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Home My WebLink AboutMintier Harnish 2019-03-21; Amendment 5 2023-05-03 CITY OF UKIAH AMENDMENT 5 TO CONTRACT#1819190—PROFESSIONAL PLANNING SERVICES FOR A GENERAL PLAN UPDATE, ENVIRONMENTAL IMPACT REPORT, AND OTHER RELATED ADVANCED PLANNING SERVICES This Amendment No. 5, entered on May 3, 2023, revises the Agreement for Professional services dated March 21, 2019 between the City of Ukiah and Mintier Harnish for consulting services related to professional planning services for a General Plan Update, Environmental Impact Report, and other related advanced planning services. This Amendment No. 5, as per Exhibit 1: 1) Amends the Scope of Services to prepare a current Greenhouse Gas Emissions Inventory and possibly an update to the City's 2014 Greenhouse Gas Emissions Inventory or related Climate Action Plan preparation tasks in accordance with CEQA Guidelines. 2) Adds an additional dollar amount of$33,293, for a revised total contract amount of$625,968. Except as expressly amended by this Amendment, all other terms remain unchanged and in full force and effect. IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AMENDMENT ON THE EFFECTE DATE: MINTIER RNIS � BY: DATE: V t— TIM T2�r ` l CITY OF UKIAH .v BY: 5�`S DATE: May 20, 2023 SAGE SANGIACOMO, CITY MANAGER ATTEST BY: Kristine1-11L �(May2 43PDT) DATE: May 22, 2023 KRISTINE LAWLER, CITY CLERK Exhibit 1 ;:incur. ('.onsu''4ail1Ks, Ire,. 449 15th Street, Suite 303 Oakland, California 94612 sio 834 4455 OFFICE info@rinconconsultants.com www.rinconconsultants.com April 11, 2023 Michelle Irace, Planning Manager City of Ukiah, Department of Community Development 300 Seminary Ave., Ukiah,CA 95482 Via email: mirace@cityofukiah.com Subject: Rincon Proposal to Provide GHG Inventory Support for City of Ukiah Dear Ms. Irace, Rincon Consultants, Inc. (Rincon) is pleased to submit this Proposal to assist the City of Ukiah (Ukiah) with Greenhouse Gas (GHG) Emissions Inventory Support.We understand that Ukiah would like Rincon's support with the preparation of a 2022 community GHG inventory in order to help quantify Ukiah's GHG emissions as a first step in Ukiah preparing an updated Climate Action Plan (CAP). Erik Feldman,the head of Rincon's Statewide sustainability climate resilience practice (SCR+)will serve as Principal-in-Charge (PIC). Mr. Feldman has guided the completion of community GHG inventories across California. Kelsey Bennett will serve as Project Manager (PM) in charge of day-to-day oversight and will serve as Ukiah's primary contact for the 2022 GHG inventory work. In addition,GHD is included on the team for purposes of supporting the transportation sector aspect of the GHG inventory work. We believe that our experience developing GHG inventories across the State of California as well as conducting hundreds of GHG emission audits for private sector clients as a CARE-Accredited GHG Verifier gives Rincon a unique understanding of the relevant Ukiah GHG inventory sectors and factors. A description of proposal tasks, including assumptions, deliverables, and timeline, is included below. Task 1 — Review 2014 Community GHG Inventory and Provide Data Request Rincon understands that Ukiah has previously prepared a 2014 GHG emission inventory. In using GHG inventories to track progress over time, it is essential that future inventories are consistent with past inventories and/or that past inventories are updated as needed to remain comparable with future inventories. Upon receipt of 2014 communitywide GHG inventory files from the City, Rincon will review the 2014 GHG inventory for the use of consistent data and application of appropriate methodologies defined by the Local Governments for Sustainability USA(ICLEI) U..S. Community Protocol as well as the correct emissions factors and inclusion of all appropriate emission sources. Rincon will provide a brief summary memorandum with the 2014 community GHG inventory review findings.The cost estimate, including rates and hours assumptions,for this task is shown in Table 1. To streamline the data collection process, Rincon will provide a comprehensive data request broken into sections to provide a clear understanding of the responsible parties for collecting specific data pieces to be included in the 2022 community GHG emissions inventory. Rincon will review and QA/QC all data and E n v i r o n m e n f a ( S c i e n t i s t s P l a n n e r s E n g i n e e r s - Rincon Proposal Ukiah GHG Inventory review to identify any discrepancies or methodological changes required with City before initiating the 2=community GHG inventory. Assumptions: City will provide all the data necessary to review the 2014 community inventory, including previous inventory/forecast workbooks in MS Excel. Rincon will provide a 2-3 page memorandum outlining findings of the 2014 community inventory review. One round of consolidated comments will be provided by the City on the draft deliverable. Any additional revisions will be completed on a time and materials basis in accordance with our standard fee schedule (attached). Rincon's Project Manager and Technical Lead will attend the one data review meeting. City staff will make connections to/request data from primary data providers as needed. Deliverables: 2014 Community GHG Inventory Review memorandum (Adobe PDF) 2022 Community GHG Inventory Data request (Adobe PDF) Task 2 — Prepare 2022 Community GHG Inventory Using the communitywide 2022 activity data to be provided to Rincon by the City, Rincon will prepare a Ukiah 2022 community GHG inventory. Note that Rincon has assumed up to 10 hours of staff time as contingency for purposes of helping the City collect 2022 GHG inventory data, if needed. In addition, GHD will provide vehicle miles traveled (VMT) calculations necessary to prepare the 2022 community GHG inventory. Specifically,GHD will provide an estimate of VMT attributable to Ukiah land uses for year 2022 conditions based on prior model runs that were conducted using the Mendocino Council of Governments (MCOG)travel demand model.The prior model outputs that were based on a 2009 base year will be adjusted as needed to reflect year 2022 land uses within Ukiah.The VMT estimate will include total VMT for typical weekday conditions, based on internal trips within Ukiah, and 50 percent of VMT attributable to internal/external and external/internal trips that begin or end in Ukiah. The 2022 community inventory will comply with the Global Protocol for Community-scale GHG Emissions (GPC) and the U.S. Community Protocol. Rincon will complete the inventory calculations in Rincon's Excel calculation tool and will provide both the unlocked inventory tool and a brief summary memorandum with relevant tables and charts of the 2022 community GHG inventory findings. In addition,for City reference, Rincon will provide a table visually comparing the 2014 and 2022 GHG inventory results.The cost estimate, including rates and hours assumptions,for this task is shown in Table 1. Assumptions: City will provide all the data necessary to calculate the community inventory, including previous inventory/ forecast workbooks in MS Excel. GHD will prepare and provide VMT calculations necessary to prepare the 2022 community GHG inventory. Assumptions concerning 2022 land uses will be based on information previously provided to GHD during the 2040 General Plan update and/or updated land use information to be provided by the City. Rincon will provide a memorandum outlining data used to calculate the community inventory and a brief summary of the results. 2 E n v , r o n rn e n t a I S c i e n i i S . S P I a n n e r S E n g . n c c r .. Rincon Proposal Ukiah GHG Inventory One round of consolidated comments will be provided by the City on the draft deliverable.Any additional revisions will be completed on a time and materials basis in accordance with our standard fee schedule (attached). Deliverables: 2022 Community GHG inventory tool (MS Excel) and summary memorandum (Adobe PDF) Data collection assistance contingency(up to 10 hours of Rincon staff time) 2022 VMT estimate summary table(MS Excel) Table visually comparing 2014 and 2022 GHG inventory results(MS Excel and Adobe PDF) bask 3 — Project Management Upon contract execution, it is assumed that the 2022 GHG inventory will take approximately five months to complete, approximately from mid-June 2023 to mid-November 2023.This is based on our experience related to data collection that often takes the longest amount of time to prepare an inventory.Therefore, Rincon has assumed project management and coordination time, including up to three virtual meetings with the City team, one of which would be a kickoff/data request call and another could be a virtual presentation of the GHG inventories findings to the Ukiah Planning Commission and/or City Council.The cost estimate, including rates and hours assumptions, for this task is shown in Table 1. Assumptions: If the project schedule is delayed or further assistance with data collection beyond 10 hours of Rincon staff time is requested, additional project management and data collection assistance will be completed on a time and materials basis in accordance with our standard fee schedule (attached). Deliverables: Up to three (3)virtual meetings with the City team (MS Teams platform) Up to five (5) monthly invoices with progress reports(Adobe PDF) Optional Task 4— Prepare Updated 2034 Colmr"un;ty GHG Inventory To be able to accurately track progress over time, it is essential that previous and current GHG inventories are consistent in terms of the methodology utilized, sectors included and excluded,'activity data utilized, and application of emissions factors. Inconsistencies between previous and current inventories pose the risk of changes in GHG emissions being a byproduct of methodological change rather than actual change in emissions.This limits defensibility of the calculations and hinders a jurisdiction's ability to accurately compare previous GHG emissions with recently developed CAPS as well as State GHG inventories.Therefore, it is a best practice to correct any potential inconsistencies prior to developing the Ukiah 2022 community GHG inventory. If desired by the City and if determined to be needed as a result of the 2014 community GHG inventory review under Task 1, Rincon could help the City to update its previous 2014 community GHG inventory for purposes of making the inventory consistent with latest sectors and GHG emissions calculation methodologies issued by CARB since 2014.This would allow for a true comparison between the 2014 1 For example,many previous GHG inventories include emissions associated with industrial energy use that is covered under the Cap-and-Trade program.Under current best practices,these emissions are considered outside of a jurisdiction's control and are typically excluded from local GHG inventories. 3 E n v ) r o n m e .; t a 1 c i e 11 , i _ t _ P 1 r, i e r L n 9 i n c c i s Rincon Proposal Ukiah GHG Inventory and 2022 community GHG inventories. Specifically, Rincon would prepare a Scopes 1, 2, and 32 2014 communitywide data request and submit it to the City. Upon receipt of the 2014 communitywide activity data from the City, Rincon would develop data activity types/inputs, emissions factors, and emissions calculations for the updated Ukiah 2014 community GHG inventory. In addition, if requested, GHD could provide a VMT estimate for year 2014 conditions. This would be based on prior model runs that were conducted using the MCOG travel demand model, adjusted as needed to reflect year 2014 land uses within Ukiah.The VMT estimate would include total VMT for typical weekday conditions, based on internal trips within Ukiah,and 50 percent of VMT attributable to internal/external and external/internal trips that begin or end in Ukiah. The updated 2014 community inventory would comply with the Global Protocol for Community-scale GHG Emissions (GPC) and the U.S. Community Protocol. Rincon would provide both the unlocked inventory tool and a brief summary memorandum with relevant tables and charts of the 2014 community GHG inventory findings.The cost estimate, including rates and hours assumptions,for this optional task is shown in Table 1. Assumptions: City will provide all the data necessary to update the previous inventory workbooks in MS Excel. GHD will prepare and provide VMT calculations necessary to prepare the updated 2014 community GHG inventory.Assumptions concerning 2014 land uses will be based on land use information to be provided by the City. Rincon will provide a 2-3 page memorandum outlining data used to calculate the updated 2014 community inventory and a brief summary of the results. One round of consolidated comments will be provided by the City on the draft deliverable.Any additional revisions will be completed on a time and materials basis in accordance with our standard fee schedule (attached). Deliverables: 2014 Community GHG inventory data request (Adobe PDF) 2022 Community GHG inventory tool (MS Excel) and summary memorandum (Adobe PDF) 2014 VMT estimate summary table(MS Excel) Z Communitywide Scope 3 emissions as related to carbon sequestration 4 E v i r o n in e rr . c l S c i e n t i s t _ P I < r n c i _ E ,r r Rincon Proposal Ukiah GHG Inventory Table 1 Ukiah GHG Inventory Cost Estimate Task Hours Labor Subconsultant TOTAL COST Cost Cost Task 1: Review 2014 Community 24 $4,807 $0 $4,807 GHG Inventory Task 2: Prepare 2022 Community 47 $9,090 $4,640 $13,730 GHG Inventory Task 3: Project Management 26 $S,904 $0 $5,904 (including meetings) TOTAL without Optional Tasks 97 $19,801 $4,640 $24,441 Optional Task 4:Prepare Updated 33 $6,532 $2,320 $8,852 2014 Community GHG Inventory TOTAL with Optional Tasks 130 $26,333 $6,960 $33,293 Note:GHD is the subconsultant included to provide VMT estimates to support the GHG inventory work. The Ukiah 2022 community GHG inventory scope enclosed in this proposal (represented by Tasks 1 through 3)amounts to a total cost of$24,441. If Ukiah desires to also proceed with identified Optional Task 4 (prepare updated 2014 community GHG inventory),the total cost would be$33,293. Thank you for considering Rincon for this important assignment. Please do not hesitate to contact us if you have questions about this proposal or need additional information. Sincerely, RINCON CONSULTANTS,INC. Erik Feldman, MS, LEED-AP Kelsey ennett, MPA, LEED-AP Principal Director efeldman@rinconconsultants.com kbennett@rinconconsultants.com Attachment: Rincon Standard Fee Schedule 5 E n v i r o n m 6 n ' a i S _ i e n i i _ t _ P l a n n e r _ E r, 8 i r e c _ Tri- : ,, Rincon Proposal Ukiah GHG Inventory Standard Fee Schedule for Environmental Sciences and Planning Services Professional.Technical and Support Personnel* Principal 11 $295 Director li $295 Principal; $285 Girectorl $285 Senior Supervisor ll $285 Supervisor i �250 Senior Professional li $234 Senior Prci�essiortal I $218 Processional IV $194 ProfessionalNl 180 Professional II w 160 Professional 1 $143 Associate M $120 Associate li $107 Associate I $100 Field Technician•. ti 86 Data Solutions Architect $180 Senior GIS Specialist $172 CISICA,?BC Specialist ii $153 GIST CACC Specialist 1 $138 Technical Ed tof $135 Project,Accountant $115 filling Specialist $98 Pubishing Specialist $110 Clerical _ _ _ $98 'Professional classificaticne include enviromreral scientists,urban planners,biologists,geolog sts,rma^.ne scie.n..fists,GHG verfiers,sustainsaility expers,cui ura3 resources experts,and otnerprofessionals.Expert witress services consisting of depositions or in-court testirnory a.a charges at the hourly rate of S380. Reimbursable Expenses Photocopies-Blackand'White 030.25(single-sAed),S0.45(daubie-sided} Photocopies-Color 51.55(single-sided),S3.10(double-sidedr Photocopies-11 Y.17 $0.55(13W,$3,40icolor) Oversized Maps S8.50/square foot D gi*ai Production S151CQ, 201fcash eirive Light-Qu.yand PassengerVeNcles' S9L.iday 41ri'Ct and Off-road Vehicles` 'Current IRS mileage rate for mileage over Warta for ail miles incurred in employee-owaed vehicles: Other direct costs assac!atad'vith the execution of a project,tha:ars riot included in t;:e hourly rater,above,are bilied at cost plus 15`•These rna�iretude,d tt.are roe,limited to,laboratory ana-rillipg services,subcontractor services, a:,thcrized travel expenses,permit charges and filing fees,ma i rigs and postage,performance bonds,sample handling and shipment,rental equipment,ant vehicles other tf an covereu by the above charges. Annual Escalation.Standar;rates subject to 3.5%annual escalation. Payment Terms.All fees✓will be b tied to (lent rnor.:hlyand sha'^e due ar.d ppa'ableupon receipt prasiRdlcated in the cor:✓act provNionsfortheassignmerit.invoices are.:elinquentif ratpalov<ithin?enl10J days from receipt or per the con,,racivally 'e,Ulred p 1'tTle^..ter^1s• Eflecux Jan:h?r; <023 6 E n v i r o n m e n t o i S c i e n t i s i s P 1 a n n e r s Engineers