HomeMy WebLinkAbout4.4 - 2807 Amendment #1 to Consultant Services Agreeme
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STAFF REPORT
CITY COUNCIL
DATE: September 3, 2019
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Amendment #1 to Agreement with Rincon Consultants, Inc.
Prepared by: Rebecca Parnes, Environmental Technician
EXECUTIVE SUMMARY:
The City Council will consider amending the consultant services agreement with Rincon
Consultants, Inc. (Rincon) to extend the term of the contract to June 30, 2020 and to
add project scope for assistance with developing an updated Climate Action Plan.
STAFF RECOMMENDATION:
Adopt the Resolution Approving Amendment #1 to the Consultant Services Agreement
between the City of Dublin and Rincon Consultants, Inc.
FINANCIAL IMPACT:
The original agreement included a compensation amount of $75,000. This amendment
includes additional scope of work in the amount of $6,740, bringing the total
compensation to $81,740. Sufficient funds were included in the Fiscal Year 2018 -2019
budget to cover the scope included in the origin al agreement and sufficient funds are
available in the Fiscal Year 2019-2020 budget to cover the additional scope of work.
Half of the cost is budgeted from Measure D funds ($3,370) and half of the cost is
budgeted from the General Fund ($3,370).
DESCRIPTION:
On June 19, 2018, the City Council adopted Resolution 72-18 approving a consultant
services agreement (agreement) with Rincon Consultants, Inc. (Rincon) (Attachment 1).
Staff began working with Rincon in July 2018 to develop an updated Climate Action
Plan (CAP) that will provide greenhouse gas (GHG) emissions reduction goals for 2030
and 2050 to align with Senate Bill 32 and Executive Order B -30-15. Staff has found that
Rincon has been helpful in development of an updated draft CAP.
The agreement with Rincon expires on September 30, 2019. In order to ensure
alignment with regional neighbors and analyze the GHG emissions impacts of the
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recently released 2019 Title 24 California Building Code, Staff desires to extend the
current agreement term to June 30, 2020. Staff would also like to amend the agreement
to add scope of work in an amount not to exceed $6,740 for a new compensation total
of $81,740. The additional scope of work includes conducting additional GHG
emissions analyses and completing pote ntial revisions to the proposed CAP measures.
The Resolution Approving Amendment #1 (Attachment 2) and Exhibit A to the
Resolution (Attachment 3) are provided.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution 72-18 Consultant Services Agreement with Rincon Consultants, Inc.
2. Resolution Approving Amendment #1 to the Consultant Services Agreement between
the City of Dublin and Rincon Consultants, Inc.
3. Exhibit A to the Resolution - Amendment #1 to Consultant Services Agreement with
Rincon Consultants, Inc.
RESOLUTION NO. 72 — 18
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING A CONSULTANT SERVICES AGREEMENT WITH RINCON CONSULTANTS, INC.
FOR ASSISTANCE ON THE CLIMATE ACTION PLAN UPDATE
WHEREAS, Staff prepared and initiated a Request for Proposals (RFP) for consultant services
to assist with the update to the Climate Action Plan (CAP); and
WHEREAS, Staff reviewed and selected the most qualified firm to provide assistance with the
CAP update; and
WHEREAS, the City has accepted a proposal from Rincon Consultants, Inc.; and
WHEREAS, the term of the Agreement shall begin on July 1, 2018 and shall end on
September 30, 2019.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Dublin does
hereby approve the Consultant Services Agreement with Rincon Consultants, Inc.; and
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Contract
Services Agreement with Rincon Consultants, Inc.
PASSED, APPROVED AND ADOPTED this 19th day of June 2018, by the following vote:
AYES: Councilmembers Goel, Gupta, Hernandez, Thalblum and Mayor Haubert
NOES:
ABSENT:
ABSTAIN: J
ATTEST: Mayor
" Z-
City Clerk
Reso No. 72-18, Adopted 6/19/2018, Item No. 4.8 Page 1 of 1
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
RINCON CONSULTANTS, INC.
This Agreement is made and entered into between the City of Dublin ("City") and Rincon
Consultants Inc. ("Consultant") as of July 1, 2018 (the "Effective Date"). In consideration of their
mutual covenants, the parties hereto agree as follows:
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement,
Consultant shall provide to City the services described in the Scope of Work attached as Exhibit
A at the time and place and in the manner specified therein. In the event of a conflict in or
inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the date first
noted above and shall end on September 30, 2019, and Consultant shall
complete the work described in Exhibit A prior to that date, unless the term of the
Agreement is otherwise terminated or extended, as provided for in Section 8.
The time provided to Consultant to complete the services required by this
Agreement shall not affect the City's right to terminate the Agreement, as
provided for in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required
pursuant to this Agreement in the manner and according to the standards
observed by a competent practitioner of the profession in which Consultant is
engaged in the geographical area in which Consultant practices its profession.
Consultant shall prepare all work products required by this Agreement in
conformance with standards of quality normally observed by a person practicing
in Consultant's profession.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel
to perform services pursuant to this Agreement. In the event that City, in its sole
discretion, at any time during the term of this Agreement, desires the
reassignment of any such persons, Consultant shall, immediately upon receiving
notice from City of such desire of City, reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services
pursuant to this Agreement as may be reasonably necessary to meet the
standard of performance provided in Section 1.1 above and to satisfy
Consultant's obligations hereunder.
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed
$75,000, for services outlined in Exhibit A in accordance with the hourly rate schedule attached
hereto as Exhibit B. In the event of a conflict between this Agreement and Consultant's
proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall
prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time
and in the manner set forth herein. The payments specified below shall be the only payments
from City to Consultant for services rendered pursuant to this Agreement. Consultant shall
submit all invoices to City in the manner specified herein. Except as specifically authorized by
City, Consultant shall not bill City for duplicate services performed by more than one person.
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Consultant and City acknowledge and agree that compensation paid by City to Consultant
under this Agreement is based upon Consultant's estimated costs of providing the services
required hereunder, including salaries and benefits of employees and subcontractors of
Consultant. Consequently, the parties further agree that compensation hereunder is intended to
include the costs of contributions to any pensions andlor annuities to which Consultant and its
employees, agents, and subcontractors may be eligible. City therefore has no responsibility for
such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once a month
during the term of this Agreement, based on the cost for services performed and
reimbursable costs incurred prior to the invoice date. No individual performing
work under this Contract shall bill more than 2,000 hours in a fiscal year unless
approved, in writing, by the City Manager or his/her designee. Invoices shall
contain the following information:
Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first
invoice, etc.;
The beginning and ending dates of the billing period;
A copy of the applicable time entries or time sheets shall be submitted
showing the following:
o ❑aily logs of total hours worked by each individual performing
work under this Contract
o Hours must be logged in increments of tenths of an hour or
quarter hours
a If this Contract covers multiple projects, all hours must als❑ be
logged by project assignment
a A brief description of the work, and each reimbursable expense
A Task Summary containing the original contract amount, the amount of
prior billings, the total due this period, the balance available under the
Agreement, and the percentage of completion;
The total number of hours of work performed under the Agreement by
Consultant and each employee, agent, and subcontractor of Consultant
performing services hereunder, as well as a separate notice when the
total number of hours of work by Consultant and any individual employee,
agent, or subcontractor of Consultant reaches or exceeds 800 hours,
which shall include an estimate of the time necessary to complete the
work described in Exhibit A;
The Consultant's signature.
2.2 Monthly Payment. City shall make monthly payments, based on invoices
received, for services satisfactorily performed, and for authorized reimbursable
costs incurred. City shall have 30 days from the receipt of an invoice that
complies with all of the requirements above to pay Consultant.
2.3 Total Payment. City shall pay for the services to be rendered by Consultant
pursuant to this Agreement. City shall not pay any additional sum for any
expense or cost whatsoever incurred by Consultant in rendering services
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pursuant to this Agreement. City shall make no payment for any extra, further, or
additional service pursuant to this Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the
maximum amount of compensation provided above either for a task or for the
entire Agreement, unless the Agreement is modified prior to the submission of
such an invoice by a properly executed change order or amendment.
2.4 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall
not exceed the amounts shown on the fee schedule set forth on the
compensation schedule attached as Exhibit B.
2.5 Reimbursable Expenses. Reimbursable expenses are specified below, and
shall not exceed ($ 0.01). Expenses not listed below are not chargeable to City.
Reimbursable expenses are included in the total amount of compensation
provided under this Agreement that shall not be exceeded.
2.6 Payment of Taxes. Consultant is solely responsible for the payment of
employment taxes incurred under this Agreement and any similar federal or state
taxes.
2.7 Payment upon Termination. In the event that the City or Consultant terminates
this Agreement pursuant to Section 8, the City shall compensate the Consultant
for all outstanding costs and reimbursable expenses incurred for work
satisfactorily completed as of the date of written notice of termination. Consultant
shall maintain adequate logs and timesheets in order to verify costs incurred to
that date.
2.8 Authorization to Perform Services. The Consultant is not authorized to
perform any services or incur any costs whatsoever under the terms of this
Agreement until receipt of authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at
its sole cost and expense, provide all facilities and equipment that may be necessary to perform
the services required by this Agreement. City shall make available to Consultant only the
facilities and equipment listed in this section, and only under the terms and conditions set forth
herein.
City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may
be reasonably necessary for Consultant's use while consulting with City employees and
reviewing records and the information in possession of the City. The location, quantity, and time
of furnishing those facilities shall be in the sole discretion of City. In no event shall City be
obligated to furnish any facility that may involve incurring any direct expense, including but not
limited to computer, long-distance telephone or other communication charges, vehicles, and
reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this
Agreement, Consultant, at its own cost and expense, shall procure "occurrence coverage"
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insurance against claims for injuries to persons or damages to property that may arise from or in
connection with the performance of the work hereunder by the Consultant and its agents,
representatives, employees and subcontractors. Consultant shall provide proof satisfactory to
City of such insurance that meets the requirements of this section and under forms of insurance
satisfactory in all respects to the City. Consultant shall maintain the insurance policies required
by this section throughout the term of this Agreement. The cost of such insurance shall be
included in the Consultant's bid. Consultant shall not allow any subcontractor to commence
work on any subcontract until Consultant has ❑btained all insurance required herein for the
subcontractor(s) and provided evidence thereof to City. Verification of the required insurance
shall be submitted and made part of this Agreement prior to execution.
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 as an additional insured. 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. The additional insured coverage under
the Consultant's policy shall be "primary and non-contributory" and will not seek contribution
from City's insurance or self-insurance and shall be at least as broad as CG 20 01 04 12. In the
event Consultant fails to maintain coverage as required by this Agreement, City at its sole
discretion may purchase the coverage required and the cost will be paid by Consultant. Failure
to exercise this right shall not constitute a waiver of right to exercise later. Each insurance
policy shall include an endorsement providing that it shall not be cancelled, changed, or allowed
to lapse without at least thirty (30) days' prior written notice to City of such cancellation, change,
or lapse.
4.1 Workers' Compensation. Consultant shall, at its sole cost and expense,
maintain Statutory Workers' Compensation Insurance and Employer's Liability
Insurance for any and all persons employed directly or indirectly by Consultant.
The Statutory Workers' Compensation Insurance and Employer's Liability
Insurance shall be provided with limits of not less than ONE MILLION DOLLARS
($1,000,000.00) per accident. In the alternative, Consultant may rely on a self-
insurance program to meet those requirements, but only if the program of self-
insurance complies fully with the provisions of the California Labor Code.
Determination of whether a self-insurance program meets the standards of the
Labor Code shall be solely in the discretion of the Contract Administrator. The
insurer, if insurance is provided, or the Consultant, if a program of self-insurance
is provided, shall waive all rights of subrogation against the City and its officers,
officials, employees, and volunteers for loss arising from work performed under
this Agreement.
An endorsement shall state that coverage shall not be canceled except after
thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the City. Consultant shall notify City within 14 days of notification
from Consultant's insurer if such coverage is suspended, voided or reduced in
coverage or in limits.
4.2 Commercial General and Automobile Liability Insurance.
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4.2.1 General requirements. Consultant, at its own cost and expense, shall
maintain commercial general and automobile liability insurance for the
term of this Agreement in an amount not less than ONE MILLION
DOLLARS ($1,000,000.00) per occurrence, combined single limit
coverage for risks associated with the work contemplated by this
Agreement. If a Commercial General Liability Insurance or an Automobile
Liability form or other form with a general aggregate limit is used, either
the general aggregate limit shall apply separately to the work to be
performed under this Agreement or the general aggregate limit shall be at
least twice the required occurrence limit. Such coverage shall include but
shall not be limited to, protection against claims arising from bodily and
personal injury, including death resulting therefrom, and damage to
property resulting from activities contemplated under this Agreement,
including the use of owned and non -owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at
least as broad as Insurance Services Office Commercial General Liability
occurrence form CG 0001. Automobile coverage shall be at least as
broad as Insurance Services Office Automobile Liability form CA 0001
Code 1 ("any auto").
4.2.3 Additional requirements. Each of the following shall be included in the
insurance coverage or added as an endorsement to the policy:
a. City and its officers, employees, agents, and volunteers shall be
covered as additional insureds with respect to each of the
following: liability arising out of activities performed by or on behalf
of Consultant, including the insured's general supervision of
Consultant; products and completed operations of Consultant;
premises owned, occupied, or used by Consultant; and
automobiles owned, leased, or used by the Consultant. The
coverage shall contain no special limitations on the scope of
protection afforded to City or its officers, employees, agents, or
volunteers.
b. The insurance shall cover on an occurrence or an accident basis,
and not on a claims -made basis.
C. An endorsement must state that coverage is primary insurance
with respect to the City and its officers, employees, agents, and
volunteers, and that no insurance or self-insurance maintained by
the City shall be called upon to contribute to a loss under the
coverage.
d. Any failure of CONSULTANT to comply with reporting provisions
of the policy shall not affect coverage provided to CITY and its
officers, employees, agents, and volunteers.
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e. An endorsement shall state that coverage shall not be canceled
except after thirty (30) days' prior written notice by certified mail,
return receipt requested, has been given to the City. Consultant
shall notify City within 14 days of notification from Consultant's
insurer if such coverage is suspended, voided or reduced in
coverage or in limits.
4.3 Professional Liability Insurance. Consultant, at its own cost and expense, shall
maintain for the period covered by this Agreement professional liability insurance
for licensed professionals performing work pursuant to this Agreement in an
amount not less than ONE MILLION DOLLARS ($1,000,000) covering the
licensed professionals' errors and omissions.
4.3.1 Any deductible or self -insured retention shall not exceed $150,000 per
claim.
4.3.2 An endorsement shall state that coverage shall not be suspended,
voided, canceled by either party, reduced in coverage or in limits, except
after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City.
4.3.3 The following provisions shall apply if the professional liability coverages
are written on a claims -made form.
a. The retroactive date of the policy must be shown and must be
before the date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be
provided for at least five years after completion of the Agreement
or the work, so long as commercially available at reasonable
rates.
C. If coverage is canceled or not renewed and it is not replaced with
another claims -made policy form with a retroactive date that
precedes the date of this Agreement, Consultant must provide
extended reporting coverage for a minimum of five years after
completion of the Agreement or the work. The City shall have the
right to exercise, at the Consultant's sole cost and expense, any
extended reporting provisions of the policy, if the Consultant
cancels or does not renew the coverage.
d. A copy of the claim reporting requirements must be submitted to
the City prior to the commencement of any work under this
Agreement.
4.4 All Policies Requirements.
4.4.1 Acceptability of insurers. All Insurance required by this section Is to be
placed with insurers with a Bests' rating of no less than A:VII.
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4.4.2 Verification of coverage. Prior to beginning any work under this
Agreement, Consultant shall furnish City with certificates of insurance and
with original endorsements effecting coverage required herein. The
certificates and endorsements for each insurance policy are to be signed
by a person authorized by that insurer to bind coverage on its behalf. The
City reserves the right to require complete, certified copies of all required
insurance policies and endorsements. Failure to exercise this right shall
not constitute a waiver of right to exercise later.
4.4.3 Subcontractors. Consultant agrees to include with all subcontractors in
their subcontract the same requirements and provisions of this
Agreement including the Indemnification and Insurance requirements to
the extent they apply to the scope of the Subcontractor's work.
Subcontractors hired by Consultant agree to be bound to Consultant and
the City in the same manner and to the same extent as Consultant is
bound to the City under the Contract Documents. Subcontractor further
agrees to include these same provisions with any Sub -subcontractor. A
copy of the Owner Contract Document Indemnity and Insurance
provisions will be furnished to the Subcontractor upon request. The
General Contractor shall require all subcontractors to provide a valid
certificate of insurance and the required endorsements included in the
agreement prior to commencement of any work and will provide proof of
compliance to the City.
4.4.4 Variation. The City may approve a variation in the foregoing insurance
requirements, upon a determination that the coverages, scope, limits, and
forms of such insurance are either not commercially available, or that the
City's interests are otherwise fully protected.
4.4.5 Deductibles and Self -insured Retentions. All self -insured retentions
(SIR) and/or deductibles must be disclosed to the City for approval and
shall not reduce the limits of liability. Policies containing any self -insured
retention provision and/or deductibles shall provide or be endorsed to
provide that the SIR and/or deductibles may be satisfied by either the
named insured or the City.
4.4.6 Excess Insurance. 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 non-contributory 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 City as a named insured.
4.4.7 Other Requirements. 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 (1) the minimum coverage and limits specified in this Agreement; or
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(2) the broader coverage and maximum limits of coverage of any
insurance policy.
4.4.8 Notice of Reduction in Coverage. In the event that any coverage
required by this section is reduced, limited, or materially affected in any
other manner, Consultant shall provide written notice to City at
Consultant's earliest possible opportunity and in no case later than five
days after Consultant is notified of the change in coverage.
4.5 Remedies. In addition to any other remedies City may have if Consultant fails to
provide or maintain any insurance policies or policy endorsements to the extent
and within the time herein required, City may, at its sole option exercise any of
the following remedies, which are alternatives to other remedies City may have
and are not the exclusive remedy for Consultant's breach:
■ obtain such insurance and deduct and retain the amount of the premiums for
such insurance from any sums due under the Agreement;
• Order Consultant to stop work under this Agreement or withhold any payment
that becomes due to Consultant hereunder, or both stop work and withhold
any payment, until Consultant demonstrates compliance with the
requirements hereof; and/or
■ Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. To the
maximum extent allowed by law, Consultant shall indemnify, keep and save harmless the City,
and City Councilmembers, officers, agents and employees against any and all suits, claims or
actions arising out of any injury to persons or property, including death, that may occur, or that
may be alleged to have occurred, in the course of the performance of this Agreement by a
negligent act or omission or wrongful misconduct of the Consultant or its employees,
subcontractors or agents. Consultant further agrees to defend any and all such actions, suits or
claims and pay all charges of attorneys and all other costs and expenses arising therefrom or
incurred in connection therewith; and if any judgment be rendered against the City or any of the
other individuals enumerated above in any such action, Consultant shall, at its expense, satisfy
and discharge the same. Consultant's responsibility for such defense and indemnity obligations
shall survive the termination or completion of this Agreement for the full period of time allowed
by law. 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.
In the event that Consultant or any employee, agent, or subcontractor of Consultant providing
services under this Agreement is determined by a court of competent jurisdiction or the
California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS
as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the
payment of any employee and/or employer contributions for PERS benefits on behalf of
Consultant or its employees, agents, or subcontractors, as well as for the payment of any
penalties and interest on such contributions, which would otherwise be the responsibility of City.
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Consultant/Subcontractor's responsibility for such defense and indemnity obligations shall
survive the termination or completion of this Agreement for the full period of time allowed by law.
Section 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement,
Consultant shall be an independent contractor and shall not be an employee of
City. City shall have the right to control Consultant only insofar as the results of
Consultant's services rendered pursuant to this Agreement and assignment of
personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have
the right to control the means by which Consultant accomplishes services
rendered pursuant to this Agreement. Notwithstanding any other City, state, or
federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and
any of Its employees, agents, and subcontractors providing services under this
Agreement shall not qualify for or become entitled to, and hereby agree to waive
any and all claims to, any compensation, benefit, or any incident of employment
by City, including but not limited to eligibility to enroll in the California Public
Employees Retirement System (PERS) as an employee of City and entitlement
to any contribution to be paid by City for employer contributions and/or employee
contributions for PERS benefits.
6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall
have no authority, express or implied, to act on behalf of City in any capacity
whatsoever as an agent. Consultant shall have no authority, express or implied,
pursuant to this Agreement to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governinp Law. The laws of the State of California shall govern this
Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall
comply with all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be
funded by fiscal assistance from another governmental entity, Consultant and
any subcontractors shall comply with all applicable rules and regulations to which
City is bound by the terms of such fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to City that
Consultant and its employees, agents, and any subcontractors have all licenses,
permits, qualifications, and approvals of whatsoever nature that are legally
required to practice their respective professions. Consultant represents and
warrants to City that Consultant and its employees, agents, any subcontractors
shall, at their sole cost and expense, keep in effect at all times during the term of
this Agreement any licenses, permits, and approvals that are legally required to
practice their respective professions. In addition to the foregoing, Consultant and
any subcontractors shall obtain and maintain during the term of this Agreement
valid Business Licenses from City.
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7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate,
on the basis of a person's race, religion, color, national origin, age, physical or
mental handicap or disability, medical condition, marital status, sex, or sexual
orientation, against any employee, applicant for employment, subcontractor,
bidder for a subcontract, or participant in, recipient of, or applicant for any
services or programs provided by Consultant under this Agreement. Consultant
shall comply with all applicable federal, state, and local laws, policies, rules, and
requirements related to equal opportunity and nondiscrimination in employment,
contracting, and the provision of any services that are the subject of this
Agreement, including but not limited to the satisfaction of any positive obligations
required of Consultant thereby.
Consultant shall include the provisions of this Subsection in any subcontract
approved by the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause
upon written notification to Consultant.
Consultant may cancel this Agreement upon 30 days' written notice to City and
shall include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for
services performed to the effective date of termination; City, however, may
condition payment of such compensation upon Consultant delivering to City any
or all documents, photographs, computer software, video and audio tapes, and
other materials provided to Consultant or prepared by or for Consultant or the
City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of
this Agreement beyond that provided for in Subsection 1.1. Any such extension
shall require a written amendment to this Agreement, as provided for herein.
Consultant understands and agrees that, if City grants such an extension, City
shall have no obligation to provide Consultant with compensation beyond the
maximum amount provided for in this Agreement. Similarly, unless authorized by
the Contract Administrator, City shall have no obligation to reimburse Consultant
for any otherwise reimbursable expenses incurred during the extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing signed
by all the parties.
8.4 Assignment and Subcontracting. City and Consultant recognize and agree
that this Agreement contemplates personal performance by Consultant and is
based upon a determination of Consultant's unique personal competence,
experience, and specialized personal knowledge. Moreover, a substantial
inducement to City for entering into this Agreement was and is the professional
reputation and competence of Consultant. Consultant may not assign this
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Agreement or any interest therein without the prior written approval of the
Contract Administrator. Consultant shall not subcontract any portion of the
performance contemplated and provided for herein, other than to the
subcontractors noted in the proposal, without prior written approval of the
Contract Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Consultant shall
survive the termination of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches any of
the terms of this Agreement, City's remedies shall include, but not be limited to,
the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents,
and any other work product prepared by Consultant pursuant to this
Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit A
not finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the
amount that City would have paid Consultant pursuant to Section 2 if
Consultant had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant's Performance. All reports, data,
maps, models, charts, studies, surveys, photographs, memoranda, plans,
studies, specifications, records, files, or any other documents or materials, in
electronic or any other form, that Consultant prepares or obtains pursuant to this
Agreement and that relate to the matters covered hereunder shall be the property
of the City. Consultant hereby agrees to deliver those documents to the City
upon termination of the Agreement. It is understood and agreed that the
documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are prepared specifically for the City
and are not necessarily suitable for any future or other use. City and Consultant
agree that, until final approval by City, all data, plans, specifications, reports and
other documents are confidential and will not be released to third parties without
prior written consent of both parties.
9.2 Consultant's Books and Records. Consultant shall maintain any and all
ledgers, books of account, invoices, vouchers, canceled checks, and other
records or documents evidencing or relating to charges for services or
expenditures and disbursements charged to the City under this Agreement for a
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City of Dublin and Rincon Consultants, Inc. Page 11 of 23
minimum of three (3) years, or for any longer period required by law, from the
date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section 9.2
of this Agreement requires Consultant to maintain shall be made available for
inspection, audit, and/or copying at any time during regular business hours, upon
oral or written request of the City. Under California Government Code Section
8546.7, if the amount of public funds expended under this Agreement exceeds
TEN THOUSAN❑ ❑OLLARS ($10,000.00), the Agreement shall be subject to the
examination and audit of the State Auditor, at the request of City or as part of any
audit of the City, for a period of three (3) years after final payment under the
Agreement.
Section 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an
action for declaratory relief, to enforce or interpret the provision of this
Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in
addition to any other relief to which that party may be entitled. The court may set
such fees in the same action or in a separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under
this Agreement, the parties agree that trial of such action shall be vested
exclusively in the state courts of California in the County of Alameda or in the
United States District Court for the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision
of this Agreement is invalid, void, or unenforceable, the provisions of this
Agreement not so adjudged shall remain in full force and effect. The invalidity in
whole or in part of any provision of this Agreement shall not void or affect the
validity of any other provision of this Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision
of this Agreement does not constitute a waiver of any other breach of that term or
any other term of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the
benefit of and shall apply to and bind the successors and assigns of the parties.
10.6 Use of Recycled Products. Consultant shall prepare and submit all reports,
written studies and other printed material on recycled paper to the extent it is
available at equal or less cost than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose
activities within the corporate limits of City or whose business, regardless of
location, would place Consultant in a "conflict of interest," as that term is defined
in the Political Reform Act, codified at California Government Code Section
81000 et seq.
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Consultant shall not employ any City official in the work performed pursuant to
this Agreement. No officer or employee of City shall have any financial interest in
this Agreement that would violate California Government Code Sections 1090 et
seq.
Consultant hereby warrants that it is not now, nor has it been in the previous
twelve (12) months, an employee, agent, appointee, or official of the City. If
Consultant was an employee, agent, appointee, or official of the City in the
previous twelve months, Consultant warrants that it did not participate in any
manner in the forming of this Agreement. Consultant understands that, if this
Agreement is made in violation of Government Code §1090 et.seq., the entire
Agreement is void and Consultant will not be entitled to any compensation for
services performed pursuant to this Agreement, including reimbursement of
expenses, and Consultant will be required to reimburse the City for any sums
paid to the Consultant. Consultant understands that, in addition to the foregoing,
it may be subject to criminal prosecution for a violation of Government Code §
1090 and, if applicable, will be disqualified from holding public office in the State
of California.
Principals and those performing work for City of Dublin may be required to submit
a California Fair Political Practices Commission (FPPC) Form 700: Statement of
Economic Interests documenting potential financial conflicts of interest. For
additional information, proposers should refer to the FPPC website at
htt2./Iwww.fppc.ca.-gov/Form7OO.html.
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus
group, or interview related to this Agreement, either orally or through any written
materials.
10.9 Contract Administration. This Agreement shall be administered by the City
Manager ("Contract Administrator"). All correspondence shall be directed to or
through the Contract Administrator or his or her designee.
10.10 Notices. Any written notice to Consultant shall be sent to:
Rincon Consultants, Inc.
Ryan Gardener, Sustainability Project Manager
449 151h St. Ste. 3030
Oakland, CA 94612
Any written notice to City shall be sent to:
City of Dublin
City Manager
100 Civic Plaza
Dublin, CA 94568
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10.11 Integration. This Agreement, including Exhibits A and B represents the entire
and integrated agreement between City and Consultant and supersedes all prior
negotiations, representations, or agreements, either written or oral.
CITY OF DUBLIN
Christopher L. Foss, City Manager
Attest:
Caroline Soto, City Clerk
Approved as to Form:
John Bakker, City Attorney
CONSULTANT
e Powers, AiCP, Vice President
Rincon Consultants, Inc.
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EXHIBIT A
SCOPE OF SERVICES
Task 1: Kickoff and Analysis of Existing and Expected Conditions
Rincon Consultants' project team will review the following City of Dublin documentation to
determine baseline information applicable to the CAP update:
City of Dublin General Plan
Specific Plans
2013 Climate Action Plan
Bike/Ped Master Plan
Hazard Mitigation Plan
Past GHG inventories
Rincon Consultants will also review, as pertinent, the additional local plans and inventories
listed below to assist Dublin with its CAP update.
Additional Local Plans and Inventories
Association of Bay
Plan Bay Area 2040 (Resiliency Plan)
Area Governments
Resilience Program
Bay Area Air Quality
Bay Area Regional Emissions Inventory Report
Management District
PEV Readiness Plan
Alameda County Climate Action Plan
Alameda County
Alameda County Climate Action Plan
ART Alameda/Oakland Study
After the completing of the review phase, Rincon will conduct an in -person team kickoff with key
members from both the City and the consultant team. The kick-off will serve to set project
expectations, discuss goals and ideas, and finalize invoice and project reporting needs.
Deliverables
Memo synthesizing relevant document review
Project kick-off meeting agenda and minutes
PowerPoint presentations and any applicable handouts
Final Project Timeline
Key Staff
13 Erik Feldman (Rincon Consultants)
13 Ryan Gardner (Rincon Consultants)
• Matt Anderson (Rincon Consultants)
• Cascadia
• BAE
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Task 2: Complete GHG Forecasting Analysis
Rincon will utilize their in-house calculation tool along with relevant information from the City of
Oakland CURB report to calculate a business -as -usual GHG emissions in the City of Dublin for
both 2030 and 2050. Rincon will provide GHG emissions estimates both with and without State
and Federal mandates. As part of the forecasting process Rincon will also generate a list of all
state and federal programs and policies and include these as part of the overall CAP reductions
to avoid redundant actions within the City of Dublin. The Forecast and business -as -usual model
will be used to conduct a GAP analysis and determine the required GHG reductions for the City
of Dublin for both 2030 and 2050.
Deliverables
2030 and 2050 Business -as -usual model (both with and without State and Federal
programs)
p Memo summarizing State and Federal measures
4 GAP Analysis for 2030 and 2050
Final Project Timeline
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
Task 3: Facilitate Staff and Community Engagement
3.1 One of the major factors in developing an implementable CAP is gaining buy in from both
City staff and the community. Within the City exists a wide variety of stakeholders who will be
impacted by climate change and mitigation measures in diverse and significant ways. Bringing
businesses, residents, and even students into the conversation will make implementing a
comprehensive update to the CAP a reality. During this phase of the project, Rincon will review
the Advisory Committees' structure and suggest additional stakeholders whose involvement will
help develop and implement Dublin's CAP.
Deliverables
Memo summarizing additional participants for the Community and Staff Advisory
Committees
Key Staff
• Erik Feldman (Rincon Consultants)
• Ryan Gardner (Rincon Consultants)
• Cascadia
3.2 During the course of the project, the Rincon Team will manage the advisory committees and
other public outreach. As part of this task, the Rincon Team will manage interactions with the
Advisory Committees including meetings, information transfer, and integration of committee
feedback within the final work products. The Rincon Team will engage the advisory committees
at every major step of the project providing information on the BAU forecast, soliciting feedback
and ideas on potential CAP measures, and providing insights on the current best practices of
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climate mitigation. A complete engagement plan will be provided to the City for Review before
the kickoff meeting is held.
In addition to facilitating staff and community advisory committee interactions, Rincon will
develop a community wide outreach strategy. This strategy will include operating a project
website, developing visually interesting website materials (infographics, photos, etc.) and a
social media strategy (Instagram and Facebook) to reach out to additional community members.
The website will allow for interaction such as providing feedback on draft measures. Rincon will
also work to develop a project brand and logo which will serve to provide a unifying feel for the
project.
Deliverables
13 Final engagement plan including social media strategy and project branding
Kickoff meeting
a Up to 10 meetings
11 Meeting minutes for each meeting
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Cascadia
3.3 During the outreach program, Rincon will keep records of all feedback gained through the
meetings and the project website. This information will be synthesized into a final report and will
be included as an appendix in the CAP.
Deliverables:
0 Final outreach report
Key Staff
13 Erik Feldman (Rincon Consultants)
13 Ryan Gardner (Rincon Consultants)
13 Cascadia
Project Website: Rincon will develop and maintain a website for the project which will allow the
community to view new work products, view schedules for meetings and community workshops,
learn about existing and future conditions, and most importantly submit questions and
comments. The website will be structured s❑ that the most readily available information is
simple and easy to understand for a wide audience.
Branding and Project Logo: Working with the City's Public Information Officer, the project
team will develop a logo for the CAP Update which the project team will use to link together
marketing, outreach, and education campaigns. Through the consistent use of the project logo
and brand, the project team will build awareness of the CAP Update. The City will then be able
to attach the logo to future projects allowing the community to easily identify implementation
projects.
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Social Media The project team will coordinate with the City's PIO to operate an Instagram
account throughout the project where we will post information, major event dates, and solicit
feedback. The project team will encourage the community to use a project specific hashtag, and
will conduct a green product giveaway each month of the project (12 total) to get people
involved. Potential prizes may include an LED lightbulb, reusable drinking water container, or
similar sustainability related item. Potentially, businesses like The North Face and Peet's Coffee
could be involved as their mission statements include sustainability related missions. Getting
outreach and/or social media support from these groups could help propel this project to the
forefront.
Celebrate! Climate change and adaptation can be a particularly heavy topic, therefore it is
critical to celebrate major steps taken along the way. At the end of the plan development
process, the team will host a celebratory community event with refreshments, speakers, and the
unveiling of the final plan.
Task 4: Recommendation of 2030 and 2050 GHG Reduction Targets
With the recently approved 2017 Scoping Plan, GHG emission targets for municipalities have
gotten clearer. The California Air Resources Board (CARB) has set a recommended target of 6
Metric Tons of CO2e per person by 2030 and 2 MT of CO2e per person by 2050. These per
person estimates can also be translated into per service person (employees + population). A
complete analysis of both options will be conducted and presented as options.
Deliverables:
0 Memo outlining 2030 and 2050 reduction targets
Key Staff
• Erik Feldman (Rincon Consultants)
• Ryan Gardner (Rincon Consultants)
• Matt Anderson (Rincon Consultants)
Task 5: Determine Scenarios to Achieve or Exceed new GHG Reduction Targets
Once the GHG reduction goals and GAP analysis has been completed, the project team will
develop the specific actions which will allow Dublin to reach those GHG reduction targets.
Rincon will identify a suite of key GHG reduction measures on which the City can focus as it
pursues the goal of 6 MT CO2e by 2030 and beyond to 2050. The Rincon Team will ensure that
each measure has a finance plan, is fully vetted by the community, and that the hurdles to
implementation have been addressed. The measures included in the updated CAP shall be fully
actionable with funding opportunities identified.
The measures will be separated into those that apply to municipal facilities/operations and those
that apply to the community -at -large and organized by GHG reduction area (e.g., transportation,
energy, solid waste, water, etc.). A finalized list will be presented to City staff and Committees
for review and input.
Every measure will come with a GHG reduction potential, list of co -benefits, approximate
implementation costs, and potential funding sources. From this information the Rincon Team will
supply an implementation strategy which will outline which measures should be prioritized.
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Deliverables
List potential measures and strategies
List of Funding Sources
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
4 BAE
Cascadia
Task B: Develop a Draft CAP 2.0 and Identify Implementation Funding Opportunities
Once a complete list of measures is reviewed and approved (Task 5), the Rincon Team will
begin work on a draft of the updated CAP. Rincon will develop a user friendly and readable
CAP which leverages infographics, photos, and other visuals whenever possible and leaves all
technical documentation to the appendix. The CAP will include both near -term and long-term
action steps (measures) as well as the departments and community partners who will be
responsible for implementing them. The CAP will also set key performance indicators (KPIs)
which will help define a successful implementation of the CAP strategy as well as measure
progress over time.
The Rincon team shall prepare a comprehensive Plan to be consistent with the State Attorney
General's recommendations and the CEQA Guidelines' definition of a "Qualified Greenhouse
Gas Reduction Strategy" (Section 15183.5). The Plan Update shall also align with the City's
existing policies. The plan will provide a framework that reimagines the current systems — built,
natural, and behavioral — as ones that are interconnected and mutually beneficial. The plan will
integrate measures that improve quality of life, build prosperity, and enhance community
resilience. Specifically, the CAP will:
Clearly explain the community's climate challenges, and the challenges and
opportunities it faces in meeting more ambitious climate adaptation and GHG reduction
goals;
Serve as a mechanism to tie together the City's existing and developing sustainability
initiatives, strategies, and plans with the community's goals;
Establish a set of cohesive and specific sustainability strategies, implementation plans,
and metrics for regional and State strategies and initiatives; and
Activate and engage residents, businesses, and institutions with positive actions and
tangible benefit.
Be optimized for online viewing on the City's website
Task 7: CEQA Streamlining and Documentation
7.1 CEQA Documentation In general, an Initial Study Mitigated Negative Declaration
(ISMND) is sufficient California Environmental Quality Act {CEQA} documentation for a Climate
Action Plan due to the generally positive environmental impacts associated with the project.
However, due to the potentially significant resiliency measures which may be proposed
including infrastructure construction, shifting of housing patterns, and others, a programmatic
Environmental Impact Report (EIR) may be required. This will ultimately depend on the
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measures chosen as well as the response by the community. Therefore, the Project Team
should begin with an ISMND but be prepared for an optional task of a more in depth EIR
analysis.
Deliverables
ISMND CEQA Documentation
4 Optional EIR (if required)
Key Staff
13 Erik Feldman (Rincon Consultants)
13 Ryan Gardner (Rincon Consultants)
• Matt Anderson (Rincon Consultants)
• Abe Leider (Rincon Consultants)
7.2 CEQA Streamlining Rincon will identify locally -appropriate project -level CEQA threshold
of significance for GHG impacts from future development projects that are found to be
inconsistent with the Local Action Plan Update measures. This will allow the City of Dublin to
evaluate the significance of project level GHG emissions under CEQA, a valuable tool in today's
CEQA climate, considering there are limited thresholds available which are consistent with SIB
32. The threshold will be developed based on local conditions and inventory data and will be
linked to the CAP Update which will be an "applicable GHG reduction plan" under CEQA. The
Project team will integrate its work on the significance threshold into the CAP Update to ensure
that assumptions for GHG emission reductions from existing, on -the -ground development are
appropriately reflected. The threshold and methodology may be included in an appendix to the
CAP Update or as separate documents, as desired by the City.
Deliverables
• Draft GHG CEQA Threshold and Methodology
• Final GHG CEQA Threshold and Methodology
Key Staff
13 Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
4 Abe Leider (Rincon Consultants)
Task 8: Finalized Updated CAP
Following public review and comment, the Rincon team will coordinate with City staff to
incorporate relevant public input into the final draft CAP Update that will be presented to various
groups, boards, and City Council, with the intention of adoption by City Council. The plan will
demonstrate how the City will deliver its commitment to climate action planning. During this time
Rincon will also conduct a thorough QAlQC review of the entire work scope with our staff of
technical editors and principal review.
Deliverables
13 Final updated CAP (tracked changes and clean versions)
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Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
BAE
Cascadia
Task 9: Reports and Resolutions
9.1 Rincon will provide monthly reports with updates on the CAP update progress as well as any
milestone memos or other deliverables. Rincon will also work with staff to identify required
graphics for interim reports that will ultimately be used in the updated CAP.
9.2 Rincon will provide up to three presentations to City Council. Up to two presentations will be
on CAP update development progress and one presentation will cover the final updated CAP.
Deliverables
General Plan Language
Key Staff
13 Erik Feldman (Rincon Consultants)
13 Ryan Gardner (Rincon Consultants)
13 Matt Maddox (Rincon Consultants)
Task 10: General Plan Language
Rincon will develop language to include in a general plan update.
Deliverables:
0 General Plan Language
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Maddox (Rincon Consultants)
Task 11: Project Management
This task involves directing the consultant team and coordinating with the City, working groups,
and Project Teams over the approximate 12-month course of the project. It includes internal
oversight of staff and as well as management of the public outreach, engineering, planning and
environmental review tasks included within the work program. The consultant shall provide
regular reporting, not less than monthly, to the City on the status of technical and policy issues,
schedule and budget. Given the relatively tight time frame to accomplish project objectives,
exceptional project management and management accessibility will be critical to the success of
this program. The Project management team will also be involved in the quality assurance and
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review of all tasks and work products within this work program. The budget for that quality
control is included in the individual task budget
Deliverables
13 Bi-weekly coordination calls
• Monthly Progress Reports and Invoices
• QAlQC of all deliverables
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EXHIBIT B
COMPENSATION SCHEDULE
Staff Member
Title
Hourly Rate
Rincon Consultants, Inc.
Erik ❑. Feldman
Principal -in -Charge
$215
Ryan Gardner
Sustainability Project Manager
$150
Matthew N. Anderson
Sustainability Associate
$135
Jennifer Bankie
Climate Change & Policy Associate
$120
Elektra Fike-Data
Sustainability Associate
$120
BAE Urban Economics
Matt Kowta
Managing Principal
$300
Stephanie Hagar, MCP
Vice President
$200
Cascadia
Kendra White
Senior Associate
$135
Andrea Martin
Senior Associate
$160
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RESOLUTION NO. xx - 19
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
***********
APPROVING AMENDMENT #1 TO THE CONSULTANT SERVICES AGREEMENT
BETWEEN THE CITY OF DUBLIN AND RINCON CONSULTANTS, INC.
WHEREAS, the City of Dublin (“City”) entered into an Agreement with Rincon
Consultants, Inc. (“Consultant”) on July 1, 2018 to assist with the update to the Climate
Action Plan; and
WHEREAS, the City and Consultant mutually desire to amend the Agreement to
increase the scope of work, increase the compensation, and extend the term to June 30,
2020; and
WHEREAS, funding has been included in Fiscal Year 2019 -2020 budget to cover
the increased compensation amount of $6,740.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Dublin
does hereby approve Amendment #1 to the Consultant Services Agreement with Rincon
Consultants, Inc. attached hereto as Exhibit A.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute
Amendment #1 to the Consultant Services Agreement.
PASSED, APPROVED AND ADOPTED this 3rd day of September 2019 by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________________
Mayor
ATTEST:
_______________________________________
City Clerk
Exhibit A to the Resolution
AMENDMENT #1 TO THE CONSULTANT SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND RINCON CONSULTANTS, INC.
WHEREAS, on July 1, 2018, the City of Dublin (hereinafter referred to as
"CITY") and Rincon Consultants, Inc. (hereinafter referred to as "CONSULTANT”)
entered into a Consultant Services Agreement for assistance on the Climate Action Plan
(CAP) update (hereinafter referred to as the “AGREEMENT”); and
WHEREAS, the term of said AGREEMENT expires on September 30, 2019;
and
WHEREAS, the CITY and CONSULTANT now desire to extend the term of
the AGREEMENT to June 30, 2020; and
WHEREAS, the CITY and CONSULTANT now desire to amend the contract
to add scope of work to include conducting additional green house gas emissions
reductions analyses and potentially update proposed CAP measures; and
WHEREAS, due to the additional work needed, the CITY desires to
increase CONSULTANT compensation from a not-to-exceed sum of $75,000 to $81,740.
NOW THEREFORE, for good and valuable consideration, the sufficiency of
which is hereby acknowledged, the Consultant Services Agreement is amended as
follows:
1) Extension of Term: The Consultant Services Agreement is amended to extend the
termination date to June 30, 2020.
2) Section 2: Compensation. The Consultant Services Agreement is amended to
increase the total contract sum to a not-to-exceed value of $81,740.
3) Section 7.5 shall be rescinded in its entirety and replaced with the following:
Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on
the basis of a person’s race, sex, gender, religion (including religious dress and
grooming practices), national origin, ancestry, physical or mental disability,
medical condition (including cancer and genetic characteristics), marital status,
age, sexual orientation, color, creed, pregnancy, genetic information, gender
identity or expression, political affiliation or belief, military/veteran status, or any
other classification protected by applicable local, state, or federal law s (each a
“Protected Characteristic”), against any employee, applicant for employment,
subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant
for any services or programs provided by Consultant under this Agreement.
Consultant shall include the provisions of this Subsection in any subcontract
approved by the Contract Administrator or this Agreement.
4) Paragraph 10.12 Integration shall be rescinded in its entirety and replaced with the
following:
10.12 Integration. This Agreement, including Exhibits A and B,
represents the entire and integrated agreement between City and
Consultant and supersedes all prior negotiations, representations, or
agreements, either written or oral.
5) Revised Exhibit A: Exhibit A (Scope of Services) of the AGREEMENT is amended
per the attached.
6) Except to the extent inconsistent with this First Amendment, the Parties ratify and
confirm all of the terms and conditions of the Consulting Services Agreement.
7) All requisite insurance policies to be maintained by the Consultant pursuant to the
Agreement, as may have been amended from time to time, shall include coverage
for the amended term, as described above.
8) The individuals executing this Amendment and the instruments referenced in it on
behalf of Consultant each represent and warrant that they have the legal power,
right and actual authority to bind Consultant to the terms and conditions of this
Amendment.
IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be
executed as of the date and year first above written.
CITY OF DUBLIN
Dated: ___________ __ By: __________________________
Christopher L. Foss, City Manager
ATTEST:
By:
Caroline Soto, City Clerk
RINCON CONSULTANTS, INC.
Dated: ___________________ By: __________________________
Joe Powers, AICP, Vice President
EXHIBIT A
SCOPE OF SERVICES
Original Contract Status and Contract Amendment Summary:
Tasks 1, 3, and 4 are completed. Tasks 2, 5 and 7 are-in process. Tasks 8-11 were included in the
original contract scope of work and will be completed under the original contract amount of $75,000.
Task 12 is the added scope of work in the amended contract, to be completed for a not-to-exceed sum
of $6,740.
Task 1: Kickoff and Analysis of Existing and Expected Conditions
Rincon Consultants’ project team will review the following City of Dublin documentation to determine
baseline information applicable to the CAP update:
City of Dublin General Plan
Specific Plans
2013 Climate Action Plan
Bike/Ped Master Plan
Hazard Mitigation Plan
Past GHG inventories
Rincon Consultants will also review, as pertinent, the additional local plans and inventories listed below
to assist Dublin with its CAP update.
After the completing of the review phase, Rincon will conduct an in-person team kickoff with key members
from both the City and the consultant team. The kick-off will serve to set project expectations, discuss
goals and ideas, and finalize invoice and project reporting needs.
Deliverables
Memo synthesizing relevant document review
Project kick-off meeting agenda and minutes
PowerPoint presentations and any applicable handouts
Final Project Timeline
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
Cascadia
BAE
Additional Local Plans and Inventories
Association of Bay
Area Governments
Plan Bay Area 2040 (Resiliency Plan)
Resilience Program
Bay Area Air Quality
Management District
Bay Area Regional Emissions Inventory Report
PEV Readiness Plan
Alameda County
Alameda County Climate Action Plan
Alameda County Climate Action Plan
ART Alameda/Oakland Study
Task 2: Complete GHG Forecasting Analysis
Rincon will utilize their in-house calculation tool along with relevant information from the City of Oakland
CURB report to calculate a business-as-usual GHG emissions in the City of Dublin for both 2030 and
2050. Rincon will provide GHG emissions estimates both with and without State and Federal mandates.
As part of the forecasting process Rincon will also generate a list of all state and federal programs and
policies and include these as part of the overall CAP reductions to avoid redundant actions within the
City of Dublin. The Forecast and business-as-usual model will be used to conduct a GAP analysis and
determine the required GHG reductions for the City of Dublin for both 2030 and 2050.
Deliverables
2030 and 2050 Business-as-usual model (both with and without State and Federal programs)
Memo summarizing State and Federal measures
GAP Analysis for 2030 and 2050
Final Project Timeline
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
Task 3: Facilitate Staff and Community Engagement
3.1 One of the major factors in developing an implementable CAP is gaining buy in from both City staff
and the community. Within the City exists a wide variety of stakeholders who will be impacted by
climate change and mitigation measures in diverse and significant ways. Bringing businesses,
residents, and even students into the conversation will make implementing a comprehensive update to
the CAP a reality. During this phase of the project, Rincon will review the Advisory Committees’
structure and suggest additional stakeholders whose involvement will help develop and implement
Dublin’s CAP.
Deliverables
Memo summarizing additional participants for the Community and Staff Advisory Committees
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Cascadia
3.2 During the course of the project, the Rincon Team will manage the advisory committees and other
public outreach. As part of this task, the Rincon Team will manage interactions with the Advisory
Committees including meetings, information transfer, and integration of committee feedback within the
final work products. The Rincon Team will engage the advisory committees at every major step of the
project providing information on the BAU forecast, soliciting feedback and ideas on potential CAP
measures, and providing insights on the current best practices of climate mitigation. A complete
engagement plan will be provided to the City for Review before the kickoff meeting is held.
In addition to facilitating staff and community advisory committee interactions, Rincon will develop a
community wide outreach strategy. This strategy will include operating a project website, developing
visually interesting website materials (infographics, photos, etc.) and a social media strategy (Instagram
and Facebook) to reach out to additional community members. The website will allow for interaction
such as providing feedback on draft measures. Rincon will also work to develop a project brand and
logo which will serve to provide a unifying feel for the project.
Deliverables
Final engagement plan including social media strategy and project branding
Kickoff meeting
Up to 10 meetings
Meeting minutes for each meeting
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Cascadia
3.3 During the outreach program, Rincon will keep records of all feedback gained through the meetings
and the project website. This information will be synthesized into a final report and will be included as
an appendix in the CAP.
Deliverables:
Final outreach report
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Cascadia
Project Website: Rincon will develop and maintain a website for the project which will allow the
community to view new work products, view schedules for meetings and community workshops, learn
about existing and future conditions, and most importantly submit questions and comments. The website
will be structured so that the most readily available information is simple and easy to understand for a
wide audience.
Branding and Project Logo: Working with the City’s Public Information Officer, the project team will
develop a logo for the CAP Update which the project team will use to link together marketing, outreach,
and education campaigns. Through the consistent use of the project logo and brand, the project team
will build awareness of the CAP Update. The City will then be able to attach the logo to future projects
allowing the community to easily identify implementation projects.
Social Media The project team will coordinate with the City’s PIO to operate an Instagram account
throughout the project where we will post information, major event dates, and solicit feedback. The project
team will encourage the community to use a project specific hashtag, and will conduct a green product
giveaway each month of the project (12 total) to get people involved. Potential prizes may include an LED
lightbulb, reusable drinking water container, or similar sustainability related item. Potentially, businesses
like The North Face and Peet’s Coffee could be involved as their mission statements include sustainability
related missions. Getting outreach and/or social media support from these groups could help propel this
project to the forefront.
Celebrate! Climate change and adaptation can be a particularly heavy topic, therefore it is critical to
celebrate major steps taken along the way. At the end of the plan development process, the team will
host a celebratory community event with refreshments, speakers, and the unveiling of the final plan.
Task 4: Recommendation of 2030 and 2050 GHG Reduction Targets
With the recently approved 2017 Scoping Plan, GHG emission targets for municipalities have gotten
clearer. The California Air Resources Board (CARB) has set a recommended target of 6 Metric Tons of
CO2e per person by 2030 and 2 MT of CO2e per person by 2050. These per person estimates can also
be translated into per service person (employees + population). A complete analysis of both options will
be conducted and presented as options.
Deliverables:
Memo outlining 2030 and 2050 reduction targets
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
Task 5: Determine Scenarios to Achieve or Exceed new GHG Reduction Targets
Once the GHG reduction goals and GAP analysis has been completed, the project team will develop the
specific actions which will allow Dublin to reach those GHG reduction targets. Rincon will identify a suite
of key GHG reduction measures on which the City can focus as it pursues the goal of 6 MT CO2e by
2030 and beyond to 2050. The Rincon Team will ensure that each measure has a finance plan, is fully
vetted by the community, and that the hurdles to implementation have been addressed. The measures
included in the updated CAP shall be fully actionable with funding opportunities identified.
The measures will be separated into those that apply to municipal facilities/operations and those that
apply to the community-at-large and organized by GHG reduction area (e.g., transportation, energy, solid
waste, water, etc.). A finalized list will be presented to City staff and Committees for review and input.
Every measure will come with a GHG reduction potential, list of co-benefits, approximate implementation
costs, and potential funding sources. From this information the Rincon Team will supply an
implementation strategy which will outline which measures should be prioritized.
Deliverables
List potential measures and strategies
List of Funding Sources
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
BAE
Cascadia
Task 6: Develop a Draft CAP 2.0 and Identify Implementation Funding Opportunities
Once a complete list of measures is reviewed and approved (Task 5), the Rincon Team will begin work
on a draft of the updated CAP. Rincon will develop a user friendly and readable CAP which leverages
infographics, photos, and other visuals whenever possible and leaves all technical documentation to
the appendix. The CAP will include both near-term and long-term action steps (measures) as well as
the departments and community partners who will be responsible for implementing them. The CAP will
also set key performance indicators (KPIs) which will help define a successful implementation of the
CAP strategy as well as measure progress over time.
The Rincon team shall prepare a comprehensive Plan to be consistent with the State Attorney General’s
recommendations and the CEQA Guidelines’ definition of a “Qualified Greenhouse Gas Reduction
Strategy” (Section 15183.5). The Plan Update shall also align with the City’s existing policies. The plan
will provide a framework that reimagines the current systems – built, natural, and behavioral – as ones
that are interconnected and mutually beneficial. The plan will integrate measures that improve quality of
life, build prosperity, and enhance community resilience. Specifically, the CAP will:
Clearly explain the community’s climate challenges, and the challenges and opportunities it faces
in meeting more ambitious climate adaptation and GHG reduction goals;
Serve as a mechanism to tie together the City’s existing and developing sustainability initiatives,
strategies, and plans with the community’s goals;
Establish a set of cohesive and specific sustainability strategies, implementation plans, and
metrics for regional and State strategies and initiatives; and
Activate and engage residents, businesses, and institutions with positive actions and tangible
benefit.
Be optimized for online viewing on the City’s website
Task 7: CEQA Streamlining and Documentation
7.1 CEQA Documentation In general, an Initial Study Mitigated Negative Declaration (ISMND) is
sufficient California Environmental Quality Act (CEQA) documentation for a Climate Action Plan due to
the generally positive environmental impacts associated with the project. However, due to the
potentially significant resiliency measures which may be proposed including infrastructure construction,
shifting of housing patterns, and others, a programmatic Environmental Impact Report (EIR) may be
required. This will ultimately depend on the measures chosen as well as the response by the
community. Therefore, the Project Team should begin with an ISMND but be prepared for an optional
task of a more in depth EIR analysis.
Deliverables
ISMND CEQA Documentation
Optional EIR (if required)
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
Abe Leider (Rincon Consultants)
7.2 CEQA Streamlining Rincon will identify locally-appropriate project-level CEQA threshold of
significance for GHG impacts from future development projects that are found to be inconsistent with
the Local Action Plan Update measures. This will allow the City of Dublin to evaluate the significance of
project level GHG emissions under CEQA, a valuable tool in today’s CEQA climate, considering there
are limited thresholds available which are consistent with SB 32. The threshold will be developed based
on local conditions and inventory data and will be linked to the CAP Update which will be an “applicable
GHG reduction plan” under CEQA. The Project team will integrate its work on the significance
threshold into the CAP Update to ensure that assumptions for GHG emission reductions from existing,
on-the-ground development are appropriately reflected. The threshold and methodology may be
included in an appendix to the CAP Update or as separate documents, as desired by the City.
Deliverables
Draft GHG CEQA Threshold and Methodology
Final GHG CEQA Threshold and Methodology
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
Abe Leider (Rincon Consultants)
Task 8: Finalized Updated CAP
Following public review and comment, the Rincon team will coordinate with City staff to incorporate
relevant public input into the final draft CAP Update that will be presented to various groups, boards,
and City Council, with the intention of adoption by City Council. The plan will demonstrate how the City
will deliver its commitment to climate action planning. During this time Rincon will also conduct a
thorough QA/QC review of the entire work scope with our staff of technical editors and principal review.
Deliverables
Final updated CAP (tracked changes and clean versions)
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Anderson (Rincon Consultants)
BAE
Cascadia
Task 9: Reports and Resolutions
9.1 Rincon will provide monthly reports with updates on the CAP update progress as well as any
milestone memos or other deliverables. Rincon will also work with staff to identify required graphics for
interim reports that will ultimately be used in the updated CAP.
9.2 Rincon will provide up to three presentations to City Council. Up to two presentations will be on
CAP update development progress and one presentation will cover the final updated CAP.
Deliverables
General Plan Language
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Maddox (Rincon Consultants)
Task 10: General Plan Language
Rincon will develop language to include in a general plan update.
Deliverables:
General Plan Language
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Maddox (Rincon Consultants)
Task 11: Project Management
This task involves directing the consultant team and coordinating with the City, working groups, and
Project Teams over the approximate 12-month course of the project. It includes internal oversight of
staff and as well as management of the public outreach, engineering, planning and environmental
review tasks included within the work program. The consultant shall provide regular reporting, not less
than monthly, to the City on the status of technical and policy issues, schedule and budget. Given the
relatively tight time frame to accomplish project objectives, exceptional project management and
management accessibility will be critical to the success of this program. The Project management team
will also be involved in the quality assurance and review of all tasks and work products within this work
program. The budget for that quality control is included in the individual task budget
Deliverables
Bi-weekly coordination calls
Monthly Progress Reports and Invoices
QA/QC of all deliverables
Task 12: Additional Response to Comments
After the final draft CAP has been presented to City Council and community groups, Rincon will review
comments and provide additional measure development and analysis should it be needed.
Deliverables
New measures and associated analysis
Significant revisions to document content or structure
Additional meetings with staff or City Council members as needed to produce new measures
Key Staff
Erik Feldman (Rincon Consultants)
Ryan Gardner (Rincon Consultants)
Matt Maddox (Rincon Consultants)