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October 20, 2014 Eric Engelbart Assistant to the City Manager San Leandro City Manager's Office SUBJECT: Request for Modification to ICF Contract - Consultant to Develop and Manage the Process to Select a Single Medical Cannabis Dispensary Dear Mr. Engelbart: ICF Resources, L.L.C. (hereafter referred to as "ICF") respectfully requests a modification to the above - referenced contract to continue our support on San Leandro's application and evaluation process to select a single medical cannabis dispensary. Our request, which is based on previous phone conversations with you, is explained in detail below. As with many mission critical projects, ICF and the City's planned approaches, assumptions, and expected scope developed during the proposal stage have not always remained consistent with the project needs discovered during implementation. Throughout this effort, ICF has been responsive to the priorities of the project and the City's objectives, as these have continued to evolve. To that end, ICF has provided a higher level of support than was originally scoped and budgeted for in our June 16, 2014 proposal. In addition, the City has identified and requested support for additional services planned for a later phase of the effort that were not included in the original scope of work. ICF has identified three primary areas where the work required was well above that proposed originally. These areas include: Volume of pre -qualification applications: • ICF's proposal assumed a lower volume of application review, both for the pre -qualification and RFP than the City expects to receive, thus, additional ICF resources will be needed to provide thorough application review of the anticipated pre -qualification and RFP applications. ICF's proposal assumed 10 pre -qualification applications would be received; however the City anticipates getting upwards of 50 applications. Due to the larger volume of pre -qualifications, the revised application process now includes review of 10 instead of 5 RFP applications. Expanded meeting support: • ICF's proposal assumed meeting support and attendance at two (2) City Council meetings. As the project has evolved, the City has requested that ICF also facilitate three (3) additional teleconferences, including meetings with the City Stakeholders to discuss feedback after the pre -qualification review, application review and interview review. Interview process support: • The City has requested that the application evaluation process include an applicant interview process as the last review round prior to recommendation. This step was not included as part of the original scope of work. Additional ICF support will be needed to prepare Staff Stakeholders for these interviews. 100 Cambridgepark Drive, Suite 500 — Cambridge MA 02140 617.250.4200 617.250.4261 fax www.icfi.com