Loading...
HomeMy WebLinkAboutMintier Harnish 2024-03-20 COU No. 1819-190-A6 CITY OF UKIAH AMENDMENT 6 TO CONTRACT #1819190—PROFESSIONAL PLANNING SERVICES FOR A GENERAL PLAN UPDATE, ENVIRONMENTAL IMPACT REPORT, AND OTHER RELATED ADVANCED PLANNING SERVICES This Amendment No. 6, entered on March 20, 2024, 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. 6, as per Exhibit 1: 1) Amends the Scope of Services to prepare a current Municipal Climate Action Plan and associated CEQA environmental analysis in accordance with CEQA Guidelines. 2) Adds an additional dollar amount of$150,000, for a revised total contract amount of$775,968. 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 EFFECTIVE DATE: MINTIER HARNISH 3/26/2024 BY: DATE: JIM HARNISH, JD CITY OF UKIAH BY: 5�` S DATE: Apr 1, 2024 SAGE SANGIACOMO, CITY MANAGER ATTEST k Z Apr 2, 2024 BY: Kristine Lawler(Apr 2,202407:39 PDT) DATE: KRISTINE LAWLER, CITY CLERK EXHIBIT 1 C'S. -1E0,p Rincon Consultants, Inc. I 9� 449 15th Street,Suite 303 30 Z Oakland,California 94612 510-834-4455 YEARS RINCON CONSULTANTS,INC. SINCE 1994 January 26, 2024 Rincon Project No. 24-15600 Craig Schlatter, Director City of Ukiah, Department of Community Development 300 Seminary Ave., Ukiah, California 95482 Via email: cschlatter@cityofukiah.com Subject: Ukiah Climate Action Plan Proposal Dear Mr. Schlatter: Rincon Consultants, Inc. (Rincon) is pleased to submit this proposal to assist the City of Ukiah (City) with development of 1)a Climate Action Plan (CAP)for reducing communitywide greenhouse gas(GHG) emissions and 2) related California Environmental Quality Act (CEQA) review documentation. Rincon recently had the pleasure of working with the City to prepare the Ukiah 2022 GHG inventory and updated 2005/2010 GHG inventory and look forward to the opportunity to continue work with the City on this important climate planning effort. This proposal represents Rincon's commitment to serve as an extension of City staff in terms of technical, managerial,and strategic-thinking skills for successfully completing the Ukiah CAP by December 2024, as required by Ukiah General Plan Environmental Impact Report(EIR) mitigation. Rincon is a leading climate planning firm and has extensive experience working with cities, counties, and agencies across the State on plans that address GHG emissions. Rincon has contributed to more than 60 climate action plans, including for the Cities of Healdsburg, Sacramento, and Chico, the Humbolt County region, and Sonoma County Regional Parks. One key area that sets Rincon apart is its implementation experience. Rincon's experience in implementing climate policies. This experience provides Rincon with understanding of the necessary actions necessary to reach the goals within a specific community's context. Rincon has worked across California helping decarbonize the building sector through the development of new construction electrification reach codes and some of the first existing building electrification strategies in the State. Rincon also led development of regional compost trading programs through the RICAPS program in San Mateo County and has worked on electric vehicle (EV) infrastructure plans for counties and fleets. This focus on implementation allows Rincon to develop innovative yet feasible strategies for CAPS that provide clear measurable steps in GHG emissions reductions. Rincon is very enthusiastic about the opportunity to expand existing climate work with the City of Ukiah and support the City in its goal of addressing climate change.The work program outlined herein is fully negotiable to meet Ukiah's needs for this exciting planning assignment. Scope of Work Rincon understands that the City is looking to prepare a CAP that includes the components identified in CEQA Guidelines Section15183.5. Furthermore, Rincon understands that in order to implement the mitigation included in the recent General Plan EIR, the CAP must be completed by December 2024. As such, the following scope of work has been prepared to develop a CAP within a 10-month time period with strategies to reduce GHG emissions in alignment with the State's goal. Please note that CAPs are community driven documents and,therefore, community input and reviews need to be completed in accordance with the schedule outlined in this proposal for the CAP document and associated CEQA review document to be finished by December 2024. www.rinconconsultants.com City of Ukiah Ukiah Climate Action Plan Proposal Task 1 Project Management Task 1.1 Project Kickoff Rincon will work with City staff to organize a virtual kick-off meeting with Ukiah's Project Team to discuss project goals and objectives within one week of project authorization. The kickoff meeting will provide an opportunity to refine the scope of work and timeline if needed, review planned and existing GHG reduction and sustainability projects as relevant, as well as identify existing documents, policies, and key internal and external interested parties, with which the CAP should be in alignment. This meeting will also serve to establish the project management procedures, including invoicingterms and communication protocols. Following the kickoff meeting, Rincon will provide a refined schedule, as well as a final list of requested applicable documents, data, and policies for Ukiah to provide. Task 1.1 Assumptions ■ Rincon will host a (1-hour)virtual kickoff meeting. ■ Rincon's Principal-in-Charge, Project Manager, and Assistant Project Manager will attend the kickoff meeting. Task 1.1 Deliverables ■ Kickoff Meeting Agenda and Notes (MS Word) ■ Refined Schedule (MS Project and Adobe PDF) ■ Final data request of Existing Documents/Data/Policies (MS Word or email) Task 1.2 Project Management and Meetings Rincon endeavors to provide clients with high-quality products that exceed expectations, meet the identified schedule, and align with applicable professional standards. Rincon employs project management and quality control methods that include regular project progress meetings, project control using Microsoft® (MS) Excel and MS Project software, peer review of technical sections, and principal/director review of major deliverables. We believe that effective communication and project management is an integral part of a project's success. Rincon's Project Manager, Kelsey Bennett, will be responsible for coordinating communication with Ukiah's Project Manager. Rincon will work closely with Ukiah for the duration of the planning schedule to ensure that progress is carefully tracked, attention is drawn to difficulties encountered,and the CAP is prepared in a highly professional manner. Rincon recommends status update phone calls semi-monthly with the City of Ukiah team to discuss project status and updates. Task 1.2 Assumptions ■ The project timeline is 10 months. ■ Rincon will host semi-monthly virtual check-in meetings (up to 18) that are each 30 minutes in length and conducted via MS Teams. ■ Semi-monthly check-in meeting attendance is limited to the Rincon Project Manager and Assistant Project Manager. Principal attendance will be included on a monthly basis. ■ Project schedule and budget will be reviewed during check-in meetings on a monthly basis. Task 1.2 Deliverables ■ Semi-monthly check-in meeting follow-up notes (MS Word or email) ■ Monthly invoices with progress summaries (Adobe PDF) 2 City of Ukiah Ukiah Climate Action Plan Proposal Task 2 Emissions Forecasting and Target Analysis Task 2.3. GHG Emissions Forecast Rincon previously prepared a community GHG inventory for Ukiah for 2022 utilizing Rincon's calculation tool. As such,further GHG analysis including forecasting of emissions,target analysis, and measure quantification (Task 3)will be conducted in the same calculation tool. In order to plan for the future, it is necessary to understand how emissions trends may continue. Therefore, as the first step in this task, Rincon will utilize its forecasting tool to draft both a business- as-usual (BAU)forecast and an adjusted forecast(which includes reductions from State legislation) of expected emissions broken down by emissions sector for specific future years, such as 2030 and 2045. These years are suggestions based on the major milestone years of California Senate Bill 32 and the 2022 CARB Climate Change Scoping Plan. The business-as-usual forecast will include only population growth and projected land use changes. Rincon will work with Ukiah to identify the best source for population, jobs, and land use change data and could include Mendocino County data, Mendocino Council of Government (MCOG). Department of Finance, and Regional Housing Need Allocation (RHNA) housing considerations. Rincon assumes Ukiah will obtain future vehicle miles traveled (VMT) data from the City of Ukiah 2040 General Plan drafted 2022 for forecasting VMT. Rincon will extrapolate future VMT past 2040 based on the VMT data provided by the City. Following calculation of the BAU forecasts, we will also calculate an "adjusted" forecast, which will account for expected changes in regulations affecting the federal, State, and local level that include, emission factor changes due to increased carbon free electricity in City of Ukiah's Electric Utility grid mix, Low Carbon Fuel Standard, Pavley Clean Car Standards, Advanced Clean Cars Program, Renewables Portfolio Standard, Senate Bill 100, and Title 24. The Rincon team will calculate how these regulations will affect the selected future year GHG emissions levels and produce a GHG emission forecast that accurately portrays future emissions growth and the quantity of GHG emissions that Ukiah will be responsible for reducing to meet GHG reduction targets. Rincon will update the inventory Excel calculation tool with the forecast data. Task 2.1 Assumptions ■ Rincon will work with Ukiah to identify the best source for population, jobs, and land use change data and could include Mendocino County, MCOG, and California Department of Finance data as well as RHNA housing considerations. ■ Rincon assumes that forecasted VMT utilized for the City of Ukiah 2040 General Plan will be available for use in the forecast and anticipates that the City's Project Manager will be responsible for obtaining the VMT data. If the VMT data is not available, Rincon will work with the City of Ukiah to identify an appropriate traffic consultant to generate forecasted VMT - this will require an additional scope adjustment to accommodate a traffic consultants fees. ■ Rincon will prepare the forecast within Rincon's calculation tool recently prepared for Ukiah's 2022 inventory. ■ A written summary of the forecast will be included a technical memorandum completed for both the forecast and targets (see Task 2.2 deliverables). ■ Rincon has budgeted for receipt of one set of consolidated comments on the forecast memorandum. Any additional revisions will be completed on a time and materials basis in accordance with our standard fee schedule (attached). ■ Changes to the forecast after the final revisions of the draft forecast or after measure quantification has been initiated will be completed on a time and materials basis in accordance with our standard fee schedule (attached). 3 City of Ukiah Ukiah Climate Action Plan Proposal Task 2.1 Deliverables ■ Addition of GHG Forecast to Inventory Calculation Tool (MS Excel) Task 2.2 GHG Emissions Targets Under California Senate Bill 23 and Assembly Bill 1279, California aims to reduce Statewide emissions to 40 percent below 1990 levels by 2030 and be carbon neutral by 2045, respectively. Rincon proposes to establish Ukiah-specific GHG emission targets consistent with State goals. Rincon will produce both per capita and mass emission-based targets for Ukiah to review under both scenarios (State goals). Per-person estimates can also be translated into per service person (employees + population). An analysis of both options will be conducted and presented to the City for approval. Rincon will update the inventory/forecast tool with the targets. After completion of the forecast and targets analysis, we will provide a draft technical memorandum (to serve as an appendix to the CAP document)for City review before incorporating feedback and developing a final deliverable. Task 2.2 Assumptions ■ Rincon will identify both per capita and mass emission-based targets in line with SB 32 and AB 1279. ■ Rincon will prepare the target analysis within the existing MS Excel tool recently prepared for Ukiah's 2022 inventory. ■ Rincon has budgeted for receipt of one set of consolidated comments on the targets memorandum. Any additional revisions will be completed on a time and materials basis in accordance with our standard fee schedule (attached). ■ Changes to the targets after the final revisions or after measure quantification has been initiated will be completed on a time and material basis in accordance with our standard fee schedule (attached). Task 2.2 Deliverables ■ Addition of GHG Targets to Inventory/Forecast Calculation Tool (MS Excel) ■ Draft and Final Forecast and Targets Memorandum (MS Word) Task 3 Measure Development Task 3.3. Scenario-Planning for GHG Reduction Strategies and Draft Measures Selection As an initial step to measure development, Rincon will provide Ukiah a Measure Analysis and Success Tracking (MAST) tool to collate existing measures, programs, or policies that that City has already designed to address climate change. Rincon will provide a tutorial to City staff regarding how to utilize the tool . The MAST tool is designed to summarize and grade the success of Ukiah's existing climate mitigation policies and programs. The MAST tool provides a streamlined process for the consultant team to understand the previous and ongoing work within Ukiah related to reducing GHG emissions to better inform the development of new measures and actions. This exercise also evaluates Ukiah's successes and identifies hurdles such as lack of funding or staffing in implementing past efforts. Additionally, the MAST tool provides an opportunity to consolidate all existing efforts in one place, as well as review the most current state and regional plans to ensure consistency. Drawing on the collective outputs of the 2022 GHG inventory and feedback from the community(Task 4) and interested parties as well as the City prepared MAST tool, the Rincon team will identify and recommend strategies that will have the greatest impact in terms of GHG emissions reductions 4 City of Ukiah Ukiah Climate Action Plan Proposal communitywide. During this phase,the Project team will draw on experience developing climate action plans and GHG emissions mitigation strategies for other California communities as well as our direct experience implementing many of these strategies for our clients.Through these experiences we have identified the key measures that will allow Ukiah to make substantial progress towards GHG reductions while also emphasizing critical community concerns, such as equity, housing, and job creation. These include: ■ Carbon-free electricity ■ New and existing building electrification ■ VMT reduction through transit and active transportation ■ Electric vehicles ■ Organics diversion ■ Carbon sequestration These strategies have emerged as critical in the achievement of nearly all GHG reduction goals. Rincon will begin with these strategies and develop our in-house Scenario Planning and Reduction Quantification (SPARQ)tool shown in Figure 1. The SPARQ tool will allow Rincon and Ukiah to quickly iterate on potential levels of implementation for each of the key strategies to find a level of implementation that will allow Ukiah to meet its longterm GHG reduction targets. Rincon will conduct a share-screen meeting with Ukiah to manipulate the SPARQ tool until a level of implementation by key strategy is established. Once the key strategies and level of reduction required within each sector is identified using the SAPRQ tool, Rincon will develop a draft list of measures to achieve the required reductions. Figure 1 SPARQ Tool - Reduction Scenarios �oiscxc Sun Mateo Coy GHG Emiu!"s Fvrr A Samrias CAP Reduction Measures «� �o9dclwa•c.a�.nl mY rerd.nrim brlbi for PnsEl•cui wlad+..rc•le JtYr R.ydwnJ 594 Lt98 ��MI.W Paw El.oehawa.Qdn.ic.f«illw Con.r..ic..11iA..bJ ],921 3,091 E1•evMar<r•d4W dyio Ma.y OarJe Cod.li 6v. 1,919 d. 3�892 ral.x lm .nn.•n a+lwwoo. �� %,mz a.ar w� ..,.. CwJx•adfx.Wlnxrmd.dmm1•YclMlenbn r«idas m%]f X d Evw W!d•..eP Cr 4.503 30tt 73A79 t4ce.a•.-r.Ko.�o x'•.WE.n,..9[:.mn:c.i.1M�v..d gi. 6047 25% 7721a p rm.an "�we5 r;y'oN w.wa MLy •Mos. domawl.w. l.ew d•a.aq awl.lde.y u r.:%, 01L46or..s.w:w wrrdw.m..ak-b.r:ssiror. � u'�' — MLSWW:ebo adl•wabr•aM hlo as mradYpr �Ia•� xalr �w.•raw Ws1Hni. _lye MS.I Inrnaueharic wnrtre Moy�ion. l�� l�•� �uwEV e '. Yli 15.722 WX 82A" rd).a lm a.uM YwWI•wn Nu•W�c•Vrdr, 4.c+•as.M1r 1oC, F/. R576 20X 31 44 Im.mo M3 3 r.1.. M3.21nedu vr—p—rate. FFIIIM.M8NMwa.....11213s F.RMMRm d..aiAwtldlJr..aawroe�--..•.ne.cs•b oa%..lwnAx.wse ewahuoor o2.ni1d0wn.en.1e6.w •]a..arr..l.I•eJw%rvaldnlxal.lsl.abNw l ayrn•pt%•d%a0'im3r 0awh.b s ryeT%I�N 0tXo3dr.8(mrI b.dy2x Lm and ;1M 522,0 2W5 aa'�I~0fI1`y"0'�sn�"r`1�4 4xMwwI0n1•S PCf] 139622,."6'.8+61 2030 30, 2M 2030 3W..216 Tr.1250w 306,*6 2 .65 Ga T , 2p m2RnwM [APRbMu. 3t3w 22?1;4: TMal acduaivn Mee Pol cntial 94.--4rg['V -3,a99 Task 3.1 Assumptions ■ Rincon will provide the City a blank MAST tool for the City to fill out and provide a brief tutorial on use of the tool at a standing check-in meeting. ■ City staff will be responsible for reviewing existing documents, plans, policies, and programs to fill out the MAST tool. ■ Rincon will conduct a share-screen meeting with City staff to demonstrate how key strategies and level of implementation will impact Ukiah's trajectory to meeting their GHG reduction targets via the SPARQ tool. 5 City of Ukiah Ukiah Climate Action Plan Proposal ■ Rincon will develop the initial list of measures based on the level of implementation by strategy decided by the City staff during the SPARQ tool demonstration. ■ Rincon has budgeted for receipt of one set of consolidated City staff/Ukiah Sustainability Working Group comments on the draft measures list. Any additional revisions will be completed on a time and materials basis in accordance with our standard fee schedule (attached). ■ Rincon has budgeted for development of a draft and final set of measures prior to the GHG reduction quantification phase. The draft measures will be presented at the community workshop. Edits will be completed to the draft measures based on input from City staff interviews and the community based on information gathered during the first workshop and from the survey.The final measures will be delivered at the second community workshop.Any additional revisions will be completed on a time and materials basis in accordance with our standard fee schedule (attached). ■ Significant measure revisions beyond those included in the assumptions would be completed on a time and material basis and may impact the schedule. Task 3.1 Deliverables ■ SPARQ Tool (via share-screen meeting) ■ Draft and Final Sustainability Working Group GHG reduction measures list(MS Word) ■ Draft and Final community GHG reduction measures list(MS Word) Task 3.2 GHG Reduction Actions and Quantification Once the key strategies and measures and level of reduction required in each sector is identified, Rincon will begin developing a suite of actions that can be implemented to achieve the required reductions in support of the selected measures. The development of actions is the most complex portion of the work scope, requiring a careful balance between feedback from interested parties, cost- effectiveness, progression, and feasibility. To aid in this process, Rincon has developed the following frameworks that we use to guide action development: ■ Equity guardrails: The Ukiah Sustainability Working Group represents a wide range of the community, and in addition City staff would provide feedback on proposed actions. ■ Community feedback: Rincon will align the CAP outreach and action development to provide balance for community priorities with the development of implementable and impactful GHG reduction actions. Key engagement efforts will be designed around meaningful community feedback at key milestones, including initial action brainstorming, measure refinement and prioritization, and review of the Draft CAP. ■ Climate action pillars: Rincon has developed key pillars for which each strategy must address in order to have the highest chance of being implemented; these key pillars include: o Education: engage and empower residents o Structural Change:set institutional and policyframeworkto support proposed changes o Associated GHG Reductions: target emissions reductions for long-term sustainability and short-term air quality improvements o Equity: ensure inclusive participation in decision making and equitable distribution of benefits across the community o Connectivity: promote access to community groups and resources that are best positioned to lead implementation actions o Economically Viable: cost-effective efforts that benefit sustainability Based on the criteria above, Rincon will develop a draft list of GHG reduction actions by measure that will act as a roadmap and align with Ukiah's GHG reduction targets for the established target years. 6 City of Ukiah Ukiah Climate Action Plan Proposal Rincon assumes this list of actions by measure will go through one round of City staff/Ukiah Sustainability Working Group review before being shared as a public draft list with the community. Once City staff/Ukiah Sustainability Working Group comments are received, Rincon will assess potential policy or program gaps and identify additional opportunities for emission reductions. The actions list will also include the recommended City involvement(e.g., role, department lead), linkages to existing City plans, codes,or activities,and the identification of interested parties, community-based organizations, and partners essential to the successful implementation. Once the public draft list is complete, we will work with City staff and community to refine and prioritize the emission reduction measures. Rincon will use quantification and scenario planning tools to help fine-tune the actions into a final set that can be feasibly implemented but also achieve the desired GHG reduction results. Once Ukiah has identified which GHG reductions actions they wantto proceed with, Rincon will quantify the associated GHG emissions reductions.' Rincon will also provide substantial evidence to support the quantification of the measures and actions. Substantial evidence generally includes emissions factors,scientific references, and case studies to support justification of the GHG emissions reduction amounts indicated for the various measures and actions. Consistent with recent case law and in order to be able to reference specific evidence, actions will be enforceable and locally applicable. The emissions reduction quantification analysis will be included as part of a Measure Quantification and Substantial Evidence Technical Report to be included as an appendix to the CAP document. Rincon will address City comments on the Draft Technical Report in order to prepare a final deliverable. Task 3.2 Assumptions ■ Rincon has budgeted for receipt of one set of consolidated City staff/Ukiah Sustainability Working Group comments on the draft actions list. Any additional revisions will be completed on a time and materials basis in accordance with our standard fee schedule (attached). ■ Rincon has budgeted for the time it takes to incorporate edits from one round of community feedback on the draft actions, which would be received via workshops and survey(Task 4). ■ Rincon will quantify the GHG reduction for measures based on the final community measures with the demonstrated substantial evidence to reduce emissions within a Technical Report to be included as an appendix to the CAP document. Actions will be written in a manner that allows for quantitative analysis. Data resources and references will be available to support the quantitative analysis of the measures. ■ Rincon has budgeted up to 8 hours for only minor revisions based on feedback from the public and City Council during the first public hearing. Significant changes or additional measure development after the measures have been quantified would be completed on a time and material basis in accordance with our standard fee schedule (attached) and may impact the schedule. Task 3.2 Deliverables ■ Draft, Public Draft, and Final list of actions (MS Word) ■ Draft and Final Measure Quantification and Substantial Evidence Technical Report(MS Word) The ability to quantify measures and actions is based on the existence of substantial evidence that supports the GHG emissions reduction,which includes the type of implementation actions developed to support the measure. Where substantial evidence does not exist or actions do not demonstrate the ability to result in quantifiable GHG emissions reduction,the measure or action will be labeled as supportive. 7 City of Ukiah Ukiah Climate Action Plan Proposal Task 4 CAP Outreach and Engagement Gaining community and interested parties buy-in is found to improve the success of CAP implementation. We know that an engaged and excited community enhances the planning process and provides opportunities for CAP initiatives to be championed by community leaders. Therefore, Rincon presents this task to work with Ukiah to raise awareness and solicit input on the CAP through a variety of interested parties and community outreach and engagement efforts. We prioritize engagementthat is action-oriented, builds off a common community vision,and encourages sustained involvement after adoption of the CAP into implementation. Task 4.1 Community Workshops (2) and Online Survey (1) Rincon has found that providing widely advertised community workshops creates a strong foundation on which to build additional community outreach and engagement from. Rincon proposes to conduct two virtual CAP public workshops, potentially as part of standing Planning Commission meetings, to provide information on key findings and solicit public comments on potential mitigation strategies. Rincon proposes the following two CAP public workshops: 1) results of inventory,forecast, and targets and summary of the overall CAP process; and 2) draft measures and actions feedback. Rincon will lead both workshops and develop the associated MS PowerPoint presentations, while City staff will be responsible for advertising the workshops. In our experience, we have found that providing an online community survey in addition to conducting community workshops is effective at gaining meaningful feedback from both those that were able to attend the workshops and others unable to attend the workshops. Therefore, as part of this task we will include a link for one interactive online survey intended to gather community feedback during the measures refinement and prioritization phase of the CAP. The survey link will be provided to the community via the City's website and advertised at the community workshops. Rincon will use previous deliverables including the CAP measures and actions, GHG Inventory and Forecast, and SPARQ tool to inform and develop the Strategy Prioritization Survey (the Survey). The Survey will be prepared using Balancing Act, an interactive online survey platform used to simulate different scenarios or planning outcomes. The Survey will present a selection of sector-based strategies pulled from the draft measures and actions list and ask respondents to select their preferred combination of strategies to reach Ukiah's emissions reduction goals. The respondents will be provided with three options (e.g., low, medium, high) per type of strategy. The low, medium, high strategies relate to the level of GHG emission reduction impact. Respondents will be asked to select enough medium and high-level strategies to achieve at a minimum the total emissions reductions equivalent to reaching Ukiah's emissions reduction goal to submit the survey. Respondents will also be able to rank and prioritize their selections. The intent of the survey is to assess what respondents are willing to do to reach GHG reduction goals and which types of strategies they would prioritize to achieve the goals. Rincon will prepare a draft word document of the Survey inputs and incorporate one round of City edits before inputting the information into the online-based survey. City staff/Ukiah Sustainability Working Group will conduct a review of the draft online Survey before the Survey is finalized and goes live. Rincon assumes City staff will be responsible for disseminating the survey to the community. Rincon will prepare a brief summary report that provides key findings based on the survey results. Task 4.1 Assumptions ■ Rincon will virtually host up to two community workshops. ■ The City is responsible for preparing community workshop noticing materials, including social media posts, email blasts, project website updates, mailers, and newsletters, for all engagement. 8 City of Ukiah Ukiah Climate Action Plan Proposal • Up to three Rincon staff members will virtually attend and present at up to two community workshops lasting up to 1.5 hours each. ■ Rincon has budgeted approximately 16 hours for the development of the interactive online survey(Balancing Act)to be hosted on Ukiah website and via a link provided to the community. ■ The license fee of$3,000 for the Balancing Act survey is included in the cost estimate. ■ Rincon has budgeted for receipt of one set of consolidated City staff/Ukiah Sustainability Working Group comments on the draft Balancing Act Survey before the Survey goes live. Any additional revisions will be completed on a time and materials basis in accordance with our standard fee schedule (attached). Task 4.1 Deliverables ■ Two (2) Community Workshop presentations (MS PowerPoint) ■ Draft and Final Balancing Act survey inputs (MS Word) ■ Draft and Final Balancing Act survey (weblink) ■ Summary report and table with survey results (MS Word) Task 4.2 City Staff Interviews (3) As part of this task Rincon will conduct up to three virtual small group interviews with City staff from specific departments to review and discuss the provisional emissions reduction measures developed and get feedback and understand any potential concerns or roadblocks. Rincon will lead the interview process and incorporate feedback received throughout the process at the completion of the interviews. This City staff interview task is a critical step in gaining a candid understanding of conditions and issues from various perspectives. Task 4.2 Assumptions ■ Rincon will virtually host up to three City staff interviews. ■ City staff will send invitations, coordinate scheduling, and secure virtual meeting spaces. ■ Two Rincon staff members will virtually attend and facilitate up to three City staff interviews lasting up to 1 hour each. Task 4.2 Deliverables ■ Up to three (3)staff interview follow-up notes (MS Word or email) Task 4.3 Sustainability Working Group Focus Session (1) Rincon recognizes that Ukiah has developed a Sustainability Working Group to advocate and advance Ukiah's initiatives associated with addressing climate change. As the Ukiah Sustainability Working Group has already conducted some community outreach and brain-storming on measures, Rincon proposes within this task to work with the Sustainability Working Group to advance the GHG reduction measure development process. After conducting City staff interviews, Rincon will virtually host a focus session with the Sustainability Working Group to discuss and refine the provisional emission reduction measures based on feedback received from City staff and the Community. Task 4.3 Assumptions ■ City staff will send invitations, coordinate scheduling, and secure virtual meeting spaces for the focus session. ■ Up to three Rincon staff members will virtually attend and facilitate one focus group session with the Sustainability Working Group for up to 2 hours. 9 City of Ukiah Ukiah Climate Action Plan Proposal Task 4.3 Deliverables ■ One (1)Sustainability Working Group focus session follow-up notes (MS Word or email) Task 4.4 CAP Public Hearings (2) As part of this scope of work, Rincon will virtually attend and participate in one Draft CAP Planning Commission hearing to receive public comment on the Draft CAP and one Final CAP City Council hearing regarding adoption of the Final CAP. This scope of work assumes that City staff will be responsible for preparing the agenda and staff report. Rincon will provide a MS PowerPoint presentation to Ukiah in advance of the hearings and will present the information to the Planning Commission or City Council during the hearing, as well as address Commission or Council questions. Task 4.4 Assumptions ■ Up to three Rincon staff members will virtually attend and present at one Planning Commission hearing (to suffice as the Draft CAP public meeting) as well as at one City Council hearing (specific to CAP adoption). ■ Rincon will prepare presentations for up to two public hearings. ■ The City is responsible for preparing noticing materials, including social media posts, email blasts, project website updates, mailers, and newsletters, for all engagement. Task 4.4 Deliverables ■ Draft CAP hearing presentation (MS PowerPoint) ■ Final CAP hearing presentation (MS PowerPoint) Task 5 Climate Action Plan Document Task 5.1 Administrative Draft CAP The Administrative Draft CAP will be prepared based on the findings of the GHG inventory, forecast, and targets and the GHG reduction measures and actions. The CAP document will also summarize related outreach and engagement.The CAP will summarize previous City GHG reduction initiatives,the current climate change regulatory landscape, present the findings from the GHG inventory, forecast and target setting. The CAP will communicate the roadmap to achieve the targeted emission reductions as well as a GHG reduction measures tracking and monitoring table indicating timing and responsible City department. The CAP will also indicate co-benefits of the GHG reduction measures. Rincon proposes to create a CAP document that includes infographics, photos, and other design elements and will be reader friendly. Rincon assumes that the document will be completed in MS Word and will not be longer than 50 pages. The CAP document will also include associated appendices. Task 5.1 Assumptions ■ Rincon will incorporate feedback from the community, as appropriate and directed by the City. ■ The CAP document will be no longer than 50 pages and completed in MS Word. ■ City staff will provide high-resolution photos for use in the CAP document. ■ No hard copies will be provided. Task 5.1 Deliverables ■ Administrative Draft CAP (MS Word) ■ Administrative Draft CAP Appendices (MS Word) 10 City of Ukiah Ukiah Climate Action Plan Proposal Task 5.2 Draft CAP The Draft CAP will be prepared based on City staff comments received on the Administrative CAP. Rincon will provide a tracked and clean Draft CAP document in MS Word to serve as the public Draft CAP. The City will be responsible for posting the Draft CAP on the City website and notifying the public. Task 5.2 Assumptions ■ City comments on the Administrative Draft CAP will be provided to Rincon in one consolidated set. ■ No hard copies will be provided. ■ City staff will post the Draft CAP on its website for a 30-day public review period and handle public notification of the Draft CAP. Task 5.2 Deliverables ■ Tracked and clean Draft CAP (MS Word and Adobe PDF) ■ Draft CAP Appendices (MS Word and Adobe PDF) Task 5.3 Final CAP Following the public review and comment period, the Rincon team will coordinate with City staff to incorporate relevant input into the Final CAP that will be presented to City Council for final adoption. Rincon will provide an electronic copy of the document; printing or providing hardcopy documents has not been included as part of this scope of work. Support with responses to public comments and for staff reports/resolutions is not included in this scope of work. Task 5.3 Assumptions ■ City staff will collect and provide Draft CAP public comments to Rincon in one consolidated set. ■ Rincon will incorporate public feedback received, as appropriate and as directed by the City. ■ No hard copies will be provided. ■ City staff will post on the City website. ■ Only minor text changes between Draft CAP and Final CAP are assumed. Also assumed that changes will not require updates to the Draft CAP measures quantification. ■ Support with responses to public comments and for staff reports/resolutions is not included in this scope of work. Task 5.3 Deliverables ■ Final CAP (MS Word and Adobe PDF) ■ Final CAP Appendices (Adobe PDF) Task 6 CAP CEQA Assessment A programmatic Initial Study-Negative Declaration (IS-ND) is typically sufficient CEQA documentation for a CAP due to the generally beneficial environmental impacts associated with implementation of such a plan. It is rare that a more in depth CEQA document is required for a CAP. However, if it is determined during completion of the Initial Study that CAP measures or actions may result in potentially significant environmental impacts, a programmatic Environmental Impact Report(EIR) can be prepared for a different scope and cost. 11 City of Ukiah Ukiah Climate Action Plan Proposal Task 6.1 CEQA Project Description and Assembly Bill (AB) 52 Letters Once the CAP measures and actions are vetted by Ukiah and as part of interested parties/public outreach input, Rincon will prepare the CEQA project description for City review as well as AB 52 tribal outreach letters for City use and as required as part of the CEQA process. Specifically, Rincon will submit a request to the Native American Heritage Commission (NAHC)for the list of latest applicable AB 52 tribes and, upon response from NAHC, shall prepare correspondence letters regarding the CAP IS-ND to those tribes. The CEQA project description and AB 52 letters will also include a map of City limits to show CAP implementation extent as well as the list of CAP measures and actions. It is assumed that Ukiah would place the AB 52 letters on City letterhead and send to the tribes via certified mail and, if available, also via email. Task 6.1 Assumptions ■ City staff will review and approve the CEQA project description. ■ City staff will mail AB 52 letters to NAHC-identified tribes. Task 6.1 Deliverables ■ AB 52 Letters (MS Word) ■ Admin Draft IS-ND (MS Word) Task 6.2 Administrative Draft IS-ND Once the CAP measures and actions are vetted by Ukiah and as part of interested parties/public outreach input, Rincon will prepare a CAP Administrative Draft IS-ND. The Administrative Draft IS-ND will include plan-and cumulative-level assessment of the CAP with regard to the 2024 CEQA Guidelines Appendix G topical areas. Task 6.2 Assumptions ■ The CAP CEQA document will be a programmatic IS-ND. ■ Accessible documents will not be prepared. Task 6.2 Deliverable ■ Administrative Draft IS-ND, including appendices (MS Word) Task 6.3 Draft IS-ND + N0VNOA Upon receipt of one set of consolidated vetted comments on the Administrative Draft IS-ND from Ukiah, Rincon will address comments and prepare and submit tracked and clean versions of the public Draft IS-ND to Ukiah. In addition, Rincon will prepare the Notice of Intent(NO1)to adopt an IS-ND and Notice of Availability(NOA)forms. It is assumed that Ukiah would e-file the NO1 and NOA forms with the State Clearinghouse as well as file with the County Clerk. The Draft IS-ND will be circulated by Ukiah for public review and comment as well as posted on Ukiah website. Task 6.3 Assumptions ■ City comments on the Administrative Draft IS-ND will be provided to Rincon in one consolidated set. ■ Accessible documents will not be prepared. ■ All deliverables will be electronic. No printing or mailing is assumed. 12 City of Ukiah Ukiah Climate Action Plan Proposal ■ City staff will sign and handle NOD noticing and filing with the State Clearinghouse and County Clerk as well as noticing in a local newspaper, including payment of associated fees. ■ City staff will post the Draft IS-ND on the City website for a 30-day public review and comment period and handle public notification of the Draft IS-ND. ■ No printing or mailing is assumed. Task 6.3 Deliverables ■ Tracked and clean Draft IS-ND, including appendices (MS Word and Adobe PDF) ■ NOI and NOA forms (Adobe PDF) Task 6.4 Final IS-ND Rincon will prepare the final ND form and finalize the IS-ND document, including preparation of responses to public comments received on the Draft IS-ND. It is assumed that no more than ten individual comments would be received on the Draft IS-ND. Rincon will include the responses to comments in a Final IS-ND appendix. Task 6.4 Assumptions ■ Assistance with preparation of responses to public comments received on the Draft IS-ND will be limited to 10 individual comments included within up to two comment letters. ■ Accessible documents will not be prepared. ■ No printing or mailing is assumed. ■ City staff will post the Final IS-ND on the City website and handle public notification of the Final IS-ND. Task 6.4 Deliverables ■ Final IS-ND, including appendices (MS Word and Adobe PDF) Task 6.5 Final IS-ND Hearing+ NOD Rincon will virtually attend one Final IS-ND public hearing and provide one round of MS PowerPoint presentation. Rincon will also prepare the Notice of Determination (NOD) form. It is assumed that Ukiah would e-file the NOD form with the State Clearinghouse as well as file with the County Clerk. It is assumed that Ukiah would post the Final IS-ND to Ukiah website and would file the NOD form with the County Clerk and pay associated fees. Task 6.5 Assumptions ■ Rincon's Project Manager will virtually attend one Final IS-ND public hearing. ■ Ukiah will sign and handle NOD noticing and filing with the State Clearinghouse and County Clerk, including the coordination and payment of related filing fees. ■ The Final IS-ND public hearing and related presentation will be combined with the Final CAP public hearing and presentation under Task 4.4. Deliverables ■ NOD form (Adobe PDF) ■ Final IS-ND presentation (MS PowerPoint)to be combined with the Final CAP presentation (MS PowerPoint) under Task 4.4. 13 City of Ukiah Ukiah Climate Action Plan Proposal Optional Tasks The following four optional tasks are presented for City consideration.These options augment Ukiah's requested CAP scope by including a CAP implementation and monitoring tool (CAPDash), CEQA GHG Streamlining Checklist, CEQA GHG Thresholds and Guidance Report, and upgrading the Final CAP document into Adobe InDesign. Optional Task A CAP Implementation and Monitoring Tool As an optional task,to facilitate implementation and monitoring of the CAP and to minimize future City staff resources needed for monitoring and reporting, Rincon has developed a user-friendly cloud-based GHG emissions monitoring and reporting tool. Rincon's fully automated web application, CAPDash, serves three purposes. The first is to generate a transparent GHG inventory that can be updated on an annual basis simply by uploading activity data.This would allow Ukiah to actively track its progress towards its GHG reduction targets. The second major function of CAPDash is to track the implementation of CAP measures over time. We can upload the Final CAP measures into the tool and allow City staff to track activity data (kilowatts of solar installed,etc.) by measure and monitor progress over time. Finally, the tool acts as an automatically updating dashboard that can display data both internally for easily generating reports and externally for sharing progress with the public through a web-based dashboard. CAPDash will allow Ukiah to evaluate progress towards its CAP goals in real time and provides implementation transparency. The CAPDash tool minimizes the burden of monitoring and reporting and enables City staff to more effectively utilize limited resources to implement CAP policies. Rincon would hold one virtual staff training on how to use the CAPDash tool to effectively monitor CAP implementation and progress.This training would focus on reviewing the implementation and monitoring tables of the CAP, confirming department leads, and clarifying roles and responsibilities for measures and actions that overlap multiple departments.The training would also include a tutorial on how to use the CAPDash tool itself. Optional Task A Assumptions ■ Rincon would host a 1-hour virtual CAPDash training session attended by up to two Rincon team members. ■ Rincon assumes a combined 2 hours of additional time for short help sessions hosted virtually. ■ The license fee of $7,500 for CAPDash is included in the cost estimate. Optional Task A Deliverables ■ Automated report template customized for Ukiah (webpage) ■ CAPDash User Guide for Ukiah (MS Word) Optional Task B CEQA GHG Streamlining Checklist Rincon can work with Ukiah to prepare a methodology to streamline CEQA GHG emissions analyses for future City projects. Rincon has generated some of the first CAP CEQA GHG Checklists in the State as a tool to demonstrate SB 32 consistency for future projects. Rincon's Project Manager has been working with California jurisdictions since 2010 to peer review or prepare their CAP Consistency Checklist(i.e., CEQA GHG Checklists)as well as complete the CEQA GHG Checklists for individual plans and projects. By having a CEQA GHG Checklist for use by City planning staff and applicants,future City 14 City of Ukiah Ukiah Climate Action Plan Proposal plans and projects can tier from the CAP programmatic CEQA document for purposes of streamlining future CEQA GHG analyses and demonstrating consistency with State GHG reduction targets per the 2022 CARB Climate Change Scoping Plan. Without such a checklist for a tool, it can be difficult for future plans and projects to navigate the CEQA process under SIB 32. Optional Task B Assumptions ■ If desired, the City would provide any additional City ordinance information, beyond those discussed in the CAP, for inclusion in the CEQA GHG Checklist. ■ One virtual share-screen meeting with the City would be held to live review/discuss the Draft City CEQA GHG Checklist. ■ The City would provide one consolidated set of comments on the Draft City CEQA GHG Checklist. Optional Task B Deliverables ■ Draft and Final City CEQA GHG Checklist (MS Word) Optional Task C CEQA GHG Thresholds and Guidance To further strengthen the defensibility of future CEQA GHG analyses that would tier from the CAP CEQA assessment document to be prepared under Optional Task A, Rincon recommends the development of a City quantitative CEQA thresholds of significance for GHG emissions along with a guidance document for City staff for purposes of evaluating quantitative CEQA GHG analyses submitted by applicants.Such City quantitative CEQA GHG thresholds would be utilized when applicants are not able to meet all of the requirements in the CAP Consistency Checklist (i.e., CEQA GHG Checklist) to be prepared under Optional Task B. The GHG efficiency threshold for project- or plan-based CEQA analysis would be based on a methodology that considers emissions against an efficiency-based service population threshold. The threshold assesses the GHG efficiency of a project or plan on a per capita basis or service person basis. This approach would rely on Ukiah GHG reduction goals in the CAP to attain a future horizon year target, compare it with the economic projections and planned land use development in the region up to specific horizon years, and allocate GHG reductions to population, service population, and land uses.This threshold is consistent with the CARB 2017 Climate Change Scoping Plan, which details the intention to accommodate population and economic growth in California but do so in a way that achieves a lower rate of GHG emissions. In addition, if the City proceeds with development of CEQA GHG thresholds, Rincon would also include CEQA assessment of the thresholds as part of the programmatic CAP IS-ND in order to confirm that appropriate CEQA review of the thresholds occurs as part of a public review process and via one CEQA document in an efficient and cost-effective manner. This would be done as part of preparation of the CEQA assessment document under Task 6. For purposes of CEQA GHG Thresholds development, it is assumed that Rincon would utilize the latest GHG inventory and forecast in Microsoft Excel format along with population and employment forecasts for the baseline GHG inventory year(2022)and year 2030 as well as the MS Excel file that shows how the GHG emission reductions for each CAP measure/action was quantified. Rincon would also prepare a guidance document for use by City staff in evaluating submitted CEQA GHG emissions analyses and by applicants in preparing CEQA GHG emissions analyses.The guidance document would detail a defensible approach for evaluating GHG emissions impacts in analyses prepared pursuant to CEQA. The document would also provide substantial evidence of the methodology's consideration of Statewide GHG direction provided by CAPCOA, CARB, and OPR as well as relevant case law. 15 City of Ukiah Ukiah Climate Action Plan Proposal Optional Task C Assumptions ■ If the City would like the CEQA GHG Thresholds assessed as part of the programmatic CEQA assessment for the CAP under Task 6, then Ukiah would need to authorize this task by the beginning of May 2024. ■ The City would provide one consolidated set of comments on the Draft City CEQA GHG Thresholds and Guidance Report. Optional Task C Deliverables ■ Draft and Final City CEQA GHG Thresholds and Guidance Report (MS Word) ■ Adding assessment of CEQA GHG Thresholds to the programmatic CEQA Assessment for the CAP (incorporated into IS-ND deliverable MS Word files under Task 6) Optional Task D Final CAP in Adobe InDesign Format As an optional task,the Final CAP document can be prepared using Adobe InDesign software. InDesign is a publishing and page design software that our graphic designers use to prepare graphically rich documents with unique layouts. This is not a required aspect of a CAP document, although it may be of interest if the City would like a graphic-centered climate planning document. This task comes at an added cost, as conversion of the entire CAP text to Adobe InDesign is a time-intensive process with regard to the preparation of the unique-to-the-jurisdiction layout and conversion of all text and figures to the Adobe InDesign format. Optional Task D Assumptions ■ Only the Final CAP document would be converted to an Adobe InDesign format.The budget for this task does not include additional edits to CAP document text. ■ The City would supply Rincon with high-quality resolution photographs for use in the document. Optional Task D Deliverables ■ Final CAP (Adobe InDesign) Cost and Schedule Cost The following table provides an estimate of Rincon's cost by task for the services outlined in the scope above to complete the Ukiah CAP. As shown in Table 1, Rincon proposes to complete the core tasks for a total budget of$149,929.Optional tasks and associated costs are listed separately at the bottom of the table. Additional work not included within the scope will be completed on a time and materials basis in accordance with Rincon's standard fee schedule (attached) and upon written authorization. Schedule To be in compliance with Ukiah General Plan EIR mitigation, the CAP needs to be completed and adopted by December 2024. As such, Rincon proposes to complete the scope over a period of approximately 10 months, with a kick-off meeting occurring within one week of project authorization. The proposed schedule is outlined in Table 1. Note that if there are delays in providing requested data or reviews or scheduling of workshops or hearings, the schedule may be extended and additional project management time and budget will be needed. 16 City of Ukiah Ukiah Climate Action Plan Proposal Table 1 Cost and Schedule Summary Task Estimated Estimated Schedule Cost (2024) Task 1 Project Management Task 1.1 Project Kick-off $1,913. February Task 1.2 Project Management&Administration $12,954 February- December Task 2 Emissions Forecasting and Target Analysis Task 2.1 GHG Forecast $5,037 February- March Task 2.2 GHG Targets $4,390 Task 3 Measures Development and Quantification Task 3.1 GHG Reduction Strategies and Draft Measures $9,982 March -June Task 3.2 GHG Reduction Actions and Quantification $19,910 Task 4 Outreach and Engagement Task 4.1 Community Workshops(2)and Survey(1) $11,653 April&May Task 4.2 City Staff Interviews(3) $1,937 April Task 4.3 Sustainability Working Group Focus Session(1) $2,036 May Task 4.4 CAP Public Hearings(2) $4,322 TBD Task 5 Climate Action Plan Document Task 5.1 Administrative Draft CAP $22,770 May-August Task 5.2 Draft CAP(incl.30-day public) $9,330 August-September Task 5.3 Final CAP $5,945 October Task 6 CAP CEQA Assessment Task 6.1 CEQA Project Description +AB 52 Letters $3,779.00 June Task 6.2 Administrative Draft IS-ND $26,704 July- October Task 6.3 Draft IS-ND (incl.30-day public review) $3,111.00 July- October Task 6.4 Final IS-ND $2,590.00 November Task 6.5 Final IS-ND Hearing+ NOD $1,566.00 December Total $149,929 February-December Optional Task A CAP Implementation and Monitoring Tool $13,666 TBD Optional Task B CEQA GHG Streamlining Checklist $13,840 TBD Optional Task C CEQA GHG Thresholds and Guidance $19,942 TBD Optional Task D Final CAP in Adobe InDesign Format $9,998 TBD Thank you for your consideration and for this opportunity to support Ukiah's climate planning efforts. We welcome the opportunity to discuss this submittal. Please contact Kelsey Bennett at 510-356- 2497 or kbennett@rinconconsultants.com if you have questions or need additional information. Sincerely, Rincon Consultants, Inc. Q11-x&Md_ ' Kelsey 136nnett, MPA, LEED-AP Erik Feld an, MS, LEED-AP Director, Environmental &Sustainability Planning Principal,Sustainability Planning Attachment: Rincon 2024 Standard Fee Schedule 17 i Rincon Consultants, Inc. Standard Fee Schedule for Environmental Sciences and Planning Services Professional,Technical and Support Personnel* January 1,2024- December 31,2024 Senior Principal $319 Principal $307 Director $307 Senior Supervisor II $292 Supervisor 1 $272 Senior Professional 11 $255 Senior Professional 1 $238 Professional IV $211 Professional 111 $196 Professional 11 $174 Professional 1 $155 Associate 111 $130 Associate 11 $117 Associate 1 $109 Field Technician $94 Data Solutions Architect $196 Senior GIS Specialist $187 GIS/CADD Specialist II $167 GIS/CADD Specialist 1 $150 Technical Editor $147 Project Accountant $125 Billing Specialist $107 Publishing Specialist $120 Clerical $107 *Professional classifications include environmental scientists,urban planners,biologists,geologists,marine scientists,GHG verifiers, sustainability experts,cultural resources experts,and other professionals.Expert witness services consisting of depositions or in-court testimony are charged at the hourly rate of$400. Reimbursable Expenses Direct Cost Rates Photocopies- B/W $0.25(single-sided),$0.45(double-sided) Photocopies-Color $1.55(single-sided),$3.10(double-sided) Photocopies- 11"by 17" $0.55(B/W),$3.40(color) Oversized Maps $8.50/square foot Digital Production $15/CD,$20/flash drive Light-Duty and Passenger Vehicles* $90/day 4WD and Off-Road Vehicles* $150/day *Current IRS mileage rate for mileage over 50 and for all miles incurred in employee-owned vehicles. Direct Costs.Other direct costs associated with the execution of a project,that are not included in the hourly rates above,are billed at cost plus 16%.These may include,but are not limited to,laboratory and drilling services,subcontractor services,authorized travel expenses, permit charges and filing fees, mailings and postage, performance bonds, sample handling and shipment, rental equipment,and vehicles other than covered by the above charges. Annual Escalation.Standard rates subject to 3.5%annual escalation,on January 1. Payment Terms.All fees will be billed to Client monthly and shall be due and payable upon receipt or as indicated in the contract provisions for the assignment. Invoices are delinquent if not paid within 10 days from receipt or per the contractually required payment terms. Effective January 1,2024