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14-056 AECOM consultant services for the Climate Action Plan Project OFFICE OF THE CITY CLERK CITY HALL 10300 TORRE AVENUE•CUPERTINO, CA 95014-3255 TELEPHONE:(408)777-3223•FAX: (408)777-3366 C O P E RT I N O WEBSITE:www.cupertino.org November 6, 2014 AECOM Technical Services, Inc., 2020 L Street, Suite 400 Sacramento, CA 95811 Re: Agreement for consultant services. A fully executed copy of the agreement for consultant services with the City of Cupertino is enclosed. If you have any questions or need additional information, please contact the Community Development Department at (408) 777-3308. Sincerely, Andrea Sanders Senior Office Assistant City Clerk's Office Enclosure cc: Community Development I t 1 i FIRST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF CUPERTINO AND AECOM TECHNICAL SERVICES,INC. FOR CONSULTANT SERVICES FOR THE CLIMATE ACTION PLAN PROJECT This.First Amendment to the Consultant Services Agreement between the City of Cupertino and A E CO M Technical Services Inc. for reference dated October 28 2014, is by and between the CITY OF CUPERTINO, a municipal corporation (hereinafter "City") and AECOM, a California corporation, whose address is 2020 L Street, Suite 400, Sacramento, California, 95811, (hereinafter "Consultant"), and is made with reference to the following: RECITALS: A. On March 19'h, 2014, an agreement was entered into by and between City and AECOM(hereafter"Agreement"). B. City and Consultant desire to modify the Agreement to revise the tasks for the Climate Action Plan on the terms and conditions set forth herein. NOW, THEREFORE, it is mutually agreed by and between and 'undersigned parties as follows: a 1. The following Exhibits are added to the Agreement to read as shown in the attachments to this Amendment: a. Exhibit"E" —Revised Scope of Work b. Exhibit"F" —Revised Deliverable Schedule and Assumptions r 2. City and Consultant agree that Consultant has completed Task 0 and 1 under t the Agreement and has been compensated for such services. Upon completion of the tasks set forth in Exhibit E, in accordance with the schedule ' in Exhibit F, Consultant shall be compensated as follows: a. Task 2: Community Input-Based Measure Revisions — FIVE THOUSAND FOUR HUNDRED SEVENTY FOUR DOLLARS ($5,474) b. Task 3: Environmental Review — TWENTY THOUSAND AND ?' NINETY TWO DOLLARS ($20,092). The compensation listed above does not increase the total contract amount of not to exceed NINETY NINE THOUSAND NINE HUNDRED SIXTY SIX DOLLARS ($99,966). 3. Except as expressly modified herein, all other terms and covenants set forth in the Agreement shall remain the same and shall be in full force and effect. i t r Page 1 of 2 - Amendment#1—AECOM Amendment#1—Consultant Services for Climate Action Plan IN WITNESS WHEREOF, the parties hereto have caused this modification of Agreement to be executed. AECOM Technical Services,Inc. CITY OF CUPERTINO A California Corporation A Municipal C oration By By A Title Y� Aarti Shrivastava Date 3� Director of Community Development Date V164; /,�- RE By jrNDEID FOR APPROVAL: David Brandt, City Manager APP VED AS TO FORM: By-( VUA �6K� aro orade, City Attorney ATTES By Grace Schmidt, City Clerk Attachments l _( Exhibit —Scope of Work Exhibit B-Budget Exhibit C—AECOM Schedule Exhibit D—MIG Schedule Exhibit E-Revised Scope of Work Exhibit F—Revised Deliverable Schedule and Assumption EXPENDITURE DISTRIBUTION(no change from original contract) -- -- -AC-COLINTAiIIMBE - PO#0058392 110-1210-9347 62,466.00 110-7302-9347 37,500.00 Total: $99,966.00 Page 2 of 2 Amendment 41-AECOM Amendment#1-Consultant Services for Climate Action Plan EXHIBIT A AECOM and MIG Scope of Work Task 0- Project Management Task OA- Project Kickoff AECOM will host a project kickoff meeting via conference call to review the project schedule, roles, and responsibilities. We will prepare a kickoff meeting agenda, facilitate the meeting, and prepare a meeting summary. One MIG staff member will attend the kick-off meeting to gather information that will be used to inform the community engagement efforts and coordinate with the city and GPA team. AECOM assumes that the city will invite city staff and arrange for a meeting room from which city staff can participate in the conference call. AECOM Deliverables: • Attendance during kick-off meeting • Meeting agenda and conference call/WebEx number • Meeting summary MIG Deliverables: ■ Attendance at kick-off meeting • Review and comments on draft meeting summary Task OB - Team Coordination AECOM will host bi-weekly conference calls to keep the city's point of contact up to date on project progress. We assume 15 twice-monthly calls of 30-minutes each, with the option to cancel or extend meetings as necessary. The twice-monthly check-in calls will be used to discuss progress on specific tasks, planning for the community engagement workshops, review of comments received, and preparation for Planning Commission and/or City Council meetings, among other topics. We also assume there is a need for three one-hour conference calls with city staff, AECOM staff, and MIG to discuss the content and structure of the two workshops. - --- ----- -- fii e`I we unde�stan�c -that-t1�e city would-like 11�11�o—fadlitate-fie workshops; he ----- workshop content and exercises will be developed through a collaborative process. This will help to ensure that technical information is represented appropriately and that opportunities for public engagement are designed to solicit meaningful comments from community members. AECOM will incorporate digital meeting platforms, such as WebEx, into calls as necessary to share work documents in real time. We will provide a conference number or WebEx login information prior to each meeting. MIG will also participate in regular coordination calls with city staff, AECOM, and other relevant partners (such as the GPA Team) as needed. The goal of these meetings is to build an understanding of the work products being prepared by AECOM for the purposes of CAP community engagement and to coordinate effectively with other city planning and outreach processes, avoiding any redundancies in scope and identifying opportunities for collaboration. MIG will also prepare monthly invoices with brief progress reports including budget updates. AECOM Deliverables: Participate in conference calls MIG Deliverables: ■ Participation in conference calls ® Monthly invoices and progress reports, provided as pdf and in hard copy Task 1 - Cupertino CAP Community Engagement Task 1A- Visioning Workshop & Goal-Setting Workshop AECOM has worked closely with city staff to identify existing and planned actions that contribute to greenhouse gas (GHG) emissions reductions from a communitywide and local government operations (LGO) perspective. While an extensive list of best management practices in emissions reductions has been considered as part of the CAP process, community input may suggest . new ideas or indicate preferences for implementation priorities. We understand that the city would like MIG to'facilitate the community workshops described as part of Task 1A. However, to ensure that the comments solicited are meaningful to the communitywide CAP process, AECOM will play a supporting role in development and implementation of the two workshops. AECOM assumes that the public outreach process described herein only applies to development of the communitywide CAP. Task 2 includes a scope for measure revisions associated with the local government operations (LGO) CAP. The MIG Team will lead the two community workshops to gather public and stakeholder input into the city's communitywide CAP. Both will be facilitated by Chris Beynon and supported by team members from MIG, AECOM, and the City of Cupertino to provide a depth of policy and technical expertise. In advance of the workshops, MIG will provide a PowerPoint template in which AECOM will develop the draft workshop presentations. MIG will also develop promotional materials and a brief outreach strategy for each --.-workshop-ta-,.-Cv age-paTttcip-atioTr-frrorr»--bTo-azl--cY6ss---section--of-residemts a-nd---------------------- interest groups. MIG will, in collaboration with city staff, consider ways to leverage other community workshops and engagement efforts to build interest and encourage participation. This could involve holding joint workshops with other planning processes, holding the workshop immediately before a City Council or Planning Commission meeting, or co-sponsoring the workshop with a community-based organization. We assume the city will handle all workshop logistics -(e.g., venue selection, room layout, AV set-up, refreshments, sign-in sheets). MIG will develop and provide room set- up diagrams, sign-in sheets, facilitator or staff guides for interactive exercises, and final electronic workshop materials for city staff to print. MIG will also coordinate with the city to agree upon a set of promotional .materials to encourage attendance at the workshops, building on the city's existing communication tools including the city's GPA website and e-mail notificaiton systems. MIG will develop workshop advertisements. This may include press releases, e-blasts, flyers and stakeholder outreach); AECOM will provide input on press release content and help develop content for workshop flyers and notices; MIG will prepare final materials based on AECOM input. City staff will be responsible for printing and distributing promotional materials and inviting stakeholders. AECOM will provide one Workshop Summary Report for each workshop, including scanned copies of sign-in sheets, summaries of comments and feedback collected during the workshop, and a list of comments/feedback that we believe would inform direct changes to the draft CAP measures. MIG and the city will provide comments on the draft summary reports prior to AECOM preparing the final summary reports. MIG and city staff will also provide AECOM with copies of workshop sign-in sheets and all notes/comments collected during the workshops (either hardcopies or electronic versions). The list of feedback directing document changes will be combined with similar feedback received through Optional Task 1 B and Optional Task 1 C (should those tasks be included), and submitted to the city as the Recommended Changes Memorandum described in Task 2. Workshop #1 AECOM, MIG, and the city will work together to develop a strategy for Workshop #1. As the CAP's technical experts, AECOM will present an overview of the city's communitywide CAP to date and its role in the Santa Clara County Regional CAP project, describe the primary components of the CAP, and explain why the city is preparing this plan. The presentation will also describe how emissions reduction targets are selected, what targets other Bay Area jurisdictions have adopted, and what Cupertino's target should be. Following this brief formal presentation, the workshop would shift to a facilitated conversation or engagement exercise led by MIG. The MIG Team will lead facilitated small group discussions that solicit input and ideas for a city-wide vision that supports climate action and sustain ability: MIG and AECOM staff will manage the conversation to encourage identification of highest-priority city needs and suggestions for ways the CAP can contribute to realizing the vision. MIG Team members, AECOM staff, and city staff will also act as resources for technical and policy questions and will record notes from — --the-conversation-Meeting--participants-will-also-be-encouraged-to-provide-writ#en-input----- --- - using comment cards. One AECOM team member will attend Workshop #1 to support the MIG Team, and to give the introductory presentation, answer technical questions, and help take notes during the facilitated portion of the workshop. In addition to the meeting summary prepared by AECOM, the MIG Team will develop a memo outlining "lessons learned" from the first workshop to help inform the second workshop promotion and planning. AECOM Deliverables: ■ Draft PowerPoint Presentation (including one revision) G Input on .press release/advertisement flyer content (Word) ® Workshop Summary Memo draft (Word) and Final (PDF) MIG Deliverables: Draft (Word) and Final (pdf) Meeting Agendas ■ Draft and Final outreach materials (e.g., flyers, a-blast content, web copy) ® Draft and Final workshop display boards (up to 8) ■ Electronic copies (pdf or photos) of all written materials, including comment cards, wallgraphic recordings or flip chart notes ■ Draft and Final Power Point presentation ® Meeting supplies, including sign-in sheets, handouts and comment cards ® Memo outlining lessons learned Workshop#2 The second public workshop will build upon community input gathered during the first workshop, and help participants explore what it will take to achieve the city's reduction target. The meeting will include a brief introduction outlining the CAP process and providing a summary of input received at the first workshop. The majority of the workshop will be spent on large- or small-group interactive exercises. AECOM will work with MIG and city staff to develop exercises that allow participants to provide focused feedback and direction to project staff. This could include prioritization or ranking exercises and/or the use of electronic keypad polling. The workshop may also include breakout stations representing the five primary emissions reduction sectors (i.e., Energy, Transportation, Solid Waste, Water, and Green Infrastructure). The MIG Team will facilitate the chosen workshop exercise(s). Prior to the workshop, MIG will provide AECOM with a workshop board template in which to place the draft technical content (i.e., text and graphics) that will accompany the workshop exercise. MIG will review and finalize the presentation boards, and print hardcopies for display at the workshop. It is likely that presentation boards will illustrate emissions attributed to the various sectors, examples of past city actions and successes within the sectors, and the draft measures being considered for inclusion in the CAP. AECOM, MIG, and city staff will act as resources for technical and policy questions and will record notes from the conversations. Meeting participants will also be encouraged to provide written input using comment cards. Project staff will provide information on next ------steWirrthe-CAP pry howomm-ent on-the tEaA-documents ----- -------- One AECOM team member will attend the Visioning Workshop to make any introductory presentation about the CAP process, answer technical questions during the workshop exercise(s), and help in taking notes. AECOM Deliverables: ® Draft PowerPoint Presentation (including one revision) 13 Input on press release/advertisement flyer content (Word) I I Draft content development for workshop display'boards (up to 5), including text and graphics (1nDesign) ® Workshop Summary Memo draft (Word) and Final (PDF) MIG Deliverables: Draft (Word) and Final (pdf) Meeting Agendas Draft and Final outreach materials (e.g., flyers, a-blast content, web copy) Draft and Final workshop display boards (up to 8) ® Meeting supplies, including sign-in sheets, handouts and comment cards ® Electronic copies (pdf or photos) of all written materials, including comment cards, wallgraphic recordings or flip chart notes Optional Task 1B— Online Engagement MIG would lead the development of an online engagement approach, should the city decide to include one in the project. MIG recommends augmenting the CAP community engagement efforts by creating an online information hub and survey tool. If approved by the City of Cupertino, MIG will design and develop an online engagement program to encourage and facilitate additional community participation in the Cupertino CAP development process. The program will include a project webpage than can be linked from the city's website and/or the MIG TownSquare site prepared for the GPA (similar to the Housing Element). AECOM will support MIG in developing content for an online engagement platform, including provision of text and graphics that can be posted online. We assume the online content will be based on the same, information prepared for the community workshop presentations and workshop boards. We envision the content would support the goal setting and greenhouse gas reduction measure development objectives of the two community workshops described in Task 1A. MIG will also develop an online survey using existing tools such as Survey Monkey, MetroQuest or Civinomics. Given the need to have public input into the draft CAP by April, we recommend using one of these tools rather than developing a custom app or interactive tool. These tools are flexible and adaptable enough to meet the needs of the CAP project in an efficient manner. MIG will manage the online tools and coordinate any outside vendors and prepare the summary of findings. MIG will provide AECOM with a written summary of comments solicited through the website no later than one week after the second workshop. This will allow AECOM to incorporate online comments into the end__procee.si_with_._. tal_review—document - ------ preparation. The costs below do not include MIG's labor for content development and coordination. Online Tool Options MIG will work with the city and AECOM to select an appropriate online engagement tool. Options we recommend for consideration include: 9 I 1. MetroQuest MetroQuest is an online community engagement platform for planning projects. It is a flexible and cost-effective way to collect informed input from the public and stakeholders using a simple interface that can be accessed online and integrated into the CAP website. It can also be used in kiosks and at workshops. The vendor fee for Metroquest is $12,000. 2. Civinomics Civinomics is a web-based- engagement program that offers online surveys as well as a low-cost in-person 5-7 minute iPad surveys. Surveys can be designed for statistical significance and iPad surveys offer an excellent opportunity to capture. Four hundred in-person surveys with a concurrent online survey could be conducted for less than $10,000. 3. SurveyMonkey SurveyMonkey is a simple, low-cost questionnaire tool that can be set up quickly and easily (though it offers less customization than some other tools). The City of Cupertino has an established SurveyMonkey account for its GPA process which can be used for this purpose, so no additional fees will be incurred. 4. Mapita The Mapita system provides a robust and user-friendly way for the public to provide specific, place-based input that can be linked to the GIS data and base maps. This is an open access online survey tool with a vendor fee of$5,000. AECOM Deliverables: ® Conference call with MIG, city to discuss online engagement options and strategy ■ Draft text/graphic content (JPG, Word, PDF) Input on questions to be included in online engagement tool MIG Deliverables: ® Meeting with AECOM and city to discuss online engagement options and strategy Draft (Word) and Final (pdf) Online Engagement Plan Memorandum ® Draft and Final Webpage Design and Development (Photoshop, HTML, CSS, Flash) ® Draft and Final Survey Tool Content and Design (format to be determined) Draft (Word) and Final (pdf) Summary of Findings Optional Task 9 C— Focus Groups and/or Stakeholder Interviews -------------------------If-apProwed,M l-G-wi i l-Rla n-an d-fa cilitate-up-to-fiu-e-=a dd itiona l-smatl-g raup-mee#1n gs-nratla----------- ---- key stakeholders to explore issues and identify CAP measures that have community support. MIG will work with AECOM and the city to develop targeted questions and meeting agendas and facilitate these sessions. The city will be responsible for identifying and inviting stakeholders (in consultation with MIG), securing meeting locations, and providing any printed materials needed for these meetings. AECOM will provide one staff member to attend these meetings (up to five), make any required technical presentations, answer CAP-specific questions, and take notes. AECOM will also provide one summary report that documents comments received during each meeting for incorporation into the, Recommended Changes Memorandum described in Task 2. AECOM will prepare a draft (Word) summary report for review and comment by MIG and the city, prior to preparing a final (PDF) report. As with the Optional Task 113, we assume these optional meetings would occur prior to the conclusion of the second community workshop in order to incorporate comments into the revised list of CAP measures. AECOM Deliverables: Draft interview questions ® Focus Group/Stakeholder summary report draft (Word) and Final (PDF) MIG Deliverables: Draft (Word) and Final (pdf) interview questions Facilitation and recording of up to five small group discussions ADDITIONAL MEETINGS The above scope of work does not include MIG attendance or contribution to any Planning Commission or City Council study sessions or hearings. Additional meetings or hearings will be attended upon request at cost of time and materials, approximately $1,800 per meeting. Task 2 – Community Input-Based Measure Revisions to SCC Draft CAP AECOM is preparing an Administrative Review Draft, Public Review Draft, and Final CAP as part of the SCC CAP contract. That contract also includes preparation of up to two PowerPoint presentations for the city to use during their CAP adoption hearings, but does not include AECOM's attendance at those meetings. 'Given our intimate knowledge of how the draft measures have been prepared to date, and our understanding of the opportunities and caveats for developing additional measures in Cupertino, our CAP team is uniquely qualified to efficiently move from the Task 1 community engagement activities into the Administrative Draft CAP revisions. Our work proposal for Task 2 addresses development of additional CAP measures, or revising those included in the Draft Administrative CAP, as a result of community and stakeholder input described in Task 1; making adjustments to emissions reduction quantifications as a result of the community-based input; revising the city's GHG emissions reduction target as a result of the Goal-Setting Workshop; and, attending up ann.in_g ommissign_.aadLoLCity Coiacil-ineeting-s-where we woulcLp-re_s-enUhe .--------.------- PowerPoint presentations prepared under the SCC CAP contract and address the ways community and stakeholder feedback was integrated into the plan. Following completion of the community engagement activities described in Task 1, AECOM will review the two Workshop Summary Reports and compile the list of changes to the draft CAP measures that were recommended by workshop participants. If optional Tasks 1 B and/or 1 C are included in this scope of. work, the list of recommended changes resulting from those engagement opportunities will be combined with those in the Workshop Summary Reports. AECOM will submit one memorandum summarizing recommended changes resulting from all of the community engagement activities. We assume city staff will review the memorandum and provide one consolidated list of changes to the draft CAP for AECOM to make. Because we have already worked so closely with the city to identify emissions reduction opportunities, we assume the nature of the comments will primarily focus on revising, or developing additional, implementing actions rather than development of brand new measures. We assume comments would result in the development of no more than five new CAP measures, with their associated implementing actions and quantified GHG emissions reduction estimates (where possible). In addition to communitywide CAP measure changes or additions resulting from the community workshops (and the optional outreach tasks), AECOM assumes that City Council may direct changes or additions to the preliminary list of LGO CAP measures prepared under the SCC CAP contract. AECOM assumes that up to five additional LGO CAP measures could be developed, quantified, and incorporated into the Public Review Draft LGO CAP as part of this contract, following receipt of City Council comments. AECOM also assumes that the draft LGO CAP measures will not be presented for community input as part of Task 1 described above. Upon receipt of the city's consolidated list of changes, AECOM will make revisions to the Administrative Draft CAP measure text, implementing actions, and quantifications of GHG reductions estimates, as necessary. This final list of measures will be used to complete the CAP environmental review document, as described in Task 3. If directed, AECOM will also revise the city's GHG emissions target and calculations demonstrating the city's estimated progress towards the target throughout the document. AECOM will provide an Administrative Draft Revisions Memorandum documenting the before and after text to show where changes have been made to the Administrative Draft CAP as a _ result of community and stakeholder input. Following incorporation of all city-directed revisions into the Administrative Draft CAP, AECOM will submit a revised Administrative Draft CAP to the city for review and comment. We assume the city will provide one consolidated set of comments and revisions, which AECOM will incorporate'to produce the Public Review Draft CAP. As noted above, preparation of a Public Review Draft CAP is included within AECOM's scope of work under the SCC CAP contract. Therefore, we have only included a Public Review Draft CAP deliverable within this proposal to cover the marginal additional effort required to produce that document as a result of additional or substantially revised measures or a change in GHG reduction target. AECOM will submit an electronic copy __-----------_..________.__of the Public Review Draft CAP to the city for their distribution to the public and other_________ interested parties. AECOM will also email'-an electronic version of the Public Review CAP to the Bay Area Air Quality Management District for their review and comment. AECOM assumes that comments related to the content of the Public Review Draft CAP and resulting revisions will be addressed as part of the SCC CAP contract. As noted above, AECOM will provide up to two PowerPoint presentations for use at Planning Commission and/or City Council meetings as part of the SCC CAP contract. We understand that the city would like the contracted consulted to attend up to two such meetings where they will present the public comments received and demonstrate how they were addressed within the Public Review Draft. Since we are preparing the CAP document as well, we assume one AECOM staff member would attend each meeting (up to 2) and give a presentation that describes the overall contents of the CAP, as well as how community and stakeholder input was integrated into the plan. Task 2 Deliverables- Draft and Final CAP (CUP TASK 2) and associated documents: Item Description Format # Hard Copies Recommended Develop one report Word/PDF 0 changes summarizing memorandum community. comments directing changes to Administrative Draft CAP; includes one draft revision Admin Draft CAP Develop on memo Word/PDF 0 changes-tracking documenting what memorandum changes were made to the Administrative Draft CAP based on community and stakeholder input; includes on draft revision Revised Admin Prepare revised Admin Word 0 Draft CAP Draft CAP Public Review Draft Prepare Public Review Word/PDF 0 CAP Draft CAP; includes one draft revision City Prepare two PPT 0 Council/Planning presentations, one per Commission meeting, to present presentation CAP and demonstrate how community/stakeholder -- -------------.-----input--wa.&--add-ressed -- ------ ----- --------------------------------------- includes one draft revision each Task 3- Environmental Review As part of the SCC CAP work, AECOM is preparing materials to assist the participating jurisdictions with the environmental review for their individual CAPs. AECOM is currently preparing three documents for this purpose: ® Template Initial Study (IS) intended to provide the framework for CEQA analysis of the CAP and guidance on CEQA compliance for CAPs based on our extensive experience; ® Impact tables to provide discussions of impacts that could potentially arise from the selected CAP measures, conceptual discussion supporting findings of no, impact where appropriate, and sample relevant language that each jurisdiction can use to tailor for each reduction measure; and © Mitigation approaches where potential impacts are identified, including sample mitigation measures and post-mitigation statements of significance. We recommend the CEQA process start after preparation of the Administrative Draft CAP with a Draft IS/ MND available for public comment at the same time as the public review Draft CAP. We assume that revisions to the Draft Initial Study/ MND in response to public comments on either the Draft CAP or IS/MND will not substantially affect the CEQA analysis and documentation. AECOM assumes that we will prepare a single iS/MND to cover the communitywide and LGO CAP Measures as a single, interrelated program. We assume that this document will provide a program level of analysis; some measures, especially LGO measures, may be implemented through future actions which will require analysis at a project level once detailed, specific descriptions of these projects are available. To initiate the CEQA process, AECOM will attend one teleconference to discuss the strategy for California Environmental Quality Act (CEQA) compliance. We will review roles, responsibilities, expectations, and the desired schedule for this effort. We will make any necessary revisions to our scope of work following this meeting. Based on the city's direction in this teleconference, AECOM will review the final list of Cupertino's CAP measures (both communitywide and LGO) against the impact analysis described above to identify measures that have the potential to generate adverse environmental impacts. We will also conduct additional impact analysis on any new measures developed as a result of the CAP community engagement, as described under Task 1, as well as new LGO measures resulting from City Council input as described under Task 2. We will customize the project description and environmental setting provided in the template environmental documents, as necessary, to reflect unique aspects of Cupertino's context that pertain to environmental effects. AECOM will populate the template IS using the impact discussions provided in the impact tables, customizing these descriptions for Cupertino. Where impacts have been identified, -------- --ACOM will recommend-mitigation measures anctaha�acteize—ir�p�cs after—the------- — - application of mitigation. For impacts where mitigation is necessary, we will review existing regulations, such.as those in the City's Municipal Code, mitigating policies and strategies from the General Plan, and applicable standard mitigation measures to determine applicability to the CAP. In particular, policies and strategies from Section 5 of the City's General Plan, "Environmental Resources/Sustainability," could be used directly or. revised for use as mitigation for CAP measures. Since the city is in the midst of a General Plan Update, we assume any settings information can come from background reports prepared to support this effort. Based on our, experience, we also assume that the Initial Study will not require any technical reports to support our conclusions -(for example, air quality, noise; transportation, hydrology, geotechnical, etc.). We will prepare for the city's review one administrative draft Environmental Initial Study and Negative Declaration (Mitigated Negative Declaration, if necessary). After incorporating revisions, we will prepare a Notice of Completion & Environmental Document Transmittal and hand deliver with the Public Review Draft IS document to the State Clearinghouse to initiate the public review period. We will provide the City with electronic versions of these documents for local distribution. We recommend distribution at the same time to the Bay Area Air Quality Management District, other responsible agencies, and local stakeholders and interested parties. 'We will review with. city . staff public and agency comments received on the Environmental Initial Study and participate in one teleconference to discuss comments. We will provide the city with responses to comments and revisions to the Initial Study for review and revision. Revisions to the CAP to address comments received from the BAAQMD are included in Task 2 of this proposal. We assume that any changes that are necessary will not require any new analysis or reorganization of the document. This scope of work and budget assumes that up to 30 hours may be required for responses to comments and revisions to the public review draft Initial Study. We will prepare one final Initial Study/Mitigated Negative Declaration to be used by the city in adoption proceedings. We assume city staff can provide text related to CEQA findings. We will prepare a Notice of Determination and hand deliver the notice to the State Clearinghouse. We assume the city will file the notice with the County Clerk's office. Task 3 Deliverables — Environmental Review (CUP Task 3) Item Description Format # Hard Copies Admin and Public Providel Word/PDF As required to Review Draft IS/ND administrative draft initiate State or IS/MND and 1 revised public Clearinghouse review draft Initial circulation Study and Negative Declaration 'or Mitigated Negative Declaration NOC and Provide 1 Notice of Word/PDF 1 for State -- ------- e-nviro- m-a a1-- mptetiaTF----&----- --- C-leadn-g-house- ---- ------- document transmittal Environmental Document Transmittal Screencheck and Provide 1 Word/PDF 0 final IS/ND or screen heck and 1 IS/MND, and final Initial Study responses to Negative Declaration comments or Mitigated Negative Declaration and responses to comments Public comments Provide catalog of Word/PDF 0 and public comments recommendations and recommendations (e.g. time, date, correspondence details), and responses to all comments Notice of Provide 1 draft and 1 Word/PDF 1 for State Determination final Notice of Clearinghouse Determination Task 3— Project Management This task involved management of AECOM and MIG tasks throughout the project schedule, including up to 12 30-minute bi-monthly conference calls, .review of subconsultant work, and monthly progress reports to accompany invoicing. Cost/Schedule per Task Task 0 (Project Management) Timeframe: 24 weeks Budget: $7,299 Task 1A (Visioning Workshop and Goal-Setting Workshop) Timeframe: 9 weeks Budget: $20,885 Optional Task 9B (Online Engagement) Timeframe: 3 weeks Budget: $8,129 Optional Task IC (Focus Groups and/or Stakeholder Interviews) Timeframe: 11 weeks Budget: $12,046 Task 2 (Community-Input Based Measure Revisions to SCC Draft CAP) Timeframe: 14 weeks Budget: $13,888 Task 3 (Environmental Review) Timeframe: 19 weeks Budget: $18,815 Direct Costs: $2,600 Direct Costs— Optional Tasks: $12,700 Total contract tmeframe (note: some phases overlap): 24 weeks Total contract budget(without optional tasks): $67,091 Total contract budget(with optional tasks): $99,966 i i i i i i i r o ' e c t b u d g e t EXHIBIT i { • 7J!. etlnq .__.-, ....1 4 $772 6 $5581 0 $0 0 $0 0 $0 0 $0 $0 0 $0 4 $4981 0 $0 $75 14 "$1,90.3 Meetings 4 $772 26 $2418! D $D 0 $01 w0 $D 0 $0I $0 4 $785 12 $7,495. 0 $0 $25 46 $5,496 ':` Sublotal� 8 1544 32';„ $2976:;:`.0 $0 4 -,;;$785 16 ! $i 9941�0 „-, -$D� ..=$100 c j SA 1 A.1 Public Visioning Workshop 3 $579 36 $3348 1 $127 0 $0 0 $D 2 $176 $t00r 16 $3142 20 $2,492 8 $640 $800 66 $11,404 ._.._.. ........_. ._............ ........_......._ ....._....._.... .... _._._.... ........_ _....__.. .. _._.. __........_. _.... ... ....._....._.. __..__..........._.. .. .. _. __ .. .............. ........_.........................I ...._....____..._.__._._....... ..._.._......."""""""...._._._._...._2 I I 1A.2 Goal.. Workshop 3 -Selling Work h p $579 37 $3441 0 $0 0 $0 0 $D 1 $681 $1D0 � 16 _$3,142 20 $2,4921 .6 $640 $800 85 $11,282 ... "' - - 3 2A Communitywlde Measure Revisions 1 10 11.930 102 $9466 16 $2032 0 $0 0 $0 5 $440 $500 0 $0 0 $0. 0 $0 $0 133 $14388 $0 i '�, <._ Subtotal; itl 1930102;:i .39 A86:<.`18: .-.:$2,032 0 $0,,:0 ;;30 5 $440 �'=� $500 w :. 'A S $0� 'i0 , ,� .$0� $0 133. - $14,388. w_.._. ._,.._.. .:> , 3A Inlllal Study Mitigated Negative Declaration I 20 3860 7 $651, 2 $254 10 $16207t; 110 $12,430 0 $01 $100 0 $D 0 $0; 0 $0 $0 149 $18,915 .;n -._ ,F - SubfDall 20-_ 3860 ,7 $651�k'2 -:'$264 10 $162Di,j30 $72930 0 50 •,v 3700 — •: 0 ::-$0 0 $DI -=.0 -•_$0 °:'$0 149 :I 8,9f5 Project Management 1D 41,930 18 $1.674 0 $0 0 $0 0 -$0 D $0 $1OD c - 28 $3,704 yy , -1 .. _ _.. '- J1� Subt`ola"I X10 1 930 t8 $i 674 0 - $0 tl s "� ' $I ..':. o .,t S1QQ .I 26 $3;704_. 'd4 6 9 86. d 280ff,„ f�00$513. 67.01 ��.�,.. •Direct costs include mileage associated with travel,del/very charges an mailings,document printing,large-scale color and b/w printing,and meeting/graphic supplies " 1B Onime Engagement 1 $193 42 $3906 2 $254 0 $01 0 $0 0 $01 $0 1 4 $785 24, $2,9901 0 $0 $12,000 73' '$20,129' iC Focus Groups or Slake h.Idsrlrt.rviews 2 $386 81 $5673 2 $254 0 $0 0 30 0 $0 $300 4 $785 32 $39871 12 $960 ¢100 f13 $12,746 TO ,r :: _. .a: ,:.,. .. ,..:' _;:; ... - y -._..AL O$'T10.AL7ASKS;8.11IRECTCOST5 3. 579.<.�9 H v. 679 .. "rd - - '< � �c a .. $ -, .,1 3... 3$ .>..4 ,.,SGO6, $Q ..... $0 4 $Q $300 310r$5f):a'6< $ ,$71 .,�6, $¢9Te •:12, x..$969 &121.D 166 ^$32,874. .... - ....�," .�.3s.:.�. �... ,.�...I .:: tsl�.....�.'z. .:.:. i I i i i i i i i MIG,Inc. Cupertino General Plan Amendment 2012 I Page 4.1 I 1 i I i i LEGEND EXHIBIT C City of Cupertino CAP Support�chedule lit R;1DaIiverabIa in-Person Meetings £ City Review Subtask Duration k"a x�Public Comment Period General Plan Update Team and SCC CAP Team Deliverables s., .:s, r .: ,r�.:,,n:.:: .., ,..r'•- s a r;; .raw r..3 .. 7 '"ti?mg,9 - ay r..�d, fT,` !3..e...ac �. 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One MIG staff member will attend the kick-off meeting to gather information that will be used to inform the community engagement efforts and coordinate with the city and GPA team. AECOM assumes that the city will invite city staff and arrange for a meeting room from which city staff can participate in the conference call. AECOM Deliverables: ► Attendance during kick-off meeting D Meeting agenda and conference call/WebEx number ► Meeting summary MIG Deliverables: ► Attendance at kick-off meeting ► Review and comments on draft meeting summary Task OB— Team Coordination AECOM will host bi-weekly conference calls to keep the city's point of contact up to date on project progress. We assume 15 twice-monthly calls of 30-minutes each, with the option to cancel or extend meetings as necessary. The twice-monthly check-in calls will be used to discuss progress on specific tasks, planning for the community engagement workshops, review of comments received, and preparation for Planning Commission and/or City Council meetings, among other topics. We also assume there is a need for three one-hour conference calls with city staff, AECOM staff, and MIG to discuss the content and structure of the two workshops. While we understand_that the city would like MIG to facilitate the workshops, the workshop content and exercises will be developed through a collaborative process. This will help to ensure that technical information is represented appropriately and that opportunities for public engagement are designed to solicit meaningful comments from community members. AECOM will incorporate digital meeting platforms, such as WebEx, into calls as necessary to share work documents in real time. We will provide a conference number or WebEx login information prior to each meeting. MIG will also participate in regular coordination calls with city staff, AECOM, and other relevant partners (such as the GPA Team) as needed. The goal of these meetings is to build an understanding of the work products being prepared by AECOM for the purposes of CAP community engagement and to coordinate effectively with other city planning and outreach processes, avoiding any redundancies in scope and identifying opportunities for collaboration. MIG will also prepare monthly invoices with brief progress reports including budget updates. AECOM Deliverables: ► Participate in conference calls MIG Deliverables: ► Participation in conference calls ► Monthly invoices and progress reports, provided as pdf and in hard copy Task 1 —Cupertino CAP Community Engagement Task 1A— Visioning Workshop & Goal-Setting Workshop AECOM has worked closely with city staff to identify existing and planned actions that contribute to greenhouse gas (GHG) emissions reductions from a communitywide and local government operations (LGO) perspective. While an extensive list of best management practices in emissions reductions has been considered as part of the CAP process, community input may suggest new ideas or indicate preferences for implementation priorities. We understand that the city would like MIG to facilitate the community workshops described as part of Task 1A. However, to ensure that the comments solicited are meaningful to the communitywide CAP process, AECOM will play a supporting role in development and implementation of the two workshops. AECOM assumes that the public outreach process described herein only applies to development of the communitywide CAP. Task 2 includes a scope for measure revisions associated with the local government operations (LGO) CAP. The MIG Team will lead the two community workshops to gather public and stakeholder input into the city's communitywide CAP. Both will be facilitated by Chris Beynon and supported by team members from MIG, AECOM, and the City of Cupertino to provide a depth of policy and technical expertise. In advance of the workshops, MIG will provide a PowerPoint template in which AECOM will develop the draft workshop presentations. MIG will also develop promotional materials and a brief outreach strategy for each workshop to encourage participation from a broad cross-section of residents and interest groups. MIG will, in collaboration with city staff, consider ways to leverage other community workshops and engagement efforts to build interest and encourage participation. This could involve holding joint workshops with other planning processes, holding the workshop immediately before a City Council or Planning Commission meeting, or co-sponsoring the workshop with a community-based organization. We assume the city will handle all workshop logistics (e.g., venue selection, room layout, AV set-up, refreshments, sign-in sheets). MIG will develop and provide room set-up diagrams, sign-in sheets, facilitator or staff guides for interactive exercises, and final electronic workshop materials for city staff to print. MIG will also coordinate with the city to agree upon a set of promotional materials to encourage attendance at the workshops, building on the city's existing communication tools including the city's GPA website and e-mail notification systems. MIG will develop workshop advertisements. This may include press releases, e- blasts, flyers and stakeholder outreach); AECOM will provide input on press release content and help develop content for workshop flyers and notices; MIG will prepare final materials based on AECOM input. City staff will be responsible for printing and distributing promotional materials and inviting stakeholders. AECOM will provide one Workshop Summary Report for each workshop, including scanned copies of sign-in sheets, summaries of comments and feedback collected during the workshop, and a list of comments/feedback that we believe would inform direct changes to the draft CAP measures. MIG and the city will provide comments on.the draft summary reports prior to AECOM preparing the final summary reports. MIG and city staff will also provide AECOM with copies of workshop sign-in sheets and all notes/comments collected during the workshops (either hardcopies or electronic versions). The list of feedback directing document changes will be combined with similar feedback received through Optional Task 1 B and Optional Task 1 C (should those tasks be included), and submitted to the city as the Recommended Changes Memorandum described in Task 2. Workshop#1 AECOM, MIG, and the city will work together to develop a strategy for Workshop#1. As the CAP's technical experts, AECOM will present an overview of the city's communitywide CAP to date and its role in the Santa Clara County Regional,CAP project, describe the primary components of the CAP, and explain why the city is preparing this plan. The presentation will also describe how emissions reduction targets are selected, what targets other Bay Area jurisdictions have adopted, and what Cupertino's target should be. Following this brief formal presentation, the workshop would shift to a facilitated conversation or engagement exercise led by MIG. The MIG Team will lead facilitated small group discussions that solicit input and ideas for a city-wide vision that supports climate action and sustainability. MIG and AECOM staff will manage the conversation to encourage identification of highest-priority city needs and suggestions for ways the CAP can contribute to realizing the vision. MIG Team members, AECOM staff, and city staff will also act as resources for technical and policy questions and will record notes from the conversation. Meeting participants will also be encouraged to provide written input using comment cards. One AECOM team member will attend Workshop#1 to support the MIG Team, and to give the introductory presentation, answer technical questions, and help take notes during the facilitated portion of the workshop. In addition to the meeting summary prepared by AECOM, the MIG Team will develop a memo outlining "lessons learned"from the first workshop to help inform the second workshop promotion and planning. AECOM Deliverables: ► Draft PowerPoint Presentation (including one revision) ► Input on press release/advertisement flyer content(Word) ► Workshop Summary Memo draft(Word) and Final (PDF) Mid Deliverables: ® Draft(Word) and Final (pdf) Meeting Agendas D Draft and Final outreach materials (e.g., flyers, e-blast content, web copy) ► Draft and Final workshop display boards (up to 8) ► Electronic copies (pdf or photos) of all written materials, including comment cards, wallgraphic recordings or flip chart notes ® Draft and Final Power Point presentation ► Meeting supplies, including sign-in sheets, handouts and comment cards ► Memo outlining lessons learned Workshop#2 The second public workshop will build upon community input gathered during the first workshop, and help participants explore what it will take to achieve the city's reduction target. The meeting will include a brief introduction outlining the CAP process and providing a summary of input received at the first workshop. The majority of the workshop will be spent on large- or small-group interactive exercises. AECOM will work with MIG and city staff to develop exercises that allow participants to provide focused feedback and direction to project staff. This could include prioritization or ranking exercises and/or the use of electronic keypad polling. The workshop may also include breakout stations representing the five primary emissions reduction sectors (i.e., Energy, Transportation, Solid Waste,Water, and Green Infrastructure). The MIG Team will facilitate the chosen workshop exercise(s). Prior to the workshop, MIG will provide AECOM with a workshop board template in which to place the draft technical content (i.e., text and graphics) that will accompany the workshop exercise. MIG will review and finalize the presentation boards, and print hardcopies for display at the workshop. It is likely that presentation boards will illustrate emissions attributed to the various sectors, examples of past city actions and successes within the sectors, and the draft measures being considered for inclusion in the CAP. AECOM, MIG, and city staff will act as resources for technical and policy questions and will record notes from the conversations. Meeting participants will also be encouraged to provide written input using comment cards. Project staff will provide information on next steps in the CAP process and how to comment on the CEQA documents. One AECOM team member will attend the Visioning Workshop to make any introductory presentation about the CAP process, answer technical questions during the workshop exercise(s), and help in taking notes. AECOM Deliverables: ► Draft PowerPoint Presentation (including one revision) ► Input on press release/advertisement flyer content(Word) ► Draft content development for workshop display boards (up.to 5), including text and graphics (InDesign) ► Workshop Summary Memo draft (Word) and Final (PDF) MIG Deliverables: ► Draft(Word) and Final (pdf) Meeting Agendas ► Draft and Final outreach materials (e.g., flyers, a-blast content, web copy) ► D�a�t and Ftn`al workshop display-1568rds"up tom — — — ----- ► Meeting supplies, including sign-in sheets, handouts and comment cards ► Electronic copies (pdf or photos) of all written materials, including comment cards, wallgraphic recordings or flip chart notes Optional Task 1B— Online Engagement MIG would lead the development of an online.engagement approach, should the city decide to include one in the project. MIG recommends augmenting the CAP community engagement efforts by creating an online information hub and survey tool. If approved by the.City of Cupertino, MIG will design and develop an online engagement program to encourage and facilitate additional community participation in the Cupertino CAP development process. The program will include a project webpage than can be linked from the city's website and/or the MIG TownSquare site prepared for the GPA(similar to the Housing Element). AECOM will support MIG in developing content for an online engagement platform, including provision of text and graphics that can be posted online. We assume the online content will be based on the same information prepared for the community workshop presentations and workshop boards.We envision the content would support the goal setting and greenhouse gas reduction measure development objectives of the two community workshops described in Task 1A. MIG will also develop an online survey using existing tools such as Survey Monkey, i Given the need to have public input into the draft CAP b Aril we MetroQuest or Civinomics. Gi p p y.April, using one of these tools rather than developing a custom a or interactive tool. recommend g p g pp These tools are flexible and adaptable enough to meet the needs of the CAP project in an efficient manner. MIG will manage the online tools and coordinate any outside vendors and. prepare the summary of findings. MIG will provide AECOM with a written summary-of comments solicited through the website no later than one week after the second workshop. This will allow AECOM to incorporate online comments into the final list of CAP measures and proceed with environmental review document preparation. The costs below do not include MIG's labor for content development and coordination. Online Tool Options MIG will work with the city and AECOM to select an appropriate online engagement tool. Options we recommend for consideration include: 1. MetroQuest MetroQuest is an online community engagement platform for planning projects. It is a flexible and cost-effective way to collect informed input from the public and stakeholders using a simple interface that can be accessed online and integrated into the CAP website. It can also be used in kiosks and at workshops. The vendor fee for Metroquest is $12,000. 2. Civinomics Civinomics is a web-based engagement program that offers online surveys as well as a low-cost in-person 5-7 minute iPad surveys. Surveys can be designed for statistical significance and iPad surveys offer an excellent opportunity to capture. Four hundred in-person surveys with a concurrent online survey could be conducted ----------- --#or-less-than-$a8�000:-- --- -- --------------------- -- --- --- 3. SurveyMonkey SurveyMonkey is a simple, low-cost questionnaire tool that can be set up quickly and easily (though it offers less customization than some other tools). The City of Cupertino has an established SurveyMonkey account for its GPA process which can be used for this purpose, so no additional fees will be incurred. 4. Mapita The Mapita system provides a robust and user-friendly way for the public to provide I specific, place-based input that can be linked to the GIS data and base maps. This is an open access online survey tool with a vendor fee of$5,000. AECOM Deliverables: ► Conference call with MIG, city to discuss online engagement options and strategy ► Draft text/graphic content(JPG,Word, PDF) D Input on questions to be included in online engagement tool MIG Deliverables: ► Meeting with AECOM and city to discuss online engagement options and strategy ► Draft(Word) and Final (pdf) Online Engagement Plan Memorandum D Draft and Final Webpage Design and Development(Photoshop, HTML, CSS, Flash) ► Draft and Final Survey Tool Content and Design (format to be determined) ► Draft(Word) and Final (pdf) Summary of Findings Optional Task 1 C-Focus Groups and/or Stakeholder Interviews If approved, MIG will plan and facilitate up to five additional small group meetings with key stakeholders to explore issues and identify CAP measures that have community support. MIG will work with AECOM and the city to develop targeted questions and meeting agendas and facilitate these sessions.The city will be responsible for identifying and inviting stakeholders (in consultation with MIG), securing meeting locations, and providing any printed materials needed for these meetings. AECOM will provide one staff member to attend these meetings (up to five), make any required technical presentations, answer CAP-specific questions, and take notes. AECOM will also provide one summary report that documents comments received during each meeting for incorporation into the Recommended Changes Memorandum described in Task 2. AECOM°will prepare a draft (Word) summary report for review and comment by MIG and the city, prior to preparing a final (PDF) report. As with the Optional Task 1 B, we assume these optional meetings would occur prior to the conclusion of the second community workshop in order to incorporate comments into the revised list of CAP measures. AECOM Deliverables: ► Draft interview questions ► Focus Group/Stakeholder summary report draft (Word) and Final (PDF) MIG Deliverables: --- --- ►—Draf#�Wordj acrd-F-inai-(pd"terviewquestions-- ----------- ► Facilitation and recording of up to five small group discussions Task 2-Community Input-Based Measure Revisions to SCC Draft CAP AECOM is preparing an Administrative Review Draft, Public Review Draft, and Final CAP as part of the SCC CAP contract. That contract also includes preparation of up to two PowerPoint presentations for the city to use during their CAP adoption hearings, but does not include AECOM's attendance at those meetings. Given our intimate knowledge of how the draft measures have been prepared to date, and our understanding of the opportunities and caveats for developing additional measures in Cupertino, our CAP team is uniquely qualified to efficiently move from the Task 1 community engagement activities into the Administrative Draft CAP revisions. Our work proposal for Task 2 addresses development of additional CAP measures, or revising those included in the Draft Administrative CAP, as a result of community and stakeholder input described in Task 1; making adjustments to emissions reduction quantifications as a result of the community-based input; revising the city's GHG emissions reduction target as a result of the Goal-Setting Workshop; and, attending up to two Planning Commission and/or City Council meetings where we would present the PowerPoint presentations prepared under the SCC CAP contract and address the ways community and stakeholder feedback was integrated into the plan. Following completion of the community engagement activities described in Task 1, AECOM will review the two Workshop Summary Reports and compile the list of changes to the draft CAP measures that were recommended by workshop participants. If optional Tasks 1 B and/or 1 C are included in this scope of work, the list of recommended changes resulting from those engagement opportunities will be combined with those in the Workshop Summary Reports. AECOM will submit one memorandum summarizing recommended changes resulting from all of the community engagement activities. We assume city staff will review the memorandum and provide one consolidated list of changes to the draft CAP for AECOM to make. Because we have already worked so closely with the city to identify emissions reduction opportunities, we assume the nature of the comments will primarily focus on revising, or developing additional, implementing actions rather than development of brand new measures.We assume comments would result in the development of no more than five new CAP measures, with their associated implementing actions and quantified GHG emissions reduction estimates (where possible). In addition to communitywide CAP measure changes or additions resulting from the community workshops (and the optional outreach tasks), AECOM assumes that City Council may direct changes or additions to the preliminary list of LGO CAP measures prepared under the SCC CAP contract. AECOM assumes that up to five additional LGO CAP measures could be developed, quantified, and incorporated into the Public Review Draft LGO CAP'as part of this contract, following receipt of City Council comments. AECOM also assumes that the draft LGO CAP measures will not be presented for community input as part of Task 1 described above. Upon receipt of the city's consolidated list of changes, AECOM will make revisions to the Administrative Draft CAP measure text, implementing actions, and quantifications of GHG reductions estimates, as necessary. This final list of measures will be used to complete the CAP environmental review document, as described in Task 3. If directed,AECOM will also revise the city's GHG emissions target and calculations demonstrating the city's estimated progress towards the target throughout the document. AECOM will provide an Administrative —_.–Draft-Revisions Memorandum documenting the before and after text to show where changes have been made to the Administrative Draft CAP as a result of community and stakeholder input. Following incorporation of all city-directed revisions into the Administrative Draft CAP, AECOM will submit a revised Administrative Draft CAP to the city for review and comment.We assume the city will provide one consolidated set of comments and revisions, which AECOM will incorporate to produce the Public Review Draft CAP. As noted above, preparation of a Public Review Draft CAP is included within AECOM's scope of work under the SCC CAP contract. Therefore, we have only included a Public Review Draft CAP deliverable within this proposal to cover the marginal additional effort required to produce that document as a result of additional or substantially revised measures or a change in GHG reduction target. AECOM will submit an electronic copy of the Public Review Draft CAP to the city for their distribution to the public and other interested parties. AECOM will also email an electronic version of the Public Review CAP to the Bay Area Air Quality Management District for their review and comment. AECOM assumes that comments related to the content of the Public Review Draft CAP and resulting revisions will be addressed as part of the SCC CAP contract. As noted above, AECOM will provide up to two PowerPoint presentations for use at Planning Commission and/or City Council meetings as part of the SCC CAP contract. We understand that the city would like the contracted consulted to attend up to two such meetings where they will present the public comments received and demonstrate how they were addressed within the Public Review Draft. Since we are preparing the CAP document as well, we assume one AECOM staff member would attend each meeting (up to 2) and give a presentation that describes the overall contents of the CAP, as well as how community and stakeholder input was integrated into the plan. Document Consolidation and Layout Revisions AECOM will combine the LGO CAP and Community-wide CAP documents into one consolidated City of Cupertino Climate Action Plan, per the City's comments on the Administrative Draft CAP documents. The work in this task will include the addition of new document graphics, incorporation of pictures provided by City staff, layout revisions to the CAP measure discussion section and measure tables, and other graphical treatments described in the City's comments to the Administrative Draft CAP documents.AECOM will provide the City with one Word and one PDF version of the City of Cupertino Climate Action Plan Screen Check Draft. The City will provide AECOM with one consolidated set of final comments to the Screen Check Draft. AECOM will incorporate the City's final comments into the City of Cupertino Public Review Draft Climate Action Plan, and provide the City with one Word file and one web-ready PDF version for posting on the City's webpage. Task 2 Deliverables— Draft and Final CAP (CUP TASK 2) and associated documents: Item Description Format # Hard Copies Recommended changes Develop one report Word/PDF 0 memorandum summarizing community comments directing changes to Administrative Draft CAP; includes one draft revision Admin Draft CAP Prepare Admin Draft CAP Word 0 Public Review Draft CAP Prepare consolidated Word/PDF 0 Public Review Draft CAP (i.e., Community- wide CAP and LGO CAP combined); includes one draft revision City Council/Planning Prepare two presentations, PPT 0 Commission presentation one per meeting, to present CAP and demonstrate how community/stakeholder input was addressed; includes one draft revision each Task 3—Environmental Review We recommend the CEQA process start after preparation of the Administrative Draft CAP with an Addendum to the General Plan Amendment EIR. The Addendum will be in the form of a checklist, with an introduction and Project Description (through modification of the administrative draft Initial Study and Project Description submitted to the City), with the following: b Introduction and Project History; D Project Description; and � Environmental Checklist for Addendum to the General Plan Amendment EIR, including: • an explanation of approach to completing the Checklist, • where impacts identified in the Checklist were analyzed in the General Plan EIR, • whether proposed changes or new circumstances involve new of substantially more sever significant impacts, • whether any new information of substantial importance requires new analysis or verification, • confirmation of whether mitigation measures in the General Plan Amendment EIR adequately address identified impacts from the CAP, with a brief explanation, and • summary of relevant mitigation measures referenced in the Checklist. To initiate the CEQA process, AECOM will attend one teleconference to discuss the.strategy for California Environmental Quality Act (CEQA) compliance. We will review roles, responsibilities, expectations, and the desired schedule for this effort.We will make any necessary revisions to our scope of work following this meeting. Based on the city's direction in this teleconference, AECOM will review the final list of Cupertino's CAP measures (both communitywide and LGO) against the impact analysis — -------described-above4o-identify--measur-es-that-have-th-e-potentiaa to-generate-adverse— — - environmental impacts. We will also conduct additional impact analysis on any new measures developed as a result of the CAP community engagement, as described under Task 1, as well as new LGO measures resulting from City Council input as described under Task 2. We will customize the project description and environmental setting provided in the template environmental documents, as necessary, to reflect unique aspects of Cupertino's context that pertain to environmental effects. We will prepare for the city's review one administrative draft Addendum. After incorporating revisions, we will prepare a Notice of Completion & Environmental Document Transmittal and hand deliver to the State Clearinghouse for its information and recordkeeping. We will review with city staff public and agency comments received on the administrative draft Addendum and participate in one teleconference to discuss comments.We will provide the city with responses to comments and revisions in the form of a Screencheck draft Addendum...We assume that any changes that are necessary will not require any new analysis or reorganization of the document. After any additional comments from the City, the General Plan Advisory Committee (GPAC), agencies, or the public we will prepare Final Addendum to be used by the city in adoption proceedings. AECOM will provide, either as a separate memo or as a "drop in" section to the Addendum, a general characterization of GPAC, agency, and public comments and how these were addressed. Environmental Review Committee Meeting One AECOM staff member will attend the City's Environmental Review Committee Meeting to answer questions related to the CAP. The City will prepare any meeting packet or presentation required for this meeting. Task 3 Deliverables — Environmental Review(CUP Task 3) Item Description Format #Hard Copies Administrative Draft Providel Word/PDF Addendum to General Administrative draft Plan Amendment EIR Addendum Public Draft Addendum Provide 1 Public Draft Word/PDF 0 Addendum Final Addendum Provide 1 Final Word/PDF 0 Addendum NOC and environmental Provide 1 Notice of Word/PDF 1 for State document transmittal Completion & Clearinghouse Environmental (Note:provided for Document Transmittal information purposes only) Task 4—Project Management This task involved management of AECOM and MIG tasks throughout the project schedule, ------------- including-up-to X23-minute-bi-monthly-confefenee-c-alis;review-of-subeens-u tart-work,—arid— ---- ---- monthly progress reports to accompany invoicing. I Cupertino CAP Deliverable Schedule and Assumption Exhibit F October 28.2014 Deliverable Responsible Party Timing Requirement Due Date AECQM sends combined ScreenCheck Draft AECOM ? ASAP z 'CAP to>City s 9 x a YAK r t r ;: AEGt?M ssrl€Is u�atISI[t[DtrArlder[Tm AEGCJ iiM �arsness ¢ay Nc�toterhatT 1117 Ctty sends CAP'ScreeriCheck Cormen.ts Cliyy`a ,•,. 3 bGSmess; AEC001 sends;FINACCAP AE 'O.M` 3 busmess days,•.,, ; 1 16, , 9"t � � iota 1 than 1 f�S CE�jrEsendttm $nfs t AECOM, M�„� ACDM�neorgratas`rstansto > OVI x, F br� irlerays N, 1 ,. , x sk1"�'!�v''$,3`¢ .�»'�""5.:s�,+pN-•” .,«„ ,�`� ,-� .�,ag.. �..»ns.�F-E .r. v�;rn�,,a•saa asir�<. � Public Review Drafts&Addendum Published AECOM/MIG .5 business days(posted 11114 Online, Post Cards Received, Documents by noon) Sentto Regional Clearing House ERC Meeting AECOM/City 1s'and 3`d Thursday 12/4(9:30am) Public Review Comment Period Closes NIA 20 days 1214 CC Staff Report draft - AECOM sends d AECOM N/A 1214 (w/placeholder for summarized public comments) CC Staff Report submitted for CM review` City 1 business days 12/5 CC Staff Report distributed to Council City 1 week prior to CC 12110 meeting CC Hearing AECOM/City 1”and 31d Tuesday 12116 File NOD with County City w/i 5 days of adoption 12/20 *Initial draft will ihclude a placeholder for public comments received on 9215 o es.,from 10/17 CaJI ECAP Trmel►ne r 90/29 AECQM'Provrdes SceeenChecicr CAP'to 0r yy( y C08) 91/3 :City Pravrdes ScreenChecl�E{FINAL)Comments{by COB) �_, z � � 5 � �3�t 99/14 CAP Draft&EtRAdc(errtlum Posted y`fr Pro�rosec �tlrier�dum ioptelane (� t F `97T1 A �IO ��nll AG 11 4 l k A Y ��f 1: � ell 91119 Ortyeradscla erlr 3 g z W S- ,'" 6 ?2 , 1jW7 M se ct uct eCr elk s= }� ra f+ s 8.*y' C z .' 't+^•a<,. ,e a s t -"" :S .1 f f @Si - �^Y.: t _ f. Stwfi�LSi g q° �, f g..{,� {° �y (,�+�{� a.K�� f �^''`'mss: �, �,Jk&--�Y r'n *� r'-.^yz rA°r zYf g :l tli<l'{"yVAF� ra71,[ 1= I1.1kP�+E,+SI..(ar ?p" _ €A Yk { '"2 ._}.,.F.,<s..M.,.........s.."", x.¢....z_t......,., .c. �.., .,.,w,.,.:.m.. Vw. I OFFICE OF THE CITY CLERK CITY HALL 10300 TORRE AVENUE•CUPERTINO, CA 95014-3255 TELEPHONE:(408)777-3223• FAX: (408)777-3366 C U P E RT I N O W EBSITE:www.cuperiiio.org April 3, 2014 AECOM, Technical Services, Inc., 2020 L Street, Suite 400 Sacramento, CA 95811 Re: Agreement for consultant services for the Climate Action Plan Project. A fully executed copy of the agreement for consultant services with the City of Cupertino is enclosed. If you have any questions or need additional information, please contact the Community Development Department at (408) 777-3308. Sincerely, Andrea Sanders Senior Office Assistant City Clerk's Office Enclosure cc: Community Development AGREEMENT BETWEEN THE CITY OF CUPERTINO AND AECOM FOR CONSULTANT SERVICES FOR THE CLIMATE ACTION PLAN PROJECT Das THIS AGREEMENT, for reference dated March 19th, 2014, is by and een CITY OF CUPERTINO, a municippal corporation (hereinafter referred to sec nrca I ser ;cej, rn C,City"), and AECOM, a California corporation, whose address is 2020 L Street, Suite 400, Sacramento, California, 95811 (hereinafter referred to as "Consultant"), and is made with reference to the following: RECITALS: A. City is a municipal corporation duly organized.and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the Constitution and the statutes of the State of California and the Cupertino Municipal. Code. B. Consultant is specially trained, experienced. and competent to perform the special services which will be required by this Agreement; and C. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein. D. City and Consultant desire to enter into an agreement for consulting services for the Climate Action Plan project upon the terms and conditions herein. NOW, THEREFORE, it is mutually agreed by and between the undersigned_parties-as follows: 1. TERM: The term of this Agreement shall commence on March 19th, 2014, and shall terminate on December 31St, 2014, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED: Consultant shall perform each and every service set forth in Exhibit "A" which is attached hereto and incorporated herein by this reference. City has the sole discretion to approve optional tasks in Exhibit A, and is under no obligation to do so. 3. COMPENSATION TO CONSULTANT: Consultant shall-be compensated for services performed pursuant to this Agreement in the amount set forth in Exhibit "B" which is attached hereto and incorporated herein by this reference, for a total not to exceed SIXTY SEVEN THOUSAND AND NINETY ONE DOLLARS ($67,091). If the City exercises its option to include additional tasks, su,J1 tasks shall be compensated in the amount in Exhibit "B", not to exceed an additional THIRTY TWO THOUSAND EIGHT HUNDRED SEVENTY FIVE DOLLARS ($32,875) for a total contract amount not to exceed NINETY NINE THOUSAND NINE HUNDRED SIXTY SIX DOLLARS ($99,966). Payment shall be made by checks drawn on the treasury of the City, to be taken from the 110-1210-9347 and 110-7302-9347 funds. 4. TIME IS OF THE ESSENCE: Consultant and City agree that time is of the essence regarding the performance of this Agreement. 5. STANDARD OF CARE: Consultant agrees to perform all services hereunder in a manner commensurate with the prevailing standards specially trained professional in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City nor have any contractual relationship with City. 6. INDEPENDENT PARTIES: City and Consultant intend that the relationship between them created by this Agreement is that of an independent contractor. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the express terms of this Agreement. No civil service status or other right of employment will be acquired by virtue of Consultant's services. None of the benefits provided by City-to its employees, including but not limited to, unemployment insurance, workers'. compensation plans, vacation and sick leave are available from City to Consultant, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any fees due Consultant. Payments of the above items, if required, are the responsibility of , Consultant. 7. IMMIGRATION REFORM AND CONTROL ACT (IRCA): Consultant assumes any and all responsibility for verifying the identity and employment authorization of all of his/her employees performing work hereunder, pursuant to all applicable IF.CA or other federal, or.state rules and regulations. Consultant shall indemnify and hold City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Consultant. 8. NON-DISCRIMINATION: Consistent with City's policy that harassment and discrimination are unacceptable employer/employee conduct, Consultant agrees that harassment or discrimination directed toward a job applicant, a City employee, or a citizen by Consultant or Consultant's employee or subcontractor on the basis of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation will not be tolerated. Consultant agrees that any and all violations of this provision shall constitute a material breach of this Agreement. 9. HOLD HARMLESS Indemnification: Consultant shall, to the fullest extent allowed by law, with respect to all services performed in connection with the Agreement, indemnify, defend, and hold harmless the City and its officers, officials, agents, employees and volunteers from and against any and all liability, claims, actions, causes of action or demands whatsoever against any of them, including any injury to or death of any person or damage to property or other liability of any nature, whether physical, emotional, consequential or otherwise, arising out, pertaining to, or related to the performance of this Agreement by Consultant or Co:nsultant's employees, officers, officials, agents or independent contractors. Such costs and expenses shall include reasonable attorneys' fees of counsel of City's choice, expert fees and all other costs and fees of litigation. .A. Claims for Professional Liability. Where the law establishes a standard of care for Consultant's professional services, and to the extent the Consultant breaches or fails to :meet such established standard of care, or is alleged to have breached or failed to meet such standard of care, Consultant shall, to the fullest extent allowed by law, with respect to all services performed in connection with the Agreement, indemnify, defend, and hold harmless the City and its officers, officials, agents, employees and volunteers from and against any and all liability, claims, actions, causes of action or demands whatsoever against any of them, including any injury to or death of any person or damage to property or other liability of any nature, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Consultant or Consultant's employees, officers, officials, agents or independent contractors. Such costs and expenses shall include reasonable attorneys' fees of counsel of City's choice, expert fees and all other costs and fees of litigation. Consultant shall not be obligated under this Agreement to indemnify City to the extent that the damage is caused by the sole negligence or willful misconduct of City, its agents or employees. B. Claims for Other Liabilitv. Consultant shall, to the fullest extent allowed by law, with respect to all services performed in connection with the Agreement indemnify, defend, and hold harmless the City and its officers, officials, agents, employees and volunteers from and against any and all liability, claims, actions, causes of action or demands whatsoever against any of them, including any injury to or death of any person or damage to property or other liability of any nature, that arise out of, pertain to, or relate to the performance of this Agreement by Consultant or Consultant's employees, officers, officials, agents or independent contractors. Such costs and expenses shall include reasonable attorneys' fees of counsel of City's choice, expert fees and all other costs and fees of litigation. 10. INSURANCE: On or before the commencement of the term of this Agreement, Consultant shall furnish City with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with paragraphs 9A, B, C, D and E. Such certificates, which do not limit Consultant's indemnification, shall also contain substantially the following statement: "Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days' advance written notice to the City of Cupertino by certified mail, Attention: City Manager:" It is agreed that Consultant shall maintain in force at all times during the performance of this Agreement all appropriate coverage of insurance required by this Agreement with an insurance company that is acceptable to City and licensed to do insurance business in the State of Califoniia. Endorsements naming the City as additional insured shall be submitted with the insurance certificates. A. COVERAGE: Consultant shall maintain the following insurance coverage: (1) Workers' Comyensat:ion: Statutory coverage as required by the State of California. (2) Liabili Commercial general liability coverage in the following minimum limits: Bodily Injury: ; 500,000 each occurrence ; 1,000,000 aggregate- all other Property Damage: $100,000 each occurrence $250,000 aggregate If submitted, combined single limit policy with aggregate limits in the amounts of $1,000,000 will be considered equivalent to the required minimum limits shown above. (3) Automotive: Comprehensive automotive liability coverage in the following minimum limits: Bodily Injury: $500,000 each occurrence Property Damage: $100,000 each occurrence or Combined Single Lirnit: $500,000 each occurrence (4) Professional LiabililT: Professional liability insurance which includes coverage for the professional acts, errors and omissions of Consultant in the amount of at least$1,000,000. B. SUBROGATION WAIVER:. Consultant agrees that in the event of loss due to any of the perils for which he/she has agreed to provide comprehensive general an d automotive liability insurance, Consultant shall look solely to his/her insurance for recovery. Consultant hereby grants to City, on behalf of any insurer . providing comprehensive general and automotive liability insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right to subrogation which any such insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. C. FAILURE TO SECURE: If Consultant at any time during the term hereof should fail to secure or maintain the foregoing_ insurance, City shall be permitted to obtain such insurance in the Consultant's name or as an agent of the Consultant and shall be compensated by the Consultant for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid. D. ADDITIONAL INSURED: City, its City Council, boards and commissions, officers, employees and volunteers shall be named as an additional insured under all insurance coverages, except any professional ]liability insurance, required by this Agreement. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under this policy if not named as such additional insured. An additional insured named herein shall not be held liable for any premium, deductible portion of any loss, or expense of any nature on this policy or any extension thereof. Any other insurance held by an additional insured shall not be required to contribute anything toward any loss or expense covered by the insurance provided by this policy. E. SUFFICIENCY OF INSURANCE: The insurance limits required by City are not represented as being sufficient to protect Consultant. Consultant is advised to confer with Consultant's insurance broker to determine adequate coverage for Consultant. 11. CONFLICT OF INTEREST: Consultant warrants that it is noi: a conflict of interest for Consultant to perform the services required by this Agreement. Consultant may be required to fill out a conflict of interest form if the services provided under this Agreement require Consultant to make certain governmental decisions or serve in a staff capacity as defined in Title 2, Division 6, Section 18700-of the California Code of Regulations. . 12. PROHIBITION AGAINST TRANSFERS: Consultant shall not assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of City. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for money by Consultant from City under this Agreement may be assigned to a bank, trust company or other financial institution without prior written consent. Written notice of such assignment shall be promptly furnished to City by Consultant. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital.stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant, if Consultant is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50%) or more of the voting power of the corporation. 13. SUBCONTRACTOR APPROVAL.:. Unless prior written consent from City is obtained, only those people and subcontractors whose names and resumes are attached to this Agreement shall be used in the performance of this Agreement. In the event that Consultant employs subcontractors, such subcontractors shall be required to furnish proof of workers' compensation insurance and shall also be required to carry general, automobile and professional liability insurance in reasonable conformity to the insurance carried by Consultant. In addition, any work or services subcontracted hereunder shall be subject to each provision of this Agreement. 14. PERMITS AND LICENSES: Consultant, at his/her sole expense, shall obtain and maintain during the term of this Agreement, all appropriate permits, certificates and licenses including, but not limited to, a City ,Business License, that may be required in connection with the performance of services hereunder. 15. REPORTS: A. Each and every report, draft-, work product, map, record and other document, hereinafter collectively referred to as "Report", reproduced, prepared or caused to be prepared by Consultant: pursuant to or in connection with this Agreement, shall be the exclusive property of City. Consultant 'shall not copyright any Report required by this Agreement and shall execute appropriate documents to assign to City the copyright to Reports created pursuant to this Agreement. Any Report, information and data acquired or required by this Agreement shall become the property of City, and all publication rights are reserved to City. Consultant may retai�a a copy of any report furnished to the City pursuant to this Agreement. B. All Reports prepared by Consultant may be used by City in execution or implementation of: (1) The original Project for which Consultant was hired; (2) Completion of the original Project by others; (3) Subsequent additions to the original project; and/or (4) Other City projects as appropriate. C. Consultant shall, at such time and in such form as City may require, furnish reports concerning the status of services required under this Agreement. D. All Reports required to be provided by this Agreement shall be printed on recycled paper.. All Reports shall be copied on both sides of the paper except for one original, which shall be single sided. E. No Report, information or other data given to or prepared or assembled by Consultant.pursuant to this Agreement shall be made available to any individual or organization by Consultant without prior approval by City. 16. RECORDS: Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that relate to the performance of services Colder this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation. of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free- access to such books and records to the representatives of City or its designees at all proper times, and gives City the right to examine and audit same, and to make transcripts therefrom as necessary, and to allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained for a period of three (3) years after receipt of final payment. If supplemental examination or audit of the records is necessary due to concerns raised by City's preliminary e;camination or audit of records, and the City's supplemental examination or audit. of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of contract or failure to act in good faith, then Consultant shall reimburse City for all reasonable costs and expenses associated with the supplemental examination or audit. 17.. NOTICES: All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States Mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals from Consultant to City shall be addressed to City at: City of Cupertino 10300 Torre Ave. Cupertino CA 95014 Attention: Aarti Shrivastava All notices, demands, requests, or approvals from City to Consultant shall be addressed to Consultant at: AECOM 2020 L Street, Suite 400 Sacramento, CA 95811 Attn: Jeff Goldman 18. TERMINATION: In the event Consultant fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, Consultant shall be deemed in default in the performance of this Agreement. If such default is not cured within within the time specified after receipt by Consultant from City of written notice of default, specifying the nature of such default and the steps necessary to cure such default, City may terminate the Agreement forthwith by giving to the Consultant written notice thereof. City shall have the option, at its sole discretion and without cause, of terminating this Agreement by giving seven (7) days' prior written notice to Consultant as provided herein. Upon termination of this Agreement, each party shall pay to the other party that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 19. COMPLIANCES: Consultant shall comply with all state or federal laws and all ordinances, rules and regulations enacted or issued by City. 20. CONFLICT OF LAW: This Agreement shall be interpreted under, and enforced by the laws of the State of California excepting any choice of law rules which may direct the application of laws of another jurisdiction. The Agreement and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this .Agreement (or the successors of those authorities.) Any suits brought pursuant to'this Agreement shall be filed with the courts of the County of Santa Clara, State of California. 21. ADVERTISEMENT: Consultant shall not post, exhibit, display or allow to be posted, exhibited, displayed any signs, advertising, show bills, lithographs, posters or cards of any kind pertaining to the services performed under this Agreement unless prior written approval has been secured from City to do otherwise.. 22. WAIVER: A waiver by City of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein, whether of the same or a different character. 23. INTEGRATED CONTRACT: This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements, of whatsoever kind or.nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 24. INSERTED PROVISIONS: Each provision and clause required by law to be inserted into the Agreement shall be deemed to be enacted herein, and the Agreement shall be read and enforced as though each were included herein. If through mistake or otherwise, any such provision is not inserted or is not correctly inserted, the Agreement shall be amended to make such insertion on application by either party. 25. CAPTIONS: The captions in this Agreement are for convenience only, are not a part of the Agreement and in no way affect, limit or amplify the terms or provisions of this Agreement. IN WITNESS WHEREOF, the parties have caused the Agreement to be executed. CONSULTANT 'C:ITY OF CUPERTINO A.Municipal Corporation AECOM Tec,hnIca Se.rv�c.e,S 1AL By Erin Cooke Ali Title -��- 'Title Sustainabi /Mang er _ Date Date 3 ]DECOMME D FO APPROVAL: Title Director, Community Development .4PP VED AS TO FORM: Carol Korade, City Attorn AT S o • J Grace Schmidt, City Clerk Attachments: ll Exhibit A-Scope of Work Exhibit B-Budget Exhibit C-AECOM Schedule Exhibit D-MIG Schedule EXPENDITURE DISTRIBUTION ACCOUNT NUMBER AMOUNT 110-1210-9347 62,466.00- 110-7302-9347 37,500.00 Total: $99,966.00 ��/ c EXHIBIT A AECOM and MIG Scope of Work Task 0 — Project Management Task OA — Project Kickoff AECOM will host a project kickoff meeting via conference call to review the project schedule, roles, and responsibilities. We will prepare a kickoff meeting agenda, facilitate the meeting, and prepare a meeting summary. One MIG staff member will attend the kick-off meeting to gather information that will be used to inform the community engagement efforts and coordinate with the city and GPA team. .AECOM assumes that the city will invite city, staff and arrange for a meeting room from which city staff can participate in the conference call. AECOM Deliverables: • Attendance during kick-off meeting • Meeting agenda and conference call/Wel>Ex number • Meeting summary MIG Deliverables: Attendance at kick-off meeting ■ Review and comments on draft meeting summary Task OB — Team Coordination AECOM will host bi-weekly conference calls to keep the city's point of contact up to date on project progress. We assume 15 twice-monthly calls of 30-minutes each, with the option to cancel or extend meetings as necessary. The twice-monthly check-in calls will be used to discuss progress on specific tasks, planning for the community engagement workshops,. review of comments received, and preparation for Planning Commission and/or City Council meetings, among other topics. We also assume there is a need for threE! one-hour conference calls with city staff, AECOM staff, and MIG to discuss the content and structure of the two workshops: While we understand that the city would like MIG to facilitate the workshops, the workshop content and exercises will be developed through a collaborative process. This will help to ensure that technical information is represented appropriately and that opportunities for public engagement are designed to solicit meaningful comments from community members. AECOM will incorporate digital meeting platforms, such as WebEx, into calls as necessary to share work documents in real time. We will provide a conference number or WebEx login information prior to each meeting. J MIG will also participate in regular coordination calls with city staff, AECOM., and other relevant partners (such as the GPA Team) as needed. The goal of these meetings is to build an understanding of the work products being prepared by AECOM for the purposes of CAP community engagement and to coordinate effectively with other city planning and outreach processes, avoiding any redundancies in scope and identifying opportunities for collaboration. MIG will also prepare monthly invoices with brief progress reports including budget updates. AECOM Deliverables: ■ Participate in conference calls MIG Deliverables: ■ Participation in conference calls ■ Monthly invoices and progress reports, provided as pdf and in hard copy Task 1 — Cupertino CAP Community Engagement Task 1A — Visioning Workshop & Goal-Setting Workshop AECOM has worked closely with city staff to identify existing and planned actions that contribute to greenhouse gas (GHG) emissions reductions from a communitywide and local government operations (LGO) perspective. While an extensive list of best management practices in emissions reductions has been considered as part of the CAP process, community input may suggest new ideas or indicate preferences for implementation priorities. We understand that the city would like MIG to facilitate the community workshops described as part of Task 1A. However, to ensure that the comments solicited are meaningful to the communitywide CAP process, .AECOM will play a supporting role in development and implementation of the two workshops. AECOM assumes that the public outreach process described herein only applies .to development of the communitywide CAP. Task 2 includes a scope for measure revisions associated with the local government operations (LGO) CAP. The MIG Team will lead the two community workshops to gather public and stakeholder input into the city's communitywide CAP. Both will be facilitated by Chris Beynon and supported by team members from MIG, AECOM, and the City of Cupertino to provide a depth of policy and technical expertise. In advance of the workshops, MIG will provide a PowerPoint template in which AECOM will develop the draft workshop presentations. MIG will also develop promotional materiels and a brief outreach strategy for each workshop to encourage participation frorn a broad cross-section of residents and interest groups. MIG will, in collaboration with city staff, consider ways to leverage other community workshops and engagement efforts to build interest and encourage participation. This could involve holding .joint workshops with other planning processes, holding the workshop immediately before a City Council or Planning Commission meeting, or co-sponsoring the workshop with a community-based organization. We assume the city will handle all workshop logistics (e.g., venue selection, room layout, AV set-up, refreshments, sign-in sheets). MIG will develop and provide room set- up diagrams, sign-in sheets, facilitator or staff guides for interactive exercises, and final electronic workshop materials for city staff to print. MIG will also coordinate with the city to agree upon a set of promotional materials to encourage 'attendance at the workshops, building on'the city's existing communication tools including the city's GPA website and e-mail notificaiton systems. MIG will develop workshop advertisements. This may include press releases, e-blasts, flyers and stakeholder outreach); AECOM will provide input on press release content and help develop content for workshop flyers and notices; MIG will prepare final materials based on AECOM input. City staff will be responsible for printing and distributing promotional materials and inviting stakeholders. AECOM will provide one Workshop Summary Report for each workshop, including scanned copies of sign-in sheets, summaries of comments and feedback collected during the workshop, and a list of comments/feedback that we believe would inform direct changes to the draft CAP measures. MIG and the city will provide comments on the draft summary reports prior to AECOM preparing the final summary reports. MIG and city staff will also provide AECOM with copies of workshop sign-in sheets and all notes/comments collected. during the workshops (either hardcopies or electronic versions). The list of feedback directing document changes will be combined with similar feedback received through Optional Task 1 B and Optional Task 1 C (should those tasks be included), and submitted to the city as 1he Recommended Changes Memorandum described in Task 2. Workshop #1 AECOM, MIG, and the city will work together to develop a strategy for Workshop #1. As the CAP's technical experts, AECOM Nrill present an overview of the city's communitywide CAP to date and its role in the Santa Clara County Regional CAP project, describe the primary components -of the CAP, and explain why the city is preparing this plan. The presentation will also describe how emissions reduction targets are selected, what targets other Bay Area jurisdictions have adopted, and what Cupertino's target should be. Following this brief formal presentation, the workshop would shift to a facilitated conversation or engagement exercise led by MIG. The MIG Team will lead facilitated small group discussions that solicit input and ideas for a city-wide vision that supports climate action and sustainability. MIG and AECOM staff will manage the conversation to encourage identification of highest-priority city needs and suggestions for ways the CAP can contribute to realizing the vision. MIG Team members, AECOM staff, and city staff will also act as resources for technical and policy questions and will record notes from the conversation. Meeting participants will also be encouraged to provide written input using comment cards. One AECOM team member will attend Workshop #1 to support the MIG Team, and to give the introductory presentation, answer technical questions, and help take notes during the facilitated portion of the workshop. In addition to the meeting summary prepared by AECOM, the MIG Team will develop a memo outlining "_lessons learned" from the first workshop to help inform the second workshop promotion and planning. AECOM Deliverables: • Draft PowerPoint Presentation (including one revision) • Input on press release/advertisement flyer content (Word) • Workshop Summary Memo draft (Word) and Final (PDF) MIG Deliverables: E Draft (Word) and Final (pdf) Meeting Agendas ■ Draft and Final outreach materials (e.g., flyers, a-blast content, web copy) • Draft and Final workshop display boards (up to 8) • Electronic copies (pdf or photos) of all written materials, including comment cards, wallgraphic recordings or flip chart notes a Draft and Final Power Point presentation ■ Meeting supplies, including sign-in sheets, handouts and comment cards ■ Memo outlining lessons learned Workshop #2 The second public workshop will build upon community input gathered during the first workshop, and help participants explore what it will take to achieve the city's reduction target. The meeting will include a brief introduction outlining the CAP process and providing a summary of input received a t the first workshop. The majority of the workshop will be spent on large- or small-group interactive exercises. AECOM will work with MIG and city staff-to develop exerciser that allow participants to provide focused feedback and direction to project staff. This could include prioritization or ranking exercises and/or the use of electronic keypad polling.. The workshop may also include breakout stations representing the five primary emissions reduction sectors (i.e., Energy, Transportation, Solid Waste, Water, and Green Infrastructure). The MIG Team will facilitate the chosen workshop exercise(s). Prior to the workshop, MIG will provide AECOM with a workshop board template in which to place the draft technical content (i.e., text and graphics) that will accompany the workshop exercise. MIG will_review and finalize the presentation boards, and print hardcopies for display at the workshop. It is likely that presentation boards will illustrate emissions attributed to the various sectors, examples of past city actions and successes within the sectors, and the draft measures being considered for inclusion in the CAP. AECOM, MIG, and city staff will act as resources for technical and policy questions and will record notes from the conversations. Meeting participants will also be encouraged to provide written input using comment cards. Project staff will provide information on next steps in the CAP process and how to comment on the CEQA documents. One AECOM team member will attend the Visioning Workshop to make any introductory presentation about the CAP process, answer technical questions during the workshop exercise(s), and help in taking notes. AECOM Deliverables: • Draft PowerPoint Presentation (including one revision) • Input on press release/advertisement flyE!r content (Word) • Draft content development for workshop display boards (up to 5), including text and graphics (InDesign) • Workshop Summary Memo draft (Word) ,and Final (PDF) MIG Deliverables: ® Draft (Word) and Final (pdf) Meeting Agendas Draft and.Final outreach materials (e.g., flyers, a-blast content, web copy) Draft and Final workshop display boards (up to 8) Meeting supplies, including sign-in sheets, handouts and comment cards Electronic copies (pdf or photos) of all written materials, including comment cards, wallgraphic recordings or flip chart notes Optional Task 18 — Online Engagement MIG would lead the development of an online engagement approach, should the city decide to include one in the project. MIG recommends,augmenting the CAP community engagement efforts by creating an online information hub and survey tool. If approved by the City of Cupertino, MIG will design and develop an online engagement program to encourage and facilitate additional community participation in the Cupertino CAP development process. The program will include a project webpage than can be linked from the city's website and/or the MIG Town Square site prepared for the GPA (similar to the Housing Element). AECOM will support MIG in developing content for an online engagement platform, including provision of text and graphics that can be posted online. We assume the online content will be based on the same information prepared for the community workshop presentations and workshop boards. We envision the content would support the goal setting and greenhouse gas reduction measure development objectives of the two community workshops described in Task 1A. MIG will also develop an online survey using existing tools such as Survey Monkey, MetroQuest or Civinomics. Given the need to have public input into the draft CAP by April, we recommend using one of these tools rather than developing a custom app ,or interactive tool. These tools are flexible and adaptable enough to meet the needs of the CAP project in an efficient manner. MIG will manage the online tools and coordinate any outside vendors and prepare the summary of findings. MIG will provide AECOM with a written summary of comments solicited through the website no later than one week after the second workshop. This will allow AECOM to incorporate online comments into the final list of CAP measures and proceed with environmental review document preparation. The costs below do not include MIG's labor for content development and coordination. Online Tool Options MIG will work with the city and AECOM to select an appropriate online engagement tool. Options we recommend for consideration include: 1. MetroQuest MetroQuest is an online community engagement platform for planning projects. It is a flexible and cost-effective way to collect informed input from the public and stakeholders using a simple interface that can be accessed online and integrated into the CAP website. It can also be used in kiosks and at workshops. The vendor fee for Metroquest is $12,000. 2. Civinomics Civinomics is a web-based engagement program that offers. online surveys as well as a low-cost in-person 5-7 minute iPad surveys. Surveys can be designed for statistical significance and iPad surveys offer an excellent opportunity to capture. Four hundred in-person surveys with a concurrent online survey could be conducted for less than $10,000. 3. SurveyMonkey SurveyMonkey is a simple, low-cost cluestionnaire tool that can be set up quickly and easily (though it offers less customization than some other tools). The City of Cupertino has an established SurveyMonkey account for its GPA process which can be used for this purpose, so no additional fees will be incurred. 4. Mapita The Mapita system provides a robust and user-friendly way for the public to provide. specific, place-based input that can be linked to the GIS data and base maps. This is an open access online survey tool with a vendor fee of$5,000. AECOM Deliverables: • Conference call with MIG, city to discuss online engagement options and strategy • Draft text/graphic content (JPG, Word, PDF) • Input on questions to be included in online. engagement tool MIG Deliverables: Meeting with AECOM and city to discuss online engagement options and strategy Draft (Word) and.Final (pdf) Online-Engagement Plan Memorandum ■ Draft and Final Webpage Design and Development (Photoshop, HTML, CSS, Flash) ■ Draft and Final Survey Tool Content and Design (format to be determined) Draft (Word) and Final (pdf) Summary of Findings Optional Task 1 C— Focus Groups and/or St,3keholder Interviews If approved, MIG will plan and facilitate up to five additional small group meetings with key stakeholders to explore issues and identify CAP measures that have community support. MIG will work with AECOM and the city to develop targeted questions and meeting agendas and facilitate these sessions. The city will be responsible for identifying and inviting stakeholders (in consultation with MIG), securing meeting locations, and providing any printed materials needed for these meetings. AECOM will provide one staff member to attend these meetings (up to five), make any required technical presentations, answer* CAP-specific questions, and take notes. AECOM will also provide one summary report that documents comments received during each meeting for incorporation into the Recommended Changes Memorandum described in Task 2. AECOM will prepare a draft (Word) summary report for review and comment by MIG and the city, prior to preparing a final (PDF) report. As with the Optional Task 113, we assume these optional meetings would occur prior to the conclusion of the second community workshop in order to incorporate comments into the revised list of CAP measures. AECOM Deliverables: Draft interview questions ® Focus Group/Stakeholder summary report draft (Word) and Final (PDF) MIG Deliverables: Draft (Word) and Final (pdf) interview questions Facilitation and recording of up to five small group discussions ADDITIONAL MEETINGS The above scope of work does not include MIG attendance or contribution to any Planning Commission or City Council study sessions or hearings. Additional meetings or hearings will be attended upon request at cost of time and materials, approximately $1,800 per meeting. Task 2 — Community Input-Based Measure Revisions to SCC Draft CAP AECOM is preparing an Administrative Review Draft, Public Review Draft, and Final CAP as part of the SCC CAP contract. That contract also includes preparation of up to two PowerPoint presentations for the city to iuse during their CAP adoption hearings, but does not include AECOM's attendance at those meetings. Given our intimate knowledge of how the draft measures have been prepared to date, and our understanding of the opportunities and caveats for developing additional measures in Cupertino, our CAP team is uniquely qualified to efficiently move from the Task 1 community engagement activities into the Administrative Draft CAP revisions. Our work proposal for Task 2 addresses development of additional CAP measures, or revising those included in the Draft Administrative CAP, as a result of community and stakeholder input described in Task 1; making adjustments to emissions reduction quantifications as a result of the community-based input; revising the city's GHG emissions reduction target as a result of thE! Goal-Setting Workshop; and, attending up to two Planning Commission and/or City Council meetings where we would present the PowerPoint presentations prepared under the SCC CAP contract and address the ways community and stakeholder feedback was integrated into the plan. Following completion of the community engagement activities described in Task 1, AECOM will review the two Workshop Summary Reports and compile the list of changes to the draft CAP measures that were recommended by workshop participants. If optional. Tasks 113 and/or 1C are included in this scope of work-, the list of recommended changes resulting from those engagement opportunities will be combined with those in the Workshop Surnmary Reports. AECOM will. submit one memorandum summarizing recommended changes resulting from all of the community engagement activities. We assume city staff will review the memorandum and provide one consolidated list of changes to the draft CAP for AECOM to make. Because we have already worked so closely with 1he city to identify emissions reduction opportunities, we assume the nature of the comments will primarily focus on revising, or developing additional, implementing actions rather than development of brand new measures. We assume comments would reSL1It in the development of no more than five new CAP measures, with their associated implementing actions and quantified GHG emissions reduction estimates (where possible). In addition to communitywide CAP measure changes or additions resulting from the community workshops (and the optional outreach tasks), AECOM assumes that City Council may direct changes or additions to the preliminary list of LGO CAP measures prepared under the SCC CAP contract. AECOM assumes that up to five additional LGO CAP measures could be developed, quantified, and incorporated into the Public Review Draft LGO CAP as part of this contract, fallowing receipt of City Council comments. AECOM also assumes that the draft LGO CAP measures will not be presented for community input as part of Task 1 described above. Upon receipt of the city's consolidated list of changes, AECOM will make revisions to the Administrative Draft CAP measure text, implementing actions, and quantifications of GHG reductions estimates, as necessary. This final list of measures will be used to complete the CAP environmental review document, as described in Task 3. If directed, AECOM will also revise the city's GHG emissions target and calculations demonstrating the city's estimated progress towards the target throughout the document. AECOM will provide an Administrative Draft Revisions Memorandum documenting the before and after text to show where changes have been made to the Administrative Draft CAP as a result of community and stakeholder input. Following incorporation of all city-directed revisions into the Administrative Draft CAP, AECOM will submit a revised Administrative Draft CAP to the city for review and comment. We assume the city will provide one consolidated set of comments and revisions, which AECOM will incorporate to produce the Public Review Draft CAP. As noted above, preparation of a Public Review Draft CAP is included within AECOM's scope of work under the SCC CAP contract. Therefore, we have only included a Public Review Draft CAP deliverable within this proposal to cover the marginal additional.effort required to produce that document as a result of additional or substantially revised measures or a change in GHG reduction target. AECOM will submit an electronic copy of the Public Review Draft CAP to the city for their distribution to the public and other interested parties. AECOM will also email an electronic version of the Public Review CAP to the Bay Area Air Quality Management District for their review and comment. AECOM assumes that comments related to the content of the Public Review Draft CAP and resulting revisions will be addressed as part of the SCC CAP contract. As noted above, AECOM will provide up to two PowerPoint presentations for use at Planning Commission and/or City Council meetings as part of the SCC CAP contract. We understand that the city would like the contracted consulted to attend up to two such meetings where they will present the public comments received and demonstrate how they were addressed within the Public Review Draft. Since we are preparing the CAP document as well, we assume one AECOM staff member would attend each meeting (up to 2) and give a presentation that describes the overall contents of the CAP, as well as how community and stakeholder input was integrated into the plan. Task 2 Deliverables — Draft and Final CAP (CUP TASK 2) and associated documents: Item Description Format # Hard Copies Recommended Develop one report Word/PDF 0 changes summarizing memorandum community comments directing changes to Administrative Draft CAP; includes one draft revision Admin Draft CAP Develop on memo Word/PDF 0 changes-tracking documenting what memorandum changes were made to the Administrative Draft CAP based on community and stakeholder input; includes on draft revision Revised Admin Prepare revised Admin Word 0 Draft CAP Draft CAP Public Review Draft Prepare Public ReviE!w Word/PDF 0 CAP Draft CAP; includes one draft revision City Prepare two RPT 0 Council/Planning presentations, one per Commission meeting, to present presentation CAP and demonstrate how community/stakeholder input was addressed; includes one draft revision each Task 3 — Environmental Review As part of the SCC CAP work, AECOM is preparing materials to assist the.participating jurisdictions with the environmental review for their individual CAPs. AECOM is currently preparing three documents for this purpose: Template Initial Study (IS) intended to provide the framework for CEQA analysis of the CAP and guidance on CEQA compliance for CAPs based on our extensive experience; ® Impact tables to provide discussions of impacts that could potentially arise from the selected CAP measures, conceptual discussion supporting findings of no impact where appropriate, and sample relevant language that each jurisdiction can use to tailor for each reduction measure; and o Mitigation approaches where potential impacts are identified, including sample mitigation measures and post-mitigation statements of significance. We recommend the CEQA process start after preparation of the Administrative Draft CAP with a Draft IS/ MND available for public comment at the same time as the public review Draft CAP.We assume that revisions -to the Draft Initial Study / MND in response to public comments on either the Draft CAP or IS/MND will not substantially affect the CEQA analysis and documentation. AECOM assumes that we will prepare a single IS/MND to cover the communitywide and LGO CAP Measures as a single, interrelated. program. We assume that this document will provide a program level of analysis; some measures, especially LGO measures, may be implemented through future actions which will require analysis at a project level once detailed, specific descriptions of these projects are available. To initiate the CEQA process, AECOM willl attend one teleconference to discuss the strategy for California Environmental Qualify Act (CEQA) compliance. We will review roles, responsibilities, expectations, and the desired schedule for this effort. We will make any necessary revisions to our scope of work following this meeting. Based on the city's direction in this teleconference, AECOM will review the final list of Cupertino's CAP measures (both communitywide and LGO) against the impact analysis described above to identify measures that have the potential to generate adverse environmental impacts. We will also conduct additional impact analysis on any new measures developed as a result of the CAP community engagement, as described under Task 1, as well as new LGO measures resulting from City Council input as described under Task 2. We will customize the project description and environmental setting provided in the template environmental documents, as necessary, to reflect unique aspects of Cupertino's context that pertain to environmental effects. AECOM will populate the template IS using the impact discussions provided in the impact tables, customizing these descriptions for Cupertiino. Where impacts have been identified, AECOM will recommend mitigation measures and characterize impacts after the application of mitigation. For impacts where mitigation is necessary, we will review existing regulations, such as those in the City's Municipal Code, mitigating policies and strategies from the General Plan, and applicable standard mitigation measures to determine applicability to the CAP. In particular, policies .and strategies from Section 5 of the City's General Plan, "Environmental Resources/Sustainability," could be used directly or revised for use as mitigation for CAP measures. Since the city is in the midst of a General Plan Update, we assume any settings information can come from background reports prepared to support this effort. Based on our experience, we also assume that the Initial Study will not require any technical reports to support our conclusions (for example, air quality, noise, transportation, hydrology, geotechnical, etc.). We will prepare for the city's review one administrative draft Environmental Initial Study and Negative Declaration (Mitigated Negative Declaration, if necessary). After incorporating revisions, we will prepare a Notice of Completion & Environmental Document Transmittal and hand deliver with the Public Review Draft IS document to the State Clearinghouse to initiate the public review period. We will provide the City with electronic versions of these documents for local distribution. We recommend distribution at the same time to the Bay Area Air Quality Management District, other responsible agencies, and local stakeholders and interested parties. We will review with city staff public and agency comments received on the Environmental Initial Study and participate in one teleconference to discuss comments. We will provide the city with responses to coimments and revisions to the Initial Study for review and revision. Revisions to the CAP to address comments received from the BAAQMD are included in Task 2 of this proposal. We assume that any changes that are necessary will not require any new analysis or reorganization of the document. This scope of work and budget assumes that up to 30 hours may be required for responses to comments and revisions to the public review draft Initial Study. We will prepare one final Initial Study/Mitigated Negative Declaration to be used by the city in adoption proceedings. We assume city staff can provide text related to CEQA findings. We will prepare a Notice of Determination and hand deliver the notice to the State Clearinghouse. We assume the city will file the notice with the County Clerk's office. Task 3 Deliverables — Environmental Review (CUP Task 3) Item Description Format # Hard Copies Admin and Public Provide1 Word/PDF As required to Review Draft IS/ND administrative draft initiate State or IS/MND and 1 .revised public Clearinghouse review draft Initial circulation Study and Negative Declaration or Mitigated Negative Declaration NOC and Provide 1 Notice of Word/PDF 1 for State environmental Completion & Clearinghouse document transmittal Environmental Document Transmittal r Screencheck and Provide 1 Word/PDF 0 final IS/ND or screencheck and 1 IS/MND, and final Initial Study responses to Negative Declaration comments or Mitigated Negative Declaration and responses to comments Public comments Provide catalog of Word/PDF 0 and public comments recommendations and recommendations (e.g. time, date, correspondence details), and responses to all comments Notice of Provide 1 draft and 1 Word/PDF 1 for State Determination final Notice of Clearinghouse Determination Task 3 — Project Management This task involved management of AECOM and MIG tasks throughout the project schedule, including up to 12 30-minute bi-monthly conference calls, review of subconsultant work, and monthly progress reports to accompany invoicing. Cost/Schedule per Task Task 0 (Project Management) Timeframe: 24 weeks Budget: $7,299 Task 1A (Visioning Workshop and Goal-Setting Workshop) Timeframe: 9 weeks Budget: $20,885 Optional Task 18 (Online Engagement) Timeframe: 3 weeks Budget: $8,,129 Optional Task 1 C (Focus Groups and/or Stakeholder Interviews) Timeframe: 11 weeks Budget: $12,046 Task 2 (Community-Input Based Measure Revisions to SCC Draft CAP) Timeframe: 14 weeks Budget: $13,888 Task 3 (Environmental Review) Timeframe: 19 weeks Budget: $18,815 Direct Costs: $2,600 Direct Costs — Optional Tasks: $12,700 Total contract timeframe (note: some phases overlap): -24 weeks Total contract budget (without optional tasks): $67,091 Total contract budget (with optional-tasks): $99,966 r o e c t b u d g e t EXHIBIT B _.. . bA Kick-Off Meeting .......4 ...,.,,,_.$772 6 .$558 0 $0 0 SA' -0 $0 0 $0 $0 0 ... $0 4 $498': 0 .. $0 ........ $75. 14 ,... $1,9031 .. .._._. ....,.._...__...-. ..... .__.._:...... .__._........_........._.'__ ..... .. __::.:.. ... 0 ...... ..$ ..4 .. .... - .. _...:_.. .....: ..- ... ..... OB Coordination Meetings 4 $772 26' $24181 0 $0 0 S>D, 0 $0 0 $0.. $0 4 $785 12 $1,495; 0 $0 $25 46 $5,496 76; .0 xo $03 :.0 o $o $o a $7ss 1s $1ssaoa'. . '$o:� $1ooso ;s�39s .��„ ., .,•. ° . subtotal; 8 $1 544 3z :�az.e � N w $o _�. ��n� K m. �: ... .._. — to 1 Public Visioning Workshop 3 ... $579 36 $3348........1. $127 0 ....$D� 0 ...._$0 2 $1761 $100 16 $3142 20 $2492 6 .. $640 ........ $800 . .....m..__. ......... ?...._ ...... ........ ,.. ................ ....... - ..:::._: ....... _ ..... _ :....._ ._::.:... .._.. 1A.2 Goal Setting Workshop 3 $579. 37 - $34411: 0 $0 0 $0 0 $0 1 $881 $100 16 $3142 20 $2492, B $640 $800 85 $11,282 w NEW— � -�- s '��,'.:. a :r 'Subtotali •:6•.� $1';158 73=,, :s,',�$6789„ 1'' '�,,�,,$127 0=. `,$0;�0� $0 .�,3�� °$264 �,x.,$200 „e,,,�.,�.� 32 x$6,283 ;40�. $4 984.X16 }��.$1 260,.$1`600&g17.1,1„�� $22,685; 2A Communkyivide Measure Revisions I 10 $1,930 102 $9,486 16 $2,032. 0 $Os 0 $0 5 $440j. $500 0 $0 0 S0; 0• $0 $0 133 $14,388 �'. ,... ..•.;` 0,; LG©MeasureJRewsrons ONY �.a _1 s $.... ,;,$ ... --.... $.:.�_ ...___ '......._.._...�L ...:.c..�.-,__�...:. _,.,• __�:• ......_.__._ _ �. ...:'. . ..�:_ m��.-_ ... ..,.,........_,:. ,,,„ .__.._. 930. IfORsig,3440 16 $2.032 0* - $0''.Or ,,); ` $0 5� $440 .,$500¢fir. l§�.��t":Q O rri E_.$0.L0. .3.$D; 0 y .. $0 yy�,$0 133. `y $14,388,= 3A Initial Study Mitigated Negative Declaration 20 $3,860 7 $651 541 10 $1 620 110 $12,430 0 $0; $100 0 $0 0 $0 0 $0 $0 149 ,$18915 Subtotal§'20� $3;860 ,x„7,: 6, 2, ,$254„„�10,ti„±'„ $1620.x,;110,�,;,1$12.430 Or? '+„�a4$0 $100. , 0 , $0 6N_ ,$0. Project.Management 10 $1930 18- $16741 -0 1 $01 0 1 $0 0 $0 0 $o $100 28_ $3,704 �:_.._.. p .. ..... ... ._.. a X ,�10 ... $1,930 ,18 $1�674i0 .e,.... SO. 0 - $0' :t;!0.^,_ e£$0 0� �.�..60I; x,$100 ,i .., � ]=,.u, 21 .?k.€.e .. 28 ....;», ... a m .,.�..�. �..� '_.;a. �.> s 4. ..b„"� ,: � ..,.• ..e@ °"�: `��. n z'•'.:' �. o�' i, '. ao) '"�;•' <co n:`: �' a�' "5 t �. air .e ,,. TO"LFEc B"� iREi.7.,OSTS *3' _=.84'r *'t<32=. $-<1576.� »!19 # � . t .... $.0,4� ...<. ... _,.: �'-.,,, v 2,43 10 :;$. '!6,0.. ,',:0 13�....430, 8.�"K�.$gc a�as704��.$-,, 9-0' .:. $S�,J,65. N-E .3T�0,.. 5 Direct costs include mileage associated with travel,delivery charges and mailings,document printing,large-scale color and b/w printing,and meeting/graphic supplies 1B Online Engagement 1, $193 42 ;-$3,906 2 $254 ,0' $0�' •0 .so 0 $01 . $0 4, $785 24' $2990;. 0" - $0 $12,000 73� •$20129 s -�- 1C Focus Groups or Stakeholder Interviews j 2 $386 61 $56731 2 $254 0 $01 0 $0 0 $0; $300 4 $785 32 $398T 12 $960 $400 113 $12,746 TOTAL,OPTIONAL,TASKS B.DIRECT COSTS #; 3. $679 103. ,$9,5794 $608 0 $0�;0 +,,,. $0 0,' r - SO , ' 56978 ;y 12, x._'$960 ••, �^ ......:.. .... �_._.....,,..�,.. ...,.,m x,. �> .�.... d }, ... .�_. ,rk',$300 $10866$°=`r8 �.,.j�s�315771 66 • o.. .. r, �x X512400 186 $32874?'• MIG,Inc. Cupertino General Plan Amendment 2012 Page 4.1 LEGEND EXHIBIT C City of Cupertino CAP Support Schedule Deliverable EMIn-Person Meetings City Review ,,,,%S.btask Duration Public Comment Period General Plan Update Team and SCC CAP Team Deliverables 'U" Task 4,'Pid i6dCAR!P IVJE r e 1A.Visioning Workshop and Goal-Setting Workshop 1A.1 Design Workshop�Boaids 1A.2 Advertise Workshops(flyer preparation,press release) MV Fla-WI 1A.3'Ptepare for Workshops(e.g.,2 PPTs) 1A.4 Attend 1 Present at Goal-Setling,Workshop I!N.5,Attend i Present at Visioning Workshop ME-, 1A.6 Prepare Workshop Summary Reports :` h ,OP,TION14L�,TASKA'�'�:"I* MONNOWOMMON.Mll 1B.Online Engagement 1 B.1 Develop Website Content jg 1C.Focus Groups andfof Stakeholder Interviews ICA Develop Meeting Materials'(1 PowerPoint.handouts SLINeykjueStionnlirel' 1Ci2 Attend Focus Group/Stakeholder Meetings(timefrarne wiihin which meetings could,occur) 10,3 Prepare Focus Group/Stakeholder Interview Summary.Report "W" ink,"AI N 1,11111111", 2.Measure Revisions 2.A.1 Develop Recommended Changes Memorandum 2A:2 Revise AdministrativeDraft Measure Text andOLEentifiCation Estimates 2A.3 Provide Revised Administrative Draft CAP 2A3 Prepare Administrative Draft CAP Changes-Tracking Memorandum 2A.4 Preoare Public Review Draft 2A.5 Attend First City—Councilor Planning Commission Meeting 2A.6 Attend Second City Council or Planning Commission Meeting NEW", '�`'P 3.Initial Study Mitigated Negative Declaration 3.1 Conduct Impact Analysis for New,Revisud Measures 3.2 Develop Mitigation Measures for New/Revised Measures 'D"" 5 3.3 Customize Project Description and Environmental Setting 3.4-Administrative Draft Initial Study Mitigated Negative Declaration — 3.5 Public Review,Draft Initial Study Mitigated Negative Declaration 11,"'4 a WA T1 — 3.6 Response to Comments and Screencheck Final Initial Study,and Mitigated Negative Declaration W, IN 01 R?49 WR 3.7 Final Initial,Study i Mitigated Negative Dcclaration 19............ 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