract Amount by $75,000, For a Total Not to Exceed $225,000 (HR) Recommended Action – Adopt Resolution
3 g. Downtown Library Mobile Shelving Purchase
Resolution Waiving Bidding Requirements and Authorizing the City Manager to Execute a Purchase Order with Ross McDonald Co., Inc for the Purchase of Mobile Shelving and Furniture for the Downtown Library in an Amount Not to Exceed $154,582 (LR) Recommended Action – Adopt Resolution
h. Special Event Street Closure in San Rafael
Resolution Authorizing the Temporary Closure of a Portion of Point San Pedro Road in San Rafael (PD)
Recommended Action – Adopt Resolution
i. San Quentin Pump Station Reconstruction
Resolution Authorizing the City Manager to Execute a Fifth Amendment to the Professional Services Agreement with CSW/Stuber-Stroeh Engineering Group, Inc. for Additional Construction and Environmental Compliance Support Services Associated with the San Quentin Pump Station Reconstruction Project, in the Amount Not to Exceed $43,950, for a Revised Total Agreement Amount of $592,103 (PW)
Recommended Action – Adopt Resolution

PUBLIC HEARINGS

5. Public Hearings
a. General Plan 2040 Progress Report
General Plan and Housing Element Annual Progress Report (APR) Highlighting Progress on the Policies and Programs Identified in the City’s General Plan and The City’s Progress Toward Meeting Its Share of the Regional Housing Need Allocation (RHNA) (CED) Recommended Action – Accept the report

OTHER AGENDA ITEMS

6. Other Agenda Items:
a. Update on Draft Terra Linda Park and Community Center Enhancement Plan Presentation and Update on Draft Terra Linda Park and Community Center Enhancement Plan (LR)
Recommended Action –Accept the report
b. Canal Neighborhood Active Transportation Enhancement Project Resolution Authorizing the City Manager to Enter into a Professional Services Agreement with BKF Engineers to Provide Design and Environmental Services for the Canal Neighborhood Active Transportation Enhancement Project in the Amount Not to Exceed $1,264,034 (PW)
Recommended Action – Adopt Resolution

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 4 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 agenda-related 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 03/17/25 City Council Meeting

MINUTES
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

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

Absent: None.

Also Present: City Manager Cristine Alilovich
City Attorney Robert Epstein
City Clerk Lindsay Lara
Mayor Kate called the meeting to order at 6:03 p.m. and invited City Clerk Lindsay Lara to call the roll. All members of the City Council were present.

City Attorney Robert Epstein announced that no reportable action was taken in Closed Session.

Mayor Kate provided opening remarks which included gratitude to City Staff, reassurance that staff is monitoring federal directives, encouraged community members to sign up for the City’s newsletter Snapshot, and a land acknowledgment.

City Clerk Lindsay Lara announced that the meeting had Spanish language interpretation and informed the community that the 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 – THIRD FLOOR CONFERENCE ROOM – 5:30 PM

1. Mayor Kate announced 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:
2 City Manager Cristine Alilovich reported on:
• Draft City Council Three-Year Goals and Objectives
• Federal Policies and funding for City projects monitoring • Draft Fire Hazard Severity Maps from CalFire, for comments at CalFire’s website • Conceptual Parking Permit Program survey would be open through March 7, 2025 • Spring and Summer Activity Guide was released to residents • Marin Arts and Crafts Show to be held from March 7th – 9th from 10am-5pm at the Marin Center Exhibit Hall
• Second Friday Art Walk event to be held on March 14th from 5-8pm in Downtown San Rafael
City Councilmember Reports:
• Vice Mayor Bushey reported on Transportation Authority of Marin (TAM), Marin Transit Board meeting, and her attendance at the San Rafael Age Friendly ‘90 and Better’ event. • Councilmember Kertz reported on her tour on Meals on Wheels with Supervisor Sackett, Marin Wildfire Prevention Authority board meeting, Marin County Council of Mayor & Councilmembers (MCCMC) meeting, Ritter Center’s Behavioral Health Outreach van ribbon cutting, and San Rafael Age Friendly ‘90 and Better’ event. • Councilmember Hill reported on Marin County Council of Mayor & Councilmembers (MCCMC) meeting and the Ritter Center’s Behavioral Health Outreach van ribbon cutting. • Councilmember Llorens Gulati reported on Sea Level Rise Adaptation Planning, a tour of the Canal with Congressman Jared Huffman for a potential bridge, San Rafael Age Friendly ‘90 and Better’ event, Marin Transit Board meeting, Marin Clean Energy Executive Committee meeting, parking permit program meetings, and a meeting with Supervisor Sackett. • Mayor Kate reported on Sonoma-Marin Area Rail Transit (SMART), Mary’s Angel Dog Training ribbon cutting, San Rafael Sanitation District meeting, and Marin Transit.

Mayor Kate invited public comment.

Speakers: Shinji Sakai-Egi, Jonathan Frieman
CONSENT CALENDAR:

Mayor Kate invited public comment.

Speakers: Name withheld addressed the City Council regarding 4.d 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 18, 2025 (CC) Approved minutes as submitted
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) Final Adoption of Ordinance 2045
3 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) Adopted Resolution 15373 - 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 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)
Adopted Resolution 15374 - 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 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) Adopted Resolution 13575 - 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 f. Women’s History Month Proclamation
Proclamation Recognizing Women’s History Month, March – 31, 2025 (HR) Received and filed
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) Adopted Resolution 15376 - 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 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) Accepted completion of the Pavement Maintenance Project Fiscal Year 2024-25 and authorize the City Clerk to file the Notice of Completion.

AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None
ABSENT: Councilmembers: None

OTHER AGENDA ITEMS

5. Other Agenda Items:
4 a. Update on Sea Level Rise Project
Presentation and Update on the Canal Sea Level Rise Collaboration Project (CM) Kate Hageman presented the Staff Report, and invited Sea Level Rise Committee member Rita Mazariegos, Angel Minor, and resident Javier Villafañe to make comments. Carly from Canal Alliance expanded on Community priorities for near term action.

Mayor Kate invited public comment.

Speakers: Claire Taylor of San Rafael Steering Committee for Sea Level Rise, Cris Parra, Marina Palma, Felix Perez of Canal Alliance Leadership Academy, Romario Conrado of Community Action Marin, Aurelia Vargas, Elizabeth Rodriguez, Francisco Albino, Soila Rios of Nuestro Canal, Nuestro Futuro, Raquel Sanchez, Daisy Ramirez Lopez of Pathways Climate Institute, Laura Jimenez Diecks of Canal Alliance, Ethan Strull of Legal Aide of Marin, Aaron Burnett of Canal Alliance, Gail Napell, Zuli of Sea Level Rise Committee, Miles Smith of Sustainable San Rafael, Shinji Sakai-Egi, Bill Carney of Sustainable San Rafael City Councilmembers provided comments.

OPEN TIME FOR PUBLIC EXPRESSION
• Jonathan Freiman addressed the City Council regarding targeting Hispanic men in child sex stings.
• Felix Perez addressed the City Council regarding pedestrian safety on D Street. • Stephanie Hall addressed the City Council regarding Women in Construction week and an apprenticeship program.
• Aurelia Vargas addressed the City Council regarding food stands in the Canal neighborhood • Raquel Sanchez addressed the City Council regarding parking in East San Rafael ADJOURNMENT:

Mayor Kate adjourned the meeting at 8:23pm
__________________________
LINDSAY LARA, City Clerk
APPROVED THIS _____DAY OF____________, 2025
_____________________________________
KATE COLIN, Mayor
RESOLUTION NO. _______

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL
AFFIRMING THE CITY’S VALUES OF EQUITY, INCLUSION, BELONGING,

DIVERSITY AND DEMOCRACY
WHEREAS, the City of San Rafael’s community values are built on resilience, collaboration, and a steadfast belief in justice and equity, and WHEREAS, the City recognizes its strength and beauty comes from the diverse backgrounds, perspectives, and contributions of our residents; and WHEREAS, every community member deserves a safe and welcoming environment where they can live authentically and know that their City government is committed to their well-being and belonging; and
WHEREAS, many communities are experiencing heightened fear and uncertainty in the face of ongoing social and political challenges, and the City affirms its commitment to their safety, inclusion, and full participation in civic life; and WHEREAS, recent events have underscored the importance of transparency in government, upholding the rule of law, and meaningful community collaboration in order to sustain public trust and ensure all voices are heard; and WHEREAS, the City remains resolute in addressing critical challenges, including racial equity, housing affordability, homelessness, climate resilience, public safety, and equitable economic opportunity; and
NOW, THEREFORE, BE IT RESOLVED, that this resolution shall serve as a testament to San Rafael’s values of equity, inclusion, belonging, diversity and democracy, and that the City pledges to uphold the rights, dignity, and freedom of all community members while working towards a more just and prosperous future for all; and BE IT FURTHER RESOLVED, that the City Council shall continue pursuing policies, initiatives, and collaborative efforts that reflect these principles, ensuring that San Rafael remains a welcoming home for every resident.

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 17th day of March 2025, by the following vote, to wit:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
_________________
Lindsay Lara, City Clerk
____________________________________________________________________________________ FOR CITY CLERK ONLY Meeting Date:

Disposition:

Agenda Item No: 4.c
Meeting Date: March 17, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager
Prepared by: Mel Burnette,
Senior Management Analyst
City Manager Approval: ______________
TOPIC: ENCAMPMENT CLEANUP SERVICES CONTRACT AMENDMENT
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A GENERAL

SERVICES AGREEMENT WITH FOEGE SCHUMAN GLOBAL DISASTER SOLUTIONS LLC, IN THE AMOUNT NOT TO EXCEED $75,000, FOR A TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT OF $150,000.

RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the general services agreement with Foege Schuman Global Disaster Solutions LLC for encampment cleanup services, in an amount not to exceed $75,000, increasing the total amount not to exceed under the Agreement to $150,000.

BACKGROUND:

On October 24, 2024, the City entered into a General Services Agreement with Foege Schuman Global Disaster Solutions for an amount not to exceed $75,000 to provide debris removal and disposal of trash and waste from unhoused encampments in San Rafael. Foege Schuman Global Disaster Solutions is a service provider with the requisite experience in waste abatement operations. The Agreement includes coordination with City staff and the San Rafael Police Department to identify sites to receive debris removal service, site evaluation, equipment rental, safety protocols, and reporting after each service is provided.

ANALYSIS: The City needs to continue providing trash and debris removal service to unsanctioned encampment areas, as well as have a vendor available to assist debris removal in urgent, exigent circumstances in other areas of the City. Through this proposed Amendment, the City would extend the Agreement with Foege Schuman Global Disaster Solutions for an amount not to exceed $75,000 and increase the total not to exceed under the Agreement to $150,000 for continued services during the Fiscal Year (FY) 2024- 25, until the contract end date of June 30, 2025. The services provided by Foege Schuman Global SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Disaster Solutions are integral to fulfilling this need. Staff are planning a Request for Proposal (RFP) process to select a vendor for these services for FY 2025-26.

To facilitate encampment debris removal services beyond FY 2024-25, staff will release a Request for Proposals (RFP) this spring to select a vendor to provide these services after July 1, 2025.

FISCAL IMPACT: The amendment of this agreement would authorize expenditure of up to $150,000 for services provided through the end of the current fiscal year. Funding for the additional encampment cleanup services is provided in the amended FY 2024-25 budget through the appropriations in the Community Services Division, Grant Funds (283) provided by State grant secured by Senator McGuire.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. First Amendment Professional Services Agreement with Foege Schuman Global Disaster Solutions
RESOLUTION NO. ______

RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A GENERAL SERVICES

AGREEMENT WITH FOEGE SCHUMAN GLOBAL DISASTER SOLUTIONS LLC, IN THE AMOUNT NOT TO EXCEED $75,000, FOR A TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT OF $150,000
WHEREAS, on October 24, 2024, the City Manager approved and authorized a General Services Agreement with Foege Schumann Global Disaster Solutions LLC (FS Global) for encampment cleanup services in an amount not to exceed $75,000; and WHEREAS, the City has fully expended the existing $75,000 contract with FS Global to provide debris removal and trash pickup services; and
WHEREAS, in order to provide FS Global with sufficient resources to continue the debris removal and trash pickup services for encampment areas in San Rafael through the remainder of FY 2024-25, staff recommends that the City Council authorize amending the FS Global’s contract from the not to exceed amount of $75,000 to a total contract amount not to exceed $150,000; and
WHEREAS, this contract amendment will not impact the City Manager’s Office general fund budget, as the additional funding for encampment cleanup services is supported through existing appropriations (Grant Fund – 283) through funding secured by Senator McGuire to support the increase to FS Global’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 General Services between the City and Foege Schuman Global Disaster Solutions LLC, for additional encampment cleanup services in an amount of $75,000, for a total contract amount not to exceed $150,000.

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers: _____________________ Lindsay Lara, City Clerk 1 FIRST AMENDMENT TO THE CONTRACT WITH FOEGE SCHUMANN GLOBAL DISASTER SOLUTIONS LLC DBA F.S. GLOBAL SOLUTIONS FOR ENCAMPMENT

CLEANUP SERVICES
THIS FIRST AMENDMENT to the Contract by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and FOEGE SCHUMANN GLOBAL DISASTER SOLUTIONS LLC DBA F.S. GLOBAL SOLUTIONS (hereinafter “CONTRACTOR”), is made and entered into as of ______________________.

RECITALS
WHEREAS, the CITY and CONTRACTOR entered into a Contract dated October 24, 2024 to perform services in connection with CITY’S Encampment Cleanup Services, for an amount not to exceed $75,000 (the “Contract”); and WHEREAS, the CITY and CONTRACTOR wish to amend the Contract to modify the total compensation payable to CONTRACTOR, so as to authorize CONTRACTOR to continue providing debris removal and trash pickup from unhoused encampment areas in San Rafael.

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

1. Article III of the Contract, entitled “CONTRACT PRICE” is hereby amended to include additional compensation payable to CONTRACTOR, on a time and material basis in accordance with the rates listed in the Exhibit A to the Contract, in a not-to-exceed amount of $75,000 and to change the total not-to-exceed amount under the Contract to $150,000.

3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Contract between the parties shall remain valid and shall be in full force.
2 IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written.

CITY OF SAN RAFAEL CONTRACTOR
______________________________ By:______________________________ CRISTINE ALILOVICH, City Manager
Name:____________________________
Title:_____________________________
ATTEST:
[If Contractor 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.d
Meeting Date: March 17, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager’s Office
Prepared by: Angela Robinson Piñon,
Assistant City Manager
City Manager Approval: ______________
TOPIC: COLLABORATION AGREEMENT WITH MARIN COUNTY TRANSIT DISTRICT SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A

COLLABORATION AGREEMENT WITH MARIN COUNTY TRANSIT DISTRICT (MARIN

TRANSIT) REGARDING COMMUNITY BENEFITS FOR THE DEVELOPMENT OF AN ELECTRIC BUS CHARGING FACILITY LOCATED AT 1075 FRANCISCO BLVD EAST RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the City Manager to enter a collaboration agreement with Marin County Transit District (“Marin Transit”) regarding community benefits for the development of an electric bus charging facility located at 1075 Francisco Blvd East.

BACKGROUND:

In 2023, Marin Transit received a $31.5 million grant from the Federal Transportation Administration (FTA) to purchase and develop land for an electric bus charging and maintenance facility. Of that total, $2.2 million was allocated for workforce development and childcare-related programs and initiatives.

Marin Transit has created a project webpage linked here.

In October 2024, the Marin Transit Board gave direction to their staff to explore developing a collaboration agreement with the City of San Rafael for community engagement. This direction was made in consideration of Marin Transit voting to overrule the City’s disapproval of conformity of the purchase and development of the 1075 Francisco Blvd East property with the City’s General Plan 2040. The meeting agenda is linked here.

In November 2024, Marin Transit purchased the 3.5-acre property at 1075 Francisco Blvd. East.

On March 3, 2025, the Marin Transit Board ("Board") heard an informational item from their staff on a draft collaboration engagement and communication plan. At this meeting, the Board expressed its support for the draft agreement between the City of San Rafael and Marin Transit to collaborate on the community engagement and outreach approach for this project. At this meeting, Marin Transit staff noted the collaboration agreement had been prepared to affirm this partnership.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS:

The City of San Rafael practices an inclusive, robust engagement approach which ensures that all community members—including historically underserved or marginalized groups—have meaningful opportunities to participate in decision-making. It goes beyond traditional outreach by actively removing barriers to participation, fostering trust, and co-creating solutions with the community. The following are examples of the City’s inclusive community engagement approach:
• Meetings, materials, and engagement opportunities are available in multiple languages, held at various times, and in accessible locations (both physical and virtual). Digital access, childcare, food, stipends, and transportation needs are also considered. • Staff works to understand and respect cultural differences, building long-term relationships with community-based organization and local leaders.
• Uses a variety of formats (e.g., in-person meetings, online surveys, pop-up events, focus groups, door-to-door outreach) to meet people where they are.
• Engagement is not just about government informing the public; it is about actively listening, integrating community input into policy and planning, and following up to show how feedback is used.
• Helps community members build capacity and develop the knowledge, skills, and confidence to engage in civic processes, such as training residents to serve on boards, commissions or advisory committees.
• Moves beyond seeking perfunctory input and ensures that communities, particularly those most affected directly by policies, have meaningful influence in shaping outcomes. • Open communication about processes, decision-making timelines, and constraints while ensuring community expectations are managed and met.
• Prioritizes ongoing practices embedded in how we serve the community to ensure sustained civic participation and trust.

These elements are key to ensuring the project design and associated community benefits reflect significant resident input. Towards that end, the City is committed to working with Marin Transit to support their community engagement efforts. The purpose of the collaboration agreement (Attachment 1) is to affirm the City and Marin Transit's commitment to an inclusive community engagement process. City staff recommends that the City Council authorize the City Manager to sign the collaboration agreement.

FISCAL IMPACT:

This agreement does not require the expenditure of any City funds, so it has no fiscal impact.

OPTIONS:

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

1. Authorize the City Manager to sign the collaboration agreement.

2. Do not authorize the City Manager to sign the agreement and provide further direction to staff.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. Collaboration Agreement with Marin Transit
RESOLUTION NO. _______

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY

MANAGER TO ENTER INTO A COLLABORATION AGREEMENT WITH MARIN

COUNTY TRANSIT DISTRICT (MARIN TRANSIT) REGARDING COMMUNITY

BENEFITS FOR THE DEVELOPMENT OF AN ELECTRIC BUS CHARGING FACILITY LOCATED AT 1075 FRANCISCO BLVD EAST
WHEREAS, in 2023, the Marin County Transit District (“Marin Transit”), received a $31.5 million grant from the Federal Transportation Administration (FTA) to purchase and develop land for an electric bus charging and maintenance facility; and WHEREAS, $2.2 million was allocated for workforce development and childcare-related programs and initiatives; and
WHEREAS, In November 2024, Marin Transit purchased a 3.5-acre property at 1075 Francisco Blvd. East.; and
WHEREAS, On March 3, 2025, the Marin Transit Board expressed its support for collaboration between the City of San Rafael and Marin Transit staff on community engagement and outreach for this project; and
WHEREAS, The City is committed to an inclusive, robust engagement is key to ensuring the project design and associated community benefits reflect resident input, and the City is committed to working with Marin Transit to support their community engagement efforts.

NOW, THEREFORE BE IT RESOLVED, that the City Council adopt a resolution authorizing the City Manager to enter a collaboration agreement with Marin County Transit District (“Marin Transit”) regarding community benefits for the development of an electric bus charging facility located at 1075 Francisco Blvd East.

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
_________________
Lindsay Lara, City Clerk
Collaboration Agreement
By and Between
MARIN COUNTY TRANSIT DISTRICT (“Marin Transit”) and CITY OF SAN RAFAEL Dated March 3, 2025
Marin Transit commits to execute a robust community engagement and communication process as presented to the Marin Transit Board on March 3, 2025, for the development of an electric bus charging and maintenance facility, in partnership and collaboration with the City of San Rafael and other community organizations. The community engagement process includes, among other things, exploration of:
 The potential for housing, retail, or other supportive transportation uses in conjunction with the needs of the District’s transit use of the site as one or more of the alternatives studied
 The potential for the facility to serve as a Community Electric Resilience site in the event of an emergency or disaster
 The potential for high quality design elements supporting the gateway to the Canal neighborhood
 The potential for circulation, streetscape and pedestrian/bike improvements to the site and in support of the Bellam Blvd. improvements currently being studied by TAM  The potential for adding or relocating the existing bus stop on Bellam Blvd. with rider feedback to improve traƯic and pedestrian flow near the potential future roundabouts on Bellam Blvd.
 The potential for pedestrian circulation and safety improvements on the site including sidewalk widening and lighting on E. Franciso Blvd and the surrounding area, and explore a potential new pedestrian connection from E. Francisco to Kerner Blvd along the southern perimeter of the property
 The potential for enhancements and expansion of existing childcare facilities and workforce development programs in San Rafael that would serve transit workers and community needs

MARIN COUNTY TRANSIT DISTRICT CITY OF SAN RAFAEL
_________________________________ ___________________________________ Nancy Whelan Cristine Alilovich
General Manager City Manager
____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

Agenda Item No: 4.e
Meeting Date: March 17, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Digital Service and Open Government
Prepared by: Vinh Pham,
Digital Infrastructure Manager
City Manager Approval: ______________
TOPIC: AUDIO-VIDEO SYSTEMS UPGRADES FOR CITY CONFERENCE ROOMS SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN

AGREEMENT, WHICH IS EXEMPT FROM COMPETIVE BIDDING PROCESS, WITH MARINIT, INC. FOR AUDIO-VIDEO SYSTEMS UPGRADES TO FIVE CITY CONFERENCE ROOMS, WITH A TOTAL COST NOT TO EXCEED $193,938.

RECOMMENDATION:

Staff recommends that the City Council authorizing the City Manager to enter into an agreement, which is exempt from the competitive bidding process, with MarinIT Inc. for audio-video upgrades to five City conference rooms, with a total amount not to exceed $193,938.

BACKGROUND:

Since the COVID-19 shelter-in-place orders in 2020, the City’s workforce has adapted to using hybrid meeting spaces to accommodate in-person and remote participants of daily meetings and public meetings. While many conference rooms at City facilities have provided with interim solutions to support hybrid meetings, a more permanent configuration is needed to enhance usability and ensure consistent participant experiences across all facilities. The City of San Rafael has eighteen conference rooms at City facilities that require audio-video (A/V) improvements to accommodate hybrid meetings. The rooms vary in complexity due to size, existing A/V conditions, and intended purpose. In addition to the installation of a consistent interface for reserving and managing hybrid meeting spaces, the City will require ongoing support services to maintain system functionality, ensure usability, and support the continued modernization of the A/V systems. These improvements will benefit both daily meetings of internal work teams, collaboration with partner agencies, boards, commissions, and public participation programming.

ANALYSIS:

The City has A/V systems and technology and displays at various stages of its technology lifecycle across eighteen conference rooms at City facilities. The variety of outdated systems contributes to inconsistencies in user experience, meeting performance, and quality. The goal of this project is to SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
establish consistent configuration and management experience of conference room technology that meets the unique needs of each conference room based on its size and purpose.

The key objectives of this project include:
• Enhance Audio Quality: Upgrade conference rooms’ microphones, speakers, and sound systems for clear and consistent audio.
• Upgrade Visual Systems: Replace outdated projectors and screens with high-definition displays where it’s appropriate to do so.
• Improve Video Conferencing: Implement modern video conferencing systems to facilitate remote collaboration.
• Consistent user experience: Deploy the same technology and equipment to create a uniform user experience for all conference rooms.
• Futureproofing: Ensure all upgrades are scalable and adaptable to future technological advancements.
• Video Software & Scheduling Integrations: Integration with video meeting software (Teams/Zoom) that allows users to easily schedule and start meetings.

The first phase of A/V upgrades includes meeting spaces most used for hybrid meetings. Upon completion and testing of these spaces, the City will review and prioritize the remaining conference rooms that require improvements.

Expense Type Cost
City Hall A/V Controller $14,523
City Manager Conference Room $25,785
Digital Service Conference Room $36,754
City Hall 3
rd Floor Large Conference Room $38,581
Public Works Large Conference Room $41,993
San Rafael Community Center Lounge $36,300
Grand Total $193,938
The construction of the Public Safety Center in 2020 included the installation of advanced audio-video systems using Crestron controllers that require specialized skills to support. Over the past two years, the Digital team conducted discovery and requests for information from regional audio-video providers to identify resources available for the implementation of new conference room A/V systems and provide ongoing support for existing audio-video spaces in both the Public Safety Center and other City facilities.

In 2023, we entered into an agreement with MarinIT Inc. to support the maintenance and configuration of audio-video systems at the Public Safety Center. In 2024, the City entered into an agreement with MarinIT to conduct discovery and provide design recommendations for Citywide conference rooms that would allow compatibility with existing systems at the Public Safety Center.

Marin IT will provide their expertise to mitigate for potential risks associated with system downtime, misconfiguration, and incompatibility with our existing A/V environment. The services provided by MarinIT, Inc. involve highly specialized knowledge and expertise in advanced A/V systems, specifically Crestron controllers, which are integral to the Public Safety Center’s operations and proposed solutions for Citywide A/V integrations. Maintaining, configuring, and designing these systems requires unique technical skills that are not widely available. As such, MarinIT’s knowledge of existing systems, prior SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
involvement with the Public Safety Center, and expertise in this specialized field make them the most qualified entity to perform the work.

The agreement with MarinIT falls within the exception outlined in San Rafael Municipal Code Section

2.55.100 due to the specialized nature of the services they provide, their prior involvement with the systems, and the need for continuity and efficiency in the maintenance and expansion of the City A/V infrastructure. As a result, a formal bidding process is not required in this case.

Implementing this A/V upgrade will greatly improve our organization’s A/V capabilities, leading to better communication and collaboration, less staff time and frustration, fewer support calls, and a firm foundation that will make future upgrades to next-generation A/V systems easier and cost-effective.

FISCAL IMPACT:

The cost of the conference room upgrade project totals $193,938. Funding to support the project is included in the adopted fiscal year (FY) 2024-25 budget (Technology Fund – 604) for technology projects.

OPTIONS:

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

1. Adopt a resolution authorizing the City Manager to issue a purchase order as recommended.

2. Do not authorize the City Manager to enter into the agreement and provide further directions to staff.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. Scope of work
RESOLUTION NO. _______

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY

MANAGER TO ENTER INTO AN AGREEMENT, WHICH IS EXEMPT FROM COMPETIVE BIDDING PROCESS, WITH MARINIT, INC. FOR AUDIO-VIDEO

SYSTEMS UPGRADES TO FIVE CITY CONFERENCE ROOMS, WITH A TOTAL COST NOT TO EXCEED $193,938.

WHEREAS, in 2020, during the COVID-19 shelter-in-place, the City workforce adapted to using hybrid meeting spaces to accommodate both in-person and remote participants; and
WHEREAS, in 2023, the City entered into an agreement with MarinIT, Inc. to support the audio-video systems at the Public Safety Center; and WHEREAS, MarinIT, Inc. has been involved with the setup and ongoing maintenance of the Public Safety Center’s audio-video system, giving them a comprehensive understanding of its capabilities and limitations; and WHEREAS, in 2024, the City entered into an agreement with MarinIT, Inc. to conduct discovery and provide design recommendations for citywide conference rooms, ensuring compatibility with existing systems in the Public Safety Center; and WHEREAS, the City has eighteen conference rooms requiring audio-video improvements to accommodate hybrid meetings; and
WHEREAS, MarinIT, Inc. has consistently provided timely and effective solutions, showcasing their commitment to the long-term success of City audio-video infrastructure operations; and
WHEREAS, the agreement is exempt from competitive bidding pursuant to San Rafael Municipal Code Section 2.55.100; and
WHEREAS, funding to support the recommended Agreement is provided within the approved Fiscal Year (FY) 2024-25 Digital Service and Open Government budget (Technology Fund – 604).

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby finds the forgoing recitals are true and correct; and authorizes the City Manager to enter into an agreement with MarinIT, Inc. for audio-video upgrades to five City conference rooms, with a total amount not to exceed $193,938.51.

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk
Conference Room Systems - Shared Expenses Quote #2025-005334 v2 Marin IT
Prepared For: Prepared by:

City of San Rafael-SR
P: (415) 485-3028
E: [email protected]
P: 415-842-3250
E: [email protected]
David Cooper
366 Bel Marin Keys Blvd
Novato, CA 94949
Vinh Pham
1400 Fifth Ave., Room 207
Attn: Digital Service & Open Government
San Rafael, CA 94901
Date Issued:

02.25.2025
Expires:

03.31.2025
Hardware
Description Price Qty Ext. Price
Control System - Shared between rooms @City Hall
CP4 Crestron - 4-Series™ Control System $1,293.60 1 $1,293.60 Firewall - Shared between rooms @City Hall
FPR1120-BUN Cisco Firepower 1120 Master Bundle $0.00 1 $0.00 FPR1120-NGFWK9Cisco Firepower 1120 NGFW Appliance, 1U $3,061.04 1 $3,061.04 CON-SSSNTFRP11209SOLN SUPP 8X5XNBD Cisco Firepower 1120 NGFW Appliance, 1U $527.00 1 $527.00 FPR1120T-TM Cisco FPR1120 Threat Defense Threat and Malware License $0.00 1 $0.00 L-FPR1120T-TM-1Y Cisco FPR1120 Threat Defense Threat and Malware 1Y Subs $1,377.09 1 $1,377.09 SF-F1K-TD7.2.8-K9 Threat Defense software v7.2.8 for 1000 Series appliances $0.00 1 $0.00 FPR1K-RMSSD200-Cisco Firepower 1K Series 200GB for FPR-1120/1140 $0.00 1 $0.00 FPR1K-RM-ACYKITCisco Firepower 1K Series Accessory Kit for FPR-1120/1140 $0.00 1 $0.00 FPR1000-ASA Cisco Firepower 1000 Standard ASA License $0.00 1 $0.00 FPR-LTP-QR-LBL Cisco Firepower QR Label - Internal Use Only $0.00 1 $0.00 CAB-AC AC Power Cord (North America), C13, NEMA 5-15P, 2.1m $0.00 1 $0.00 CAB-CONS-USBMINI
Console Cable 6ft with USB Type A and mini-B $0.00 1 $0.00 Network Equipment - IDF Closet Handoff to City Network
C1000-16FP-2G-L Catalyst 1000 16port GE, Full POE, 2x1G SFP $1,413.55 3 $4,240.65 CON-L1NCDC10016LGCX LEVEL 1 8X7NCD Catalyst 1000 16port GE, Full POE, 2x1G $223.55 3 $670.65 CAB-16AWG-AC AC Power cord, 16AWG $0.00 3 $0.00
Subtotal: $11,170.03
Quote #2025-005334 v2 Page: 1 of 3
Services
Description Price Qty Ext. Price
Interface design - Applies to all Rooms - All Sites
LABOR System Interface design including
 Touch panel layout
 Interface functionality
 Four (4) two hour planning / working sessions
Note: we usually perform one or two interface design sessions before installation and one or two after for modifications requested during testing.
$145.00 16 $2,320.00
LABOR Notes:
 Conference room will be down during time of installation  Price quoted is for regular business hours
 IP address configuration to be provided by customer
 No cabling included with the exception of in rack and end device patching / patch cables
 Marin IT will require remote access for remote support, troubleshooting and programming modifications to the
system.
 Shared components installation / completion will be based on a mutually agreed upon checklist of functionality
$0.00 1 $0.00
Subtotal: $2,320.00
Quote Summary Amount
Hardware $11,170.03
Services $2,320.00
Subtotal: $13,490.03
Estimated Tax: $1,033.24
Total: $14,523.27
Terms and Conditions: By signing this quote, Buyer agrees to the following Terms and Conditions unless a Master Agreement is negotiated between the parties, where the Master Agreement shall govern.

Prices: Quoted product pricing is valid for thirty (30) days assuming product availability, and does not include applicable taxes and freight. Buyer agrees to pay reasonable shipping charges and all applicable taxes (excluding income taxes). Services include only those items specified in the quotation. Additional services may be provided at Marin IT’s then standard billing rates.

It is understood and agreed that end customer will accept and pay invoice of any product once it has been received at the Marin IT warehouse regardless of if it has been delivered to the final installation location or if it is being held at the Marin IT facility and that title to the Products will transfer to client upon invoicing.

While taking title to these products includes assuming the risk of loss, Marin IT insures equipment stored in its facility. Title having transferred to client, it is understood that there is risk of obsolescence and that the Products are not covered by price protection.

We agree to make payment on all invoices delivered to us by Marin IT with respect to the Products strictly in accordance with the terms thereof without defense, offset, deduction, recoupment or counter claim of any kind arising from the fact that the Products were not delivered to us at the time the invoice was delivered and were stored by Marin IT.

Payment: Payment shall be made within 30 days of the date of invoice. If any invoice is not paid when due, interest will be added to and payable on all overdue amounts at 18 percent per year, or the maximum percentage allowed under applicable laws, whichever is less. Buyer shall pay all costs of collection, including without limitation, reasonable attorney fees.

Quote #2025-005334 v2 Page: 2 of 3
Warranties: Product warranties, if any, are provided by the manufacturer or publisher of the products.

MARIN IT, INC. MAKES NO WARRANTIES, EITHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO, THE IMPLIED WARANTY OF FITNESS FOR A PARTICULAR PURPOSE, WHATSOEVER. ALL SERVICES AND DELIVERABLES ARE PROVIDED ON AN "AS IS" BASIS. Limitation of Liability: CUSTOMER AGREES THAT THE LIABILITY OF MARIN IT FOR DIRECT DAMAGES RELATED TO ANY PRODUCT OR SERVICE ARISING UNDER

THESE TERMS AND CONDITIONS, WHETHER IN CONTRACT, TORT, OR OTHERWISE, WILL NOT EXCEED THE NET AMOUNT PAID TO MARIN IT BY CUSTOMER FOR THAT PRODUCT OR SERVICE WHICH IS THE SUBJECT OF THE CLAIM. MARIN ITSHALL IN NO EVENT BE LIABLE FOR ANY

INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES OF ANY NATURE, EVEN IF MARIN IT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. NEITHER PARTY MAKES ANY REPRESENTATION OR WARRANTY AS TO ANY THIRD-PARTY INFORMATION OR PRODUCTS PROVIDED TO EACH OTHER, ALL OF WHICH ARE PROVIDED, SOLD OR LICENSED "AS IS," AND THE PARTIES AGREE TO LOOK SOLELY TO THE WARRANTIES AND REMEDIES, IF ANY, PROVIDED BY THE THIRD PARTY.

Acceptance
Marin IT City of San Rafael-SR
David Cooper Vinh Pham
Signature / Name Signature / Name Initials
02/25/2025
Date Date
Quote #2025-005334 v2 Page: 3 of 3
Conference Room System - City Manager Conference Room Quote #2025-005335 v1 Marin IT
Prepared For: Prepared by:

02.25.2025
Expires:

03.31.2025
AV Equipment
Description Price Qty Ext. Price
MXA902W-S Shure Ceiling Array Microphone and Speaker - Square $3,690.20 1 $3,690.20 ANIUSB-MATRIX Shure 4-in/2-out USB Audio Network Interface $703.72 1 $703.72 A900-CM Shure Ceiling Array Microphone Mount $172.48 1 $172.48 UC-CX100-T Crestron Flex Advanced Video Conference System Integrator Kit for Microsoft Teams® Rooms
$3,881.98 1 $3,881.98
AM3-212 KIT Crestron Air Media Kit $2,428.44 1 $2,428.44 CCS-CAM-USB-F400Huddly IQ™ Collaboration Camera $576.24 1 $576.24 CEN-IO-COM-102 Wired Ethernet Module with 2 COM Ports $239.90 1 $239.90 UC-CAM-WMK Wall Mount Kit for Crestron® Cameras $25.87 1 $25.87 LOT LOT - Misc Cables / Connectors:
 HDMI Cables
 Network patch cables
 Misc mounting hardware
 Cable management
$150.00 1 $150.00
Subtotal: $11,868.83
Network Equipment
Description Price Qty Ext. Price
C1000-16FP-2G-L Catalyst 1000 16port GE, Full POE, 2x1G SFP $1,413.55 1 $1,413.55 CON-L1NCDC10016LGCX LEVEL 1 8X7NCD Catalyst 1000 16port GE, Full POE, 2x1G $223.55 1 $223.55 CAB-16AWG-AC AC Power cord, 16AWG $0.00 1 $0.00
Subtotal: $1,637.10
Quote #2025-005335 v1 Page: 1 of 4
Services
Description Price Qty Ext. Price
LABOR Detailed system design - One line schematic of system including:
 Device type
 Interconnects between devices
 IP address / Logon information (Where applicable)
 Finalize device counts / functionality
$145.00 4 $580.00
LABOR System Preparation / Programming:
 Configure Crestron processor and all associated devices per detailed design and system interface design
discussions.
$145.00 8 $1,160.00
LABOR Physical installation including:
 Remove old equipment - Ewaste if requested
 Rack mount / install new equipment
 Patch all cabling
 Test / verify functionality
Note:Two technicians - 1 Day(s)
$145.00 16 $2,320.00
LABOR Onsite Tuning - Final Configuration $145.00 8 $1,160.00 LABOR End user training / support including remote assistance using system for first meeting.
$145.00 8 $1,160.00
LABOR Notes:
 Conference room will be down during time of installation  Price quoted is for regular business hours
 IP address configuration to be provided by customer
 No cabling included with the exception of in rack and end device patching / patch cables
 Marin IT will require remote access for remote support, troubleshooting and programming modifications to the
system.
 Will use current network cable / uplink from conference room. All network patching and equipment will be installed in conference room
 System requires thirteen (13) data / network connection(s)  Room completion will be based on a mutually agreed upon checklist of functionality
$0.00 1 $0.00
Subtotal: $6,380.00
Quote #2025-005335 v1 Page: 2 of 4
Data Cabling
Description Price Qty Ext. Price
LABOR Data Cabling - Including:
 Remove 120V outlet from ceiling to junction at baseboard - Remaining latch duct to be removed by in house
maintenance team
 Remove existing AV cabling - Any existing latch duct to be removed by in house maintenance team
 Extend existing latch duct for mic cable above conference table.
 Supply and install six category six cables from cabinet to behind TV
 Assist with physical installation of new AV equipment $4,650.00 1 $4,650.00
Subtotal: $4,650.00
Quote Summary Amount
AV Equipment $11,868.83
Network Equipment $1,637.10
Services $6,380.00
Data Cabling $4,650.00
Subtotal: $24,535.93
Estimated Tax: $1,249.28
Total: $25,785.21
Terms and Conditions: By signing this quote, Buyer agrees to the following Terms and Conditions unless a Master Agreement is negotiated between the parties, where the Master Agreement shall govern.

Warranties: Product warranties, if any, are provided by the manufacturer or publisher of the products.

Quote #2025-005335 v1 Page: 3 of 4
Acceptance
Marin IT City of San Rafael-SR
David Cooper Vinh Pham
Signature / Name Signature / Name Initials
02/25/2025
Date Date
Quote #2025-005335 v1 Page: 4 of 4
Conference Room System - City Hall Large Conference Room Quote #2025-005336 v1 Marin IT
Prepared For: Prepared by:

02.25.2025
Expires:

03.31.2025
AV Equipment
Description Price Qty Ext. Price
Shure Ceiling Array Microphone Square White 24“ $4,338.75 2 $8,677.50 Shure Ceiling Array Microphone Mount $172.48 2 $344.96
Shure IntelliMix Audio Conferencing Processor $1,783.15 1 $1,783.15 Shure 5.25" In-Ceiling Dante Speaker - Each $468.16 4 $1,872.64 Shure Speaker Tile Bridge $20.94 4 $83.76
Crestron Flex Advanced Video Conference System Integrator Kit for Microsoft Teams® Rooms $3,881.98 1 $3,881.98 Crestron Air Media Kit $2,428.44 1 $2,428.44
Wired Ethernet Module with 2 COM Ports $239.90 1 $239.90 Huddly® L1™ AI Collaboration Camera for Large Meeting Rooms $1,552.32 2 $3,104.64 USB Plug and Play Camera Adapter for Huddly® L1™ AI Collaboration Camera $554.40 1 $554.40 LOT - Misc Cables / Connectors:
 HDMI Cables
 Network patch cables
 Misc mounting hardware
 Cable management
$150.00 1 $150.00
Subtotal: $23,121.37
Network Equipment
Description Price Qty Ext. Price
Catalyst 1000 24port GE, POE, 4x1G SFP $1,253.86 1 $1,253.86 CX LEVEL 1 8X7NCD Catalyst 1000 24port GE, POE, 4x1G SFP $198.05 1 $198.05 15A AC Pwr Cord, right-angle (United States) (bundle option) $0.00 1 $0.00 Quote #2025-005336 v1 Page: 1 of 4
Network Equipment
Description Price Qty Ext. Price
8U Remote Office Cabinet $627.00 1 $627.00
Subtotal: $2,078.91
Services
Description Price Qty Ext. Price
LABOR Detailed system design - One line schematic of system including:
 Device type
 Interconnects between devices
 IP address / Logon information (Where applicable)
 Finalize device counts / functionality
$145.00 4 $580.00
LABOR System Preparation / Programming:
 Configure Crestron processor and all associated devices per detailed design and system interface design
discussions.
$145.00 8 $1,160.00
LABOR Physical installation including:
 Remove old equipment - Ewaste if requested
 Rack mount / install new equipment
 Patch all cabling
 Test / verify functionality
Note:Two technicians - 1 Day(s)
$145.00 16 $2,320.00
LABOR Onsite Tuning - Final Configuration $145.00 8 $1,160.00 LABOR End user training / support including remote assistance using system for first meeting.
$145.00 8 $1,160.00
Quote #2025-005336 v1 Page: 2 of 4
Services
Description Price Qty Ext. Price
LABOR Notes:
 Conference room will be down during time of installation  Price quoted is for regular business hours
 IP address configuration to be provided by customer
 No cabling included with the exception of in rack and end device patching / patch cables
 Marin IT will require remote access for remote support, troubleshooting and programming modifications to the
system.
 Will use current network cable / uplink from conference room. All network patching and equipment will be installed in conference room
 System requires thirteen (15) data / network connection(s)  Room completion will be based on a mutually agreed upon checklist of functionality
$0.00 1 $0.00
Subtotal: $6,380.00
Data Cabling
Description Price Qty Ext. Price
LABOR Data Cabling - Including:
 Supply and install six category 6 cables to misc locations within room.
 Demo existing AV equipment and cabling.
 Assist with physical installation / mounting of AV equipment $4,670.00 1 $4,670.00
Subtotal: $4,670.00
Quote Summary Amount
AV Equipment $23,121.37
Network Equipment $2,078.91
Services $6,380.00
Data Cabling $4,670.00
Subtotal: $36,250.28
Estimated Tax: $2,331.03
Total: $38,581.31
Terms and Conditions: By signing this quote, Buyer agrees to the following Terms and Conditions unless a Master Agreement is negotiated between the parties, where the Master Agreement shall govern.

Quote #2025-005336 v1 Page: 3 of 4
While taking title to these products includes assuming the risk of loss, Marin IT insures equipment stored in its facility. Title having transferred to client, it is understood that there is risk of obsolescence and that the Products are not covered by price protection.

Warranties: Product warranties, if any, are provided by the manufacturer or publisher of the products.

Acceptance
Marin IT City of San Rafael-SR
David Cooper Vinh Pham
Signature / Name Signature / Name Initials
02/25/2025
Date Date
Quote #2025-005336 v1 Page: 4 of 4
Conference Room System - Digital Conference Room Quote #2025-005337 v3 Marin IT
Prepared For: Prepared by:

02.25.2025
Expires:

03.31.2025
AV Equipment
Description Price Qty Ext. Price
FW85EZ20L Sony Professional 85" EZ20L Bravia 4K HDR Lite Display $2,404.89 1 $2,404.89 XTM1U Chief Fusion Series Micro-Adjustable Tilt Mount - 55-100" Displays $350.36 1 $350.36 MXA920W-S Shure Ceiling Array Microphone Square White 24“ $4,338.75 1 $4,338.75 A900-CM Shure Ceiling Array Microphone Mount $172.48 1 $172.48 P300-IMX Shure IntelliMix Audio Conferencing Processor $1,783.15 1 $1,783.15 MXN5W-C Shure 5.25" In-Ceiling Dante Speaker - Each $468.16 4 $1,872.64 A-MXN5-TB Shure Speaker Tile Bridge $20.94 4 $83.76
UC-CX100-T Crestron Flex Advanced Video Conference System Integrator Kit for Microsoft Teams® Rooms
$3,881.98 1 $3,881.98
AM3-212 KIT Crestron Air Media Kit $2,428.44 1 $2,428.44 UC-CAM-L1 Huddly® L1™ AI Collaboration Camera for Large Meeting Rooms $1,552.32 1 $1,552.32 UC-CAMA-ADPTENET-USB
USB Plug and Play Camera Adapter for Huddly® L1™ AI Collaboration Camera $554.40 1 $554.40 LOT LOT - Misc Cables / Connectors:
 HDMI Cables
 Network patch cables
 Misc mounting hardware
 Cable management
$150.00 1 $150.00
Subtotal: $19,573.17
Network Equipment
Description Price Qty Ext. Price
C1000-24P-4G-L Catalyst 1000 24port GE, POE, 4x1G SFP $1,253.86 1 $1,253.86 CON-L1NCDC10244LPCX LEVEL 1 8X7NCD Catalyst 1000 24port GE, POE, 4x1G SFP $198.05 1 $198.05 Quote #2025-005337 v3 Page: 1 of 4
Network Equipment
Description Price Qty Ext. Price
CAB-AC15A-90LUSA15A AC Pwr Cord, right-angle (United States) (bundle option) $0.00 1 $0.00 VC3-6808 8U Remote Office Cabinet $627.00 1 $627.00
Subtotal: $2,078.91
Services
Description Price Qty Ext. Price
LABOR Detailed system design - One line schematic of system including:
 Device type
 Interconnects between devices
 IP address / Logon information (Where applicable)
 Finalize device counts / functionality
$145.00 4 $580.00
LABOR System Preparation / Programming:
 Configure Crestron processor and all associated devices per detailed design and system interface design
discussions.
$145.00 8 $1,160.00
LABOR Physical installation including:
 Remove old equipment - Ewaste if requested
 Rack mount / install new equipment
 Patch all cabling
 Test / verify functionality
Note:Two technicians - 1 Day(s)
$145.00 16 $2,320.00
LABOR Onsite Tuning - Final Configuration $145.00 8 $1,160.00 LABOR End user training / support including remote assistance using system for first meeting.
$145.00 8 $1,160.00
Quote #2025-005337 v3 Page: 2 of 4
Services
Description Price Qty Ext. Price
LABOR Notes:
 Conference room will be down during time of installation  Price quoted is for regular business hours
 IP address configuration to be provided by customer
 No cabling included with the exception of in rack and end device patching / patch cables
 Marin IT will require remote access for remote support, troubleshooting and programming modifications to the
system.
 Will use current network cable / uplink from conference room. All network patching and equipment will be installed in conference room
 System requires thirteen (13) data / network connection(s)  Room completion will be based on a mutually agreed upon checklist of functionality
$0.00 1 $0.00
Subtotal: $6,380.00
Data Cabling
Description Price Qty Ext. Price
LABOR Data Cabling - Including
 Supply and install one 120V outlet behind new TV location  Install five category 6 cables to misc. locations within the room.
 Relocate one existing category six cable to switch location within the room (Uplink)
 Demo existing speakers, projector screen and AV cabling  Assist with physical installation / mounting of AV equipment $6,720.00 1 $6,720.00
Subtotal: $6,720.00
Quote Summary Amount
AV Equipment $19,573.17
Network Equipment $2,078.91
Services $6,380.00
Data Cabling $6,720.00
Subtotal: $34,752.08
Estimated Tax: $2,002.81
Total: $36,754.89
Terms and Conditions: By signing this quote, Buyer agrees to the following Terms and Conditions unless a Master Agreement is negotiated between the parties, where the Master Agreement shall govern.

Prices: Quoted product pricing is valid for thirty (30) days assuming product availability, and does not include applicable taxes and freight. Buyer agrees to pay reasonable shipping charges and all applicable taxes (excluding income taxes). Services include only those items specified in the quotation. Additional services Quote #2025-005337 v3 Page: 3 of 4
may be provided at Marin IT’s then standard billing rates.

Warranties: Product warranties, if any, are provided by the manufacturer or publisher of the products.

Acceptance
Marin IT City of San Rafael-SR
David Cooper Vinh Pham
Signature / Name Signature / Name Initials
02/25/2025
Date Date
Quote #2025-005337 v3 Page: 4 of 4
Conference Room System - Public Works Quote #2025-005360 v2 Marin IT
Prepared For: Prepared by:

02.25.2025
Expires:

03.31.2025
AV Equipment
Description Price Qty Ext. Price
4-Series™ Control System $1,293.60 1 $1,293.60
Sony Professional 85" EZ20L Bravia 4K HDR Lite Display $2,404.89 1 $2,404.89 Chief Fusion Series Micro-Adjustable Tilt Mount - 55-100" Displays $350.36 1 $350.36 Shure Ceiling Array Microphone Square White 24“ $4,338.75 1 $4,338.75 Shure Ceiling Array Microphone Mount $172.48 1 $172.48
Shure IntelliMix Audio Conferencing Processor $1,783.15 1 $1,783.15 Shure 5.25" In-Ceiling Dante Speaker - Each $468.16 4 $1,872.64 Shure Speaker Tile Bridge $20.94 4 $83.76
Crestron Flex Advanced Video Conference System Integrator Kit for Microsoft Teams® Rooms $3,881.98 1 $3,881.98 Crestron Air Media Kit $2,428.44 1 $2,428.44
Huddly® L1™ AI Collaboration Camera for Large Meeting Rooms $1,552.32 1 $1,552.32 USB Plug and Play Camera Adapter for Huddly® L1™ AI Collaboration Camera $554.40 1 $554.40 Subtotal: $20,716.77
Network Equipment
Description Price Qty Ext. Price
Data Switch in AV Cabinet
Catalyst 1000 24port GE, POE, 4x1G SFP $1,253.86 1 $1,253.86 CX LEVEL 1 8X7NCD Catalyst 1000 24port GE, POE, 4x1G SFP $198.05 1 $198.05 15A AC Pwr Cord, right-angle (United States) (bundle option) $0.00 1 $0.00 Firewall
Cisco Firepower 1120 Master Bundle $0.00 1 $0.00
Cisco Firepower 1120 NGFW Appliance, 1U $3,061.04 1 $3,061.04 SOLN SUPP 8X5XNBD Cisco Firepower 1120 NGFW Appliance, 1U $527.00 1 $527.00 Quote #2025-005360 v2 Page: 1 of 4
Network Equipment
Description Price Qty Ext. Price
Cisco FPR1120 Threat Defense Threat and Malware License $0.00 1 $0.00 Cisco FPR1120 Threat Defense Threat and Malware 1Y Subs $1,377.09 1 $1,377.09 Threat Defense software v7.2.8 for 1000 Series appliances $0.00 1 $0.00 Cisco Firepower 1K Series 200GB for FPR-1120/1140 $0.00 1 $0.00 Cisco Firepower 1K Series Accessory Kit for FPR-1120/1140 $0.00 1 $0.00 Cisco Firepower 1000 Standard ASA License $0.00 1 $0.00 Cisco Firepower QR Label - Internal Use Only $0.00 1 $0.00 AC Power Cord (North America), C13, NEMA 5-15P, 2.1m $0.00 1 $0.00 Console Cable 6ft with USB Type A and mini-B $0.00 1 $0.00 Equipment Cabinet
8U Remote Office Cabinet $627.00 1 $627.00
Subtotal: $7,044.04
Services
Description Price Qty Ext. Price
LABOR Detailed system design - One line schematic of system including:
 Device type
 Interconnects between devices
 IP address / Logon information (Where applicable)
 Finalize device counts / functionality
$145.00 4 $580.00
LABOR System Preparation / Programming:
 Configure Crestron processor and all associated devices per detailed design and system interface design
discussions.
$145.00 8 $1,160.00
LABOR Physical installation including:
 Remove old equipment - Ewaste if requested
 Rack mount / install new equipment
 Patch all cabling
 Test / verify functionality
Note:Two technicians - 1 Day(s)
$145.00 16 $2,320.00
LABOR Onsite Tuning - Final Configuration $145.00 8 $1,160.00 LABOR End user training / support including remote assistance using system for first meeting.
$145.00 8 $1,160.00
Quote #2025-005360 v2 Page: 2 of 4
Services
Description Price Qty Ext. Price
LABOR Notes:
 Conference room will be down during time of installation  Price quoted is for regular business hours
 IP address configuration to be provided by customer
 No cabling included with the exception of in rack and end device patching / patch cables
 Marin IT will require remote access for remote support, troubleshooting and programming modifications to the
system.
 Will use current network cable / uplink from conference room. All network patching and equipment will be installed in conference room
 System requires thirteen (13) data / network connection(s)  Room completion will be based on a mutually agreed upon checklist of functionality
$0.00 1 $0.00
Subtotal: $6,380.00
Data Cabling
Description Price Qty Ext. Price
LABOR Data Cabling - Including
 Install five category 6 cables to misc. locations within the room.
 Relocate one existing category six cable to switch location within the room (Uplink)
 Demo existing speakers, projector screen and AV cabling  Assist with physical installation / mounting of AV equipment $5,285.00 1 $5,285.00
Subtotal: $5,285.00
Quote Summary Amount
AV Equipment $20,716.77
Network Equipment $7,044.04
Services $6,380.00
Data Cabling $5,285.00
Subtotal: $39,425.81
Estimated Tax: $2,567.87
Total: $41,993.68
Terms and Conditions: By signing this quote, Buyer agrees to the following Terms and Conditions unless a Master Agreement is negotiated between the parties, where the Master Agreement shall govern.

Quote #2025-005360 v2 Page: 3 of 4
It is understood and agreed that end customer will accept and pay invoice of any product once it has been received at the Marin IT warehouse regardless of if it has been delivered to the final installation location or if it is being held at the Marin IT facility and that title to the Products will transfer to client upon invoicing.

Warranties: Product warranties, if any, are provided by the manufacturer or publisher of the products.

Acceptance
Marin IT City of San Rafael-SR
David Cooper Vinh Pham
Signature / Name Signature / Name Initials
02/25/2025
Date Date
Quote #2025-005360 v2 Page: 4 of 4
Conference Room System - Community Center Quote #2025-005361 v1 Marin IT
Prepared For: Prepared by:

02.25.2025
Expires:

03.31.2025
AV Equipment
Description Price Qty Ext. Price
4-Series™ Control System $1,293.60 1 $1,293.60
Sony Professional 85" EZ20L Bravia 4K HDR Lite Display $2,404.89 1 $2,404.89 Chief Fusion Series Micro-Adjustable Tilt Mount - 55-100" Displays $350.36 1 $350.36 Shure Ceiling Array Microphone and Speaker - Square $3,690.20 1 $3,690.20 Shure 4-in/2-out USB Audio Network Interface $703.72 1 $703.72 Crestron Flex Advanced Video Conference System Integrator Kit for Microsoft Teams® Rooms $3,881.98 1 $3,881.98 Crestron Air Media Kit $2,428.44 1 $2,428.44
Huddly IQ™ Collaboration Camera $576.24 1 $576.24
Wall Mount Kit for Crestron® Cameras $25.87 1 $25.87
LOT - Misc Cables / Connectors:
 HDMI Cables
 Network patch cables
 Misc mounting hardware
 Cable management
$150.00 1 $150.00
Subtotal: $15,505.30
Network Equipment
Description Price Qty Ext. Price
Data Switch (In AV Cabinet)
Catalyst 1000 24port GE, POE, 4x1G SFP $1,253.86 1 $1,253.86 CX LEVEL 1 8X7NCD Catalyst 1000 24port GE, POE, 4x1G SFP $198.05 1 $198.05 15A AC Pwr Cord, right-angle (United States) (bundle option) $0.00 1 $0.00 Firewall
Quote #2025-005361 v1 Page: 1 of 4
Network Equipment
Description Price Qty Ext. Price
Cisco Firepower 1120 Master Bundle $0.00 1 $0.00
Cisco Firepower 1120 NGFW Appliance, 1U $3,061.04 1 $3,061.04 SOLN SUPP 8X5XNBD Cisco Firepower 1120 NGFW Appliance, 1U $527.00 1 $527.00 Cisco FPR1120 Threat Defense Threat and Malware License $0.00 1 $0.00 Cisco FPR1120 Threat Defense Threat and Malware 1Y Subs $1,377.09 1 $1,377.09 Threat Defense software v7.2.8 for 1000 Series appliances $0.00 1 $0.00 Cisco Firepower 1K Series 200GB for FPR-1120/1140 $0.00 1 $0.00 Cisco Firepower 1K Series Accessory Kit for FPR-1120/1140 $0.00 1 $0.00 Cisco Firepower 1000 Standard ASA License $0.00 1 $0.00 Cisco Firepower QR Label - Internal Use Only $0.00 1 $0.00 AC Power Cord (North America), C13, NEMA 5-15P, 2.1m $0.00 1 $0.00 Console Cable 6ft with USB Type A and mini-B $0.00 1 $0.00 Equipment Cabinet
8U Remote Office Cabinet $627.00 1 $627.00
Subtotal: $7,044.04
Services
Description Price Qty Ext. Price
LABOR Detailed system design - One line schematic of system including:
 Device type
 Interconnects between devices
 IP address / Logon information (Where applicable)
 Finalize device counts / functionality
$145.00 4 $580.00
LABOR System Preparation / Programming:
 Configure Crestron processor and all associated devices per detailed design and system interface design
discussions.
$145.00 8 $1,160.00
LABOR Physical installation including:
 Remove old equipment - Ewaste if requested
 Rack mount / install new equipment
 Patch all cabling
 Test / verify functionality
Note:Two technicians - 1 Day(s)
$145.00 16 $2,320.00
LABOR Onsite Tuning - Final Configuration $145.00 8 $1,160.00 Quote #2025-005361 v1 Page: 2 of 4
Services
Description Price Qty Ext. Price
LABOR End user training / support including remote assistance using system for first meeting.
$145.00 8 $1,160.00
LABOR Notes:
 Conference room will be down during time of installation  Price quoted is for regular business hours
 IP address configuration to be provided by customer
 No cabling included with the exception of in rack and end device patching / patch cables
 Marin IT will require remote access for remote support, troubleshooting and programming modifications to the
system.
 Will use current network cable / uplink from conference room. All network patching and equipment will be installed in conference room
 System requires thirteen (13) data / network connection(s)  Room completion will be based on a mutually agreed upon checklist of functionality
$0.00 1 $0.00
Subtotal: $6,380.00
Data Cabling
Description Price Qty Ext. Price
LABOR Data Cabling - Including
 Install five category 6 cables to misc. locations within the room.
 Relocate one existing category six cable to switch location within the room (Uplink)
 Demo existing speakers, projector screen and AV cabling  Assist with physical installation / mounting of AV equipment $5,285.00 1 $5,285.00
Subtotal: $5,285.00
Quote Summary Amount
AV Equipment $15,505.30
Network Equipment $7,044.04
Services $6,380.00
Data Cabling $5,285.00
Subtotal: $34,214.34
Estimated Tax: $2,085.81
Total: $36,300.15
Terms and Conditions: By signing this quote, Buyer agrees to the following Terms and Conditions unless a Master Agreement is negotiated between the parties, where the Master Agreement shall govern.

Prices: Quoted product pricing is valid for thirty (30) days assuming product availability, and does not include applicable taxes and freight. Buyer agrees to pay Quote #2025-005361 v1 Page: 3 of 4
reasonable shipping charges and all applicable taxes (excluding income taxes). Services include only those items specified in the quotation. Additional services may be provided at Marin IT’s then standard billing rates.

Warranties: Product warranties, if any, are provided by the manufacturer or publisher of the products.

Acceptance
Marin IT City of San Rafael-SR
David Cooper Vinh Pham
Signature / Name Signature / Name Initials
02/25/2025
Date Date
Quote #2025-005361 v1 Page: 4 of 4
____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting: _______________________
Disposition: ___________________________
Agenda Item No: 4.f
Meeting Date: March 17, 2024

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Human Resources
Prepared by: Marissa Sanchez, Human Resources
Director
City Manager Approval: ______________
TOPIC: EMPLOYEE RELATIONS LEGAL SERVICES AGREEMENT AMENDMENT SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO

AUTHORIZE THE CITY MANAGER TO AMEND THE PROFESSIONAL SERVICES

AGREEMENT WITH BURKE, WILLIAMS & SORENSEN, LLP FOR EMPLOYEE

RELATIONS LEGAL SERVICES, TO INCREASE THE CONTRACT AMOUNT BY $75,000, FOR A TOTAL NOT TO EXCEED $225,000.

RECOMMENDATION:

Staff recommends that the City Council authorize the City Manager to amend the Professional Services Agreement with Burke, Williams & Sorensen, LLP, for employee relations legal services, increasing the contract amount by $75,000, for a total not to exceed $225,000.

BACKGROUND:

On November 4, 2024, the City Council authorized the City Manager to enter into a Professional Services Agreement with Burke, Williams & Sorensen, LLP, for employee relations legal services, which was initially set with a contract amount of $150,000 through the end of fiscal year (FY) 2025-26. Due to the increasing complexity and volume of issues faced by the Human Resources Department, it has become necessary to amend the agreement to provide additional resources.

The contract amendment will increase the total contract amount by $75,000, bringing the total to $225,000. This will allow continued legal support to address ongoing needs for legal consultations, policy reviews, dispute resolution, compliance audits, litigation support, and other employee relations services.

ANALYSIS:

Staff recommends the City Council approve the extension and increase in the agreement with Burke, Williams & Sorensen, LLP, for employee relations legal services. The additional $75,000 will provide for increased legal needs over the remaining period of the contract, ensuring continued and effective legal support.

The legal services covered by this agreement include:
 Legal consultations and advice on workforce issues.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
 Policy development, revisions, and training for staff.  Investigation and dispute resolution support.
 Compliance audits and regulatory updates.
 Litigation support, if necessary.

The firm has proven to be an effective and reliable partner in handling complex employee relations issues, and the increased funding will allow the City to continue leveraging their expertise as required.

FISCAL IMPACT:

The total contract amount for this amendment will increase by $75,000, bringing the total to $225,000.

Funding to cover the increased cost will be provided through a transfer of appropriations from the General Fund contingency to the Human Resources – Contract Services budget for FY 2024-25.

OPTIONS:

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

1. Approve the amendment to the Professional Services Agreement with Burke, Williams & Sorensen, LLP for employee relations legal services, increasing the contract amount by $75,000, for a total not to exceed $225,000.

2. Decline to approve the amendment and provide further direction to staff on how to proceed.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. First Amendment To The Professional Services Agreement With Burke, Williams & Sorensen, LLP For Employee Relations Legal Services
RESOLUTION NO. _______

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY

MANAGER TO AMEND THE PROFESSIONAL SERVICES AGREEMENT

WITH BURKE, WILLIAMS & SORENSEN, LLP FOR EMPLOYEE RELATIONS LEGAL SERVICES TO INCREASE THE CONTRACT AMOUNT BY $75,000, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $225,000
WHEREAS, at its meeting held on November 4, 2024, the City Council approved the City Manager’s authority to enter into a Professional Services Agreement with Burke, Williams & Sorensen, LLP for employee relations legal services; and WHEREAS, the Agreement was duly executed by the City Manager under that authority, and no subsequent amendments have been made; and WHEREAS, the Human Resources Department has experienced an increasing complexity and volume of employee relations matters, thereby creating a need for enhanced legal support; and
WHEREAS, in order to adequately address these emerging matters, it is necessary to amend the Agreement by increasing the contract amount by $75,000, resulting in a total not to exceed $225,000; and
WHEREAS, funding to cover the increased contract amount is proposed to be provided through a transfer of appropriations from General Fund contingency to the Human Resources Department – Contract Services budget for fiscal year 2024-2025; and
WHEREAS, the proposed amendment will enable the continued provision of essential legal services including, but not limited to, legal consultations, policy reviews, dispute resolution, compliance audits, and litigation support; NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City Manager to approve the amendment to the Professional Services Agreement with Burke, Williams & Sorensen, LLP, increasing the contract amount by $75,000, thereby raising the total contract amount to not exceed $225,000.

AYES: Councilmembers:

NOES: Councilmembers:

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

BURKE, WILLIAMS & SORENSEN, LLP FOR EMPLOYEE RELATIONS LEGAL

SERVICES
THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter CITY), and BURKE, WILLIAMS & SORENSEN, LLP (hereinafter CONSULTANT), is made and entered into as of _______________________. RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated August 11, 2024 to perform professional services in connection with CITYS employee relations, for an amount not to exceed $150,000 (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 continue providing legal services pertaining to employee relations matters.

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 Exhibit A to the Agreement, in a not-to-exceed amount of $75,000, and to change the total not-to-exceed amount under the Agreement to $225,000.

3. 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:_____________________________
APPROVED AS TO FORM: Name:____________________________

Title:_____________________________ ______________________________ ANDREA VISVESHWARA, Chief Assistant City Attorney

CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.

Step RESPONSIBLE

DEPARTMENT

DESCRIPTION COMPLETED
DATE

REVIEWER
Check/Initial
1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) and attachments to City
Attorney c/o [email protected]
Click here to
enter a date.

N/A
2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3/3/2025
3/3/2025 NT
NT
3 Department Director Approval of final agreement form to send to contractor
3/3/2025 AMC for
MS
4 Project Manager Forward three (3) originals of final agreement to contractor for their signature
3/3/2025 AMC
5 Project Manager When necessary, contractor-signed agreement agendized for City Council approval *
*City Council approval required for Professional Services Agreements and purchases of goods and services that exceed $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval
N/A
Or
3/17/2025
Council
Meeting
PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form
7 City Attorney Review and approve hard copy of signed
agreement 8 City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts)
9 City Manager / Mayor Agreement executed by City Council authorized official
10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:

Contracting Department: Human Resources
Project Manager: Marissa Sanchez Extension: Click here to enter text.

Contractor Name: Burke, Williams & Sorensen LLP
Contractor’s Contact: Tim Davis Contact’s Email: [email protected] FPPC: Check if Contractor/Consultant must file Form 700

____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting: _______________________
Disposition: ___________________________
Agenda Item No: 4.g
Meeting Date: March 17, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Library & Recreation
Prepared by: Catherine Quffa,
Library & Recreation Director
City Manager Approval: ______________
TOPIC: DOWNTOWN LIBRARY MOBILE SHELVING PURCHASE
SUBJECT: RESOLUTION WAIVING BIDDING REQUIREMENTS AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER WITH ROSS MCDONALD CO., INC

FOR THE PURCHASE OF MOBILE SHELVING AND FURNITURE FOR THE DOWNTOWN LIBRARY IN AN AMOUNT NOT TO EXCEED $154,582
RECOMMENDATION:

Staff recommends that the City Council adopt a resolution waiving bidding requirements and authorizing the City Manager to execute a purchase order with Ross McDonald Co., Inc. for the purchase of mobile shelving and furniture for the Downtown Library in an amount not to exceed $154,582.

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
'1!§#} THE CITY WITH A MISSION
i.JV established 1874
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 mobile shelving for the children’s room, Carnegie reading room, and lobby, as well as podium cabinets for the library catalogue computers in the adult area.

ANALYSIS:

To purchase the mobile shelving and furniture, the City is proposing to utilize a California State Leveraged Procurement Agreement with Ross McDonald Co., Inc. Ross McDonald is a current contractor under the California Multiple Award Schedule (CMAS) program eligible for use by local government agencies. The San Rafael Municipal Code Section 2.55.100 allows for supplies and equipment to be purchased through purchasing agreements that were competitively bid and maintained by other public agencies, such as CMAS.

The bid response provided by Ross McDonald Co., Inc., Attachment 2, includes the pricing established under the State’s CMAS cooperative purchasing program.

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 the resolution.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. Ross McDonald Co., Inc. Bid Response
RESOLUTION NO. ______

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL WAIVING BIDDING

REQUIREMENTS AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER WITH ROSS MCDONALD CO., INC FOR THE PURCHASE OF

MOBILE SHELVING AND FURNITURE FOR THE DOWNTOWN LIBRARY IN AN AMOUNT NOT TO EXCEED $154,582
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 addresses 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 wants to purchase new mobile shelving and furniture to enhance and support the broader Downtown Library renovation project; and WHEREAS, Ross McDonald Co., Inc has a current California State Leveraged Procurement Agreement for library shelving and furniture under the California Multiple Award Schedule (CMAS) program, which is eligible for use by local government agencies; and
WHEREAS, the San Rafael Municipal Code Section 2.55.100 allows for supplies and equipment to be purchased through purchasing agreements that were competitively bid and maintained by other public agencies, such as CMAS; 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 waives bidding requirements and authorizes the City Manager to execute a purchase order with Ross McDonald Co., Inc. for the purchase of mobile shelving and furniture for the Downtown Library in an amount not to exceed $154,582.

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk
Project No.: G25024
Quote No.: 1
Date: 2/28/2025
Catherine Quffa, Director Page 1 of 2
San Rafael Public Library
Email:

Quantity Description Unit Price Total
25 Worden #W-5920-M-CAST-RPNL. starter Pinfast double faced rolling shelving units 36” wide x 59” high x 20” deep with four shelf openings. Maple, two recessed panel style end panels with veneer back panel for Carnegie Space. Tag: SH-1
5,387.00 134,675.00
7 Worden #W-5920-M-CAST-A, adder Pinfast double faced rolling shelving units 36” wide x 59” high x 20” deep with four shelf openings. Maple. Flush style 'intermediate' panel with veneer back panel for Carnegie Space. Tag: SH-2
3,555.00 24,885.00
13 Worden #W-4524-M-CAST, starter, Pinfast double faced rolling shelving units 36” wide x 45” high x 24” deep with three shelf openings (two adj. shelves).Maple, flush style (standard) end panels with veneer back panel. Tag: SH-3
2,918.00 37,934.00
3 Worden #W-4524-M-CAST-A, adder, Pinfast double faced rolling shelving units 36” wide x 45” high x 24” deep with three shelf openings (two adj. shelves). Maple, flush style (standard) intermediate panel with veneer back panel. Tag: SH-4
2,250.00 6,750.00
3 Worden #CR/202439/HD, OPAC cabinet per drawing furnished, maple veneers and solids, Approximately 20" wide x 24" deep x 39" high. HPL top. Tag: OPAC
5,013.00 15,039.00
Worden Library Equipment to match equipment provided separately

QUOTATION
[email protected]
G25024 San Rafael Wood and Rolling Shelving Page 1 of 2 Quote ~-1----i,.__.JI. LIBRARY FLRNITURE & 3-lELVING SOWTDNS
1154 Stealth Street
Livermore, CA 94551
ph. 925.455.1635 I fax 925.373.1227
www.rossmcdonald.com
Project No.: G25024
Quote No.: 1
Date: 2/28/2025
Catherine Quffa, Director Page 2 of 2
San Rafael Public Library
Email:

Quantity Description Unit Price Total
2 Worden #W-5912-M-FM, starters, Pinfast static single faced shelving units 42” wide x 59” high x 12” deep with four shelf openings (three adj. shelves). Maple, flush style (standard) end panels with veneer back panels. Tag: SH-5
2,382.00 4,764.00
1 Worden #W-5912-M-FM-A, adder, Pinfast static single faced shelving units 42” wide x 59” high x 12” deep with four shelf openings (three adj. shelves). Maple, flush style (standard) intermediate panel with veneer back panel. Tag: SH-6
2,105.00 2,105.00
1 Worden #W-3612-M, starter, Pinfast static single faced shelving units 36” wide x 36” high x 12” deep with two shelf openings (one adj. shelves). Maple, flush style (standard) end panels with veneer back panel. Tag: SH-7
1,867.00 1,867.00
2 Worden #W-3612-M-A, adder, Pinfast static single faced shelving units 36” wide x 36” high x 12” deep with two shelf openings (one adj. shelves). Maple, flush style (standard) intermediate panel with veneer panel. Tag: SH-8
1,285.00 2,570.00
1 Worden #W-3612-M-ISL, starter, Pinfast static single faced shelving units with island option (finished front and back). 36” wide x 36” high x 12” deep with two shelf openings (one adj. shelves). Maple, flush style (standard) end panels with veneer back panel. Tag: SH-9.
2,198.00 2,198.00
2 Worden #W-3612-M-ISL-A, adder, Pinfast static single faced shelving units with island option (finished front and back). 36” wide x 36” high x 12” deep with two shelf openings (one adj. shelves). Maple, flush style (standard) intermediate panel with veneer back panel. Tag: Sh-10
1,518.00 3,036.00
Total Material LIST: 235,823.00
Less CMAS discount per contract #4-20-00-0105G: -40.000% -94,329.20 Net Material: 141,493.80
Sales Tax 9.25% 13,088.18
Terms Quotation Total: $154,581.98
Net 30 Approx Delivery: 14-16 weeks
E-mail: [email protected]
[email protected]
Worden Library Equipment to match equipment provided separately Garen McDonald

QUOTATION
G25024 San Rafael Wood and Rolling Shelving Page 2 of 2 Quote ----,i,1,.;--.-..1:11--.llt LIBRARY FURNITURE & 9-iELVING SOWTONS 1154 stealth street
Livermore, CA 94551
ph. 925.455.1635 I fax 925.373. 1227
www.rossmcdonald.com
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____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

Agenda Item No: 4.h
Meeting Date: March 17, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Police Department
Prepared by: Alex Holm, Lieutenant City Manager Approval: ______________ TOPIC: SPECIAL EVENT STREET CLOSURE IN SAN RAFAEL
SUBJECT: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE

TEMPORARY CLOSURE OF A PORTION OF POINT SAN PEDRO ROAD IN SAN RAFAEL
RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the temporary closure of Point San Pedro Road in San Rafael for the Marin Endurance Festival.

BACKGROUND:

California Vehicle Code section 21101(e) authorizes the City to adopt a resolution temporarily closing a portion of any street for celebrations, parades, local special events, and other purposes. The San Rafael Police Department has received a special event application for the Marin Endurance Festival Event on April 12, 2025, which would require street closure and parking restrictions.

The applicant submitted a complete special event application, which includes but is not limited to insurance that indemnifies the City from liability associated with the event, a street closure diagram, and detailed information regarding operation and logistics. If approval is granted for the stated street closure, City staff will finalize the application and authorize the closure.

ANALYSIS:

The special event street closure details are as follows:

Event: Marin Endurance Festival
Date(s): April 12, 2025 (Saturday)
Closure
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Location(s): Point San Pedro Road: Riviera Drive to Biscayne Drive (With intermittent traffic control to allow traffic to and from side streets, including Heritage Drive, Marin Bay Park Court, and San Marino Court.) Detours will be in place for through traffic.

Event Time: 7:00 a.m. – 1:00 p.m.

Closure Time: 7:00 a.m. – 5:00 p.m.

Specific street closure times are subject to change and will be determined by City staff as needed for the safety of the event.

COMMUNITY OUTREACH:

The public will be notified of the street closures through a variety of outlets, such as public service messages, event posters, email, electronic signage, and official City of San Rafael social media accounts.

FISCAL IMPACT:

Pursuant to the current City policy, the Police Department, Department of Public Works, and Parking Services fees and/or costs will be assessed and reimbursed by the event organizer.

OPTIONS:

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

1. Adopt the resolution authorizing the specified special event temporary street closure.

2. Adopt resolution with modifications.

3. Direct staff to return with more information.

4. Take no action.

RECOMMENDED ACTION:

Staff recommends that the City Council adopt a resolution authorizing the temporary closure of Point San Pedro Road in San Rafael for the Marin Endurance Festival.

ATTACHMENT:

1. Resolution
RESOLUTION NO.

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE TEMPORARY

CLOSURE OF A PORTION OF POINT SAN PEDRO ROAD IN SAN RAFAEL WHEREAS, the San Rafael City Council has determined that it is in the best interests of the public health and safety to implement a modified Traffic Plan and Road Closure for a special event in San Rafael; and
WHEREAS, after reviewing plans for the event and the traffic patterns, City staff has determined and recommended that, in the interest of the safety and welfare of pedestrian and auto traffic in the area, the street should be temporarily closed to through traffic for the date, time, and location as specified in the Staff Report; and WHEREAS, the specific time periods for the temporary closure is described in the Staff Report shall be as determined by the City staff in consultation with the Police Department, and staff shall give timely notice to the public of those time periods by signage and/or other appropriate means.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL HEREBY RESOLVES:

1. That all the above findings are true and correct; and

2. That pursuant to the authority of Vehicle Code section 21101(e), for the safety and protection of persons, both pedestrians and vehicle drivers, the City Council hereby authorizes the temporary closure of the listed street for the locations and date described in the Staff Report accompanying this Resolution.

I, Lindsay Lara, City 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 held on the 17th day of March 2025 by the following vote, to wit:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

Lindsay Lara, City Clerk
____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

Agenda Item No: 4.i
Meeting Date: March 17, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by:

Theo Sanchez, Associate Civil Engineer
April Miller, Public Works Director
City Manager Approval: ___________
TOPIC: SAN QUENTIN PUMP STATION RECONSTRUCTION
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A FIFTH

AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
CSW/STUBER-STROEH ENGINEERING GROUP, INC. FOR ADDITIONAL

CONSTRUCTION AND ENVIRONMENTAL COMPLIANCE SUPPORT SERVICES

ASSOCIATED WITH THE SAN QUENTIN PUMP STATION RECONSTRUCTION PROJECT, IN THE AMOUNT NOT TO EXCEED $43,950, FOR A REVISED TOTAL AGREEMENT AMOUNT OF $592,103
RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a fifth amendment to the professional services agreement with CSW/Stuber-Stroeh Engineering Group, Inc. for additional construction and environmental compliance support services associated with the San Quentin Pump Station Reconstruction Project, in the amount not to exceed $43,950, for a revised total agreement amount $592,103.

BACKGROUND:

On October 21, 2024, the City Council approved a fourth amendment with CSW/Stuber-Stroeh Engineering Group, Inc. (“CSW|ST2”) for construction support services for the San Quentin Pump Station Reconstruction project. Project delays related to supply chain issues affected the arrival of electrical components, which are now estimated to be ready by March 2025.

ANALYSIS:

Additional delays related to supply chain issues for the electrical components have pushed the estimated project completion date back to Fall 2025. The two primary electrical items that have been delayed are the motor control center and automatic transfer switch. By March 2024, the contractor had completed all construction items that do not depend on these items, so the contract was suspended until the electrical items could arrive.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
To comply with the conditions of the regulatory permits, restarting the project will require preconstruction biological monitoring. As the initial biological monitoring was already completed by a subconsultant of CSW|ST2, staff recommends amending their current agreement to include a sufficient budget to allow them to redo these items.

FISCAL IMPACT:

The current FY 2024-25 budget includes appropriations totaling $8.4 million within the Stormwater Fund (205) for the San Quentin Pump Station Project.

CSW/Stuber-Stroeh Engineering Group, Inc. has estimated that $43,950 would be needed to continue to provide additional construction and environmental compliance support services previously described.

This would increase their total contract amount to $592,103.

OPTIONS:

1. Adopt resolution as presented.

2. Do not adopt the resolution and provide further direction to staff.

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. Fifth Amendment
RESOLUTION NO. _______

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER

TO EXECUTE A FIFTH AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CSW/STUBER-STROEH ENGINEERING GROUP, INC. FOR ADDITIONAL

CONSTRUCTION AND ENVIRONMENTAL COMPLIANCE SUPPORT SERVICES

ASSOCIATED WITH THE SAN QUENTIN PUMP STATION RECONSTRUCTION PROJECT, IN THE AMOUNT NOT TO EXCEED $43,950, FOR A REVISED TOTAL AGREEMENT AMOUNT OF $592,103
WHEREAS, pursuant to the City Council Resolution No. 14440, the City of San Rafael entered into a Professional Services Agreement dated December 26, 2017, with CSW/StuberStroeh Engineering Group, Inc. (“CSW/Stuber-Stroeh”), for preliminary engineering design services associated with the San Quentin Pump Station Reconstruction Project (the “Project”) in an amount not-to-exceed $128,038; and
WHEREAS, pursuant to the City Council Resolution No. 14591, the City of San Rafael awarded a first amendment dated October 1, 2018, for final engineering design and environmental clearance services required to prepare construction plans/specifications as well as secure all environmental clearance documents and regulatory permits for the Project in an amount not-to-exceed $245,979; and
WHEREAS, pursuant to the City Council Resolution No. 15151, the City of San Rafael awarded a second amendment dated October 17, 2022, to the Professional Services Agreement for additional bid, construction, and environment compliance support services from CSW/StuberStroeh to deliver the construction phase of the Project in an amount not-to-exceed $130,550; and
WHEREAS, the City of San Rafael awarded a third amendment dated January 16, 2024, to the Professional Services Agreement for additional construction support services from CSW/Stuber-Stroeh in an amount not-to-exceed $19,313; and WHEREAS, the City of San Rafael awarded a fourth amendment dated October 21, 2024, to the Professional Services Agreement for additional construction support services from CSW/Stuber-Stroeh in an amount not-to-exceed $24,273; and WHEREAS, the City of San Rafael requires additional construction and environmental compliance support services from CSW/Stuber-Stroeh to deliver the construction phase of the Project; and
WHEREAS, staff received a proposal from CSW/Stuber-Stroeh for said services in a total amount not to exceed $43,950; and
WHEREAS, the current FY 2024-25 budget includes appropriations totaling $8.4 million within the Stormwater Fund (205) for the San Quentin Pump Station Reconstruction Project (Project No. 11334).

WHEREAS, staff has reviewed the proposal and found it to be complete and within industry standards;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:

1. The City Manager is hereby authorized to execute a Fifth Amendment to the Professional Services Agreement with CSW/Stuber-Stroeh Engineering Group, Inc. for bid, construction, and environmental compliance support services in the amount of $43,950 for a total contract amount of $592,103, in a form approved by the City Attorney.

2. The Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution.

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 said City on Monday the 17th day of March 2025, by the following vote, to wit:

AYES: Councilmembers: None
NOES: Councilmembers: None
ABSENT: Councilmembers: None

Lindsay Lara, City Clerk
1 FIFTH AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CSW/STUBER-STROEH ENGINEERING GROUP, INC. FOR ENGINEERING DESIGN

SERVICES ASSOCIATED WITH THE

SAN QUENTIN PUMP STATION RECONSTRUCTION PROJECT
THIS FIFTH AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and CSW/STUBER-STROEH ENGINEERING GROUP, INC. (hereinafter “CONSULTANT”), is made and entered into as of ______________________.

RECITALS
WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated December 26, 2017 to perform professional services in connection with CITY’S San Quentin Pump Station Reconstruction Project, for an amount not to exceed $128,038 (the “Agreement”); and
WHEREAS, the CITY and CONSULTANT entered into a First Amendment to the Professional Services Agreement dated October 1, 2018 to perform additional professional services for an amount not to exceed $245,979, and increasing the total not to exceed amount under the Agreement to $374,017; and
WHEREAS, the CITY and CONSULTANT entered into a Second Amendment to the Professional Services Agreement dated November 5, 2022 to perform additional professional services for an amount not to exceed $130,550, and increasing the total not to exceed amount under the Agreement to $504,567; and
WHEREAS, the CITY and CONSULTANT entered into a Third Amendment to the Professional Services Agreement dated May 2, 2024 to perform additional professional services for an amount not to exceed $19,313, and increasing the total not to exceed amount under the Agreement to $523,880; and
WHEREAS, the CITY and CONSULTANT entered into a Fourth Amendment to the Professional Services Agreement dated October 24, 2024 to extend the Term of the Agreement through March 1, 2026 and to perform additional professional services for an amount not to exceed $24,273, and increasing the total not to exceed amount under the Agreement to $548,153; and
2 WHEREAS, CITY requires additional professional services from the CONSULTANT, and the CONSULTANT is willing to provide such services.

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

1. Paragraph 2 of the Agreement, entitled “DUTIES OF CONTRACTOR” is hereby amended to include the additional services set forth in CONSULTANT’s proposal dated March 5, 2025, attached to this Fifth Amendment as Exhibit A and incorporated herein by reference.

2. Paragraph 4 of the Agreement, entitled “COMPENSATION” is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit A to this Fifth Amendment, on a time and materials basis in accordance with the Exhibit A, in a not-to-exceed amount of $43,950, and to change the total not-to-exceed amount under the Agreement to $592,103.

3. 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.
3 IN WITNESS WHEREOF, the parties have executed this Fifth 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
CSWST2.com
Date: March 5, 2025
File: 4.1133.02
Theo Sanchez, P.E.

San Rafael DPW
111 Morphew St via email only
San Rafael, CA 94901 [email protected]
RE: SAN QUENTIN PUMP STATION – CONSTRUCTION ADMINSTRATION Dear Theo,
Thank you for the opportunity to support the City of San Rafael in the replacement of the San Quentin Pump Station.

The CSW|ST2 design team finalized the preliminary (Initial Contract Agreement) and final engineering (1st Amendment) in Summer-2022. Consequently, the CSW|ST2 team received a 2nd Amendment for bid and construction support services in November-2022. Construction completion was anticipated in Fall-2023; however, due to unforeseen conditions with the existing pump station and excessive long lead items, the Contractor’s work slowly progressed into 2024. Subsequently, the CSW|ST2 team received a 3rd amendment to continue providing construction administration support. Once again, the Contractor failed to acquire all the long lead items and revised their schedule for construction completion by Summer-2025. Consequently, the City issued a 4th amendment for continued technical structural, electrical, and civil engineering support during construction.

For your use, listed below is a summary of budgetary status, expenses to-date, and budget remaining.

Description Current Budget
Expenses to
Date
Budget
Remaining
Initial Contract Agreement $128,038.00 $128,038.00 $0
1 st Amendment $245,979.00 $245,979.00 $0
2 nd Amendment $130,550.00 $97,852.83 $32,697.17
3 rd Amendment $19,313.00 $19,313.00 $0
4 th Amendment $24,273.00 $5,708.32 $18,564.68
Total $548,153.00 $496891.15 $51,261.85
We understand additional biological monitoring, pre-construction surveys and report will be necessary as a condition of the resource permit. A description of these additional services performed by WRA includes the following.

TASK 1: BIOLO GICAL MONITORING
As per CEQA Mitigation Measure Bio-1 and BO Measure 1, a USFWS-approved biologist is required to be present for all ground disturbing activities including vegetation removal. This task includes up to twenty (20) days of biological monitoring based on the San Quentin Pump Station Schedule and information provided by the City regarding proposed work. This task assumes workdays are regular eight (8) hour shifts; if monitors are required to be onsite for more than eight hours per day, a Change Order may be requested to provide additional funds for this task.

TASK 2: PRE-CO NSTR UCTION SU RVE YS AND REPORTING
As per CEQA Mitigation Measure BIO-4, if work is scheduled to be reinitiated between February 1 and August 31, a nesting bird survey will be conducted within 14 days of the start of ground Exhibit A
August 2, 2024

Page 2 ends

disturbance by a qualified wildlife biologist. As per CEQA Mitigation Measure BIO-5, if work is scheduled to be reinitiated between April 1 – August 31 or November 1 – February 28, a roosting bat survey will be conducted within 14 days of ground disturbance by a qualified biologist. An email summary of survey findings will be provided to the client via email for their records. This includes up to one (1) pre-construction nesting bird survey and one (1) pre- construction roosting bat survey. WRA assumes there will be no pauses in ground disturbance greater than fourteen days that would necessitate an additional roosting bat survey and/or nesting bird survey.These surveys will be combined to the extent practicable. Results of these preconstruction surveys will be provided via email.

This task also includes WRA’s effort preparing and submitting required pre-construction notifications to regulatory agencies (Section 404 Measure 3; Section 401 Monitoring and Reporting measures 10 & 11; CEQA Mitigation Measure BIO-4, BIO-5, and BO Reporting Requirement 3). This task does not include adding the Project to EcoAtlas as per Section 401 Monitoring and Reporting Measure 9.

TASK 3: POST-CON ST RUCTION REPORTING
As per USFWS BO Reporting Requirement 3, WRA will prepare a post-construction compliance report and submit it to the client for review. This report will then be submitted to the San Francisco Bay-Delta Fish and Wildlife Office within 60 calendar days of the date of the completion of construction activities. This task also includes WRA’s effort submitting required notifications to the RWQCB and Corps that Project implementation is complete. This task does not include notification to California Natural Diversity Database (CNDDB) as per USFWS reporting requirement number 2, should special-status species be observed during WRA’s work, WRA may request additional funds to add these observations to CNDDB.

TASK 4: PRO JECT MANAGEMENT
This task includes support on Project deliverables (CEQA Mitigation Measure BIO-1, BIO-4, and BIO-5). This task includes WRA’s effort generating and submitting resumes for USFWS approval (USFWS BO Terms and Condition 1A), compile reports as well as general Project management.

The following tasks summarize the basis for our request for additional $43,950 in compensation.

TASK COST

1. Biological Monitoring $28,560

2. Pre-Construction Survey(s) and Reporting $3,050

3. Post-Construction Reporting $2,260

4. Project Management $10,080
TOTAL: $43,950
Please contact me at 415.999.6882 or [email protected] if you need additional information.

Sincerely,
Richard Souza, PE
Project Manager
CSWST2.com
Adaptive Solutions. Resilient Designs. Engineering ∙ Urban Planning ∙ Land Surveying ∙ Landscape Architecture CSWST2 BILLING RATE SCHEDULE
Effective January 1, 2025 – December 31, 2025

ENGINEERING SERVICES HOURLY RATES

SURVEYING SERVICES HOURLY RATES

OTHER PROFESSIONAL SERVICES HOURLY RATES
Principal $ 277.00
Associate Principal $ 252.00
Senior Project Manager $ 247.00
Project Manager $ 233.00
Sr. Landscape Architect $ 177.00
Landscape Architect $ 161.00
Construction Manager $ 242.00
Resident Engineer $ 233.00
Field Engineer $ 200.00
Technical Writer $ 142.00
Graphic Illustrator $ 135.00
Project Assistant $ 104.00
 All expenses for transportation (mileage, bridge fare, etc.) will be charged at the Internal Revenue Service rate plus 10%.
 Filing fees, checking fees, prints, and other outside costs (such as agency submittal/permit fees etc.) will be charged at cost, plus service charges at the rate of 10%.
 Billing will be monthly net 30 days.

Senior Engineer $ 207.00
Engineer I, II, III $ 148.00 - $ 180.00 - $ 200.00
Engineer Technician $ 135.00
Engineer Assistant $ 104.00
Senior Surveyor $ 207.00
Surveyor I, II, III $ 148.00 - $ 180.00 - $ 200.00
Survey Technician $ 135.00
Survey Assistant $ 104.00
Two-Person Survey Party $ 350.00
Survey Party Chief $ 227.00
Survey Chainman $ 124.00
Survey Apprentice $ 115.00
Aerial Drone Surveyor $ 224.00
____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

Agenda Item No: 5.a
Meeting Date: March 17, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Departments: Community Development Department
Prepared by: Micah Hinkle, Director of Community
and Economic Development Director; Margaret
Kavanaugh-Lynch, Planning Manager
City Manager Approval: ______________
TOPIC: GENERAL PLAN AND HOUSING ELEMENT ANNUAL PROGRESS REPORTS SUBJECT: GENERAL PLAN AND HOUSING ELEMENT ANNUAL PROGRESS REPORT

HIGHLIGHTING PROGRESS ON THE POLICIES AND PROGRAMS IDENTIFIED IN THE CITY’S GENERAL PLAN AND THE CITY’S PROGRESS TOWARD MEETING ITS

SHARE OF THE REGIONAL HOUSING NEED ALLOCATION (RHNA)
RECOMMENDATION:

Staff recommends that the City Council accept the General Plan and Housing Element Annual Progress Reports for 2024 and direct staff to present the report to the California Department of Housing and Community Development.

BACKGROUND:

All cities in California are required to prepare and adopt a General Plan. The General Plan is composed of both required and elective elements. The General Plan is the City’s blueprint for meeting the community’s long-term vision for the future. It identifies policies and programs addressing the development and redevelopment of land, preservation of parks and open spaces, provision of housing for current and future residents, conservation of natural resources, improvement of the circulation and transportation system, control of noise, and protection of life and property from hazards. The City of San Rafael adopted General Plan 2040 in August 2021.

Jurisdictions are required to update their Housing Elements every five years or eight years. The San Rafael City Council adopted a substantially compliant 2023-2031 Housing Element on May 15, 2023, and HCD certified the updated Housing Element on June 22, 2023.

Government Code Section 65400 mandates that local jurisdictions prepare an Annual Progress Report (APR) on the status of the City’s General Plan and progress toward meeting its share of the Regional Housing Need Allocation (RHNA). A copy of the report must be submitted to both the Governor’s Office of Planning and Research (OPR) and the State Department of Housing and Community Development (HCD) by April 1st for the previous calendar year (January 1-December 31). This staff report summarizes SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
the City’s progress in implementing the City’s Housing Element and General Plan during the 2024 calendar year. It includes data on its progress towards meeting its share of RHNA, including data on all housing development applications, entitlements, building permits, and completions using forms prescribed by HCD.

On February 25, 2025, staff presented this report to the Planning Commission. The Planning Commission accepted the report and directed staff to present it to the City Council at a public meeting.

There is no standardized format for preparing the APR. This year, staff has decided to provide an overview of general accomplishments in the last year in terms of General Plan goals in addition to required information related to the Housing Element of its General Plan forms and definitions adopted by the California Department of Housing and Community Development (HCD). However, OPR recommends developing an APR that is useful to the jurisdiction. Please see Attachment 1.

ANALYSIS:

Housing Element Annual Progress Report
State law requires that all cities and counties in California have a compliant Housing Element as part of their General Plan. Government Code Section 65400 includes specific requirements for preparing a Housing Element Annual Progress Report (HE APR). The HE APR is reported on a form prescribed by HCD. This report includes the City’s progress towards implementing the Housing Element and meeting its share of RHNA, including data on all housing development applications, entitlements, building permits, and completions. The HE APR contains fourteen (14) tables; for the 2024 reporting period, San Rafael has applicable data to report in five of the tables, briefly described below.

Table A – Housing Development Applications Submitted. Table A includes data on housing units and developments for which an application was determined complete between January 1 and December 31 of the reporting year. In Table A, an “application” is a formal submittal of a housing development for approval. This includes but is not limited to, developments that involve no discretionary approvals and projects that involve both discretionary and nondiscretionary approvals.

Table A2 – Annual Building Activity Report Summary – New Construction, Entitled, Permits and Completed Units. Table A2 requires information for very low, low, moderate, and above-moderate income housing affordability categories and for mixed-income projects. This Table includes data on all new net housing units and developments that have received any one of the following:
 An entitlement
 A building permit
 A certificate of occupancy or other forms of readiness issued during the reporting year Table B – Regional Housing Needs Allocation Progress – Permitted Units Issued by Affordability. Table B is a summary of prior permitting activity in the current planning cycle, including permitting activity for the calendar year being reported
Table D – Program Implementation Status Pursuant to Government Code Section 65583. Table D includes the status/progress for all programs described in the housing element.

Summary Table. The Summary Table automatically tallies the data from several of the tables listed above. The summary data focuses on the total of all permits issued and all applications submitted and approved for the 2023 reporting period.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
The City of San Rafael did not have any relevant activity to report in Tables C, E, F, F2, G, H, J, K, and “Leap Reporting.”
Regional Housing Needs Allocation (RHNA) Progress
The following is a summary of the City’s progress on housing approvals/entitlements, building permits issued, and housing units completed for occupancy.

As shown in the Summary Table below, a total of 32 housing development applications were submitted to the City and deemed complete in 2024. Of those new applications, there were 440 proposed dwelling units in the applications received, and 227 of those same dwelling units have received their planning entitlements.

Table 1: Summary Table
Housing Applications Summary
Total Housing Applications Submitted: 32
Number of Proposed Units in All Applications Received: 440 Total Housing Units Approved: 227
Total Housing Units Disapproved: 0
Table 2: Summary Table of Calendar Year 2024 Housing Units: Entitled, Permitted, & Completed Units by Structure Type Entitled Permitted Completed
Single Family Dwellings- Attached
(SFA) 0 0 0
Single Family Dwellings – Detached
(SFD) 0 0 0
Multi-Family Dwelling Units 2 to 4 per
Project 4 4 0
Multi-Family Dwelling Units 5+ Units
per Project 1,622 0 0
Accessory Dwelling Units (ADU) 34 34 3
Mobile Homes 0 0 0
Total 1,660 38 3
Table 2 tallies the number of housing units entitled (Planning approval), permitted (Building permits issued), and completed (Certificate of Occupancy issued). It notes that 1,622 dwelling units in a project of five or more have been entitled, four (4) units were entitled in one fourplex as well as 34 Accessory Dwelling Units.

Table 3 below summarizes housing permits issued to determine progress toward meeting RHNA.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
Table 3: Regional Housing Needs Allocation Progress
Income Level
RHNA
Allocation
by Income
Level
Projection
Period –
06/30/2022-
01/30/2023
2023 2024 2025 2026 2027 2028 2029 2030 2031
Total Units to
Date (all
years)
Total
Remaining
RHNA by
Income
Level
Very Low
Deed
Restricted 857
- 40 - - - - - - - -
40 817 Non-Deed
Restricted - - - - - - - - - -
Low
Deed
Restricted 492
1 - - - - - - - - -
40 452 Non-Deed
Restricted 14 13 12 - - - - - - -
Moderate
Deed
Restricted 521
- - - - - - - - - -
- 521 Non-Deed
Restricted - - - - - - - - - -
Above
Moderate 1,350 14 56 26 - - - - - - - 96 1,254
Total RHNA 3,220
Total Units 29 109 38 - - - - - - 176 3,044
Progress toward extremely low-income housing needs, as determined pursuant to Government Code 65583(a)(1).

Extremely Low-Income Units 40 - - - - - - - - 40 389
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5
Housing projects that have been entitled are not reflected in the RHNA progress if they did not also receive a building permit. Those units will be counted in future reporting periods once building permits are issued. For example, an entitlement was granted for 155 units at 1515 4th Street, but these units have not been counted toward the RHNA number since a building permit for this project was not issued in 2024.

Housing Element Program Implementation
As reported in Table D, there are more than 43 programs to streamline housing development within the City, provide housing protections to vulnerable communities, reduce homelessness, combat discrimination, and increase housing choice.

Here are some highlights from 2024:

The City Manager's Office (CMO) established a Community Services Division within the CMO. The Division is dedicated to enhancing quality of life for all residents, with a special focus on disadvantaged, historically underserved, and vulnerable populations. For the foreseeable future, the focus of their work will be on homelessness response. In addition, the Community and Economic Development Department hired an Assistant Director to oversee Housing and Economic Development.

Construction continued on the conversion of an office building at 3301 Kerner Blvd into 40 units of permanent supportive housing, a project that received both City and County funding. The project will be completed in the first half of 2025. (Housing Element Program 2) The City, in partnership with the County of Marin, was awarded a $5,999,241 Encampment Resolution Funding Round 3 (ERF-3) grant. These funds will support improved living conditions and housing services for individuals residing in the Mahon Creek Area encampment, including interim shelter, housing-based case management, sanitation, and supportive services. Additionally, the City received a $1,000,000 grant from a combination of state and local funds, which has facilitated the development of a Sanctioned Camping Area (SCA) along a portion of the Mahon Creek Path. The SCA currently serves 50 participants, with an additional 15 individuals—totaling 65—receiving housing-based case management, outreach, and other services to help secure permanent housing through June 2027. (Housing Element Program 3)
The 2024 Point in Time (PIT) Count for San Rafael identified 264 unsheltered individuals. Staff have been collaborating with the County and consultants to identify opportunities and funding to increase shelter capacity. In 2024, City and the County of Marin staff initiated regular partnership meetings to identify a potential location for a housing-focused interim shelter site, which would be developed using partial ERF-3 grant funding. (Housing Element Program 4) Staff launched a series of housing workshops for Spanish-speaking tenants. Workshop topics include the types of below-market rate housing that exists in Marin and who is eligible, fair housing law, code enforcement, and tenant protection policies. The objectives of these workshops are to increase community members’ awareness of housing laws, programs, and resources provided by the City and by other agencies and organizations; engage members of the City’s renters in conversations about housing needs, resources, plans, and priorities; and gather input on effectiveness of existing policies and regulations to better understand gaps and identify opportunities for improvement. The workshops will continue through Spring 2025. (Housing Element Program 8) Additionally in 2024, staff began assembling and analyzing data on existing City policies including Just Cause for Eviction, Mandatory Mediation, and Relocation Assistance, and will bring forward an evaluation to the City Council in Summer 2025. (Housing Element Program 11) SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 6
The Code Enforcement Division continued to inspect rental housing properties with three or more units, and issue notices to property owners regarding code violations requiring correction. In 2024, the Code Enforcement Division inspected 1,364 units at 54 properties. In addition, Code Enforcement's Residential Building Resale (RBR) program processed 508 transactions. (Housing Element Program 12) In 2024, the San Rafael City Council approved the implementation of a rolling application process for the Notice of Funding Availability for the Affordable Housing Trust Fund. The details of this process are outlined in the Affordable Housing Trust Fund Staff Report This action was taken to allow the City to be able to respond to opportunities that arise in the competitive real estate market and must be acted upon quickly. The amount available through the rolling application process is capped at $250,000 per year, unless the City Council authorizes additional funding, and is dependent on sufficient available funds.

Through this process, San Rafael awarded $250,000 for the acquisition and preservation of a 9-unit apartment building at 1400 Lincoln Ave. (Housing Element Program 16) 2040 General Plan Annual Progress Report
The City of San Rafael has adopted eight State-required elements, and five optional elements as follows:
 Land Use
 Neighborhoods
 Community Design and Preservation
 Conservation & Climate Change
 Parks, Recreation, and Open Space
 Safety and Resilience
 Noise
 Mobility
 Community Services and Infrastructure
 Arts and Culture
 Economic Vitality
 Equity Diversity and Inclusion
 Housing
Selected updates on the implementation of General Plan programs are included in Attachment 1 with the corresponding references to the General Plan Element Implementation Program. Some notable highlights from the APR are provided below.

Land Use
After several years of discussion and input, the City Council amended Titles 2, 14, and 15 of the San Rafael Municipal Code to dissolve the Design Review Board (DRB), transfer their review authority to the Zoning Administrator, Planning Commission or Community and Economic Development Director.

Further, to ensure consistency with timelines found in State law the Conceptual Review portion of the Major Environmental Design Review permit and other preliminary design consultations were removed.

The Ordinance may be found here:
https://publicrecords.cityofsanrafael.org/WebLink/DocView.aspx?id=37322&dbid=0&repo=CityofSanRaf ael.

Conservation and Climate Change (C)
The City Council approved amendments to Title 18 “Protection of Flood Hazard Areas” of the San Rafael Municipal Code on July 15, 2024, to comply with Department of Water Resource (DWR) requirements. (Program C-1.6B)
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 7
Community Design & Preservation (CDP)
The Department of Public Works (DPW) completed its initial phase of tree inventory work, collecting the location and data on over 22,000 trees within 15 feet of a roadway. This data will be added to the City’s asset management system and made available to the public for additional work in support of the City’s tree policy work. (Program CDP-3.5C)
Community Design & Preservation (CDP)
The City Council adopted a Local Roadway Safety Plan (LRSP) on April 4, 2024, that aims to align agencies with the principles of Vision Zero and ensure eligibility for competitive grant programs that require an adopted LRSP.

FISCAL IMPACT:

There is no fiscal impact associated with accepting this report.

COMMUNITY OUTREACH/PUBLIC COMMENT:

Notice of the City Council meeting on this item was published in the Marin IJ.

OPTIONS:

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

1. Receive and accept the report (recommended).

2. Direct staff to return with more information.

3. Take no action.

RECOMMENDED ACTION:

ATTACHMENT:

1. General Plan and Housing Element Annual Progress Reports for 2024 1 MARCH 17, 2025
City of San Rafael
General Plan and
Housing Element
Annual Progress
Reports
2024
2 Introduction
Government Code Section 65400 mandates that local jurisdictions prepare an Annual Progress Report (APR) on the status of the City’s General Plan and progress toward meeting its share of the Regional Housing Need Allocation (RHNA). A copy of the report must be submitted to both the Governor’s Office of Planning and Research (OPR) and the State Department of Housing and Community Development (HCD) by April 1st for the previous calendar year (January 1- December 31). This staff report summarizes the City’s progress in implementing the City’s Housing Element and General Plan during the 2024 calendar year. It includes data on its progress towards meeting its share of RHNA, including data on all housing development applications, entitlements, building permits, and completions using forms prescribed by HCD.

Table of Contents
Housing Element Annual Progress Report City Council Acceptance.............................3 Progress Updates for Selected General Plan Policies for Calendar Year 2024 ..............4 Housing Element APR 2024.........................................................................................7 Attachments – HCD Forms........................................................................................10 3 General Plan and Housing Element
Annual Progress Reports City Council
Acceptance
On March 17, 2025, the San Rafael City Council received and accepted the General Plan and Housing Element Annual Progress Reports for 2024. A copy of the Agenda is available from the City Clerk at City Hall, 1400 Fifth Avenue, or at 415-485-3066. The Agenda is also available online through the City of San Rafael’s Public Records Portal. 4 Progress Updates for Selected General
Plan Policies
On August 2, 2021, the San Rafael City Council adopted General Plan 2040 (“GP” or “General Plan”) and the Downtown Precise Plan. First initiated in 2017, the update of the San Rafael General Plan 2020 was necessary to respond to new issues, priorities, forecasts, state laws, and to incorporate recent City plans and programs. This section contains progress updates for selected General Plan Policies for 2024.

Land Use
After several years of discussion and input, the City Council amended Titles 2, 14 and 15 of the San Rafael Municipal Code to dissolve the Design Review Board (DRB), transfer their review authority to the Zoning Administrator, Planning Commission or Community and Economic Development Director. Further, to ensure consistency with timelines found in State law the Conceptual Review portion of the Major Environmental Design Review permit and other preliminary design consultations were removed. The Ordinance may be found here:
https://publicrecords.cityofsanrafael.org/WebLink/DocView.aspx?id=37322&dbid=0&repo=Ci tyofSanRafael.

To ensure that design remains a consideration in project review, the City Council authorized the restructuring of the Planning Commission with five commissioners having expertise in planning, zoning, and land use, and four having expertise in design. This structure created a well-balanced review authority of seven professionals (with two alternates) with expertise in land use, zoning, planning, and design, with two of the seven, and both alternates, being architects or design professionals. In addition, the Community and Economic Development Director is able to bring in design consultants if there is a need to augment staff expertise related to Director reviews.

Conservation & Climate Change (C)
• The City Council approved amendments to Title 18 “Protection of Flood Hazard Areas” of the San Rafael Municipal Code on 7/15/24 to comply with Department of Water Resource (DWR) requirements. (Program C-1.6B)
5 Community Design & Preservation (CDP)
• The Albert J. Boro Community Center Mural Project was completed. • The Department of Public Works (DPW) completed its initial phase of tree inventory work, collecting the location and data on over 22,000 trees within 15 feet of a roadway.

This data will be added to the City’s asset management system and made available to the public for additional work in support of the City’s tree policy work. (Program CDP3.5C) Equity, Diversity, and Innovation (EDI)
• DPW completed the Grand Ave Cycle Track project which bridges the gap to the Bay Trail and enhances connectivity between the Canal Neighborhood and Downtown. The City Council accepted the project completion on 8/19/24. (Program EDI-2.1A) Community Services and Infrastructure (CSI)
• Rotary Manor Notice of Completion (NOC) approved by the City Council on 2/20/2024 • Sun Valley NOC approved by the City Council on 3/18/2024 • Third Street Safety and Rehab NOC approved by the City Council on 7/15/2024 • Grand Ave Cycle Track NOC approved by the City Council on 8/19/2024 • Downtown Library Contractor Agreement Award approved by the City Council on 9/16/2024
• The City Council approved the Fiscal year (FY) 2024-25 Capital Improvement Program (CIP) and DPW Work Plan. (Program CSI-4.1A)
o https://storage.googleapis.com/proudcity/sanrafaelca/2024/06/4.0-CIPFY2024-25-to-FY2026-27-Related-Work-Plan-compressed.pdfك o https://storage.googleapis.com/proudcity/sanrafaelca/2024/07/8_San-RafaelWork-Plan-revisions-6.06.pdf • DPW and its consultant have made progress on the implementation of an asset management system that will enable the City to maintain an inventory of its assets and support long-range capital planning (Program CSI-4.2A).

Mobility Element
• The City Council adopted a Local Roadway Safety Plan (LRSP) on 4/2/2024. o The LRSP aims to align agencies with the principles of Vision Zero and ensure eligibility for competitive grant programs that require an adopted LRSP. • The City Council approved Caltrans Freitas Roundabout coordination on 8/19/2024. • The City Council authorized the acceptance of Transportation Development Act (TDA) funding on 2/5/2024. There were two awards - $38,000 and $25,000 for the Crosswalk Safety Improvement Project and Francisco Blvd. East Mid-block Crossing Enhancement Project respectively.
6 • The City continues to receive funding from the Transportation Authority of Marin/Metropolitan Transportation Commission (TAM/MTC) – Measure A, AA, and B and Road Maintenance and Rehabilitation (RMRA) funds.

Safety and Resilience
The Fire Department reports the following highlights for the year:

1. Staffing & Resource Deployment Study – In process

2. Emergency Medical Services (EMS) Study – Completed 2024

3. Stations 54 and 55 – Completed 2024

4. Multi-Jurisdictional Local Hazard Mitigation Plan update – Completed 2024

5. 38-Point Wildfire Prevention Plan – Adopted in 2020, Implementation Ongoing 2024

6. Office of Emergency Services (OES) Strategic Plan- Started 2024 – Completed 2024

7. Earthquake Playbook – Started 2024 - Completed 2025

8. Wildfire Playbook – Completed 2024
7 Housing Element APR 2024
State law requires that all cities and counties in California have a compliant Housing Element as part of their General Plan. San Rafael’s 2023-2031 Housing Element was adopted by the City Council on May 15, 2023, and certified by the State of California on June 22, 2023. Government Code Section 65400 includes specific requirements for preparing a Housing Element Annual Progress Report. The APR is reported on a form prescribed by Housing and Community Development. This report includes the City’s progress towards implementing the Housing Element and meeting its share of Regional Housing Needs Allocation (RHNA), including data on all housing development applications, entitlements, building permits, and completions.

SUMMARY TABLE
8 9
10 Attachments - HCD Forms
Date
Application
Submitted
Total
Approved
Units by
Project
2 3 4 6 7
Prior APN+ Current APN Street Address Project Name+
Local
Jurisdiction
Tracking ID
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Date
Application
Submitted
(see
instructions)
Very LowIncome
Deed
Restricted
Very LowIncome
Non Deed
Restricted
Low-Income
Deed
Restricted
Low-Income
Non Deed
Restricted
ModerateIncome Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Total

PROPOSED
Units by
Project
Total

APPROVED
Units by
project
Summary Row: Start Data Entry Below 0 0 0 18 0 2 420 440 227 1115411
1115411
4 CULLODEN
PARK RD B2402-076 ADU R
2/20/2024
1 1 1
18514310 18514310 9 ROBINHOOD
DR B2402-123
ADU R
2/28/2024
1 1 1
1311104 1311104 224

WOODLAND
AVE C
B2401-124
ADU R
1/24/2024
1 1 1
01528125 01528125 12 AQUINAS
DR B2403-065 ADU R
3/14/2024
1 1 1
1407121 1407121 128 MISSION
AVE B2406-017
ADU R
6/3/2024
1 1 1
17814214 17814214 711 BAMBOO
TER B2404-172 ADU R
4/24/2024
1 1 1
17813124 17813124 346 HOLLY DR B2404-104 ADU R
4/15/2024
1 1 1
1223101 1223101 240 C ST B2404-053 ADU R 4/5/2024 1 1 1 1010107 1010107 39 RUSTIC
WAY B2404-095 ADU R
4/12/2024
1 1 1
1018109 1018109 135 FORBES
AVE B2406-089 ADU R
6/12/2024
1 1 1
17802813 17802813 710 PENNY
ROYAL LN B2407-041 ADU R
7/8/2024
1 1 1
16517137 16517137 11 PARK
RIDGE RD B2405-033 ADU R
5/6/2024
1 1 1
1221145 1221145 121 CLORINDA
AVE B2406-042
ADU R
6/5/2024
1 1 1
1207310 1207310 709 C ST UNIT PLAN24-025 2 to 4 R 2/20/2024 4 4 4 1404202 1404202 90 DEER PARK
AVE B2401-036 ADU R
1/3/2024
1 1 1
1124541 1124541 1515 4th St PLAN24-033 5+ R 3/4/2024 155 155 155 17904127 17904127 350

MERRYDALE
RD
PLAN24-081
5+ R
5/23/2024
2 43 45 45
1412327 1412327 930 IRWIN ST PLAN24-098 5+ R 6/14/2024 18 195 213 18517101 18517101 151

ROLLINGWOO
D DR
B2405-046
ADU R
5/7/2024
1 1 1
17531121 17531121 16 NOVA
ALBION WAY B2402-089 ADU R
2/22/2024
1 1 1
1201635 1201635 207 TERRACE
AVE B2403-166
ADU R
3/27/2024
1 1 1
1222214 1222214 221 D ST B2407-043 ADU R 7/8/2024 1 1 1 17804143 17804143 482 LAS
COLINDAS RD B2410-080
ADU R
10/14/2024
1 1 1
17504202 17504202 85 ESMEYER
DR B2408-126 ADU R
8/20/2024
1 1 1
16506313 16506313 913 PATRICIA
WAY B2406-183
ADU R
6/28/2024
1 1 1
16517137 16517137 11 PARK
RIDGE RD A B2405-033 ADU R
5/6/2024
1 1 1
01117225 01117225 1134 MISSION
AVE B2203-065 ADU R
7/8/2024
1 1 1
Table A
1 5
Project Identifier Unit Types Proposed Units - Affordability by Household Incomes Housing Development Applications Submitted
Total
Disapproved
Units by
Project
Streamlining Application
Status Project Type Notes
8 9 11 12 13
Total

DISAPPROVE
D Units by
Project
Please select
state
streamlining
provision/s the
application was
submitted
pursuant to.

Did the housing
development application
seek incentives or
concessions pursuant to
Government Code
section 65915?
Were
incentives or
concessions
requested
pursuant to
Government
Code section
Please
indicate the
status of the
application.

Is the project
considered a
ministerial
project or
discretionary
project?
Notes+
0 0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Approved Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Approved Discretionary
0 NONE No No Pending Ministerial
0 NONE Yes Yes Approved Discretionary
0 NONE Yes Yes Approved Discretionary
NONE Yes No Pending Discretionary
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Pending Ministerial
0 NONE No No Approved Ministerial
0 NONE No No Approved Ministerial
Table A
Density Bonus Law Applications
10 Jurisdiction San Rafael ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2024
(Jan. 1 - Dec.
31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning
Period 6th Cycle 01/31/2023 - 01/31/2031
Table A2
2 3 5 6
Prior APN+ Current APN Street Address Project Name+
Local
Jurisdiction
Tracking ID
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very LowIncome Deed
Restricted
Very LowIncome Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
ModerateIncome
Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Entitlement
Date Approved
# of Units
issued
Entitlements
Very LowIncome
Deed
Restricted
Very LowIncome Non
Deed
Restricted
LowIncome
Deed
Restricted
Summary Row: Start Data Entry Below 0 0 143 12 0 2 1503 1660 0 0 0 17813124 17813124 346 HOLLY DR B2404-104 ADU R 1 9/10/2024 1 1124541 1124541
1515 4th PLAN24-033 5+ R 155 7/23/2024
155
1207310 709 C St PLAN24-025 2 to 4 R 4 12/16/2024 4
2 to 4 R 0 0
2 to 4 0 0
2 to 4 0 0
17904127 17904127 350 MERRYDALE
RD PLAN24-081 5+ R 2 43 10/23/2024 45
175-060-12, 175-
060-40, 175-060-
59, 175-060-61,
175-060-66 & 175-
060-6
175-060-12, 175-
060-40, 175-060-
59, 175-060-61,
175-060-66 & 175-
060-6 5800 Northgate Dr
Northgate
ED 21-024
5+ R 143 1279 12/16/2024
1422
1007113 1007113 419 FORBES AVE B2409-190 ADU R 1
12/04/2024
1 16517137 16517137 11 Park Ridge B2405-033 ADU R 1 10/21/2024 1 01117225 01117225 1134 Mission B2203-065 ADU R 1 03/12/2024 1 01313201 01313201 116 Southern B2210-048 ADU R 1 0 01/02/2024 1 01025113 01025113 155 TAMAL VISTA
DR B2210-048 ADU R 0 1
01/18/2024
1 18417106 18417106 335 RIVIERA DR B2306-158 ADU R 1 0 03/19/2024 1 01314101 01314101 385 IRWIN ST B2310-139 ADU R 1 03/05/2024 1 01408315 01408315 532 5TH AVE B2302-042 ADU R 1 04/11/2024 1 17517120 17517120 640 TARRAGON DR B2310-084 ADU R 1 04/23/2024 1 01217210 01217210 103 ROSS ST B2211-108 ADU R 2 02/20/2024 2 01222205 01222205 111 SAN RAFAEL AVENUE B2203-203 ADU R 1 03/06/2024 1 01123208 01123208 20A IDA ST B2204-110 ADU R 1 0 04/18/2024 1 01508101 01508101 216A MOUNTIAN VIEW AVE B2206-085 ADU R 1 04/02/2024 1 01501103 01501103 320 GLEN PARK AVE APT 1 B2312-103 ADU R 1 08/02/2024 1 01018501 01018501 4 EYE ST B2311-094 ADU R 1 0 01/18/2024 1 1518110 1518110 833 BELLE AVE B2311-121 ADU R 1 0 08/19/2024 1 01528125 01528125 12A AQUINAS DR B2403-065 ADU R 1 5/21/2024 1 01221145 01221145 121 CLORINDA AVE B2406-042 ADU R 1 12/10/2024 1 01407121 01407121 128 MISSION AVE B2406-017 ADU R 1 8/22/2024 1 01018109 01018109 135 FORBES AVE B2406-089 ADU R 1 09/30/2024 1 01313424 01313424 142 BUNGALOW AVE B2404-209 ADU R 1 07/25/2024 1 01311104 01311104 224 WOODLAND AVE B2401-124 ADU R 1 05/09/2024 1 01223101 01223101 240 C ST B2404-053 ADU R 1 09/18/2024 1 01010107 01010107 39 RUSTIC WAY B2404-095 ADU R 1 09/18/2024 1 01115411 01115411 4 CULLODEN PARK RD B2402-076 ADU R 1 05/06/2024 1 17802813 17802813 710 PENNY ROYAL LN B2407-041 ADU R 1 10/07/2024 1 17814214 17814214 711 BAMBOO TER B2404-172 ADU R 1 09/05/2024 1 17505235 17505235 823 TAMARACK DR B2410-105 ADU R 1 12/12/2024 1 18514310 18514310 9 ROBINHOOD DR B2402-123 ADU R 1 05/07/2024 1 01404202 01404202 90 DEER PARK AVE B2401-036 ADU R 1 03/20/2024 1 17812111 17812111 1059 LAS PAVADAS AVE B2404-177 ADU R 1 06/06/2024 1 1 Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Building 4 7
Note: "+" indicates an optional field
Project Identifier
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units in grey contain auto-calculation formulas
Streamlining Infill
8 9 11 12 13 14 15 16
LowIncome
Non Deed
Restricted
ModerateIncome
Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Building
Permits Date
Issued
# of Units Issued
Building Permits
Very LowIncome
Deed
Restricted
Very LowIncome
Non Deed
Restricted
LowIncome
Deed
Restricted
LowIncome
Non Deed
Restricted
ModerateIncome
Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Certificates of
Occupancy or other
forms of readiness
(see instructions)
Date Issued
# of Units
issued
Certificates of
Occupancy or
other forms
of readiness
How many of
the units
were
Extremely
Low Income?
Please select the
state
streamlining
provision the
project was

APPROVED
pursuant to.
(may select
multiple)
Infill Units?
Y/N+
Assistance
Programs for Each
Development
(may select multiple
- see instructions)
12 0 0 26 38 0 0 0 0 0 0 3 3 0
1 9/10/2024 1 1 12/5/2024 1 NONE N
0 0 NONE Y
4 12/16/2024 4 0 0 NONE N
0 0
0 0
0 0
0 0
0 0
1 12/04/2024 1 0
1 10/21/2024 1 0
1 03/12/2024 1 0
1 0 01/02/2024 1 0
1 1/18/2024 1 0
1 0 03/19/2024 1 0
1 03/05/2024 1 0
1 04/11/2024 1 0
1 04/23/2024 1 0
2 2/20/2024 2 12/3/2024 0
1 3/6/2024 1 0
1 0 04/18/2024 1 0
1 04/02/2024 1 0
1 08/02/2024 1 0
1 0 01/18/2024 1 1 8/29/2024 1
1 0 08/19/2024 1 1 8/26/2024 1
1 5/21/2024 1 0
1 12/10/2024 1 0
1 8/22/2024 1 0
1 09/30/2024 1 0
1 07/25/2024 1 0
1 05/09/2024 1 0
1 09/18/2024 1 0
1 09/18/2024 1 0
1 05/06/2024 1 0
1 10/07/2024 1 0
1 09/05/2024 1 0
1 12/12/2024 1 0
1 05/07/2024 1 0
1 03/20/2024 1 0
1 06/06/2024 1 0
Affordability by Household Incomes - Building Permits Affordability by Household Incomes - Certificates of Occupancy 7 10
: "+" indicates an optional field
Housing with Financial Assistance
and/or Deed Restrictions
Housing without
Financial Assistance or
Deed Restrictions
Term of
Affordability or
Deed Restriction
Notes
17 18 19 20 21 22 23 24 25
Deed Restriction
Type
(may select
multiple - see
instructions)
For units affordable
without financial
assistance or deed
restrictions, explain how
the locality determined the
units were affordable
(see instructions)
Term of Affordability
or Deed Restriction
(years) (if affordable
in perpetuity enter
1000)+
Number of
Demolished/Destro
yed Units
Demolished
or Destroyed
Units
Demolished/
Destroyed
Units
Owner or
Renter
Total Density Bonus
Applied to the Project
(Percentage Increase in
Total Allowable Units or
Total Maximum Allowable
Residential Gross Floor
Area)
Number of Other
Incentives,
Concessions,
Waivers, or Other
Modifications Given
to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the
incentives,
concessions,
waivers, and
modifications
(Excluding
Parking Waivers
or Parking
Modifications)
Did the project
receive a reduction or
waiver of parking
standards? (Y/N)
Notes+
0 0
DB Senior 0 20.0%
12 Development
Standards Modification No
INC
Density Bonus Housing with Financial Assistance
and/or Deed Restrictions Demolished/Destroyed Units
Jurisdiction San Rafael ANNUAL ELEMENT PROGRESS REPORT
Reporting Year 2024 (Jan. 1 - Dec. 31) Housing Element Implementation Planning Period 6th Cycle 01/31/2023 - 01/31/2031
1 Projection
Period 3 4
RHNA Allocation
by Income Level
Projection
Period -
06/30/2022-
01/30/2023
2023 2024 2025 2026 2027 2028 2029 2030 2031
Total Units to
Date (all
years)
Total Remaining
RHNA by
Income Level
Deed Restricted - 40 - - - - - - - -
Non-Deed Restricted - - - - - - - - - -
Deed Restricted 1 - - - - - - - - -
Non-Deed Restricted 14 13 12 - - - - - - -
Deed Restricted - - - - - - - - - -
Non-Deed Restricted - - - - - - - - - -
Above Moderate 1,350 14 56 26 - - - - - - - 96 1,254
3,220
29 109 38 - - - - - - - 176 3,044
5 6 7
Extremely lowIncome Need 2023 2024 2025 2026 2027 2028 2029 2030 2031 Total Units to Date
Total Units
Remaining
429 40 - - - - - - - - 40 389
VLI Deed Restricted
VLI Non Deed Restricted
LI Deed Restricted
LI Non Deed Restricted
MI Deed Restricted
MI Non Deed Restricted
Above Mod Income
452
Please note: For the last year of the 5th cycle, Table B will only include units that were permitted during the portion of the year that was in the 5th cycle. For the first year of the 6th cycle, Table B will only include units that were permitted since the start of the planning period. Projection Period units are in a separate column.

Total RHNA
Total Units
Income Level
Very Low
Low
Extremely Low-Income Units*
Note: units serving extremely low-income households are included in the very low-income RHNA progress and must be reported as very low-income units in section 7 of Table A2. They must also be reported in the extremely low-income category (section 13) in Table A2 to be counted as progress toward meeting the extremely low-income housing need determined pursuant to Government Code 65583(a)(1). *Extremely low-income housing need determined pursuant to Government Code 65583(a)(1). Value in Section 5 is default value, assumed to be half of the very low-income RHNA. May be overwritten.

Progress toward extremely low-income housing need, as determined pursuant to Government Code 65583(a)(1).

Please Note: Table B does not currently contain data from Table F or Table F2 for prior years. You may login to the APR system to see Table B that contains this data.

Please note: The APR form can only display data for one planning period. To view progress for a different planning period, you may login to HCD's online APR system, or contact HCD staff at [email protected]. 521
40 This table is auto-populated once you enter your jurisdiction name and current year data. Past year information comes from previous APRs. - Moderate
857
492
521
Please contact HCD if your data is different than the material supplied here 40 2
Table B
Regional Housing Needs Allocation Progress
Permitted Units Issued by Affordability
817
Jurisdiction San Rafael
Reporting Year 2024 (Jan. 1 - Dec. 31)
1 2 3 4
Name of Program Objective Timeframe in H.E Status of Program Implementation 1: Housing and
Homelessness Division
Create a Housing and Homelessness
Division within the Community
Development Department.
2023
In 2023, the City established a Housing and Homelessness Division within the Community Development Department and hired two additional staff members for the division, bringing the total staffing to three people. In 2024, the City Manager's Office (CMO) transferred the division director and analyst position to a newly formed Community Services Division within the CMO. The Division is dedicated to enhancing quality of life for all residents, with a special focus on disadvantaged, historically underserved, and vulnerable populations. For the foreseeable future, the focus of their work will be on homelessness response.

The analyst position continues to work cross-divisionally on housing and homelessness. The Community Development Department hired an Assistant Director overseeing Housing and Economic Development, and Housing and Economic Development staff collaborate on housing development projects. 2: Extremely Low-Income
Housing Resources
Expand housing resources and
supportive services for extremely low
income households.

Ongoing
In 2024, construction continued on the conversion of an office building at 3301 Kerner Blvd into 40 units of permanent supportive housing, a project that received both City and County funding. The project will be completed in the first half of 2025.
3: Funding and Resources
to Prevent and Reduce
Homelessness
Continue to actively seek funding for
strategies that prevent homelessness
and help San Rafael residents
experiencing homelessness in securing
a place to live and access to the
services they require.

Ongoing
In 2024, the City, in partnership with Marin County, was awarded a $5,999,241 Encampment Resolution Funding Round 3 (ERF-3) grant. These funds will support improved living conditions and housing services for individuals residing in the Mahon Creek Area encampment, including interim shelter, housing-based case management, sanitation, and supportive services. Additionally, the City received a $1,000,000 grant from a combination of state and local funds, which has facilitated the development of a Sanctioned Camping Area (SCA) along a portion of the Mahon Creek Path. The SCA currently serves 50 participants, with an additional 15 individuals—totaling 65—receiving housing-based case management, outreach, and other services to help secure permanent housing through June 2027.
4: Emergency Shelter
Capacity
Provide emergency shelter capacity
sufficient to meet local needs. Ongoing
The 2024 PIT Count for San Rafael showed 264 unsheltered individuals in the city. Staff have been collaborating with the County and consultants to identify opportunities and funding to increase shelter capacity. In 2024, City and Marin County staff initiated regular partnership meetings to identify a potential location for a housing-focused, interim shelter site, which would be developed using partial ERF-3 grant funding.
5: Public Information and
Engagement
Expand awareness of housing laws,
programs, and resources provided by
the City and by other agencies and
organizations through a comprehensive,
multi-lingual community outreach and
engagement initiative.

Annually
In 2024, staff launched a series of housing workshops for Spanish-speaking tenants. Workshop topics include the types of below market rate housing that exist in Marin and who is eligible, fair housing law, code enforcement, and tenant protection policies. The workshops will continue through Spring 2025 and are helping to inform additional community outreach materials and strategies. 6: Fair Housing Program
Administration
As part of the Cooperative Agreement
with the County on CDBG funding,
direct a portion of the City’s allocation
to a local fair housing assistance
program.

Ongoing In May, City Council approved continued countywide CDBG funding for Fair Housing Advocates of Northern California.
7: Affirmative Marketing of
Housing Opportunities
Affirmatively market local affordable
housing opportunities to include groups
that have historically been
disadvantaged in the local housing
market.

Ongoing
The City requires affordable housing developers requesting funding from the Affordable Housing Trust Fund to provide an affirmative marketing plan for review as part of their application.
8: Latinx Community
Capacity Building and
Engagement
Undertake a capacity-building and
educational program designed to
increase understanding of the housing
system by the City’s Latinx community.
2024
In 2024, staff launched a series of housing workshops for Spanish-speaking tenants. Workshop topics include the types of below market rate housing that exist in Marin and who is eligible, fair housing law, code enforcement, and tenant protection policies. The workshops will continue through Spring 2025 and are helping to inform additional community outreach materials and strategies.

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.

Table D
Program Implementation Status pursuant to GC Section 65583 9: Interjurisdictional
Housing Activities
Collaborate with Marin County, cities
and towns to address regional planning
and housing issues. Remain open to
alignment on programs to increase
housing supply and further fair housing.

Ongoing
San Rafael, the County of Marin, and other Marin jurisdictions expanded the Napa-Sonoma ADU Center's services into Marin through a multi-jurisdictional services agreement. The Center provides additional support and resources for homeowners interested in constructing ADUs. Based on a cooperative agreement with the County of Marin, the City continues to participate in a single joint countywide program for CDBG and HOME allocations on an annual basis.

For the first time in 2025, the City plans to include its Notice of Funding Availability for its Affordable Housing Trust Fund with the County's "SuperNOFA," creating a more streamlined experience for applicants who wish to apply for City and County funding sources. In July 2024, updated commercial linkage fees went into effect, which were based on a joint study commissioned by multiple Marin County jurisdictions. Together with San Rafael and other Marin jurisdictions, the County of Marin is developing a scope for the Infill Builders Association to organize a developer forum. The purpose is to share promising Housing Element sites, gain a better understanding of what questions developers have about Marin jurisdictions’ zoning, entitlement processes, etc., and what would be helpful for developers who are interested in developing in Marin. The Infill Builders Assn will produce a report for the public and local decisionmakers with findings from the discussion and recommendations to address barriers to housing development, specifically on infill sites in Marin County.
10: Just Cause for Eviction
Maintain and monitor effectiveness of
local just cause for eviction regulations.

Require rental property owners to
provide relocation assistance to lowincome tenants in no-fault evictions.

Ongoing
Staff regularly respond to tenant and landlord inquiries and provide education and information regarding the City's Cause for Eviction policy. Staff enforce relocation assistance requirements by reviewing permit applications for renovation/remodel that could displace tenants. In April 2024, the City adopted an urgency ordinance that applies to the Canal Opportunity Zone and is in effect through December 2026. The policy requires landlords to offer tenants the right to return to their unit after substantial repairs requiring temporary relocation are completed. If the tenant wants to return to the unit after repairs are completed, the tenant must continue to pay rent while the unit is being repaired to maintain the existing lease. While the unit is being repaired, the landlord must either pay the tenant a daily amount to cover the cost of temporary lodging, or provide a comparable unit on the property or another property in San Rafael. 11: Tenant Protection
Measures
Evaluate existing and additional
measures to protect tenants from
eviction or the loss of housing due to
economic or other factors. Implement
new measures based on their viability
and community feedback.
2025
In 2024, in addition to gathering feedback through tenant workshops, San Rafael participated in a multi-jurisidictional anti-displacement education and outreach initiative called Rooted in Marin (www.rootedinmarin.org). From August to November 2024, the project team heard from communities across Marin about their experiences and housing concerns through a countywide survey, community workshop, and focus groups. An Advisory Committee of representatives from key community stakeholder groups provided strategic guidance throughout the project. The project team researched and analyzed antidisplacement policies identified during the community engagement process and compiled a draft report outlining the community engagement process, feedback received, and information on relevant policies, including feasibility analysis and case studies from other jurisdictions. San Rafael staff plan to use the information gathered through Rooted in Marin in combination with City-specific data, feedback gathered through tenant housing workshops, and an evaluation of existing City policies. The report will be finalized in Spring 2025. Additionally in 2024, staff began assembling and analyzing data on existing City policies including Just Cause for Eviction, Mandatory Mediation, and Relocation Assistance, and will bring forward an evaluation to City Council in 2025. 12: Periodic Housing
Inspection Program
Continue and strengthen the Periodic
Housing Inspection Program to ensure
the safety and habitability of the rental
housing stock.

Ongoing
The Code Enforcement Division continued to inspect rental housing properties with three or more units and issue notices to property owners regarding code violations requiring correction. In 2024, the Code Enforcement Division inspected 1364 units at 54 properties.
13: Code Enforcement
Program
Provide effective code enforcement
efforts in all neighborhoods to abate
unsafe or unsanitary conditions.

Organize service delivery around
principles of equity and inclusion.

Ongoing The Code Enforcement Division continued to respond to inspection requests from tenants throughout the City.
14: Residential Building
Record (RBR) Program
Continue residential building
inspections at the time of sale to ensure
the safety and habitability of units.

Ongoing In 2024, Code Enforcement's RBR program processed 508 transactions. 15: Increasing Equity in
Home Maintenance
Support lower income households in
maintaining their homes and increase
their ability to participate in and reap the
benefits of housing sustainability
initiatives.

Ongoing
In May, the City Council approved allocation of CDBG funding for the Residential Rehabilitation Loan Program, which provides low-interest loans and technical assistance to qualified very low-income homeowners to make basic repairs, correct substandard conditions, and eliminate hazards around the home. 16: Funding for Affordable
Housing
Increase funding for affordable housing
through the City’s Affordable Housing
Trust Fund and other sources.

Ongoing
In 2024, the San Rafael City Council approved the implementation of a rolling application process for acquisitions. The amount available through the rolling application process is capped at $250,000 per year, unless the City Council authorizes additional funding, and is dependent on sufficient funds being available. Through this process, San Rafael awarded $250,000 for the acquisition and preservation of a 9-unit apartment building at 1400 Lincoln Ave. 17: Affordable Housing
Requirements for
Residential and
Commercial Development
Maintain affordable housing
requirements for market-rate residential
and commercial developments. Monitor
the effectiveness of the City’s affordable
housing policy and periodically revise to
reflect changing housing market
conditions.

Ongoing
Updated commercial linkage fees went into effect on July 1, 2024. The City began working with consultants to evaluate its current inclusionary housing requirement, which was adopted in 2021. Staff anticipates bringing forward an evaluation and recommendation to the City Council in 2025. 18: Pro-Housing City
Designation
Apply for designation as a “Pro-Housing
City” by the State of California. 2023
Staff completed an initial assessment of the City's eligibility and competitiveness for the Pro-Housing City Designation. Due to limited staff capacity, the target date for applying has been moved to 2026.
19: Air Rights Strategic
Plan
Develop an official City process for
developing housing in air rights on
municipally-owned sites, including
Downtown municipal parking lots. The
process should support and promote
public-private partnership opportunities
that result in new housing on these
sites.
2027
In December 2023, the City issued a Request for Proposals for development of affordable housing on a City-owned property at 519 4th St. Through that process, the City Council adopted Resolution 15286 to declare the property as surplus land in compliance with the California Surplus Lands Act and selected Abode Housing Development (Abode) as a development partner. The City and Abode entered into an Exclusive Negotiating Agreement in September 2024. Abode proposes to construct 56 affordable apartments, with 28 units (50%) set aside for permanent supportive housing and people experiencing homelessness. Abode is seeking funds necessary to develop a complete planning package to secure entitlements in 2025/2026.

Staff have applied for funding for preliminary evaluation of other publicly owned sites and is waiting to hear back regarding the application status. 20: Precise Plan for North
San Rafael
Prepare a Precise Plan (or equivalent
planning document) for the North San
Rafael Priority Development Area (PDA).
2027
Staff drafted a Request for Proposals (RFP) for a consultant team to prepare the neighborhood plan for the PDA. The goal is to finalize the RFP for issuance in mid March 2025 and award the contract in May, with project kick-off in Summer 2025.
21: Precise Plan for
Southeast San Rafael
Prepare a Precise Plan (or an equivalent
planning document) for the Southeast
San Rafael Priority Development Area
(PDA).
2027
Staff drafted a Request for Proposals (RFP) for a consultant team to prepare the neighborhood plan for the PDA. The goal is to finalize the RFP for issuance in mid March 2025 and award the contract in May, with project kick-off in Summer 2025.
22: Accountability
Reporting
Provide periodic updates on progress
toward Housing Element implementation
and other City Council and community
housing priorities.

Annually
In March 2024, the City provided an update to the City Council on Housing Element implementation progress, construction of ADUs, implementation of state laws such as SB9 and SB 35, and other housing policy priorities previously identified by the community and City Council.
23: Monitoring and
Marketing of Housing
Opportunity Sites
Maintain capacity to meet the RHNA at
all times during the 2023-2031 planning
period and add new sites as
opportunities arise. Make the list of
housing opportunity sites (Appendix B)
available to prospective developers and
the public.

Ongoing
The housing opportunity sites were adopted as part of the Housing Element in May 2023 and certified by the state in June 2023. Since then, City staff have met with a number of developers to discuss potential sites. The City continues to maintain capacity to meet the RHNA. The Housing Element is available on the City's website at sanrafaelhousing.org.
24: By Right Development
Along Commercial
Corridors
Develop a list of sites located along
commercial corridors that could be
prime for by right development under
Assembly Bill 2011 (AB 2011).
2025 No Action
25: Objective Design
Standards for Multi-Family
Housing
Adopt objective design and
development standards (ODDS) to
expedite project approvals for all “by
right” multifamily housing projects.
2023
The City Council adopted preliminary ODDS in Spring 2024. Staff continues to evaluate and plans to bring forward a refined version of the ODDS for City Council consideration.
26: Accessory Dwelling
Units (ADUs)
Expand resources and reduce barriers
for the construction of ADUs and Junior
ADUs (JADUs) in San Rafael
neighborhoods.

Ongoing
San Rafael, the County of Marin and other Marin jurisdictions have expanded the Napa-Sonoma ADU Center services into Marin to provide additional support and resources for homeowners interested in constructing ADUs. The ADU Center’s program launched for residents in Marin County on April 1, 2024. Marin homeowners are eligible for one-on-one feasibility consultations and have access to informational webinars and a list of recommended vendors. 27: Lot Splits and
Duplexes
Implement Senate Bill 9 (SB 9)
regulations and update the City’s
website with information to support
property owners pursuing lot splits and
duplexes on qualifying single-family
lots.
2024
Lot Splits and Duplexes has been implemented. Staff developed a checklist for SB 9 Development Submittal Requirements that is publicly available online and continues to track data on the number of SB 9 applications and the number of units created through these applications.
28: Housing on
Institutional and Religious
Properties
Support housing development on
institutional and religious properties. 2031 City staff met with religious community leaders for preliminary conversations regarding possible housing development opportunities. 29: Conversion of
Residential and NonResidential
Discourage conversion of residential
units to non-residential uses, and limit
loss of rental housing stock. Encourage
conversion from commercial/office
space to residential use.
2026
Staff enforced the City's existing condominium conversion regulations that prohibit the loss of rental housing stock when the vacancy rate is below 5.0 percent.

Construction continued at 3301 Kerner to convert an office building into permanent supportive housing. The project will be completed by Spring 2025. 30: Preservation of At-Risk
Housing
Protect affordable housing options,
including affordable housing units in
subsidized projects that are at risk of
reverting to market rate rents during the
planning period.

Ongoing
The City maintained existing rent stabilization for mobile home parks.

The City awarded funds for the acquisition of a 9-unit apartment building at 1400 Lincoln for preservation as deed-restricted affordable housing.

In December, staff applied to be part of a statewide public sector learning cohort focused on preservation of unsubsidized small to medium multifamily properties.
31: Monitoring the Status
of BMR Units
Monitor the status of affordable units
created through local inclusionary
housing requirements to ensure that
they are occupied by qualifying
households and rented or sold at
affordable rates.

Ongoing The City continued its agreement with Marin Housing Authority for monitoring of BMR ownership and rental units.
32: Housing Resources for
Older Adults
Begin to implement Age-Friendly San
Rafael Strategic Plan recommendations. 2025 The Vivalon Healthy Aging Campus at 999 Third St officially opened in early 2024, providing 66 new units of affordable housing for older adults. 33: Adaptable and
Accessible Housing
Create additional housing resources for
persons with disabilities, including
developmental disabilities.
2026
City staff attended meetings of disability advocates and service providers to learn more about what's needed to enhance accessibility in San Rafael's housing and to open the door for future communication and collaboration. 34: Residential Care
Facilities and NonLicensed Group Homes
Facilitate the development of large and
small residential care facilities and nonlicensed group homes in San Rafael.2027 No Action 35: Affordable Housing for
Large Families
Creative incentives that result in a larger
percentage of apartments that are three
bedrooms or more in affordable housing
developments.
2025 Provision of units for larger families continues to be a scoring consideration for the City’s Notice of Funding Availability for the Affordable Housing Trust Fund. 36: Review of
Development Fees and
Waiver/Deferral Policies
Review and update the master fee
schedule periodically to reflect the costs
of delivering City services and to reduce
fee burdens for affordable housing
projects, where possible.
2025 No Action
38: Incentives for Lot
Consolidation
Develop tools to facilitate the
consolidation of small lots into larger,
more developable sites, especially in
Downtown San Rafael, including a
voluntary merger process that allows
two parcels to be combined into a single
parcel, consistent with the Subdivision
Map Act.
2027 No Action
39: Affordable Housing
Incentives
Implement State and local density bonus
programs, including allowances for
additional height and concessions and
waivers to development standards for
projects with affordable housing.
2024
Staff worked with consultants to collect feedback on the City's local density bonus from developers who chose to use State density bonus rather than local density bonus for their projects in San Rafael. This information will inform future modifications to City policy.
40: Water and Sewer
Priority
Establish written procedures so that
projects with affordable housing units
are granted priority for water and sewer
connections in the event of future
service limitations.
2024
In staff conversations with affordable and market-rate developers, developers often identify utilities as a key concern/obstacle. Staff has initiated conversations with water and sewer service providers to better understand their challenges and capacity and will use the information gathered to formulate recommendations on this topic.
41: Streamlining of
Development Approval
Implement measures to streamline the
development approval process and
reduce the time required between
project proposal and project entitlement.
2027
The City created an Inter-department Review Committee to provide meaningful feedback to development teams at the pre-proposal stage. In addition, the City revised the municipal code to remove the Design Review Committee and reallocated the role of the Board to other bodies of decision. 42: Zoning Text and Map
Revisions
Complete strategic revisions to the San
Rafael Zoning Ordinance to better
achieve Housing Element objectives.
2026 The City will be initiating a comprehensive zoning code update in 2025. 43: Revisions to Parking
Standards
Complete an evaluation of residential offstreet parking standards to reduce parking as a housing development
expense.
2023
The City complies with all state requirements related to parking standards and continues to provide parking reductions for residential and mixed-use projects that incorporate bicycle parking, e-bikes, and parking lifts. 44: Monitoring of
Approved Development
Projects
Convene regularly-scheduled meetings
with residential developers following
project entitlement to identify any issues
impacting project schedules and actions
the City can take to address regulatory
or permitting constraints.

Ongoing
The Community and Economic Development Director, planning and housing staff continued to communicate with and outreach to residential developers to help facilitate projects in the development pipeline. Some projects that stalled post-entitlement are now making progress toward building permit issuance. ____________________________________________________________________________________

FOR CITY CLERK ONLY
File No.: _______________________________
Council Meeting: _______________________
Disposition: ___________________________
Agenda Item No: 6.a
Meeting Date: March 17, 2025

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Library and Recreation
Prepared by: Catherine Quffa,
Library & Recreation Director
City Manager Approval: ______________
TOPIC: UPDATE ON DRAFT TERRA LINDA PARK AND COMMUNITY CENTER

ENHANCEMENT PLAN
SUBJECT: PRESENTATION AND UPDATE ON DRAFT TERRA LINDA PARK AND COMMUNITY

CENTER ENHANCEMENT PLAN
RECOMMENDATION:

Staff recommends that the City Council accept the update and provide feedback on the draft Terra Linda Park and Community Center Enhancement Plan.

BACKGROUND:

In 2021 and 2022, the City completed a comprehensive Citywide Parks and Recreation Master Planning (CPRMP) process. That process included an assessment of the existing parks and recreation facilities, an evaluation of the community’s recreational needs, and the development of a prioritized set of recommendations. One of the top priorities from the CPRMP was creating a master plan specifically for the Terra Linda Community Park.

The Terra Linda Community Park is located at 670 del Ganado Road and is the City’s only community park in Northern San Rafael (as defined by the City’s General Plan 2040 Parks, Recreation, and Open Space Element). It comprises approximately 2.9 acres and includes a community center, playground, basketball court, lawn and pathways, parking lot, and an outdoor pool complex.

There will be increased housing development in the coming years, increasing the demand on the Terra Linda Community Park and providing a potential funding source for improvements. While the park is one of the primary recreational facilities in North San Rafael, its current size requires creativity and intentionality when planning for increased capacity.

On February 20, 2024, the City Council approved a professional services agreement with Gates + Associates to provide project management, data gathering and site evaluation, public engagement, and SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ultimately, a final plan that includes funding strategies, a cost estimate, phasing strategy, and master plan document for the Terra Linda Park and Community Center.

The City launched the planning process in Spring 2024 with an assessment of the existing conditions.

The project team simultaneously launched the first round of community engagement, which included an online survey, pop-up events, and community meetings. The first round of community engagement sought to understand what the community values most in the current facility and what improvements they would like to see. Through the outreach process, the community shared that the Terra Linda Park and Community Center are valued public resources that would benefit from a variety of enhancements to encourage social gathering, learning, and play. Play areas, picnic areas, natural features, and recreation activities/programs were aspects of the site that the community wanted to see upgraded or expanded.

The community also emphasized the need for a park and community center that are flexible, comfortable, and safe while encouraging play, social gatherings, and appreciation for nature.

Based on the community feedback, the project team developed three concepts for the park and community center. Those concepts are included in Attachment 1. In September and October 2024, these concepts were shared with the community through an online survey, community meetings, and the Movie in the Park event at Terra Linda Park. The feedback on the different concepts was incorporated into a proposed preferred site design, which is included in Attachment 2.

ANALYSIS:

The preferred site design will be the foundational element of the Terra Linda Park and Community Center Enhancement Plan. The proposed design is based on the community’s favorite concept while also incorporating popular elements from the other concepts to develop a cohesive plan that meets diverse community needs. The overall goal of the design is to enhance recreational opportunities and strengthen community ties, making it a vital asset for the future of San Rafael.

The design features an expanded playground, which was the top community priority throughout the rounds of community engagement. It also proposes a generous, reservable picnic area, and several smaller picnic spots are strategically placed around the playground’s perimeter to encourage social activity. The park’s northern section features a spacious lawn that complements the playground, providing a space for families and friends to gather and relax.

The proposal replaces the existing 1960s community center with an expanded, state-of-the-art two-story building. The first floor includes versatile meeting rooms, creative spaces for ceramics and arts, modern fitness and enrichment areas, and administrative offices. An optional second floor features a library to create a hub for learning and connection. Outdoor access is designed to enhance the community center experience, with a flexible community room for events that opens into a large gathering plaza and a dedicated fine arts and ceramics room leading to a ceramic's courtyard.

An entry plaza and promenade with public art, comfortable seating walls, and a grove of trees is intended to create a more inviting entryway to welcome visitors and connect Del Ganado Road to the heart of the park. Adjacent to the community center, a new half-basketball court with a single hoop integrates into the plaza, promoting physical activity and social interaction.

In addition to the preferred site design, the project team has developed a draft phasing plan, which is included in Attachment 1. The intent of the phasing plan is to provide the City with options for implementing portions of the preferred concept as funding and capacity allow. The phasing plan has been designed so that the phases can be implemented in any order. It includes three different phases (blue, SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
purple, and yellow) for the proposed park improvements, as well as a building phase for the community center.

The yellow phase contains the most significant park improvements, including expanding the playground, developing a new reservable picnic area, and improving the landscaping, lawn, and north entrance to the park. The purple phase, which includes the plaza, promenade, and half basketball court, is intended to be completed concurrently with the building phase. The blue phase includes improvements to the northeast corner of the park, which is currently underutilized and underdeveloped.

On February 13, 2025, the preferred site design and phasing plan were presented to the Park & Recreation Commission, which was well attended by the community. Overall, Commissioners and community members shared excitement about the preferred design and the future of the site. Feedback included an emphasis on the importance of planning for the popular ceramics program, a desire for the facility to serve as a resilience/emergency resource, and questions about how a two-story building could be designed to match the aesthetic and feel of the neighborhood.

The project team is seeking feedback from the Council on the design, which will be incorporated into the final enhancement plan with cost estimates, funding strategies, and environmental review. Note that the implementation of this plan is contingent upon the City’s ability to identify and secure the required funding.

COMMUNITY OUTREACH:

The planning process for the Terra Linda Park and Community Center Enhancement Plan included two rounds of community engagement, as well as public review through the Park & Recreation Commission.

The first round of community engagement reached over 400 participants through an online survey, two pop-up events at Terra Linda Park and Ounces Outdoors, an in-person community meeting at the Terra Linda Community Center, and a virtual community meeting. Community engagement opportunities were promoted through a postcard mailer that was sent to more than 3,000 residences, online e-blasts utilizing the recreation and City email lists, targeted emails to North San Rafael neighborhood associations and community groups, social media posts, and posters at the park, community center, and surrounding businesses.

The second round of community engagement also reached over 400 people through an online survey, a Movie in the Park event at Terra Linda Park, an in-person community meeting at Terra Linda Community Center, and a virtual community meeting. These activities were similarly promoted through online e-blasts utilizing the recreation and City email lists, targeted emails to North San Rafael neighborhood associations and community groups, social media posts, and posters at the park, community center, and surrounding businesses.

Updates on the planning process were presented during publicly noticed meetings of the Park & Recreation Commission on October 17, 2024, and on February 13, 2025.

FISCAL IMPACT:

There is no fiscal impact associated with accepting this informational report. The final Terra Linda Park and Community Center Enhancement Plan will include further information on estimated costs and funding options.

OPTIONS:

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

1. Accept the report.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4

2. Direct staff to return with more information.

3. Take no action.

RECOMMENDED ACTION:

Staff recommends that the City Council accept the update and provide feedback on the draft Terra Linda Park and Community Center Enhancement Plan.

ATTACHMENT:

1. Terra Linda Park and Community Center Enhancement Plan Preliminary Design Alternatives

2. Draft Terra Linda Park and Community Center Enhancement Plan Preferred Site Design and Phasing Plan
Concept A
This concept includes:

A new, single-story community center building on the site of the existing building consisting of the same size and shape with indoor/outdoor access. This building option features:

Dividable meeting space with kitchen area
Small conference room
Visual and fine arts space
Administrative/support space
Restrooms
T-shaped lobby area
Expanded playground to the east of the existing playground location Expanded, L-shaped lawn in the northeast corner of the site A gathering plaza next to the community center replacing the existing basketball court, includes shade element and area for outdoor games (e.g., cornhole) A half-basketball court (one hoop) adjacent to the gathering space and community center building
A large, reservable picnic area adjacent to the gathering plaza and half-basketball court Picnic tables located in several areas around the perimeter of the playground A centralized node to connect the various park areas and the pool and provide orientation within the park for visitors
Existing park entries remain
Preliminary Design Alternatives
Concept B
This concept includes:

A new, single-story community center building at the southwest corner of the site of the existing building, expanded size includes 2,000-4,000 additional square feet and indoor/ outdoor access. This building option features:

Dividable meeting space with separate kitchen and conference areas Visual and fine arts space with adjacent exterior art area Health and fitness space
Space for enrichment programs
Covered walkway adjacent to outdoor gathering area
Administrative/support space
Restrooms
Rectangular-shaped lobby area
Expanded playground at the existing playground location Large, T-shaped lawn in the northeast area of the site near the pool, playground, and picnic area Picnic tables located in several areas around the perimeter of the playground A large, reservable picnic area centralized between the pool, playground, and lawn area A large gathering plaza next to the community center replacing the existing basketball court, includes shade element and area for outdoor games (e.g., cornhole) A centralized node to connect the various park areas and the pool and provide orientation within the park for visitors
A new entry plaza opens to the center of the park from Del Ganado Road Concept C
This concept includes:

A new, two-story community center and library building at the southwest corner of the site of the existing building, expanded size includes 6,000-8,000 additional square feet and indoor/ outdoor access. This building option features:

Upper level for library services
Dividable meeting space with separate kitchen and conference areas Visual and fine arts space with adjacent exterior art area Health and fitness space
Space for enrichment programs
Covered walkway adjacent to outdoor gathering area
Administrative/support space
Restrooms
L-shaped lobby area
Expanded playground to the east of the existing playground location Expanded, rectangular lawn in the northeast corner of the site Picnic tables located in several areas around the perimeter of the playground A large, reservable picnic area at the site of the existing playground A large gathering plaza next to the community center replacing the existing basketball court, includes a row of trees, a shade element, and an area for outdoor games (e.g., cornhole) A half-basketball court (one hoop) adjacent to the gathering space and community center building
A centralized node to connect the various park areas and the pool and provide orientation within the park for visitors
A new entry plaza and promenade connects Del Ganado Road to the center of the park, includes a grove of trees welcoming visitors to the site

TERRA LINDA PARK AND COMMUNITY CENTER ENHANCEMENT PLAN SAN RAFAEL, CALIFORNIA MARCH 2025

DRAFT PREFERRED CONCEPT PLAN
0 15’ 30’ 60’

DEL GANADO RD

WOODBINE DR

LAS RAPOSAS RD

WAKEROBIN LN
11,500 SF

COMMUNITY
CENTER
(E) PARKING
(E) PARKING
(E) BUILDING
1 10 11
2 3
12 6
9 8
8 5
7 7
7 4
4 9 7
1 7
2 8
6 3 9
4 10
5 11
12 Open plaza
Art monument
Ceramics courtyard
Lawn
Playground
Half basketball court
Existing tree to remain
Picnic area
Seat wall
Retaining wall
Stairs
Ramp
Trash/compost bins
10 11
Expanded Entry
Residential Entry
New tree

TERRA LINDA PARK AND COMMUNITY CENTER ENHANCEMENT PLAN SAN RAFAEL, CALIFORNIA MARCH 2025

DRAFT BUILDING LAYOUT CONCEPT PLAN

COMMUNITY
ROOM
FINE ARTS +

CERAMICS
ROOM
HEALTH +

FITNESS

ENRICHMENT

CLASSROOM

STOR STAFF
RR
RR
STOR.

STOR.

KIT. CONF.

SUPP.

GLAZE + KILN
LOBBY
Pedestrian Access

PROGRAM
ROOM

LIBRARY
STOR.

STAFF
RR
STUDY
GROUP
STOR.

OPTIONAL

SECOND FLOOR

TERRA LINDA PARK AND COMMUNITY CENTER ENHANCEMENT PLAN SAN RAFAEL, CALIFORNIA MARCH 2025
DRAFT EXISTING VS. PROPOSED SQFT
0 15’ 30’ 60’

DEL GANADO RD DEL GANADO RD

WOODBINE DR WOODBINE DR

WAKEROBIN LNWAKEROBIN LN
(N) 11,500 SF

COMMUNITY
CENTER
(E) COMMUNITY
CENTER
(E) PARKING(E) PARKING
(E) PARKING(E) PARKING
(E) BUILDING(E) BUILDING
Existing (SF) Proposed (SF) % of Existing
Lawn 9,744 8,912 91%
Play 3,353 5,818 174%
Basketball 4,222 1,567 37%
Open Area / Plaza 11,180 11,405 102%

EXISTING SITE CONDITIONS PROPOSED SITE CONDITIONS
Existing (SF) Proposed (SF) % of Existing
Building 5,552 11,500 207%

TERRA LINDA PARK AND COMMUNITY CENTER ENHANCEMENT PLAN SAN RAFAEL, CALIFORNIA MARCH 2025

DRAFT PHASING PLAN
0 15’ 30’ 60’

DEL GANADO RD

WOODBINE DR

LAS RAPOSAS RD

WAKEROBIN LN (E) PARKING
(E) PARKING
(E) BUILDING
Yellow
Phase
Purple Phase
Blue
Phase
Blue Phase
Yellow Phase
Purple Phase
Building Phase
11,500 SF

COMMUNITY
CENTER
Building
Phase
____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

Agenda Item No: 6.b
Meeting Date: March 17, 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: CANAL NEIGHBORHOOD ACTIVE TRANSPORTATION ENHANCEMENT

PROJECT
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL

AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL

SERVICES AGREEMENT WITH BKF ENGINEERS TO PROVIDE DESIGN AND

ENVIRONMENTAL SERVICES FOR THE CANAL NEIGHBORHOOD ACTIVE

TRANSPORTATION ENHANCEMENT PROJECT IN THE AMOUNT NOT TO EXCEED $1,264,034
RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the City Manager to enter into a Professional Services Agreement with BKF Engineers to provide design and environmental services for the Canal Neighborhood Active Transportation Enhancement Project in the amount not to exceed $1,264,034.

BACKGROUND:

The Canal Neighborhood Active Transportation Enhancement Project (Project) is in San Rafael’s Canal neighborhood, bounded by I-580, Highway 101, Bellam Boulevard, and the San Rafael Creek. The freeways and Creek physically isolate this disadvantaged community. There is limited shopping, education, health services, or job opportunities within the neighborhood, and travel to other locations is constrained by poor bicycle and pedestrian connections. This is particularly problematic as residents have low vehicle ownership rates and are largely reliant on walking, bicycling, and public transit.

According to the Healthy Places Index, 28 percent of workers in the Canal neighborhood commute by transit, walking or cycling; this is higher than 94 percent of other California census tracts.

The Project would support the complete design and construction of several pedestrian, bicycle, and transit enhancements in the Canal neighborhood. Pedestrian enhancements include curb ramp upgrades, sidewalk gap closures, corridor lighting improvements, and uncontrolled crosswalk SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
enhancements on 19 streets and pathways. Bicycle improvements would construct bicycle boulevard treatments along three (3) key streets in the neighborhood’s bicycle network and add secure bicycle parking at a popular neighborhood park. Transit improvements would add transit shelter enhancements at five (5) high-ridership stops and would construct a new transit stop along a high-use transit route.

These enhancements would improve mobility, equity, safety, and comfort of people walking, biking, and using transit in the Canal neighborhood. They would help residents reach key destinations such as schools, parks, and shopping in and out of the community.

Residents have voiced their need for these improvements in the recent Canal Community-Based Transportation Plan.

The Project has received funding through the Active Transportation Program (ATP) to perform an environmental assessment, complete the design, and construct the Project. The City committed additional funding to augment the design and construction budget for the Project.

In 2023, the City designated an underground utility district on Canal Street between Medway Road and Spinnaker Point Drive under the Rule 20A Utility Underground Program operated by Pacific Gas and Electric Company (PG&E). The City has been working with PG&E to advance the Rule 20A project to coincide with the Project.

ANALYSIS:

The City released a Request for Proposals (RFP) for this Project on December 19, 2024, and received two proposals from qualified firms. Both firms were interviewed on January 30, 2025, by representatives from Public Works and Library and Recreation. The selection was based on criteria specified in the RFP, including, but not limited to, completeness of the proposal, relevant experience and success in similar projects, experience and quality of project team, understanding of the project scope of work, ability to meet deadlines and operate within budget, and references by former clients on similar projects.

After reviewing the proposals, both firms were invited to participate in a video conference interview with the selection committee. The selection team found BKF Engineers and their sub-consultants to be the most qualified consultant team for this Project.

The recommended Professional Services Agreement (PSA) with BKF Engineers will provide professional services associated with the Project, including project management, public outreach, preliminary engineering, environmental compliance and permitting, right-of-way certification, plans, specifications, and estimates, and construction support services. City staff reviewed BKF Engineers’ fee proposal and found it to be complete and within industry standards.

At the time of this Staff Report, the City has only received an obligation from the ATP for the Project Approval and Environmental Document (PA&ED) phase of the Project. Additional obligations for the Plans, Specifications, and Estimates (PS&E) and Construction (CON) phases of the Project will be completed by the City in accordance with state guidelines. No PS&E or CON work will be completed by BKF Engineers without the express written approval of the City.

FISCAL IMPACT:

Appropriations for the PA&ED and PS&E phases of the Project were included in the FY 2024-25 Budget approved by the City Council on June 17, 2024, as part of the capital improvement program budget (Gas Tax – Fund 206). Funding for the appropriations is being provided through an Active Transportation Program (ATP) grant in the amount of $788,000 and required local match in the amount of $197,000.

Additional local funds in the amount of $295,000 are appropriate for project management services by BKF Engineers.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
OPTIONS:

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

1. Authorize the City Manager to enter into the agreement as recommended.

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

RECOMMENDED ACTION:

ATTACHMENTS:

1. Resolution

2. Professional Services Agreement with BKF Engineers
RESOLUTION NO. _______

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL

AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL

SERVICES AGREEMENT WITH BKF ENGINEERS TO PROVIDE DESIGN AND

ENVIRONMENTAL SERVICES FOR THE CANAL NEIGHBORHOOD ACTIVE

TRANSPORTATION ENHANCEMENT PROJECT IN THE AMOUNT NOT TO EXCEED $1,264,034
WHEREAS, having advertised and solicited a Request for Proposals (RFP) in accordance with the City’s Municipal code released on December 19, 2024, for the project entitled:
“Canal Neighborhood Active Transportation Enhancement Project” City Project No. 11446 / Federal Project No. ATPL-5043(047) the Department of Public Works received two proposals; and WHEREAS, staff reviewed the proposals and identified BKF Engineers to be the most qualified firm; and
WHEREAS, the cost proposal from BKF Engineers was found to be complete and within industry standards; and
WHEREAS, the project has received funding through the Active Transportation Program (ATP) to perform an environmental assessment, complete design, and construct the project; and
WHEREAS, the City of San Rafael has committed additional funding to augment the design and construction budget for the project; and WHEREAS, funding to support the recommended Agreement is provided within the approved Fiscal Year (FY) 2024-25 budget (Canal Active Transportation Experience Improvements Project – Gas Tax Fund 206), 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 authorizes the City Manager to enter into an agreement with BKF Engineers to provide design and environmental services for the Canal Neighborhood Active Transportation enhancements Project in the amount not to exceed $1,264,034.

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk
Rev. 08.22 1

AGREEMENT FOR PROFESSIONAL SERVICES

BY AND BETWEEN

THE CITY OF SAN RAFAEL
AND

BKF ENGINEERS

FOR CIVIL ENGINEERING SERVICES FOR THE CANAL NEIGHBORHOOD

ACTIVE TRANSPORTATION ENHANCEMENTS PROJECT
This Agreement is made and entered into as of ________________________ (the “Effective Date”), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter "CITY"), and BKF ENGINEERS, a California corporation (hereinafter "CONSULTANT"). CITY and CONSULTANT may be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Agreement.”

RECITALS
A. CITY desires to secure professional services more fully described in this Agreement, at Exhibit A, entitled “SCOPE OF SERVICES”; and B. CONSULTANT represents that it, and its subcontractors, if any, have the professional qualifications, expertise, and necessary licenses and desire to provide certain goods and/or required services of the quality and type which meet objectives and requirements of CITY; and
C. The Parties have specified herein the terms and conditions under which such services will be provided and paid for.

NOW, THEREFORE, the parties hereby agree as follows:

AGREEMENT

1. SERVICES TO BE PROVIDED.

Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall furnish all technical and professional services, including labor, material, equipment, transportation, supervision and expertise (collectively referred to as “Services”) to satisfactorily complete the work required by CITY at its sole risk and expense. Services to be provided to CITY are more fully described in Exhibit A entitled “SCOPE OF SERVICES.” CONSULTANT acknowledges that the execution of this Agreement by CITY is predicated upon representations made by CONSULTANT in that certain proposal, dated February 19, 2025 (“Proposal”) set forth in Exhibit A, which constitutes the basis for this Agreement.

2. COMPENSATION.

In consideration for CONSULTANT’s complete performance of Services, CITY shall pay CONSULTANT for all materials provided and services rendered by CONSULTANT at the unit v 08.22 2
rates and rates per hour for labor, as set forth in Exhibit A, for a total amount not to exceed $1,264,034.

CONSULTANT will bill City on a monthly basis for Services provided by CONSULTANT during the preceding month, subject to verification by CITY. CITY will pay CONSULTANT within thirty (30) days of City’s receipt of invoice.

3. TERM OF AGREEMENT.

Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of this Agreement shall begin on the Effective Date of this Agreement and terminate on June 30, 2028.

4. PROJECT COORDINATION.

A. CITY’S Project Manager. Grey Melgard, Associate Civil Engineer, is hereby designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement.

B. CONSULTANT’S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Jason Kirchmann is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution.

5. TERMINATION.

A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party.

B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period.

C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other.

D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. v 08.22 3

6. OWNERSHIP OF DOCUMENTS.

The written documents and materials prepared by the CONSULTANT in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement.

7. INSPECTION AND AUDIT.

Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection.

8. ASSIGNABILITY.

The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect.

9. INSURANCE REQUIREMENTS.

During the term of this Agreement, and for any time period set forth in Exhibit B, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in Exhibit B.

10. INDEMNIFICATION.

A. Except as otherwise provided in subparagraph B of this section, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the “City Indemnitees”), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively “CLAIMS”), arising out of CONSULTANT’S performance of its obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification obligation shall be reduced in proportion to the City Indemnitees’ share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONSULTANT’s work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT’s indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULTANT’S performance of or operations under this Agreement, v 08.22 4
CONSULTANT shall provide a defense to the City Indemnitees or at CITY’S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys’ fees, incurred in defense of such claims.

B. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney’s fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee.

C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law.

11. NONDISCRIMINATION.

CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement.

12. COMPLIANCE WITH ALL LAWS.

CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations.

13. NO THIRD PARTY BENEFICIARIES.

CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party.
v 08.22 5

14. NOTICES.

All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows:

To CITY’s Project Manager:

Grey Melgard, Associate Civil Engineer
111 Morphew Street
San Rafael, CA 94901
To CONSULTANT’s Project Director:

Jason Kirchmann, Principal
2100 Franklin St, Suite 4C
Oakland, CA 94612

15. INDEPENDENT CONTRACTOR.

For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY.

16. ENTIRE AGREEMENT -- AMENDMENTS.

A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement.

B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULTANT and the CITY.

C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement.

D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT and the CITY.

E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control.

17. SET-OFF AGAINST DEBTS.

CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, v 08.22 6
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts.

18. WAIVERS.

The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation.

19. COSTS AND ATTORNEY'S FEES.

The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action.

20. CITY BUSINESS LICENSE / OTHER TAXES.

CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code, and CONSULTANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).

21. SURVIVAL OF TERMS.

Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled and shall apply to both Parties’ respective successors and assigns.

22. APPLICABLE LAW.

The laws of the State of California shall govern this Agreement.

23. COUNTERPARTS AND ELECTRONIC SIGNATURE.

This Agreement may be executed by electronic signature and in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document.

Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission.
v 08.22 7
[Signatures are on the following page.]
v 08.22 8
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written.

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
CONSULTANT:
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
[If CONSULTANT is a corporation, add
signature of second corporate officer]
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
Rev. 08.22 A-1

EXHIBIT A

SCOPE OF SERVICES
The Services to be performed for CITY by CONSULTANT under this Agreement are more fully described in CONSULTANT’s proposal, which is attached to this Exhibit A.

February 5, 2025
Revised February 19, 2025
BKF No P20231839-01
Grey Shankel Melgard
Associate Civil Engineering
Department of Public Works
City of San Rafael
Transmitted Via Email
Subject: Canal Neighborhood Active Transportation Enhancements Project Civil Engineering & Land Surveying
Dear Grey,
BKF Engineers welcomes the opportunity to submit this cost proposal for civil engineering services associated with the Canal Neighborhood Active Transportation Enhancements Project. To arrive at the estimated effort required by our office for this project, we have outlined a proposed scope of services, identified assumptions, and determined a level of effort fee based on our understanding of the project. The scope of services is based on the City’s Request for Proposal of City project No. 11446/File No. 16.01.312, Federal Project No. ATPL-5043(047) and more specifically as shown on Attachment 2, being the Canal Neighborhood Active Transportation Elements Plan, dated March 2023 (hereinafter referred to as “Project”).

I. SCOPE OF SERVICES
PHASE 1: PROJECT MANAGEMENT
TASK 1: PROJECT MANAGEMENT AND COORDINATION
Project Management: BKF will provide general project management and consultant oversight services including defining and tracking tasks, status updates, general coordination, and preparation of a detailed schedule showing planned milestones and deliverables to be achieved for completion of the Project. BKF will also track the budget and issue monthly invoices and monthly schedule updates.

Kickoff Meeting and Initial Site Walk: BKF will participate in an in-person kickoff meeting with City staff to discuss the Project goals, objectives, confirm schedules and coordination needs with future planned projects, and to reaffirm the communication protocol. Under this task we would like to review and re-affirm project scope and discuss site limitations and general public engagement approach. We would recommend that a site walk be conducted following the kickoff meeting to review and revisit the conceptual plan prepared for the grant application and to begin discussions around specific improvement elements.

Routine Project Team Meetings: BKF will schedule and lead routine project meetings with both the project design team and the City to discuss progress, review options for the project, and identify information or decisions needed. We recommend that we establish twice-monthly project team meetings.

Quality Assurance/Quality Control (QA/QC): BKF will perform quality control checks for each submittal in accordance with BKF’s Quality Manual prior to submitting to the City. BKF’s Quality Control Manger will review both in-house and sub-consultant work at each phase of the project to ensure quality and contract compliance. All plan review comments are documented and formally responded to the form of a comment response letter and/or comment response markups.

Exhibit A
Funding Support: BKF will support the City with compliance paperwork for the ATP grant. Our support under this task is expected to include participation in the preparation of forms and exhibits for state funding and reimbursement processes. It is assumed that City staff will be responsible for finalizing and submitted all forms and exhibits to the assigned state funding representative.

Deliverables: Project Schedule and Monthly Schedule Updates Monthly Invoices
Meeting Agendas and Minutes
Comment and Response Matrix
Support on State Grant Exhibits
PHASE 2: PROJECT APPROVALS & ENVIRONMENTAL DOCUMENT (PA&ED) TASK 1: PRELIMINARY ENGINEERING AND BACKGROUND RESERACH Site Investigation and Photo Diary: BKF and our subconsultant, Parametrix, will facilitate a site investigation meeting with City staff and other pertinent stakeholders as identified by the City. Our work will include developing the agenda, inviting project team members and stakeholders and administering the site walk at the beginning of the project. The site assessment walk will be completed in conjunction with City staff for the purposes of identifying specific scope items that may not be evident through reviewing a topographic map only or that we not thoroughly vetted as part of the conceptual design work. BKF will prepare meeting minutes and distribute to all in attendance for review and concurrence following the site walk. During the course of the site walk, BKF will collect photos within the project limits and develop a Photo Diary. This Photo Diary will have an index map showing the location/orientation of where the photos were taken, for future City and design team reference.

Expanded Conceptual Drawings: Using the conceptual design drawings prepared to support the grant application as a basis for our services, the design team will expand these drawings to provide additional specificity needed to support the environmental compliance and permitting process. The expanded conceptual drawings will illustrate limits of sidewalk gap closure, including schematic curb ramp and driveway replacements, locations of rectangular rapid flashing beacon (RRFB) installations, bus stop improvements, and bicycle boulevard conceptual striping and layout.

Deliverables: Photo Diary
Expanded Conceptual Drawings
TASK 2: ENVIRONMENTAL COMPLIANCE AND PERMITTING
Caltrans Field Review and Preliminary Environmental Study: BKF and our environmental subconsultant, LSA, will prepare the PES Form and identify environmental issues and required approvals for the project. LSA will also participate in a Field Review meeting with Caltrans to confirm the project understanding and environmental issues.

The PES form will be submitted to Caltrans for signature prior to initiating technical studies. The preparation of the environmental technical reports would not begin until Caltrans concurs with the findings of the PES unless authorized by the City.

Technical Studies: Based on our review of the project materials, we anticipate the following technical studies would be required. However, the design team can adjust this scope of work, if needed, once Caltrans has signed off on the required scope of the technical analyses as part of the PES Field Review.

Biological Resources – LSA will conduct a thorough biological resources assessment of the proposed project to ensure compliance with environmental review regulations. This assessment will include a records search of the California Department of Fish and Wildlife California Natural Diversity Database (CNDDB) and a species list request from the United States Fish and Wildlife Service (USFWS) Information for Planning and Conservation (IPaC) online system to identify sensitive or special-status biological resources that have potential for occurring within or adjacent to the project site. LSA will then conduct a reconnaissance-level survey of the biological resources in areas that may be directly or indirectly impacted by the proposed project, particularly to document the occurrence of any biological resources (i.e., species or habitats) of interest or concern and to determine the potential for the presence of any such resources that may not be detectable at the time of the site survey.

Following the field survey, LSA will incorporate the findings of the biological resources assessment into a Natural Environment Study-Minimal Impact (NES-MI) consistent with Caltrans Standard Environmental Reference (SER) guidelines. The NES-MI will include a general description of the habitats and land cover types occurring in the project site, a graphic of representative site photographs showing the existing conditions in the project site, a figure displaying the location of plant communities and other land cover types on site, and a discussion of any specialstatus biological resources observed or with potential to occur within the direct and indirect disturbance limits of the project.

Cultural Resources - We understand that the proposed project improvements would occur within the public right-ofway. If work undertaken for the proposed project remains remain entirely within the public right-of-way, the project may qualify for the streamlining process described in Stipulation VII and Attachment 2 of the Second Amended Programmatic Agreement Among the Federal Highway Administration, the Advisory Council on Historic Preservation, the California State Historic Preservation Officer, and the California Department of Transportation Regarding Compliance with Section 106 of the National Historic Preservation Act as it Pertains to the Administration of the FederalAid Highway Program, which allow Caltrans to streamline its processes regarding cultural resources by exempting certain classes of undertakings from Section 106 of the National Historic Preservation Act and/or Public Resources Code (PRC) 5024 review. In these cases, Caltrans staff prepare a Screened Undertaking Memorandum to document the screening process. As currently described, the proposed project contains elements that, when taken together, satisfies the following specific classes of screened undertaking.

In addition to coordinating with Caltrans staff regarding the cultural resources findings process, LSA will contact Native Americans and local historical organizations who may have information or concerns regarding cultural resources that might be affected by project implementation. LSA will then prepare a brief memorandum documenting the results of the tasks listed above. This scope of work includes up to four hours to respond to comments from the City/Caltrans.

Noise Memorandum – A technical noise and vibration memorandum will be prepared to quantify noise and vibration levels generated from project construction will be evaluated based on the equipment expected to be used, its distance to existing adjacent off-site uses, length of a specific construction task, equipment power type (gasoline or diesel engine), load factor, and percentage of time in use. The FHWA and Caltrans recommended equipment noise and vibration reference levels will be used to describe construction noise and vibration levels. Potential construction noise impacts will be assessed based on Caltrans Standard Specifications, Section 14-8.02 and the City’s Municipal Codes.

Potential construction vibration impacts will be assessed based on the building damage and human annoyance criteria recommended in the Caltrans Transportation and Construction Vibration Guidance Manual.

Visual Technical Memorandum – A Visual Resources Technical Memorandum will be prepared to evaluate the aesthetic compatibility of the proposed project with the surrounding area. The memorandum will consider the consistency of the project with applicable City of San Rafael General Plan visual resources policies, the Caltrans SER, the FHWA Visual Impact Assessment for Highway Projects guidelines, and other applicable regulations and guidance.

The memo will describe the existing setting, identify important visual resources, and identify potential project visual impacts. The analysis will include ground-level photographs from several viewpoints near the project site. Visual conditions and project impacts will be discussed qualitatively.

Section 4(f) Memorandum – Department of Transportation Act Section 4(f) states that the Secretary shall not approve any project which requires the use of any publicly owned land from public parks, recreation areas, or waterfowl and wildlife refuges. The purpose of reviewing the project in relation to Section 4(f) is to determine that publicly owned park and recreational facilities will not be “taken” by proposed project improvements. LSA will coordinate with Caltrans and City staff to prepare a memorandum documenting that there is “de minimis” impact in this category for implementing proposed improvements along an existing segment of the San Francisco Bay Trail for use by the City in obtaining concurrence from the Metropolitan Transportation Commission.

Initial Site Assessment (ISA) – Baseline, a subconsultant to LSA, will prepare an ISA that evaluates available information regarding the potential for hazardous materials and waste to be present at the project study area, in general accordance with ASTM Standard E1527-21 “Standard Practice for Environmental Site Assessments: Phase I Environmental Site Assessment Process” and Caltrans Guidelines for ISAs. This work will generally include a field reconnaissance, completion of an ISA Report and Checklist, and addressing one round of comments from the City and Caltrans prior to finalizing the ISA Report.

CEQA Statutory Exemption: SB 288 creates Public Resources Code Section 21080.25, which establishes statutory exemptions for projects related to the institution or increase of public mass transit, including bus, bus rapid transit, light rail, and passenger rail, or commuter services, including pedestrian and bicycle facilities. This list of projects, established in Public Resources Code Section 21080.25(b) have been determined not to have a significant effect on the environment and, as a result, are exempt from review under CEQA. Senate Bill 922 (SB 922) expands upon SB 288 to expedite bike, pedestrian, light rail, and rapid bus projects. It is believed that these Senate Bills have created an exemption from CEQA that applies to this project.

LSA will prepare a technical memorandum to substantiate that the proposed project meets the criteria outlined in Public Resources Code Section 21080.25 for a Statutory Exemption under CEQA. LSA will prepare an Administrative Draft Memorandum and based on receipt of one set of consolidated comments, will prepare a Screencheck Draft Memorandum and a Final Memorandum. This scope assumes all memorandum drafts would be provided electronically. The memorandum will provide staff with the basis for preparing the staff report to present to the City Council. The City would be responsible for payment of any filing fees associated with the Notice of Exemption (NOE).

The lead agency shall take an action at a public meeting of its governing board to certify that the project will be completed by a skilled and trained workforce.

NEPA Categorical Exclusion: LSA anticipates that the NEPA document will be a Categorical Exclusion under 23 CFR 771.117(c), Activity (c)3. If the project is determined to meet any of the exceptions under 23 CFR 771.117(b), above, the project would be required to prepare an EA, which would be under a separate scope and budget. This scope of work assumes that Caltrans will prepare the Categorical Exclusion. The FHWA is responsible for ensuring that avoidance and minimization measures identified during the NEPA process are implemented in accordance with FHWA 23 CFR 771.109 (b). Environmental Commitment Records (ECR) are required to track and document environmental commitments throughout the project delivery process. Once the technical studies have been finalized, LSA will prepare an ECR utilizing the format requested by Caltrans District 4. The ECR will provide a brief description of each measure, identify the page where the measure can be found in the environmental document, identify the responsible party and timing, and provide signature blocks for certification of completion of the measure.

BCDC Permitting Support: The design team will assist with preparing the permit application with the San Francisco Bay Conservation and Development Commission (BCDC) and provide the supporting documentation required. This scope of work assumes that an Administrative Permit from BCDC would be required for work within BCDC’s 100-foot shoreline band jurisdiction. This scope of work assumes that jurisdictional waters of the United States/State would be avoided and therefore, no permits from the United States Army Corps of Engineers, Regional Water Quality Control Board, or California Department of Fish and Wildlife would be required.

Deliverables: Draft and Final Permit Applications
Preliminary and Final NPEA and CEQA Documentations and supporting technical studies Field Review Form and PES Form approved by Caltrans.

Draft and Final NES-MI
Draft and Final Memorandum of Findings regarding Cultural Resources Draft and Final Visual Technical Memorandum
Section 4(f) Memorandum
Draft and Final ISA
Draft and Final Exemption Memorandum and NOE
NEPA Environmental Commitment Records (ECR)
Draft and Final BCDC Permit Application Package
PHASE 3: PLANS, SPECIFICATIONS, AND ESTIMATE (PS&E)
OPTIONAL TASK 4: Right-of-Way Certification and Utility Relocation Topographic and Boundary Survey: BKF will prepare base maps of the project area utilizing various surveying methods depending on the level of detail and accuracy needed by the design team for various project components.

In areas where the Project contemplates new sidewalk or curb ramps, BKF will complete field surveys along the roadway, to locate and map topographic, utility, and boundary information. Base maps will include topographic features and fixed works such as grade breaks, drainage swales, striping, edge of pavements, concrete, signage, striping, trees 6 inches in diameter and larger, utility poles, and other utility structures. Underground utilities will be shown based on observed surface information and "dips" of gravity utility structures. Subsurface exploration or detection of underground locating of utilities is not included in this scope of services but can be provided as an additional service if requested.

To identify the City’s right of way on the mapping in this area, BKF will perform a boundary survey utilizing existing maps of record and unrecorded maps known to be housed in the Anne T Kent Room or with private archive holders, or current listed deeds from publicly available sources like the Marin County Assessor’s website. It is assumed that the City maintains records of any subsequent rights of way since the original creation of the roads shown on the publicly available maps. Upon completion of the boundary surveying, if required, BKF will file a Record of Survey with the Marin County Surveyor in accordance with section 8762 of the California Professional Land Surveyor's Act.

For all other areas of the Project, for instance where the Project contemplates lighting or striping only, BKF, in conjunction with a subconsultant will prepare an orthorectified, to-scale aerial photo to national aerial mapping standard accuracies for 1”=100’ scale mapping. This mapping will only provide two dimensional horizontal data in the form of aerial images and will be used for reference only. Since the proposed scope of improvements in these areas are anticipated to be constructed well within the City’s existing occupied rights of way, boundary surveying will not be performed in these areas. Property locations may be shown for reference and indexing purposes on the mapping and will be annotated accordingly; they will not be intended to represent actual boundary locations or be based on a field survey.

Utility Data Research and Coordination: BKF will contact the City and other utility (water, sewer, and electric/gas) companies that have utilities within the streets. We will prepare Utility A Letters and distribute to utility purveyors present within the Project Limits. We will gather the available record drawings and/or block maps to depict the record location of the utilities superimposed onto the topographic survey. BKF will develop and maintain a record of utility notifications including contact numbers, dates or transmittals, and materials transmitted in a Utility Communication Log, to be provided to the City along with each design milestone. A copy of all received utility mapping will also be provided to the City. Older streets often times have shallow utilities which may conflict with pavement improvements or curb ramp replacements. Additionally, in order to prolong the lifespan of the finished project, it is important to coordinate any planned utility projects prior to final surfacing. BKF will coordinate with the public utility providers to coordinate relocations and potential upgrades to their facilities. We are also aware of a planned utility undergrounding project, and will coordinate with the City and PG&E to capture planned conduit locations as part of our utility composite mapping.

Utility Conflict Review and Resolution: BKF will prepare a utility composite drawing, indicating the record locations of utilities within the project limits. Using this composite drawing, we will identify potential conflicts between the proposed improvements and the existing utilities. These potential conflicts will be identified on a colored Utility Conflict Exhibit and will be provided to and reviewed with City staff.

Right-of-Way Certification: BKF, will support the City in preparation of a Right of Way Certification for submittal with Caltrans. BKF will complete and coordinate the approval of the Right of Way Certification and Utility Certification forms to obtain E-76 approval. It is anticipated that the project will utilize the Short Form Right of Way Certification and will include a signed railroad agreement.

Utility Relocation Coordination: If determined that design modifications cannot be made to avoid the utility conflict, BKF will support the City with utility conflict resolution, which may include providing letters and exhibits to the impacted utility owner, coordinating modifications and/or relocations to the utility, and meeting with impacted stakeholders to identify how and when each utility conflict will be addressed. We anticipate the need to prepare Utility Notification Letters for City and Caltrans review and approval, and potential cost opinions to facilitate cost sharing of the utility relocation, as applicable.

Deliverables: Base Map with Utility Composite Information Exhibit 13-A Right of Way Certification (Short Form)
U tility C oordination L etters and Exhibits
OPTIONAL TASK 5: PLANS, SPECIFICATIONS, AND ESTIMATES (PS&E) Review of Background Documents: The design team will revisit and review with the following background documents prior to launching preliminary engineering design work:
· City of San Rafael Bicycle and Pedestrian Master Plan · Canalfront Conceptual Plan
· Canal Neighborhood Active Transportation Enhancement Project ATP Application and Conceptual Plans We will summarize the information within these documents and discuss what elements can generally be accommodated in the preliminary engineering phase and identify questions or discussion topics to be further vetted with the City and other stakeholders during the Preliminary Engineering phase. This review and discussion will help to further define the City’s goals, objections, and desired outcomes that will inform the specific scope of the project improvements.

Our traffic and lighting subconsultant, Parametrix, will request existing lighting data from the City that shall include each fixture’s approximate location, length, and height, and luminaire. Parametrix will then develop a model of existing illumination levels and a proposed lighting model that would attain the City’s lighting standard.

Parametrix will identify locations of new lighting standards (light poles) if there are no existing poles suitable for placing new luminaires and will identify these locations on a recommended lighting graphic.

Geotechnical Investigation: BKF’s Geotechnical Sub-consultant, RGH, will perform a Geotechnical Investigation to explore subsurface conditions and develop geotechnical criteria for use in design and construction. Up to 8 borings will be collected to assess pavement structure and underlying soil conditions. RGH will obtain an Encroachment Permit for drilling in the street. RGH will contract with a traffic control sub-consultant to prepare a Traffic Control Plan (TCP), which will be submitted as part of the encroachment permit submittal package. As our borings will be shallow, less than 5 feet, we do not anticipate encountering groundwater. Laboratory testing and a Geotechnical Investigation report will be prepared which will summarize the subsurface exploration and laboratory testing programs, evaluation of relevant geologic hazards, and geotechnical recommendations and design criteria for the pavement rehabilitation improvements.

Preliminary Design Drawings: Using the conceptual design drawings prepared to support the grant application as a basis for our services, the design team will develop preliminary design drawings. The drawings will be represented in plan layout sheets at a 1” = 30’ scale. The preliminary design drawings will illustrate limits of sidewalk gap closure, including schematic curb ramp and driveway replacements, locations of rectangular rapid flashing beacon (RRFB) installations, bus stop improvements, and bicycle boulevard conceptual striping and layout. We will also include an itemized preliminary cost opinion along with our preliminary design drawings. We anticipate the need to address up to two (2) rounds of comments from the City and/or Value Engineering revisions to tailor and refine the project scope to address City and stakeholder needs and wants while working to keep the project scope within available funding limits.

Community Outreach Support: BKF and our public engagement subconsultant, Plan to Place, will work closely with City staff to organize and coordinate a community outreach event to inform the public of the forthcoming project and to obtain initial feedback, to review the project with the City’s Bicycle and Pedestrian Advisory Committee (BPAC), and to provide follow-up to the community regarding project direction. To support the City’s outreach, the design team will be available to prepare presentation materials for both in-person or virtual outreach events in both English and Spanish. We have assumed that the project will require the following public outreach support and engagement events:

Engagement Strategy - Plan to Place will collaborate with the BKF team, key stakeholders including members of the Canal Alliance, and City staff to co-produce an engagement strategy to be refined throughout the course of the project to ensure its effectiveness. The engagement strategy will be designed to:
● Outline project goals and objectives;
● Craft strategies that will reach, educate and engage the community throughout the Active transportation enhancement process;
● Confirm schedule, format, and resources for all engagement activities through the shared resource; ● Outreach tools including social media outlets to reach specific audiences (e.g., Facebook, Instagram, NextDoor along with newsletters, blogs, videos) and virtual platforms for engagement (e.g., ZOOM, Miro, Padlet, Mentimeter or equivalent) in addition to traditional mailing and survey tools; ● Identify target demographic and interest groups, methods of multi-lingual communication (including Spanish and simplified Chinese) and engagement with hard-to-reach groups and special needs populations, and metrics to analyze progress and effectiveness; and
● Confirm coordination, facilitation and roles and responsibilities of the entire project team.

In addition to the internal engagement strategy to effectively manage activities, roles and responsivities, Plan to Place will also prepare an easy to navigate public facing two-page handout that will illustrate the key objectives of the engagement plan, the planned activities and a conceptual process graphic or schedule.

Virtual Community-Wide Workshop - The BKF team will collaborate with City staff to prepare for and facilitate up to one (1) community-wide virtual workshop to provide community members, stakeholders and decision makers a forum to learn about and share input on the project process. It is anticipated that the workshop will be conducted virtually, led by Spanish speaking members of our team. It is anticipated that live demographic polling, small group activities, simultaneous interpretation, and other interactive tools will be used to engage participants. The design team will work with City staff and key stakeholders to identify the overall purpose, approach, objective, target audience and anticipated outcome of each workshop. We will assist with preparation of outreach materials including messaging for email blasts and social media posts, and preparation of postcards or flyers building using the templates prepared in previous tasks. Additionally, our team will co- lead facilitation at the workshop and prepare and manage interactive in-meeting activities to foster input, and ensure meetings are engaging and accessible. Meeting notes and translations of the notes will be provided to City staff.

Stakeholder/Focus Group Meetings - The design team will facilitate up to two (2) in-person one-on-one stakeholder or larger focus group meetings designed to meet with key stakeholders. The design team will work with City staff to identify a list of key community stakeholders, which are anticipated to include members of the City Bicycle and Pedestrian Advisory Committee, transit companies, Canal Alliance, Canal Welcome and Multicultural Center, Voces Del Canal Youth Council and business owners. It is anticipated that these meetings will be facilitated through virtual meeting platforms. The design team will work with City staff and to identify the overall purpose, approach, objective, target audience and anticipated outcome of each meeting. Our team will assist with preparation of outreach materials including messaging for email blasts and social media posts, and preparation of postcards or flyers building using the templates prepared in previous tasks. We will co- lead facilitation at each meeting and prepare and manage interactive in-meeting activities to foster input, and ensure meetings are engaging and accessible. Meeting notes and translations of the notes will be provided to City staff.

Pop-Up Public Engagement Events - To supplement the anticipated virtual community workshop, Plan to Place will collaborate with the design team and City staff with the preparation for and facilitation of up to two (2) in-person pop-up/intercept events to meet with the community at times and locations that are convenient to them. It is anticipated that these informal workshops will be a resource to share information about the planning effort and gather input through efficient interactive activities. Plan to Place and BKF will co-facilitate the pop-up events with City staff, at planned well-attended events in the Canal Neighborhood. Our team will format materials and prepare activities to engagement members of the public and inform them about the project. Meeting notes and other input shared during the events will be documented and notes and translations from the events will be provided to City staff.

Potholing: BKF will develop an exhibit illustrating the desired locations for utility pothole data collection. In general, we anticipate the need for utility pothole data near new pedestrian push button posts or the new transit stop shelter, where shallow utilities are present and may be impacted by the proposed improvements, or in areas where the requested utility records are inadequate or inconclusive in identifying the size and depth of critical utility infrastructure. We will review this exhibit with City staff prior to engaging in potholing. We will work with a local utility locating contractors complete the utility potholing, including traffic control and disposal considerations, for up to six (6) locations to verify utility presence, type, depth, size, and materials. BKF will utilize this information to inform the final design and to alert bidding contractors to the encountered utilities. Our findings will be reflected on the design documents and summarized in a Potholing Report.
65% Design: Following City confirmation and acceptance of the preliminary design drawings, the design team will progress the concept into a 65% design package. We will coordinate with the team and verify that the proposed plan conforms to existing conditions, boundary, and site constraints. BKF will verify, based on the available record information, if there are any identifiable conflicts between proposed and existing improvements or any conflicts with the existing Right of Way limits. We will also determine during this phase if any additional survey is needed to facilitate the design process or if any temporary construction easements or right-of-way acquisition will be necessary to facilitate construction of the improvements. Parametrix will prepare a preliminary engineering plan with new luminaires on existing poles and fixtures and new luminaires on new poles that would accomplish the City standards for street lighting levels. Parametrix will identify proposed service connection points for new lighting systems where needed and will assist the City will applying to PG&E for a service modification at up to three locations.

Drawings – We anticipating preparing the following drawings:
· Cover Sheet (1 sheet)
· Notes & Legend (1 sheet)
· Typical Roadway Sections (3 sheets)
· Layout Plan and Key Map (1 sheet at 40 scale)
· Demolition Plan (6 sheets at 20 scale)
· Grading and Paving Plan (6 sheets at 20 scale)
· Striping and Signage Plan (8 sheets at 20 scale)
· Electrical/Lighting Plan (14 sheets at 40 scale)
· Sedimentation and Erosion Control Plan (6 sheets at 20 scale) · Curb Ramp Enlargements (4 sheets)
· Construction Details (4 sheets)
Specifications – The design team will prepare an outline of the anticipated Special Provisions/technical specifications for elements included in our scope of work. Specifications will be based on the latest Caltrans Standard Specifications and Special Provisions. It is assumed that the City will be responsible for preparing all “front end” contract documents and specifications.

Engineer’s Cost Opinion – The design team will prepare a preliminary estimate of the probable construction costs associated with the project, formatted as a bid schedule. 90% Design: Based on the comments received on the 65% design submittal, the design will advance the design of the paving, striping/signage, lighting, and pedestrian curb ramp and sidewalk gap closure improvements. We anticipate that improvements to the storm drain system, such as relocation of catch basis, may be needed, but have assumed that there will be no other significant utility impacts or relocation work required. During this task we will update the preliminary engineer’s estimate of probable construction costs, and will develop a draft specification package.
100% Design: The design team will finalize the plans, specifications, and engineer’s estimate of probable construction costs based on feedback received from the City following review of the 90% design submittal. In additional to the drawings, final calculations, engineer’s estimate of probable construction costs, and specification package will be provided.

Final Bid Package: The design team will finalize the plans, specifications, and engineer’s estimate of probable construction costs based on feedback received from the City following review of the 100% design submittal. It is our understanding that these documents will be used by the City to perform the bidding process; as such the documents will be detailed to the level required by the contractor to bid and construct. In additional to the drawings, final calculations, engineer’s estimate of probable construction costs, and specification package will be provided.

Deliverables: Existing Street Light Illumination Model
Recommended Street Lighting Graphic
Geotechnical Investigation Report
Preliminary Design Drawings
Preliminary Cost Opinion
Community outreach materials, schedules, meetings minutes, and other outreach collateral Potholing Exhibit
Pothole Report
PG&E service connection application for up to three (3) locations 65% Design Drawings
Technical Specification Outline
65% Engineer’s Estimate of Probable Construction Costs and Bid Schedule 95% Design Drawings
Special Provisions/Technical Specifications
95% Engineer’s Estimate of Probable Construction Costs and Bid Schedule 100% Design Drawings
100% Special Provisions/Technical Specifications
100% Engineer’s Estimate of Probable Construction Costs and Bid Schedule Final Bid Package Design Drawings
Final Bid Package Special Provisions/Technical Specifications Final Bid Package Engineer’s Estimate of Probable Construction Costs and Bid Schedule OPTIONAL TASK 6: FINAL BID PHASE AND BID PHASE SUPPORT
Bid Support: BKF will assist the City during the construction bid solicitation process on an as-needed basis. We have budgeted up to thirty-two (32) hours of combined staff time to provide bid phase support.

Bid support services are anticipated to include the following:
· Addend pre-bid conference
· Respond to Requests for Information (RFIs) during the bid process · Assist City with issuing bid addendum packages
· Summarizing and tabulating received bids
Deliverables: RFI responses
Bid addendum packages (if needed)
Bid tabulation
Meeting agenda and minutes
OPTIONAL TASK 7: CONSTRUCITON SUPPORT SERVICES – DESIGN SUPPORT DURING CONSTRUCTION Construction Support: BKF will allocate time to support the contractor during the construction phase of the project.

Anticipated services include written responses to RFIs, review of contractor submittals, review of contractor change orders and drawings revisions, as needed. It is assumed that the contractor will transmit documents or questions for review in a clear and concise manager, consistent with a reasonable inferable approach to construct the project.

We have not allocated time to address frivolous or erroneous submittals or RFI’s.

BKF will be available to attend meetings and visits to the project site with the contractor during the construction process. Anticipated meetings include the following:
· Pre-construction meeting
· Up to five (5) meetings/site visits during construction · Up to thirty (30) submittal/shop drawing reviews
· Up to ten (10) RFI responses
· Final punch-list walk
Project Close Out: Following completion of construction, BKF will prepare record drawings based on the Contractor’s as-builts to document the final location of the improvements. Final record drawings will be provided on Mylars and will include final CAD files. All project meeting minutes, design decisions, and other related project documentation will be packaged and turned over to the City for their records.

Deliverables: RFI responses
Submittal reviews
Addendum packages (if needed)
Punch-list walk report
Meeting agenda and minutes
Record Drawings
II. SCOPE QUALIFICATIONS AND ASSUMPTIONS
BKF Engineers’ services are limited to those expressly set forth in the scope. For the scope of work identified, we have excluded the following:
· Any services not explicitly included in the Scope of Services described herein · Hazardous materials investigations, assessment or removal · Subsurface locating of utilities using GPR or similar methods · Existing street lighting information is available to share with the design team to inform the existing street lighting model.
· Permit applications and application fees
· City of San Rafael will be responsible for application submission to PG&E for service additions and modifications
· Legal services in connection with the project
· Title reports or title company services
· Appraisal or acquisition of rights of ways, rights of entries or permit · Construction Staking
· Utility relocation work is assumed to be limited to up to two (2) locations and excludes effort associated with gas transmission main relocation coordination
· Construction Management beyond construction support services described herein · Traffic Control Plan and Construction Haul Route Plan III. COMPENSATION
Fees for professional services will accrue on a time and materials basis in accordance with our hourly rate schedule.

The attached fee schedule outlines the anticipated level of effort associated with providing the services described herein. BKF reserves the right to re-allocate budgets within individual tasks at its discretion, however adjustments to the total contract limit will only be adjusted if authorized by the City. Consultant and Reimbursable expenses are anticipated for reproduction, mileage, express and messenger deliveries, and computer deliverable plots.

Reimbursable expenses will be billed on a cost plus 10-percent markup basis.

Thank you for the opportunity to present this proposal. We look forward to assisting in developing this project.

Please contact me at (415) 930-7964 if you have any questions regarding our scope of services.

Respectfully,
BKF Engineers
____________________________
Jason Kirchmann, PE, PLS
Principal/ Vice President
Parametrix Plan to Place LSA RGH Vertical
Contractor -
TBD
Outreach/
Bilingual
Environmental Geotechnical Aerial Potholing

VP AP PM TM SPE PE DE FC FC
$317 $287 $287 $273 $233 $205 $179 $233 $150
Base Services
PHASE 1: PROJECT MANAGEMENT
1 Project Management and Coordination
1 Project Management 0 120 0 0 0 0 0 0 0 120 $34,440 $0 $0 $0 $0 $0 $0 $0 $34,440 2 Kickoff Meeting and Initial Site Walk 4 6 0 0 4 4 0 0 0 18 $4,742 $0 $0 $0 $0 $0 $0 $0 $4,742 3 Routine Project Team Meetings 22 88 0 0 44 22 0 0 0 176 $46,992 $0 $0 $0 $0 $0 $0 $0 $46,992 4 Quality Assurance/Quality Control (QA/QC) 16 0 24 0 0 0 0 0 0 40 $11,960 $0 $0 $0 $0 $0 $0 $0 $11,960 5 Funding Support 0 0 40 0 0 0 0 0 0 40 $11,480 $0 $0 $0 $0 $0 $0 $0 $11,480 42 214 64 0 48 26 0 0 0 394 $109,614 $0 $0 $0 $0 $0 $0 $0 $109,614 $109,614
PHASE 2: PROJECT APPROVALS & ENVIRONMENTAL DOCUMENT (PA&ED) 1 Preliminary Engineering and Background Research
1 Site Investigation and Photo Diary 8 8 0 0 8 8 8 0 0 40 $9,768 $7,340 $0 $0 $0 $0 $0 $8,074 $17,842 2 Expanded Conceptual Drawings $25,000 $0 $0 $0 $0 $0 $27,500 $27,500 8 8 0 0 8 8 8 0 0 40 $9,768 $32,340 $0 $0 $0 $0 $0 $35,574 $45,342 2 Environmental Compliance and Permitting
1 Caltrans Field Review and Preliminary Environmental Study 0 4 0 0 0 0 0 0 0 4 $1,148 $0 $0 $16,341 $0 $0 $0 $17,975 $19,123 2 Technical Studies 0 2 0 0 4 0 0 0 0 6 $1,506 $0 $0 $74,340 $0 $0 $0 $81,774 $83,280 3 CEQA Statutory Exemption 0 0 0 0 2 0 4 0 0 6 $1,182 $0 $0 $12,080 $0 $0 $0 $13,288 $14,470 4 NEPA Categorical Exclusion 0 0 0 0 2 0 4 0 0 6 $1,182 $0 $0 $2,480 $0 $0 $0 $2,728 $3,910 5 BCDC Permitting Support 0 4 0 0 8 16 0 0 0 28 $6,292 $0 $0 $20,340 $0 $0 $0 $22,374 $28,666 0 10 0 0 16 16 8 0 0 50 $11,310 $0 $0 $125,581 $0 $0 $0 $138,139 $149,449 General BKF Printing, Plotting, and Travel (1% of Total) $196,101
Consultant Labor Totals for Base Scope of Services 50 232 64 0 72 50 16 0 0 484 $130,692 $32,340 $0 $125,581 $0 $0 $0 $173,713 $305,715 $1,310
Design Engineer
PHASE 1: PROJECT MANAGEMENT SUBTOTAL
PHASE 2: PROJECT APPROVALS & ENVIRONMENTAL DOCUMENT (PA&ED) SUBTOTAL 1 Preliminary Engineering and Background Research Subtotal:

Traffic/ Lighting
Total Fee
2 Environmental Compliance and Permitting Subtotal:

Reimbursable and Consultant Expenses
BKF Staff Members
QA/QC and Funding Jaggi Bhandal
Canal Neighborhood Active Transportation Enhancements Project Project Manager Becky DowerProject Engineer

Principal Jason KirchmannSurvey/ ROW Dan LangleyField Crew Party Chief Parametrix Plan to Place LSA RGH Vertical
Contractor -
TBD
Outreach/
Bilingual
Environmental Geotechnical Aerial Potholing

VP AP PM TM SPE PE DE FC FC
$317 $287 $287 $273 $233 $205 $179 $233 $150 Design Engineer Traffic/ Lighting
Total Fee
BKF Staff Members
QA/QC and Funding Jaggi Bhandal
Canal Neighborhood Active Transportation Enhancements Project Project Manager Becky DowerProject Engineer

CONSULTING SERVICES
Total BKF Hours
Sr Project Engineer Ben KerstetterField Crew Chainperson Total BKF FeeTotal Subconsultant Fee**Includes 10% Markup Sub Consultants
Task Description Full Rate
Principal Jason KirchmannSurvey/ ROW Dan LangleyField Crew Party Chief Optional Services
PHASE 3: PLANS, SPECIFICATIONS, AND ESTIMATE (PS&E)
OT 4 Right-of-Way Certification and Utility Relocation
1 Control and Topographic Survey 4 6 0 48 0 0 118 118 118 412 $82,410 $0 $0 $0 $0 $22,800 $0 $25,080 $107,490 2 Right of Way Survey 20 5 0 36 0 36 0 36 36 169 $38,771 $0 $0 $0 $0 $0 $0 $0 $38,771 3 Utility Data Research and Coordination 0 0 0 0 8 12 20 0 0 40 $7,904 $0 $0 $0 $0 $0 $0 $0 $7,904 4 Utility Conflict Review and Resolution 0 0 0 0 8 16 24 0 0 48 $9,440 $0 $0 $0 $0 $0 $0 $0 $9,440 5 Right-of-Way Certification 0 8 8 0 0 0 0 0 0 16 $4,592 $0 $0 $0 $0 $0 $0 $0 $4,592 6 Utility Relocation Coordination 0 24 0 0 60 0 40 0 0 124 $28,028 $0 $0 $0 $0 $0 $0 $0 $28,028 24 43 8 84 76 64 202 154 154 809 $171,145 $0 $0 $0 $0 $22,800 $0 $25,080 $196,225 OT 5 Plans, Specifications and Estimates (PS&E) and Construction Documents 1 Review of Background Documents 0 0 0 0 4 4 4 0 0 12 $2,468 $33,835 $0 $0 $0 $0 $0 $37,219 $39,687 2 Geotechnical Investigation 0 2 0 0 4 2 0 0 0 8 $1,916 $0 $0 $0 $29,788 $0 $0 $32,767 $34,683 3 Preliminary Design Drawings 8 16 0 0 24 32 40 0 0 120 $26,440 $48,140 $0 $0 $0 $0 $0 $52,954 $79,394 4 Community Outreach Support 0 24 0 0 0 0 24 0 0 48 $11,184 $21,180 $33,400 $0 $0 $0 $0 $60,038 $71,222 5 Potholing 2 2 0 0 8 0 4 0 0 16 $3,788 $0 $0 $0 $0 $0 $50,000 $55,000 $58,788 6 65% Design 0 8 40 0 80 120 160 0 0 408 $85,656 $56,060 $0 $0 $0 $0 $0 $61,666 $147,322 7 90% Design 0 0 32 0 64 80 100 0 0 276 $58,396 $32,100 $0 $0 $0 $0 $0 $35,310 $93,706 8 100% Design 0 0 20 0 20 32 40 0 0 112 $24,120 $25,000 $0 $0 $0 $0 $0 $27,500 $51,620 9 Final Bid Package 0 0 8 0 16 24 32 0 0 80 $16,672 $12,000 $0 $0 $0 $0 $0 $13,200 $29,872 0 8 100 0 184 260 336 0 0 888 $230,640 $228,315 $33,400 $0 $29,788 $0 $50,000 $375,653 $606,293 OT 6 Final Bid Phase and Bid Phase Support
1 Bid Support 4 12 0 0 8 0 0 0 0 24 $6,576 $7,680 $0 $0 $0 $0 $0 $8,448 $15,024 4 12 0 0 8 0 0 0 0 24 $6,576 $7,680 $0 $0 $0 $0 $0 $8,448 $15,024 OT 7 Construction Support - Design Support During Construction 1 Construction Support 2 8 0 0 16 24 40 0 0 90 $18,738 $26,520 $0 $0 $0 $0 $0 $29,172 $47,910 2 Project Close-Out 1 4 2 0 8 0 16 0 0 31 $6,767 $0 $0 $0 $0 $0 $0 $0 $6,767 3 12 2 0 24 24 56 0 0 121 $25,505 $26,520 $0 $0 $0 $0 $0 $29,172 $54,677 $66,760
Stipend for Canal Alliance Support $15,000
General BKF Printing, Plotting, and Travel (1% of Total) $958,319
Consultant Labor Totals for Optional Scope of Services 31 75 110 84 292 348 594 154 154 1842 $433,866 $262,515 $33,400 $0 $29,788 $22,800 $50,000 $438,353 $958,319 $1,264,034
PHASE 3: PLANS, SPECIFICATIONS, AND ESTIMATE SUBTOTAL
OT 6 Final Bid Phase and Bid Phase Support Subtotal:

OT 7 Construction Support - Design Support During Construction Subtotal:

OT 4 Right-of-Way Certification and Utility Relocation Subtotal:

OT 5 Plans, Specifications and Estimates (PS&E) and Construction Documents Subtotal:

Total Fees for Base and Optional Scope of Services
10% Design Contingency
Reimbursable and Consultant Expenses
$4,340
JANUARY 21, 2025

CITY OF

SAN RAFAEL
Proposal For
Canal Neighborhood Active
Transportation Enhancements
Project

COVER LETTER
PROJECT UNDERSTANDING 1
EXPERIENCE AND TECHNICAL COMPETENCE 6
PROJECT ORGANIZATION AND KEY PERSONNEL 8

TABLE OF CONTENTS

BKF ENGINEERS
810 Fifth Avenue, Suite 210 San Rafael, CA 94901 | t. 415.930.7960 January 21, 2025
Grey Shankel Melgard
Associate Civil Engineer
Department of Public Works
City of San Rafael
Subject: Canal Neighborhood Active Transportation Enhancements Project Dear Mx. Melgard and the Selection Committee,
The Canal District, while home to nearly 1 in 5 City residents, represents less than 5 percent of the City’s total land area. This high-density neighborhood is home to a disproportionately high number of members of the Latinx community and low-income households, many of which do not own motor vehicles. Personal transportation isn’t the only thing that is deficient in the Canal District – the area is also severely lacking in continuous and accessible walking facilities, safe bike facilities, and access to key transit lines, compounding the issues that residents must face when carrying out activities like attending school, reporting to work, or procuring goods for the family.

The City of San Rafael has identified the Canal District as a Priority Development Area and has gathered the momentum and community by-in to help transform this neighborhood into a safe, walkable, and bikeable community. By addressing key infrastructure gaps and enhancing existing facilities, this project will create a safer, more inclusive, and connected transportation network for the Canal neighborhood, improving the overall quality of life for its residents and helping the City of San Rafael to further its Diversity, Equity, and Inclusion goals and General Plan 2040 policies.

BKF Engineers commends the City for it’s focus on these critical items that will improve the every day life of its residents and visitors. We also understand that for projects like this, the City not only needs a trusted consultant with expertise in it’s technical aspects, but one that takes it’s importance personally. BKF knows San Rafael. We know it’s streets because we helped design them, we know it’s utilities because we’ve improved them and we know it’s movements because we’ve helped plan for them. It’s not only because our team has provided our services to the San Rafael, it’s because San Rafael actually is personal to us. Members of our proposed project team play here, work here and lived here.

We are excited about the opportunity to continue to support the City of San Rafael with our civil engineering and surveying consulting services! We have enjoyed working with the talented staff of City engineers and are eager to broaden the amount of San Rafael streets and intersections that will help the City to improve.

In addition to our San Rafael specific experience and qualifications BKF Engineers (BKF) has a proven track record of understanding and satisfying our municipal clients, as evidenced by our lasting relationships with public agencies all throughout the North Bay and Marin County area. You will find within our proposal that we come with strong project and personal recommendations from clients who have experience with us and our ability to help them manage projects with tight budgets, short timelines, and an observant and demanding public.

BKF has earned a reputation for our ability to successfully plan, design, survey, and implement a variety of projects, including a large number of Public Works project for our hundreds of municipal clients. While the past 100+ years of business have allowed us to grow to over 450+ employees across 16 west coast offices, each office maintains a small-firm feel and tailored understanding of our localized service areas. This project will be staffed by familiar faces located in our San Rafael and Santa Rosa offices.

San Rafael
Santa Rosa
Modesto
Newport
Beach
Oakland
Pleasanton
Portland
Redwood City
Roseville
Sacramento
San Francisco
Salinas
San Diego
San Jose
San Luis
Obispo
Walnut Creek

OFFICE LOCATIONS
Civil Engineering
Transportation
Surveying
Right-of-Way
Stormwater
Planning
Water Resources
Sustainability
Construction
Management
Pavement Rehabilitation
Traffic/Signals
Active Transportation
Caltrans Processing for
Federally Funded Projects
and Encroachment
Permits
Resource Agency
Permitting
Utility Coordination,
Relocation, and Design
Grants and Funding

SERVICES
Our Project Team will be guided by Jason Kirchmann, who will be serving as the Project Executive-in-Charge.

Jason will set the tone for the project and will provide guidance and support to the project team throughout the project duration. Becky Dower will serve as the Project Manager, where she will be responsible for the day-today activities of the design team and technical office staff. Becky is supported by a talented team of engineers, including Ben Kerstetter, who has lead design efforts on similar active transportation improvement projects and is a familiar face to the City.

We have teamed with a talented and experienced set of subconsultants to further reinforce our capabilities to serve the City. Parametrix will bring forth to the City their experience working in the Canal District, including their conceptual design and grant support work completed for this very project! Parametrix has a long history of serving within the Canal District, including their work on the conceptual design of this project. Parametrix will be supporting the conceptual design work and final design work associated with the lighting and safety improvement elements of the project.

To support the public engagement elements of the project, our Marin-County based outreach subconsultant, Plan to Place, will be bringing forth their collaborative and inclusive bilingual engagement team to support and expand on the community communications lead by the City and in concert with Voces del Canal and the Canal Alliance. LSA Associates will lead the environmental review and permitting process, and will bring forth their extensive experience with BCDC and the Caltrans Local Assistance process. Rounding out the subconsultant team is RGH Geotechnical Consultants, a group that is familiar both with working in and for the City, and is also a repeated and trusted partner to BKF. This group of professionals have all performed together on prior successful projects and are eager to service the City on this important, transformative project to our community.

We appreciate your consideration of our proposal and look forward to continuing our relationship with the City.

As Vice President, I have the authority to negotiate services and bind the firm to the terms of this proposal. We have reviewed and are familiar with the City of San Rafael’s Professional Services Agreement and will accept the agreement as-is, as we have on our past projects with the City. If you have any questions, please contact me at 415-930-7964 or by email at [email protected].

Sincerely,

BKF ENGINEERS
Jason Kirchmann, PE, PLS
Vice President / Executive-In-Charge
Jason Kirchmann, PE, PLS
Vice President / Executive-In-Charge
810 5th Ave, Suite 210
San Rafael CA 94901
D: (415) 930-7964
E: [email protected]

CONTACT INFORMATION

PROJECT UNDERSTANDING
City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project 1

PROJECT UNDERSTANDING
The BKF project team is excited to share our understanding of the project background and our actionable approach to successfully completing this critical active transportation improvement project. We look forward to leveraging our knowledge gained through previous projects, as well as our site- and project-specific experience to illustrate our understanding and approach to delivering the project.

AN UNDERSTANDING OF THE CLIENT, THE PROJECT, AND THE OBJECTIVES The BKF Team has worked in and for the City of San Rafael for over 15 years and across dozens of projects.

Our subconsultant partner, Parametrix, manages the Marin County Safe Routes to Schools program, which encourages students to use active modes of transportation and works to make safety improvements near schools. Prior work in the Canal District includes a bilingual walk audit conducted for the Bahia Vista Elementary School to assess current and needed safe pathways to school. Parametrix (as Parisi Transportation Consulting) also successfully completed two Active Transportation Program Cycle 6 grant applications for improvements in the Canal. They have also designed sidewalk improvements on Francisco Boulevard East to help connect residents to downtown San Rafael.

We understand that the project aims to implement a series of pedestrian, bicycle, and transit improvements to enhance mobility, equity, safety, and comfort for residents in the Canal neighborhood, in concert with a forthcoming utility undergrounding project. The proposed enhancements will improve access to key community destinations such as schools, parks, and shopping areas. By addressing gaps in infrastructure and optimizing existing facilities, the project will encourage more sustainable transportation options and contribute to a more connected and vibrant neighborhood.

Pedestrian infrastructure enhancement upgrades are central to improving access and safety for residents in the Canal neighborhood. The following enhancements will be implemented across 19 streets and pathways:
▪ Curb Ramp Upgrades to improve accessibility for people with disabilities by ensuring all intersections and street crossings are equipped with ADA-compliant curb ramps. ▪ Sidewalk Gap Closures to fill in missing sections of the sidewalk network to create a continuous walking path for pedestrians with a focus on streets with high pedestrian activity but where sidewalks are incomplete or discontinuous. ▪ Corridor Lighting Improvements to increase pedestrian safety and security by enhancing lighting along key corridors of major walking routes and near transit stops and along portions of the Bay Trail. ▪ Uncontrolled Crosswalk Enhancements including high-visibility crosswalk markings, flashing beacons, and/ or curb extensions at uncontrolled crossings to improve the visibility and safety of pedestrians.

Bicycle infrastructure enhancements will encourage safe and convenient cycling, contributing to a more sustainable and active transportation system within the Canal neighborhood. Bicycle improvements would include bicycle boulevard treatments along three key streets in the neighborhood’s bicycle network and add secure bicycle parking at a popular neighborhood park. The goal of the bicycle boulevard treatments is to create safe, comfortable, and attractive streets for cyclists, encouraging more people to bike for transportation by implementing traffic calming measures, signage, pavement markings, and bike lane enhancements. Additionally, installation of secure bike racks at neighborhood destinations will provide cyclists with a convenient and safe place to park their bikes while visiting the community park or other nearby businesses and destinations.

Enhancing the public transit system in the Canal neighborhood will provide residents with more reliable and comfortable transportation options. The proposed transit improvements include the following:
▪ Transit Shelter Enhancements to upgrade five (5) high-ridership transit stops with improved shelters, seating, lighting, and informational signage to improve the comfort and accessibility of transit stops to ensure a better experience for transit users.
▪ Development of a New Transit Stop will expand
access to public transit by adding a new stop along a
high-use transit route to serve underserved areas of the Canal neighborhood. The design team will work with
the City and Metropolitan Transportation Commission
(MTC) to identify a strategic location for the new
stop that will provide better access to key community
destinations and improve overall transit coverage. Recent Bicycle Boulevard Improvements on Bolinas Road in San Anselmo

PROJECT UNDERSTANDING
City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project 2
An equitable and inclusive public engagement process will be mindfully carried out to keep residents and advocates in-the-know about this transformative project. We look forward to working closely with the City, as well as the Canal Alliance and Voces del Canal, to develop and execute an effective engagement strategy to solicit feedback and provide information to the affected community.

Our project team developed the drawings that were used for the Canal Neighborhood Active Transportation Elements Program Active Transportation Program Cycle 6 Application! We are uniquely situated in a position that allows our team to get the quickest and most cost-effective start on the project, as we have already started work on the project! We are also familiar with both the Canal Neighborhood CommunityBased Transportation Plan and the San Rafael Bicycle and Pedestrian Master Plan and believe we can illustrate project alignment with both of these guidance documents. In fact, members of our team are currently working with the City on the Citywide Bicycle and Pedestrian Plan Update!

A WORK PLAN TO GUIDE THE PROJECT PROCESS
Our team has reviewed the Scope of Services as described in the Request for Proposals and has identified that the Scope aligns well with our understanding of the project. We look forward to working with the City during negotiations to finalize the Scope of Services. We have identified in our timeline graphic below a phase-by-phase workplan that aligns with authorization milestones set by the Local Assistance process.

PA&ED Phase PS&E Phase Advertisement & Construction Phase

PROJECT TIMELINE
March - May 2025 April - Sept 2025 May - Dec 2025 March - Sept 2026 Jan - Nov 2026 Nov - Dec 2026 Mar - Nov 2027 • Request to Proceed with
Preliminary Engineering (LAPM
Exhibit 3-A, LAPM Exhibit 3-E,
and LAPM Exhibit 3-O)
• Preliminary Engineering Right
of Way (PERW) Checklist (LAPM
Exhibit 13-E)
• Site Assessment and
Conceptual Design
• Utility Research and Mapping
• Right of Way Research and
Mapping
• Stakeholder Engagement and
Coordination
• Public Outreach and
Engagement
• Design Coordination and
Check-Ins with City and
Transit Agencies
• Stakeholder Engagement and
Coordination
• Public Outreach and
Engagement
• Design Drawings
• Caltrans-Format Technical
Specifications
• Engineer’s Opinion of
Probable Construction Costs
• Comment Resolution Matrix
• Bid Schedule and Pay Item
Descriptions
• Request for Authorization to
Proceed with Construction
(LAPM Exhibit 3-D)
• Completed PS&E Checklist
(LAPM Exhibit 12-D)
• Authorization to Proceed with
Right of Way Engineering
(LAPM Exhibit 3-B)
• Utility “A”, “B”, and “C” Letters
(NTO Letters and Exhibits)
• Right of Way Certification
(LAPM Exhibit 13-A or 13-B)
• Authorization to Proceed
with Utility Relocation (LAPM
Exhibit 3-C)
• BCDC Permit
• Approved Authorization to
Proceed (LAPM Exhibit E-76)
• Pre-Bid Meeting
• Address Bidder Questions
• Bid Summary and
Recommendations
• Issued for Construction
Drawings
• Submittal Review
• RFI Responses
• Site visits/field review
meetings
• Punch List
• Record Drawings
• Field Review Meeting (LAPM
Exhibit 7-B)
• Technical Studies
• CEQA/NEPA Document
Preparation
• Preliminary Environmental
Study (LAPM Exhibit 6-A)

PRELIMINARY ENGINEERING
& BACKGROUND RESEARCH
(MARCH 2025 – MAY 2025)

RIGHT OF WAY CERTIFICATION
& UTILITY RELOCATION
(MAY 2025 - DEC 2025)

PLANS, SPECIFICATIONS
& ESTIMATE
(JAN 2026 - NOV 2026)

AGENCY PERMITTING
(MARCH 2026 – SEPT 2026)

BID PHASE SUPPORT
(NOV 2026 – DEC 2026)

DESIGN SUPPORT DURING

CONSTRUCTION
(MARCH 2027 - NOV 2027)

ENVIRONMENTAL COMPLIANCE
(APRIL 2025 – SEPT 2025)

PROJECT UNDERSTANDING
City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project 3
Our anticipated project timeline is based on our experiences with other, similar projects, as well as our knowledge of the lengthy Caltrans Local Assistance process. While clear communication chains and close management can help to keep the project on track, there are a number of variables that could impact the project schedule, including the responsiveness of the assigned Caltrans District Local Assistance Engineer (DLAE), environmental permitting, right of way resolution and certification, and outside agency utility relocation (if needed). To support the successful and timely execution of the project, we look forward to establishing a routine dialog with City staff and an aligned approach for co-managing outside agencies and their unpredictable timelines.

A PROACTIVE PROJECT MANAGEMENT APPROACH
BKF’s approach to effective Project Management follows an important workflow: manage the process; define the critical challenges; develop coordinated design documents; and validate constructability to ensure expected project delivery. Following this approach minimizes confusion, unmet expectations, and re-work, in turn controlling the project costs and limiting impacts to the schedule.

We will manage the process by understanding and obtaining the City’s confirmation on our project work plan and by leveraging our existing successful relationships with other stakeholders to facilitate communications and maintain the project schedule. Becky and the consultant team will work with the project stakeholders to coordinate improvements and obtain required approvals. She will keep City staff informed of the progress and bring them in immediately if critical decisions need to be made to keep the project moving forward.

To appropriately define the project, one must first have a thorough understanding of the need for the project, and understanding of the project area, familiarity with similar projects, and clarity of the City’s goals and objectives. Understanding the origin of schedule milestones and project goals allows us to suggest methods that meet the overall goals. With this, we will identify any obstacles or critical issues early in the design process so that they may be recognized, brought to the City with recommended solutions and resolved with the City’s concurrence. This front-end investigation and review of options is an important tactic for defining the project and keeping design development on-pace and on-budget.

A solid understanding of the needs of the project stakeholders is important as we develop the construction documents. Preparation of adequate documents to successfully construct the project will require not only understanding the approval procedures, but also providing thorough and supporting design services to include permitting, surveying/right of way, utility coordination, and coordination with the affected transit agencies.

Our last step in our internal approach is to validate of the project. BKF is committed to providing excellent services, and we stand behind our work. We have a fine-tuned quality control program for document control, design, reports, plan production, and project process efforts. This process enables us to quickly develop practical approaches and also provides experienced input in cost estimating, constructability, end-user operations and maintenance, and value engineering. This same commitment of monitoring is extended also to other project components such as scope, budgets, schedules and cost estimates so that no surprises that may delay the project arises. The validation is continuous throughout the project and includes reviewing all components of the project and confirming that the best value is obtained. The team will be proactive and provide recommendations that will optimize both funding and delivery for both the design and construction phases of work.

A PLAN TO PROVIDE DELIVERABLES ALIGNED WITH EXPECTATIONS AT EACH MILESTONE AND TO

SUPPORT FUNDING REQUIREMENTS
Our understanding of the structure and rigidity around the Caltrans Local Assistance process allows us to plan and execute our work and deliver milestone submittals in conjunction with major submittals to and authorizations from our District Local Assistance Engineer. We have developed a process diagram that illustrates key points within the Local Assistance process and identifies the materials that the design team will need to prepare to support the City each step of the way.

Manage Define Develop Validate

PROJECT UNDERSTANDING
City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project 4
Initiate Project Implementation Process
• Submit LAPM 3-A: Project Authorization Form to Request Start of Preliminary Engineering (PE) Phase
Project Approval and Environmental Document (PA&ED) Phase • Submit LAPM Exhibit 6-A: Preliminary Environmental Studies Form • Conduct Field Review Meeting and Submit LAPM Exhibit 7-B: Field Review Form • Complete Technical Studies
• Develop Preliminary Designs
• Submit LAPM Exhibit 13-E: Preliminary Engineering Right of Way (PERW) Checklist
• Prepare CEQA/NEPA Document
Plans, Specifications, and Estimate (PS&E) Phase
• Develop Final Design
• Develop Engineer’s Estimate
• Utility Notifications and Documentation
• Submit LAPM Exhibit 3-C: Request for Authorization to Proceed with Utility Relocation (if needed) • Submit LAP Exhibit 3-B: Request for Authorization to Proceed with Right of Way Request for Authorization for Construction
• Submit LAPM Exhibit 3-D: Request for Authorization to Proceed with Construction Package » NEPA/CEQA Documentation
» Right of Way Certification
» PS&E Package
» Engineer’s Estimate
» LAPM Exhibit 12-D: PS&E Checklist
Bid Advertisement
• Must Receive Approved LAPM Exhibit E-76: Authorization to Proceed Form prior to Bid Advertisement
Contract Award and Construction
• Submit LAPM Exhibit 15-L: Local Agency Contract Award Checklist with First Invoice • Submit Monthly LAPM Exhibit 5-A: Local Agency Invoice • Submit Final Report of Expenditures (FROE) Package with Final Invoice

PROJECT FUNDING COMPLIANCE PROCESS

PROJECT UNDERSTANDING
City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project 5

A DETAILED QUALITY CONTROL PROGRAM
BKF’s Quality Control (QC) program is rooted in the premise that to obtain quality deliverables and a quality project, quality control must be woven into the process from the start. Our goal is to deliver innovative design solutions that are completed on schedule, within budget, and that met the City’s expectations. To accomplish this goal, we involve senior staff in the critical design decisions and provide an internal quality control review of all the design documents at each stage of the project.

Two weeks prior to any scheduled submittal, BKF will complete an internal review of all documents, including documents prepared by our subconsultants. Our QC Manager, Jaggi Bhandal, will check the documents for errors, perform a constructability review, and suggest alternatives for cost savings. Following the QC review, the project team will review the comments together during a team comment resolution meeting. Design updates to resolve the comments are then documented in a comment matrix and the drawings and other materials are updated.

Jaggi will utilize BKF’s Quality Control Manual as a basis for conducting and documenting his review. A copy of BKF’s full Quality Manual can be provided upon request.

A REVIEW OF THE CRITICAL ISSUES AND POTENTIAL RESOLUTIONS Our team is ready to hit the ground running…and we’ve already started work! In addition to our work on the conceptual design materials to support the funding grant, our engineers have recently visited the project site to assess key issues and provide insights into the project improvements. Our photo log summary provided below captures a selection of the scope of issues and potential solutions we plan on employing to cost-effectively complete the project.

Harbor Street – Narrow and Constrained
Sidewalks and Missing Curb Ramps
Louise Street – No Pedestrian or Bike
Facilities, Uncontrolled Street Parking
Elaine Way – Non-Compliant Curb Ramps
and Missing Crosswalk
Mill Street – Sidewalk Gap and NonCompliant Driveway Aprons Mill Street – Sidewalk Gap and
Missing Curb Ramp

SEE OUR PROPOSED LOUSIE STREET ILLUSTRATION
on page 10

EXPERIENCE AND TECHNICAL COMPETENCE
City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project 6
BKF Engineers
Delivering Inspired Infrastructure for 110 years
Serving the western United States since 1915, BKF Engineers is a leading civil engineering and surveying firm, successfully planning, designing, surveying, and funding projects. Our legacy is indicative of our resilience and dedication to supporting the technical expertise and collaboration critical to implementing the visions of the communities we serve. By leveraging our diverse project portfolio in combination with innovative design solutions, BKF’s team of over 450 experienced members is dedicated to successfully deliver sustainable and dynamic projects for our communities and partners.

Through our growing presence in over 16 locations, BKF supports a diverse range of markets, including transportation, water resources, land surveying, infrastructure, land development, research and laboratory facilities, government, civic, parks and open space, education, and healthcare. We provide a number of specialty services--agency permit expediting, master planning, grant/funding strategies, sustainable infrastructure, site accessibility consulting, hydrology/hydraulics, traffic signal and traffic handling designs, utility locating services, automated construction surveying monitoring, and 3D laser scanning—to expedite the design and approval of projects.

BKF’s proven project approach recognizes that developing dynamic projects is informed by focused team collaboration, mitigating physical constraints and potential risks, and balancing design goals with value engineering solutions. As a partner with our clients, BKF is mutually invested in the successful outcome of projects through providing strategic advice commencing at the initial feasibility phases through the PARAMETRIX. • TRAFFIC/LIGHTING
Parametrix is a fully employeeowned firm committed to delivering exceptional, client-focused engineering, planning,
and environmental consulting services. Founded in
1969, Parametrix has expanded across the Western
United States, with twenty (20) offices and a team of
over 750 professionals companywide. The firm offers
a comprehensive range of transportation planning
and engineering services, including in-depth analysis,
strategic planning, urban design, engineering, public
outreach, grant writing, policy development, and
program management for all transportation modes
and supporting infrastructure.

PLAN TO PLACE • OUTREACH/BILINGUAL
Plan to Place is a community engagement
and communication firm founded in 2016
and based in Marin County. At Plan to
Place they value highly collaborative and
inclusive community-based, neighborhood and urban
planning efforts. As a full-service engagement firm,
they are continually exploring and innovating new
outreach tools that are tailored to meet the needs of
their clients and the communities they work with. They
implement an array of communication, facilitation and
engagement in-person and digital platforms designed
to provide access to a wide range of participants.

LSA • ENVIRONMENTAL
LSA is an employee-owned firm
offering clients professional excellence,
reliability and continuity since their firm’s founding
in 1976. They provide multi-disciplinary land use
planning, habitat restoration, regulatory permitting,
environmental planning, and construction support
services with a staff of almost 180 employees in
nine California offices. Their Point Richmond office
has 40 full-time professionals and will be the lead
office for providing services to the City of San Rafael.

The Point Richmond office is exceptionally strong
in biological resources, cultural resources, and
California Environmental Quality Act (CEQA)/National
Environmental Policy Act (NEPA) related services.

RGH CONSULTANTS • GEOTECHNICAL •

OPTIONAL
RGH Consultants is a privately owned
S Corporation founded in 1991 as a
full-service firm with expertise in geotechnical
engineering, engineering geology, and construction
observation and testing. RGH currently has 33
employees and has grown to become one of the
largest locally owned geotechnical engineering firms
in the northern Bay Area. Headquartered in Santa
Rosa, California, in 1997, RGH added a geotechnical
testing laboratory that subsequently expanded to
include concrete and asphalt.

BKF Engineers (BKF) has built a reputation on its ability to mobilize and manage multiple subconsultants into a completely integrated team, and we are proud of the BKF team that we have assembled for this Project.

Each of the subconsultants listed below has worked extensively with BKF and one another on multiple transportation projects.

EXPERIENCE AND TECHNICAL COMPETENCE
COST
$358,975

COMPLETION DATE
2021 - Ongoing
COST
$313,951

COMPLETION DATE
2022 - 2024
COST
$265,880

COMPLETION DATE
2021 - 2024
COST
$27,350

COMPLETION DATE
2020 - 2024
COST
$127,000

COMPLETION DATE
2019 - 2024

PETALUMA STREET REHABILITATION
Petaluma, CA

LAUREL GROVE SAFE PATHWAYS TO SCHOOL
Ross, CA

GRAYSON AVENUE ROADWAY IMPROVEMENTS
St. Helena, CA

SAUSALITO FERRY LANDSIDE IMPROVEMENTS
Sausalito, CA

TOWN OF CORTE MADERA
RJ Suokko, PE | Director of Public Works
[email protected] | 415-927-5118

CITY OF PETALUMA
Paul Geoghegan
[email protected] | 707-778-312

TOWN OF ROSS
Richard Simonitch | Public Works Director
[email protected] | 415-453-1453

CITY OF SAUSALITO
Kevin McGowan
[email protected] | 415-289-4109
BKF is currently working for the Town of
Corte Madera to develop new multi-modal
transportation improvements along a busy
section or Paradise Drive. These improvements
include a new multi-use path, curb ramps,
bulb-outs, and RRFB and mid-block crossing
improvements. BKF is supporting the Town not
only with design, but with environmental review
and permitting (through a sub-consultant) and
public engagement efforts.

The BKF team is collaborating with the City of
Petaluma on pavement rehabilitation, traffic
calming, and active transportation projects. The
work includes pavement overlays, sidewalk gap
closures, curb bulb-outs, pedestrian islands, bike
lanes, and traffic control enhancements. The
project also involves extending a recycled water
main along Maria Drive and reviewing existing
striping, signage, and drainage for improvements
and compliance with the CA MUTCD.

BKF designed a 4-foot-wide, 1,600-foot pedestrian
pathway along Laurel Grove in Ross to improve
safety and provide a school route. The project
included street widening, lane realignment,
retaining walls, drainage updates, and signage.

BKF handled design, public outreach, construction
documents, and support. Completed on time
and within budget, the pathway is now a valued
community asset, prompting the Town to engage
BKF for its expansion.

BKF Engineers successfully delivered services for public engagement and design of a complete street and pavement rehabilitation project along the entirety of Grayson Avenue, just a few blocks from the city’s popular downtown area. Grayson Avenue services several key areas in the community, including St. Helena High School, St. Helena Primary School, and Crane Park, where the St. Helena Farmer’s Market is held. It’s also a popular route for many of the over 6,000 residents who live in the surrounding neighborhoods. BKF worked with RGH Geotechnical Consultants to complete this project which now provides safe bike, pedestrian, and vehicle access along this important corridor.

BKF Engineers, in collaboration with the Golden Gate Bridge, Highway and Transportation District (GGBHTD) and the City of Sausalito, planned and designed improvements to the ferry terminal plaza. The area serves as a key access point for residents, commuters, and tourists, accommodating various transportation modes. BKF worked with the City to create a functional, visually appealing plaza, incorporating public input and addressing challenges such as bicycle staging and transportation flow. The project aimed to enhance the gateway from the Bay to Sausalito, improving the experience for all users.

City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project 7

PARADISE DRIVE MULTIODAL AND CLIMATE
ADAPTATION IMPROVEMENTS Corte Madera, CA
CITY OF ST. HELENA
Mario Traverso | Assistant Engineer
[email protected] | 707-204-9084

PROJECT ORGANIZATION AND KEY PERSONNEL
City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project 8
Ben Kerstetter, PE
Senior Project Engineer

BKF ENGINEERS

ENGINEERING
Daniel Langley, PLS
Survey Manager

BKF ENGINEERS

SURVEY /ROW
Becky Dower, PE
Project Manager

BKF ENGINEERS
PROJECT MANAGER Jason Kirchmann, PE, PLS
Executive-In-Charge

BKF ENGINEERS

PRINCIPAL-IN-CHARGE
Jaggi Bhandal, PE, LEED AP
QC Manager & Funding Liason

BKF ENGINEERS

LOCAL ASSISTANCE/

FUNDING LIASON

BKF ENGINEERS, SURVEYORS, PLANNERS
450+ SUPPORT STAFF

ORGANIZATION CHART
BKF has assigned professional engineers to specific roles based on the professionals’ expertise. We are organized for a quick response to address your needs and are able to meet tight schedules. If needed, BKF has the resources to provide additional experienced personnel, office support, and/or field staff.

STAFFING PLAN
BKF’s Management Team is licensed in California and includes Becky Dower, PE who will serve as Project Manager and be the main point of contact between the City of San Rafael and the BKF team. Jason Kirchmann, PE, PLS will serve as Executive-In-Charge and Jaggi Bhandal, PE, LEED AP will serve as quality assurance/ quality control manager for the project and will help to guide the City through the LAPM funding requirements.

Ben Kerstetter, PE a Senior Project Engineer at BKF with more than eight years of experience at the firm, will support the team as key technical staff. If the schedule demands, we can utilize the assistance of other BKF team members in order to meet project deadlines. Our company is structured to ensure that we are always able to allocate adequate staff to meet project needs with respect to schedules and we will commit to see the project through from start to finish.

Good teamwork with a clear delegation of tasks and responsibilities results in projects that meet their schedule and budget goals. BKF has experience in managing the work of other disciplines often including geotechnical engineers, traffic engineers, electrical engineers, structural engineers, landscape architects, and public outreach specialists.

David Parisi, PE, TE
Traffic/Lighting Lead

PARAMETRIX

TRAFFIC/LIGHTING
Shanna Guiler, AICP
Environmental Lead
LSA

ENVIRONMENTAL
Dave Javid, AICP, LEED AP
Outreach Lead

PLAN TO PLACE

OUTREACH/BILINGUAL
Eric Chase, PE, GE
Geotechnical Lead
RGH CONSULTANTS, INC.

GEOTECHNICAL/OPTIONAL

PROJECT ORGANIZATION AND KEY PERSONNEL
City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project
9 As a senior project engineer at BKF, Ben has been involved extensively in the engineering design, of public roadways, paving and striping, pedestrian improvements, and public utilities. He enjoys working closely with public agencies, community organizations, and utility companies to incorporate specific concerns and regulations into the designs that he leads.

Becky has more than 15 years of experience in civil engineering design of public works improvements, including pavement rehabilitation, utility rehabilitation and replacement, and streetscape and complete streets projects. Her responsibilities have included pavement alternatives review and pavement design, utility design, water system modeling, and sewer by-pass pumping, and cost estimating. She enjoys collaborating with municipal clients and understands that successful public works projects need to be focused around an understanding of how the public uses the areas.

Daniel’s responsibility involves project management of all survey projects including scheduling, budget tracking, dispatching, supervision of crews, and coordination of the office and field surveyors. Ben will oversee the topographic survey sat the subject intersections to support design.

David manages a variety of challenging transportation projects throughout the West Coast. David’s 38 years of experience include various aspects of transportation and environmental planning and civil and traffic engineering.

He spearheads multi-disciplinary transportation projects from inception through design and development. These projects include environmental assessments in accordance with NEPA and CEQA; highway, railway, and multi-modal corridor studies; area-wide traffic circulation studies; rail transit projects; roadway and interchange feasibility analyses; access planning for pedestrians, bicyclists, and people with disabilities; localized traffic impact evaluations; and transportation system improvements. David specializes in developing Complete Street, transit and transit-oriented development, traffic calming and Vision Zero, and Safe Routes to School projects. David is currently the acting City of San Rafael traffic engineer.

Jason has a wide variety of experience in civil engineering design and land surveying for local municipalities and private sector clients. He has provided design support and project management on civic, roadway, transportation, parks, and commercial projects. He assists in converting clients’ ideas and desires into final construction documents. He understands the importance of providing seamless coordination with clients, other consultants, and reviewing agencies. He brings a keen sense of urgency to projects, consistently demonstrating the ability to stay on schedule and within budget.

Jaggi has been extensively involved in the preparation of PS&E documents, engineering design and enhancement of roadways, streets, pathways and bicycle/pedestrian improvements. He will be responsible for facilitating project objectives and maintaining conformance to the appropriate design guidelines.

He will be responsible to prepare a project-specific Quality Management Plan (QMP) and lead internal/external QA/QC procedures for BKF.

LEVEL OF EFFORT ESTIMATE (HOURS)
200 HOURS 140 HOURS 80 HOURS 200 HOURS 24 HOURS 32 HOURS BKF Engineers Subconsultants
Ben Kerstetter, PE
Senior Project Engineer
Becky Dower, PE
Project Manager
Daniel Langley, PLS
Survey Manager
David Parisi PE, TE
Traffic/Lighting Lead
Jason Kirchmann, PE, PLS
Executive-in-Charge
Jaggi Bhandal, PE, LEED AP
QC Manager & Funding Liason

PROJECT ORGANIZATION AND KEY PERSONNEL
City of San Rafael, Canal Neighborhood Active
Transportation Enhancements Project 10
Eric is a principal engineer and part owner of RGH Consultants with over 35 years of professional experience in geotechnical engineering. Eric will act as the project manager, and main point of contact for coordination, communication, and task completion with design team partners, and the municipality representatives. Specifically, Eric will manage RGH design engineers, geologists, and field engineers/technicians, provide final review of documentation, and prepare project task proposals and monitor task/project budget(s).

Shanna will serve as the Project Manager/Environmental Planner overseeing the preparation of the CEQA/NEPA documentation and environmental technical analyses. She is an urban and environmental planner with extensive experience managing multi-disciplinary teams for a range of projects, including parks and open space areas, roads, bridges, trails, and infrastructure projects. Her experience includes impact analysis, environmental documentation for project compliance under both the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), and permit processing for federal, state, and local public agencies as well as private developers.

Dave has over 20 years of experience leading a diverse range of award-winning community-based planning efforts. Dave’s experience as a project manager on vision, corridor, strategic, specific plan and resilient placemaking projects has provided invaluable insight on the opportunities and the challenges of balancing client objectives while meeting community expectations. By implementing a range of engagement and communication platforms, Dave has forged relationships with key community leaders to establish partnerships and a common dialogue that has led to successful policy outcomes.

LEVEL OF EFFORT ESTIMATE (HOURS)
10 HOURS 60 HOURS 60 HOURS
Subconsultants
NOW

LOUSIE STREET ILLUSTRATION
Eric Chase, PE, GE
Geotechnical Lead
Shanna Guiler, AICP
Environmental Lead
Dave Javid, AICP, LEED AP
Outreach Lead
BKF Engineers
810 5th Ave, Suite 210
San Rafael CA 94901
www.bkf.com

CONTACT

JASON KIRCHMANN, PE, PLS
(415) 930-7964
[email protected]
Rev. 08.22 B-1

EXHIBIT B

INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth below, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in this Exhibit B.

A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies:

1. Commercial general liability. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage.

2. Automobile liability. An automobile liability (owned, non-owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence.

3. Professional liability. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not required to have a professional license, CITY reserves the right to require CONSULTANT to provide professional liability insurance pursuant to this section.

4. Workers’ compensation. If it employs any person, CONSULTANT shall maintain workers’ compensation insurance, as required by the State of California, with statutory limits, and employer’s liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONSULTANT’s workers’ compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY.

B. Other Insurance Requirements. The insurance coverage required of the CONSULTANT in subparagraph A of this section above shall also meet the following requirements:

1. Except for professional liability insurance or workers’ compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies.

2. The additional insured coverage under CONSULTANT’s insurance policies shall be “primary and noncontributory” with respect to any insurance or coverage maintained by CITY and shall not call upon CITY'sinsurance or self-insurance coverage for any contribution. The “primary and noncontributory” coverage in CONSULTANT’S policies shall be at least as broad as v 08.22 B-2
ISO form CG20 01 04 13.

3. Except for professional liability insurance or workers’ compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury.

4. By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer.

5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years.

6. The insurance policies shall provide for a retroactive date of placement coinciding with the Effective Date of this Agreement.

7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY’S own insurance or self-insurance shall be called upon to protect it as a named insured.

8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the CONSULTANT under this Agreement.

9. CONSULTANT agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT, except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the performance of Services will be submitted to CITY for review.

10. CONSULTANT agrees to be responsible for ensuring that no contract used by any party involved in any way with the Services reserves the right to charge CITY or CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any v 08.22 B-3
such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against CITY for payment of premiums or other amounts with respect thereto.

C. Deductibles and SIR’s. Any deductibles or self-insured retentions in CONSULTANT's insurance policies must be declared to and approved by the CITY and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney’s fees and defense expenses.

D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement.

CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by the CITY.

San Rafael City CouncilMarch 17, 2025

San Rafael City Council
March 17, 2025