HomeMy WebLinkAboutAGENDA REPORT 2012 0919 CC REG ITEM 10I ITEM 10.1.
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MOORPARK CITY COUNCIL ��`Ld_ J 6-_�_
AGENDA REPORT
TO: Honorable City Council
FROM: David A. Bobardt, Community Develo nt Director,
Joseph R. Vacca, Principal Planner,
DATE: July 31, 2012 (CC Meeting of 09119/12)
SUBJECT: Consider a Professional Services Agreement to Prepare 2014-2021
Update to the City's Housing Element of the General Plan
BACKGROUND / DISCUSSION
State law requires cities in the Southern California Association of Governments region
to complete updates to the Housing Elements of their General Plans and have them
approved by the State Housing and Community Development Department (HCD) by
October, 2013. The Housing Element requirements, unlike requirements for other
General Plan elements, are very detailed, requiring specialized expertise for successful
completion of an element that would achieve HCD approval. The Housing Element
update has been included in the Fiscal Year 2012-2013 Goals and Objectives as part of
a Top Ten Priority calling for a comprehensive General Plan update. The FY 2012-
2013 budget includes $20,000.00 for this task.
The most recent Housing Element Update was completed by Mr. John Douglas, AICP,
Principal of J. H. Douglas and Associates for $38,925.00, approximately $2,500.00
under budget. Staff was very satisfied with the work performed by Mr. Douglas and had
asked him for a proposal to complete the 2014-2021 update. Because of his work on
the City's current Housing Element and familiarity with Moorpark, he would be able to
complete the 2014-2021 update without extensive upfront costs, at an estimated cost of
$19,680.00, approximately half that spent on the current Housing Element. The tasks
and timeline identified in the proposal meet the needs of the City to complete the
Housing Element in a manner that would satisfy State law.
FISCAL IMPACT
Funding for this work is included in the Fiscal Year 2012-2013 budget.
303
Honorable City Council
September 19, 2012
Page 2
STAFF RECOMMENDATION
Authorize the City Manager to negotiate and execute a Professional Services
Agreement with J. H. Douglas and Associates for the preparation of the 2014-2021
Housing Element update, subject to final language approval of City Manager and City
Attorney.
ATTACHMENT:
1. J. H. Douglas and Associates proposal to prepare the 2014-2021 Housing
Element update
SACommunity Dev lopmentWDMINtAGMTS%ConsuttantV.H.Douglas and Assobates\HE 2014_2021 Update AgrmmkCC agnda rpn PSA Housing Element 2014_2021 Update_120919.doC
304
CITY OF MOORPARK
Proposal to Prepare the
2013-2021 Housing Element Update
Submitted to:
David Bobardt, AICP
Community Development Director
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
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Submitted by:
J.H. Douglas & Associates
April 2, 2012
305
CC ATTACHMENT 1
City of Moorpark 2013 Housing Element Proposal
Table of Contents
1. Project Understanding and Approach ................................................................. 1
2. Scope of Work and Schedule ................................................................................ 3
3. Qualifications and References............................................................................. 11
4. Proposed Budget.................................................................................................... 15
J.H.DOUGLAS&ASSOCIATES + APRIL 2,2012
306
J. H. Douglas & Associates
}
._
April 2, 2012
David Bobardt, AICP
Community Development Director
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Dear Mr. Bobardt,
I appreciate the opportunity to submit this proposal to again assist you with the City's
Housing Element update. Based on my familiarity with your current circumstances and
experience with many other jurisdictions in Ventura County and throughout California, I
believe I can help you prepare the required 2013 update in a very efficient manner.
As we approach completion of the 2008-2014 Housing Element and SCAG's adoption
of the new RHNA allocations, the City is in a good position to complete the 2013
update within the state-mandated timeframe of October 2013.
1 have enjoyed working with you on the 2008 Housing Element and hope that you find
this proposal responsive to your needs. If you have any questions please give me a call
at 714-628-0464.
Yours truly,
n Douglas, AICP
Principal
13142 ROSALIND DRIVE,SANTA ANA,CA 92705
TEL: 714.628.0464 Fax:714.628.0330 E-.,MA1L JOHN @JHDPLANNiNG.NET
307
City of Moorpark 2013 Housing Element Proposal
1. Project Understanding and Approach
Under state law, all jurisdictions in the Southern
California Association of Governments (SCAG)
region must complete their next housing element
update by October 2013. The new Housing
Element will cover the projection period January
1, 2014 through October 1, 2021. SCAG's draft
Regional Housing Needs Assessment (RHNA)
allocation for Moorpark is 1,164 units, with 486 of
those in the very-low- and low-income categories.
This allocation is subject to public review, appeals,
and final approval by SCAG's Regional Council,
anticipated in late 2012.
The new Draft RHNA is significantly lower than the
1,617 units allocated in the previous planning
period. However, it will be essential for the City to
finalize the 2008 Housing Element and adoption of
the zoning amendments called for in Program 3 in
order to avoid a carryover of a portion of the
previous RHNA to the new period.
In the previous Housing Element cycle,
demonstrating to HCD that the City had
adequate sites to accommodate the RHNA has
been the most challenging aspect of the process.
If the City can complete the zone changes prior
to the end of this planning period, the sites
inventory should not be such a difficult issue with
the new Housing Element.
Our experience preparing Housing Elements and
working with HCD in over 50 jurisdictions
throughout California during the past 30 years has
given us a thorough understanding of the legal
requirements and land use policy issues involved
in obtaining state certification. This knowledge,
combined with our local familiarity gained from
preparing the current Moorpark Housing Element,
makes us uniquely well qualified for this
assignment. The following section provides a
detailed description of the tasks we propose to
carry out as part of this project.
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City of Moorpark 2013 Housing Element Proposal
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City of Moorpark 2013 Housing Element Proposal
Scope of Work and Schedule
The following section outlines the specific tasks, deliverables and schedule we propose for the
2013 Housing Element update. Other optional tasks can also be provided if desired.
Task 1 Task 1 entails the research, analysis, writing and production of the
Housing Element new Housing Element document for review by City staff, decision-
makers, the public, and State HCD. The ultimate goal is the
Preparation adoption of a Housing Element that achieves the City's policy
objectives while also receiving HCD certification. The 2013 element
will include a comprehensive update of all sections as necessary in
order to reflect the City's accomplishments since the previous
element was prepared, new demographic and housing data, any
recent changes in policies and regulations, an updated RHNA
analysis, and new or revised implementation programs.
1.1 Administrative An Administrative Draft Housing Element will be prepared to reflect
Draft Housing current conditions, goals, policies, quantified objectives, and
Element implementation programs describing the City's housing strategy for
the 2013-2021 planning period. Policies and programs will be
updated based on lessons learned during the previous planning
period and where appropriate,refinements will be recommended.
The draft Housing Element will include all of the items required by
state law, as described below. The budget assumes that staff
comments will be incorporated into the complete Administrative
Draft Element, with one subsequent review of the complete
document.
Evaluation of the Previous Housing Element. This task involves the
review and evaluation of the previous Housing Element, including
appropriateness of goals and policies, the effectiveness of
programs, and the City's progress in meeting quantified objectives.
Since much of the information needed for this evaluation is
contained in City records, the budget assumes that City staff will
provide the required information regarding program
accomplishments in the previous planning period.
Needs Assessment. A fundamental component of the Housing
Element is an identification of the community's needs. Data sources
to be utilized include the U.S. Census, state Department of Finance
population and housing trends, state Employment Development
Department job statistics and forecasts, the County's most recent
available Point-in-Time homeless survey, and real estate market
data. The Regional Housing Needs Assessment prepared by SCAG
will identify growth needs for the new planning period. The needs
assessment will include all of the items required by California
Government Code §65583(a) and Department of Housing and
Community Development "Building Blocks" guidelines. The budget
assumes that City staff will assist in identifying the current inventory
of assisted housing projects (if any) and their eligibility to convert to
market rate. If it is determined that there are units "at risk", the
J.H. DOUGLAS &ASSOCIATES -3- APRIL 2,2012
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City of Moorpark 2013 Housing Element Proposal
required analysis will be conducted. The budget assumes that
adequate information regarding the number of housing units in
need of rehabilitation or replacement can be obtained from the
observations and professional judgment of Code Enforcement,
Planning and Building Department staff rather than a new field
survey. HCD generally does not require a new field survey of housing
conditions. However, if it is determined that field work is necessary, it
can be completed as an optional task, or City staff can conduct
the survey under our guidance.
Resources and Opportunities. The analysis of resources and
opportunities will focus on the following topics.
• Land inventory/site analysis and an evaluation of the
relationship of zoning and public facilities to serve these sites.
• Financial and administrative resources, including federal,
state and local housing assistance programs.
• Analysis of opportunities for energy conservation.
It is expected that SCAG's Regional Council will adopt the new
RHNA allocations by October 2012. The draft RHNA allocation for
Moorpark for the 2014-2021 planning period is 1,164 units, with 486 of
those in the very-low- and low-income categories. Based on state
law (AB 2348 of 2004), a "default density" of 20 units/acre is
assumed to be necessary to facilitate lower-income housing
development. It is assumed that City staff will assist us in identifying
any changes to the inventory of parcels with the potential for
housing development as well as specific site information needed to
prepare the land inventory (e.g., parcel ID numbers, parcel size,
General Plan/zoning designations, entitlement status, and
information regarding development interest and timing).
If appropriate, this section of the Housing Element will also examine
the potential for satisfying a portion of the RHNA through committed
assistance for the rehabilitation, conservation or conversion of
existing affordable units under the "Alternate Sites" provisions of
state law (Government Code §65583.1.c).
Constraints.The constraints analysis will include the following issues:
• Governmental constraints, including land use plans and
regulations, zoning districts,development standards,
improvement requirements, fees, and processing
procedures will be analyzed.The budget assumes that City
staff will assist in this process by identifying any changes to
plans, regulations, procedures,standards, fees, and other
potential governmental constraints that have occurred
since the previous Housing Element was prepared.
• Non-governmental constraints will be evaluated, including
land and construction cost, financing cost and availability,
environmental conditions (e.g., flood hazards, geotechnical
problems, sensitive biological habitat) and infrastructure
(particularly water and wastewater treatment capacity). It is
assumed that the City's Public Works/Engineering staff will
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City of Moorpark 2013 Housing Element Proposal
provide the information needed to assess infrastructure
capacity constraints.
Housing Plan. The analysis of needs, resources, opportunities and
constraints, together with the evaluation of the previous Housing
Element, will provide guidance in identifying areas where policies
and programs should be refined to better accomplish the City's
objectives or address changes in state law. We will work with staff
and decision-makers to identify policy options and refine the goals,
policies, and programs as necessary. The experience of City staff
who are involved in program implementation will be especially
valuable in this regard
Products
+ Administrative Draft Housing Element document (2 hard
copies+ electronic file)
(Note: If desired, additional copies of documents can be provided
on a time-and-materials basis)
1.2 Public Review A Public Review Draft Element will then be prepared incorporating
Draft Housing staff comments. One round of review is assumed. If additional
Element rounds of review are requested on the Draft Element at this stage, or
if late comments must be incorporated after the Public Review Draft
is completed, they will be provided on a time-and-materials basis. It
is assumed that the Public Review Draft Element will be made
available to the public and submitted to HCD for review.
Products
+ Public Review Draft Housing Element (1 master copy+
electronic file)
1.3 Proposed Final The ultimate goal of the Housing Element update process is to
Housing adopt and implement an element that meets City objectives while
Element also receiving a finding of substantial compliance ("certification")
by HCD. Certification of the Housing Element is important for several
reasons - to maintain eligibility for grant funds, to ensure a legally
adequate General Plan, to maintain local control of the land use
planning process, to avoid a RHNA carryover to the next planning
period, and to avoid a 4-year update schedule under SB 375.
After receipt of HCD's comments on the Public Review Draft
Housing Element, we will work with staff to revise the element as
necessary to address the state's concerns. We will prepare a
summary matrix following the points raised in HCD's review letter
along with a tracked version of the revised draft element so that all
parties can easily see the City's responses to HCD comments.
Based on our experience preparing the previous Housing Element in
Moorpark and many other jurisdictions throughout California, we
anticipate that HCD approval will be received in not more than two
official submittals. Our strategy is to schedule a conference call with
HCD's reviewer midway through the 60-day review period to allow
refinements prior to receiving HCD's review letter. The budget
J.H.DOUGLAS&ASSOCIATES -5- APRIL 2,2012
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City of Moorpark 2013 Housing Element Proposal
assumes a total of up to 16 hours for responding to HCD comments
and preparing the revised draft element. However, if HCD
comments require significantly more time and effort than assumed
in the budget, we will advise the City's project manager and a
mutually acceptable approach will be devised to successfully
complete the required work.
Products
+ Review and analysis of HCD comments
+ Meetings/conference calls to review HCD comments with
City and HCD staff
+ Matrix summarizing HCD comments and proposed changes
to the Draft Housing Element (electronic file)
+ Preparation of a Revised Draft Housing Element for
consideration by decision-makers (1 master copy+
electronic file)
1.4 Final Housing Following acceptance of the revised draft element by HCD, public
Element hearings will be held by the Planning Commission and City Council
for final adoption. We will make any additional revisions to the
document to address Planning Commission comments prior to
consideration by the City Council. Further refinements, if necessary,
will be made to respond to City Council direction. The adopted
element will then be submitted to HCD for final certification.
Products
+ Planning Commission: Proposed Final Housing Element
document (electronic file)
+ City Council: Final Housing Element document (electronic
file)
Note: While our goal is to help the City produce a Housing Element
that receives certification by HCD, it is possible that unresolved
policy differences between City decision-makers and HCD could
hinder certification efforts.
Task 2 State Housing Element law' requires a diligent effort to involve
Public interested persons and organizations representing all economic
segments of the community in the preparation of Housing Elements.
Participation The budget assumes that the public involvement process will
include one public hearing each with the Planning Commission and
City Council. We will assist City staff in compiling a public notification
list of interested parties and preparing public notices. We will also
assist the City in preparing staff reports and will give a presentation
at each meeting. Additional public meetings or materials (e.g.,
flyers, FAQs, press releases) can be provided on a time-and-
materials basis if desired.
Our objectives are to satisfy all legal requirements for public
Cal.Govt.Code§65583(C)(6)
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City of Moorpark 2013 Housing Element Proposal
involvement, ensure that City decision-makers have the benefit of
transparent and vigorous civic participation in the development of
City housing policy, and that interested parties can see how their
input has been incorporated into the final Housing Element.
Products
+ Assist staff in preparing a notification list and public notices
+ Attend and give presentations at two public meetings and
assist with preparation of staff reports
Task 3 Our approach to project management is to anticipate the City's
Project needs and take personal responsibility for the final success of the
project. We maintain regular contact with City staff, and make
Management ourselves available in whatever capacity p y is desired by the City.
While we expect that most communications will occur via
telephone and e-mail, on-site working meetings with staff at critical
stages of the project are assumed in the budget. We believe our
gray hairs and "battle scars" have provided us with a deep
appreciation for the political sensitivities of the planning process,
which helps us anticipate problems and avoid unpleasant surprises.
We take pride in the high level of service we provide, and
encourage the City to contact our previous clients for reference.
Products
+ Regular coordination with City staff via telephone or e-mail
+ On-site working meetings, as necessary
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City of Moorpark 2013 Housing Element Proposal
Schedule The following proposed timeline identifies anticipated milestones
for the major components of the Housing Element update.
Obtaining state HCD approval generally requires a significant
portion of the overall schedule, which is affected by the specific
issues raised during the review process. Recent experience has
shown that most jurisdictions require at least two rounds of HCD
review prior to obtaining draft certification. Our typical approach
has been to work informally with HCD staff during the 60-day
review period to address concerns prior to issuance of their review
letter. At the project outset we will review the schedule with City
staff and make refinements as appropriate.
We believe the keys to schedule (and budget) control are 1) a
clear understanding of issues, 2) close coordination between the
consultant and City staff, and 3) an experienced consulting team.
Mr. Douglas has managed numerous Housing Element projects
and is committed to providing the City with excellent service.
September 2012 Administrative Draft Housing Element to staff for review
October 2012 Staff review of Administrative Draft Housing Element
November 2012 Preparation of Public Review Draft Housing Element
December 2012 Release Public Review Draft 2013 Housing Element
January 2013 Submit Draft Housing Element to HCD (60-day review)
March 2013 HCD comments on Draft Housing Element
April 2013 Prepare responses to HCD comments and submit Revised Draft
Housing Element to HCD
June 2013 HCD comments on Revised Draft Housing Element
("Draft In Compliance" letter)
July-August 2013 Planning Commission & City Council adoption hearings; submit
adopted element to HCD for certification
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3. Qualifications and References
J.H. Douglas & Associates is an urban and environmental
planning consulting firm formed in 1998. Founding principal John
Douglas, AICP brings over 35 years of diverse planning
experience to the firm, which has given him a broad
understanding of land use planning and analysis, environmental
planning and CEQA documentation, housing policy and
implementation, demographic and market analysis, entitlement
processing, public participation and conflict resolution.
During the last Housing Element cycle our team assisted over 30
jurisdictions throughout California with their updates. Mr.
Douglas is also a certified mediator with a background in
helping to find solutions to difficult land use and public policy
issues. He holds a Certificate in Conflict Management and
Alternative Dispute Resolution from the University of California,
Irvine and is a lecturer in the Graduate Program in Urban and
Regional Planning at UCI where he has taught seminars in
housing and collaborative planning.
Two key principles guide our approach to all our planning
projects. First, we are a small firm with only seasoned
professionals. There are no junior planners-in-training here.
Because we have worked as senior staff on "both sides of the
counter," we understand the needs of our clients and don't spin
our wheels. We have excellent communication skills and we do
quality work the first time, without the need for extensive
revisions.
Second, we approach each Housing Element update as a
team effort - while we have special expertise in preparing
Housing Elements, we also recognize that the City's staff, officials
and community stakeholders have a thorough understanding of
local conditions, information sources, and priorities that are
essential to a successful project. In the kickoff meeting we will
exchange information about the City's important issues and
how the Housing Element can best meet the City's objectives
while also satisfying legal requirements
Obtaining state certification of the Housing Element can be a
challenging task, and we are especially well-qualified to help
cities in this regard. During the past three decades Mr. Douglas
has worked with management and senior staff at state HCD as
both a local government planner and consultant to resolve
Housing Element issues and help cities and counties obtain
certification. His long experience and relationships with HCD
staff enable him to identify workable solutions to issues raised
during the review process.
Since the passage of AB 2348 in 2004, the sites inventory analysis
has been the single most difficult challenge to HCD certification.
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City of Moorpark 2013 Housing Element Proposal
Housing Elements have become an exercise in land use
planning, and our broad experience with general plans, specific
plans, zoning regulations and entitlement processing has been
especially valuable in preparing a sites inventory that meets
HCD requirements.
Local control of land use is of paramount importance to city
elected officials, and the state's role in certifying housing
elements can be very difficult for decision-makers to accept.
Our knowledge of housing issues, clear presentation style, and
background in consensus building strategies can help
overcome these obstacles and achieve successful solutions.
Mr. Douglas will serve as Principal-in-Charge and Project
Manager for the Housing Element update, will oversee
preparation of all Housing Element documents, and will be
responsible for cost, schedule and quality control. John will be
the day-to-day contact with City staff and make presentations
at public workshops and hearings.
Client References We have an extraordinary depth of experience preparing
Housing Elements in a wide variety of communities. We
John, thank you so much encourage City staff to contact these recent Housing Element
for all of your efforts with clients for references.
regard to our Housing
Element. 1 know how well City of Culver City
you and Randy worked Sol Blumenfeld,Community Development Director
together to prepare the 310-253-5700 sol.blumenfeld @culvercity.orq
document and all of the Susan Yun,Senior Planner
issues you faced along the 310-253-5755 susan.yun @culvercity.ora
way. In the end, you put
together a good City of Malibu
document which will guide Joyce Parker-Bozylinski,AICP, Planning Director
us with our efforts for the 310-456-2489 x265 JParker-Bozylinski @malibucity.ora
next 5 years. Your
presentation to the City City of Diamond Bar
Council was exceptional.It Greg Gubman, AICP, Planning Director
was succinct, told a story, 909-839-7065 GGubman @DiamondBarCA.cov
and hit on the major
points. City of Hermosa Beach
Pam Townsend, AICP,Senior Planner
Bob Burrow,AICP 310-318-0240 ptownsend @hermosabch.ora
Community Dev. Director
City of Camarillo City of Santa Paula
Janna Minsk,AICP, Planning Director
805-933-4244 JMinsk @socity.org
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City of Moorpark 2013 Housing Element Proposal
RESUME
John H. Douglas, AICP
Principal
Qualifications Mr. Douglas has over 35 years experience in the planning field, including 15
years of management-level positions in city and county planning agencies.
John manages the firm's practice in general plans, housing elements,
CEQA/NEPA analysis, demographic analysis, public outreach programs and
conflict resolution. John's previous consulting experience includes Principal of
Conexus, Director of Planning for Civic Solutions, Inc. and senior consultant with
The Planning Center. From 1991-1998 John served as Principal Planner for the
City of Newport Beach where his duties included advance planning, economic
development, annexations, CDBG administration, managing the entitlement
and CEQA review process, and coordination with the California Coastal
Commission on permitting issues. From 1981-1991 he was employed at the
Orange County Environmental Management Agency where he supervised staff
in the areas of advance planning, demographic forecasting, housing, CEQA
compliance and entitlement processing. From 1977-1981 he was a housing
market analyst for a private consulting firm. His planning experience began in
1974 with the City of Fresno.
Highlights of John's extensive background in local government has given him a broad
Experience understanding of the practical aspects of planning. He has managed
numerous General Plan projects, Housing Elements, zoning code amendments,
EIRs, and entitlement processes for both private and public projects. His special
areas of expertise are housing, CEQA compliance, and public policy consensus
building strategies. He holds a certificate in Conflict Management from the
University of California, Irvine and is a state-certified mediator with considerable
experience working with groups and committees to find common ground on
complex and controversial issues. He has taught courses on Housing Elements
and Collaborative Planning in the graduate program in Urban and Regional
Planning at the University of California, Irvine and has been a frequent speaker
at professional conferences and universities.
Education + B.A., University of California, Los Angeles, Geography, 1974
+ Graduate Studies, San Diego State University, City Planning, 1976-78
+ Certificate in Alternative Dispute Resolution, UCI, 2000
Professional + Lecturer, Graduate Program in Urban & Regional Planning, University of
Affiliations California, Irvine
+ American Institute of Certified Planners
Charter Member, American Planning Association
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4. Proposed • • -
Our proposed budget for the Housing Element update is provided below. Additional tasks can
be provided on a time-and-materials basis. Reimbursable expenses are billed at actual cost
with no surcharge. No mileage or travel expenses will be charged. Travel time to/from
meetings is included in the budget for each meeting. Our current schedule of rates is provided
in the proposed budget table below.
m :
1.0 Housing Element reparation
-Admin.Draft Housing Element 80 8 88 $10,520
-Public Review Draft Housing Element 16 2 18 $2,130
-Proposed Final Housing Element 16 $2,000
-Final Housing Element 6 2 $880
2.0 Public Participation
-PC and CC meetings 1 each 28 28 $3,500
3.0 Project Management 4 1 4 $500
Total Labor 150 12 162 $19,530
Hourly Rate $125 $65
Reimbursable Expenses See table below $150
Total Labor+Expenses $19,680
JD=John Douglas,AICP,Project Manager
WP=Word Processing/graphics tech
Estimated Reimbursable Expenses
Travel/mileage No charge
Printing/graphics/supplies $100
Postage/deliveries $50
Total $150
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