HomeMy WebLinkAboutCC Resolution 10757 (Transportation Planning Svcs)RESOLUTION NO. 10757
RESOLUTION AUTHORIZING THE CITY MANAGER TO SIGN A PROFESSIONAL
SERVICES AGREEMENT WITH NELSON/NYGAARD CONSULTING ASSOCIATES
TO PERFORM TRANSPORTATION PLANNING SERVICES.
WHEREAS, on August 21, 2000 Council authorized a new transportation
planner position to assist in the General Plan update, conduct shuttle study, assist in
preparation of pedestrian and bicycle master plan, and provide expert advice in regard to
City's interest in Countywide transportation issues and Congestion Management Agency
policies; and
WHEREAS, the recruitment of a transportation planner has not been
successful; and
WHEREAS, staff received a proposal from Nelson\Nygaard Consulting
Associates for transportaion planning services for the project;
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of
San Rafael that the Scope of Services for Nelson\Nygaard Consulting Associates is
accepted and Council does hereby authorize the City Manager to sign Professional
Services Agreement with Nelson/Nygaard Consulting Associates for transportation
planning services in a form approved by the City Attorney, and as stated in Exhibit A
attached to the Professional Services Agreement;
I, JEANNE. M. LEONCINI, Clerk of the City of San Rafael, hereby certify that
the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of
the Council of said City on the 16`x' day of January, 2001, by the following vote, to wit:
AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
A, M.
JEA LEONCINI, City Clerk
AGREEMENT
FOR PROFESSIONAL SERVICES
FOR Transportation Planning Studies and Assistance
This Agreement is made and entered into this 17 day of January, 2001, by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and Nelson\Nygaard Consulting Associates
(hereinafter "CONTRACTOR).
RECITALS
WHEREAS, the CITY has determined that civil engineering consulting services are
required to design and prepare plans and specifications for the Transportation Planning Consulting
(hereinafter "PROJECT"); and
WHEREAS, the CONTRACTOR has offered to render certain specialized professional
services in connection with this Project.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. DEFINITIONS.
2. PROJECT COORDINATION
A. CITY. The City Manager shall be the representative of the CITY for all
purposes under this Agreement. The City Engineer is hereby designated the PROJECT MANAGER for
the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of
this Agreement.
B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for
CONTRACTOR. Don Curry is hereby designated as the PROJECT DIRECTOR for CONTRACTOR.
Should circumstances or conditions subsequent to the execution of this Agreement require a substitute
PROJECT DIRECTOR for any reason, the CONTRACTOR shall notify the CITY within ten (10)
business days of the substitution.
3. DUTIES OF CONTRACTOR
CONTRACTOR shall perform the duties and/or provide services as follows; the CONTRACTOR agrees
to provide professional services as Transportation Consultant to prepare Transportation Planning
Asistance and Analysis associated with the General Plan update, Pedestrian and Bicycle Master Plan,
Shuttle Study and Staff Assistance for various transportaion policy and analysis related subjects, as
outlined in the Proposal from CONTRACTOR dated January 5, 2001, marked Exhibit "A", attached
hereto, and incorporated herein by this reference. The CONTRACTOR agrees to be available and
perform the work specified in this agreement in the time frame as specified and as shown in Exhibit "A".
4. DUTIES OF THE CITY
CITY shall perform the duties as described in Exhibit "A" attached hereto and
incorporated herein.
5. COMPENSATION
For the full performance of the services described herein by CONTRACTOR,
CITY shall pay CONTRACTOR on a time and materials basis for services rendered in accordance with
the rates shown on the current fee schedule as described in Exhibit "A" attached and incorporated herein.
The total payment made for any individual work task will not exceed the amounts shown on the Proposal
Budget, set out in Exhibit "A".
Payment will be made monthly upon receipt by PROJECT MANAGER of
itemized invoices submitted by CONTRACTOR.
is complete.
6. TERM OF AGREEMENT
The term of this Agreement shall be from the date of execution until the Project
7. TERMINATION
A. Discretionary. Either party may terminate this Agreement without cause
upon thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon ten
(10) days written notice mailed or personally delivered to the other party, and the notified party's failure
to cure or correct the cause of the termination notice, to the reasonable satisfaction of the party giving
such notice, within thirty (30) days of the receipt of said notice.
C. Effect of Termination. Upon receipt of notice of termination, neither
party shall incur additional obligations under any provision of this Agreement without the prior written
consent of the other.
D. Return of Documents. Upon termination, any and all CITY documents
or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY
as soon as possible, but not later than thirty (30) days after termination.
Agreement • 2
8. OWNERSHIP OF DOCUMENTS
The written documents and materials prepared by the CONTRACTOR in
connection with the performance of its duties under this Agreement, shall be the sole property of CITY.
CITY may use said property for any purpose, including projects not contemplated by this Agreement.
9. INSPECTION AND AUDIT
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its
agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in
connection with its performance of its duties under this Agreement. CONTRACTOR shall fully
cooperate with CITY or its agent in any such audit or inspection.
10. ASSIGNABILTY
The parties agree that they shall not assign or transfer any interest in this
Agreement nor the performance of any of their respective obligations hereunder, without the prior
written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or
obligations arising hereunder shall be void and of no effect.
11. INSURANCE
A. During the term of this Agreement, CONTRACTOR, shall maintain, at no
expense to CITY, the following insurance policies:
1. A comprehensive general liability insurance policy in the minimum amount
of one million ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or property
damage;
2. An automobile liability (non -owned, and hired vehicles) insurance policy in
the minimum amount of one million ($1,000,000) dollars per occurrence;
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount of one
million ($1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance of
services under this Agreement.
B. The insurance coverage required of the CONTRACTOR by Section 11. A., shall
also meet the following requirements:
1. The insurance shall be primary with respect to any insurance or coverage
maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution;
2. Except for professional liability insurance, the insurance policies shall
be endorsed for contractural liability and personal injury;
Agreement • 3
3. Except for professional liability insurance, the insurance policies shall
be specifically endorsed to include the CITY, its officers, agents, and employees as additionally named
insureds under the policies;
4. CONTRACTOR shall provide to PROJECT MANAGER, (a)
Certificates of Insurance evidencing the insurance coverage required herein, and (b) specific
endorsements naming CITY, its officers, agents and employees, as additional insureds under the policies;
5. The insurance policies shall provide that the insurance carrier shall not
cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon
thirty (30) days written notice to CITY's PROJECT MANAGER;
6. If the insurance is written on a Claims Made Form, then, following
termination of this Agreement, said insurance coverage shall survive for a period of not less than five
years;
7. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement;
8. The insurance shall be approved as to form and sufficiency by
PROJECT MANAGER and the City Attorney.
C. If it employs any person, CONTRACTOR shall maintain worker's compensation
and employer's liability insurance, as required by the State Labor Code and other applicable laws and
regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries
to CONTRACTOR's officers and employees.
D. Any deductibles or self-insured retentions in CONTRACTOR's insurance
policies must be declared to and approved by the PROJECT MANAGER and the City Attorney. At
CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or
eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of
losses and related investigations, claims administration, attorney's fees and defense expenses.
12. INDEMNIFICATION
CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its
officers, and employees, against any claim, demand, suit, judgement, loss, liability or expense of any
kind, including attorney's fees, arising out of or resulting in any way, in whole or in part, from any acts or
omissions, intentional or negligent, of CONTRACTOR or CONTRACTOR's officers, agents and
employees in the performance of their duties and obligations under this Agreement.
Agreement • 4
12. NONDISCRIMINATION
CONTRACTOR shall not discriminate, in any way, against any person on the
basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related
to the performance of its duties and obligations under this Agreement.
14. COMPLIANCE WITH ALL LAWS
CONTRACTOR shall observe and comply with all applicable federal, state and
local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these
laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold
harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines
and all other consequences from any noncompliance or violation of any laws, ordinance, codes or
regulations.
15. NO THIRD PARTY BENEFICIARIES
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to
create in any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
16. NOTICES
All notices and other communications required or permitted to be given under
this Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties
intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed,
upon the date of deposit with the United States Postal Service. Notice shall be given as follows:
TO CITY: Mr. David M. Bernardi (Project Manager)
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR: Nelson\Nygaard Consulting Associates
Bonnie Weinstein Nelson , Senior Partner
833 Market Street, Suite 900
San Francisco, CA 94103-1814
Agreement • 5
17. INDEPENDENT CONTRACTOR
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its
officers, agents and employees shall act in the capacity of an Independent Contractor, and not as
employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of
an employee of CITY.
18. ENTIRE AGREEMENT -- AMENDMENTS
A. The terms and conditions of this Agreement, all exhibits attached, and
all documents expressly incorporated by reference, represent the entire Agreement of the parties with
respect to the subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements,
oral or written, regarding the subject matter between the CONTRACT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the
subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or
modified except by a written amendment to this Agreement signed by the CONTRACTOR and the
CITY.
E. If any conflicts arise between the terms and conditions of this
Agreement, and the terms and conditions of the attached exhibits or the documents expressly
incorporated by reference, the terms and conditions of this Agreement shall control.
19. SET-OFF AGAINST DEBTS
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any
ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid
checks or other amounts.
20. WAIVERS
The waiver by either party of any breach or violation of any term, covenant or
condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver
of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent
acceptance by either party of any fee, performance, or other consideration which may become due or
owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by
Agreement • 6
the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or
regulation.
21. COSTS AND ATTORNEY's FEES
The prevailing party in any action brought to enforce the terms and conditions of
this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
22. CITY BUSINESS LICENSE/OTI-fER TAXES
CONTRACTOR shall obtain and maintain during the duration of this
Agreement, a CITY business license as required by the San Rafael Municipal Code. CONTRACTOR
shall pay any and all state and federal taxes and any other applicable taxes. CONTRACTOR's taxpayer
identification number is 94-3032011, and CONTRACTOR certifies under penalty of perjury that said
taxpayer identification number is correct.
23. APPLICABLE LAW
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
City Manager ROD GOULD
ATTEST:
City Clerk JEANNE M. LEONCINI
City Attorney GARY T. RAG IANTI
CONTRACTOR
Nelson\Nygaard Consulting Associates
Y
Title:
Agreement • 7
EXHIBIT "A"
Mr. Nader Mansouna, i
City of San Rafael — Scope of Services
SCOPE OF SERVICES
A. GENERAL PLAN UPDATE
San Rafael is currently embarked on a General Plan Update that seeks to involve a
wide range of citizens and other stakeholders. Nelson\Nygaard will assist in this effort
by serving as a resource to the Citizens Committee and assisting in policy analysis
leading to the draft Circulation Element.
Task 1. Review Background Report
Nelson\Nygaard staff will assist San Rafael staff in developing the background report on
transportation that will be submitted to the Citizens Committee as an initial step in
developing a Circulation element. Nelson\Nygaard staff will review the final draft
background report, and make recommendations for developing an Executive Summary.
This work will be done in January and February, as the background report is completed.
Key Staff: Bonnie Nelson
Hours Estimate: 50 hours at $105/hour = $5,250
Time Frame: January 22 through March 1, 2001
Task 2. Provide Assistance on Policy Development
Nelson\Nygaard staff will work under the direction of the General Plan update team,
providing assistance on the development of transportation policies for the General Plan.
We will utilize our knowledge of other creative General Plans and will conduct additional
research to assist the citizens committee and staff in formulizing a multi -modal
approach to the General Plan update.
The work done in this task will provide input to the Policy Options Workbook and will
also be used in facilitation of the Citizens Advisory Committee.
Key Staff: Bonnie Nelson and Paul Lutey
Hours Estimate: 20 Hours at $105/ Hour (BN)
40 Hours at $60/Hour (PL)
$4,500
Timeframe: March 1 — April 30, 2001
NelsonWygaard Consulting Associates 2 January 8, 2001
Mr. Nader Mansounafr
City of San Rafael — Scope of Services
Task 3. Work with Citizens Committee, Staff Committee and
Other General Plan Consultants
The Citizens Advisory Committee, which will guide the General Plan development
process, will be selected in January. This task includes up to five meetings with the
Citizens Committee, serving as a resource to the committee. In addition, this task
includes one meeting per month with staff and the other consultants working on the
General Plan.
Key Staff: Bonnie Nelson.
Hours Estimate: 40 hours for Citizens Committee Meetings at $105/ hour
16 hours for staff and consultant meetings at $105/hour
= $5,880
Timeframe: January — July 2001
Task 4. Assist in General Plan Analysis
Unlike many planning efforts, the City of San Rafael plans to develop a fairly definitive
project list as part of the General Plan update, down to preliminary design. In this task,
we will work with Public Works and Community Development staff to develop the
alternative scenarios that should be included in any modeling effort. We will also work
with these departments and the Citizens Committee to complete any required "off line'
analysis of transportation alternatives that cannot easily be modeled. These would
include changes in mode split and/or demand management options.
Key Staff: Bonnie Nelson, Jeff Tumlin
Hours Estimate: Depends on issues and level of analysis required.
Assume 40 hours at $105/hour = $4,200
Timeframe: May — July 2001
NelsonlNygaard Consulting Associates 3 January 8, 2001
Mr. Nader Mansoundn
City of San Rafael — Scope of Services
Task S. Assist in Preparation of Final Materials
Nelson\Nygaard staff will work with City staff to prepare the draft Circulation Element of
the General Plari. The goal will be to provide an informative, technically accurate, and
easy to read document that explains the transportation element of the General Plan.
Key Staff: Bonnie Nelson
Hours Estimate: Depends on issues and level of work required
Assume 40 hours at $105/hour = $4200
Timeframe: June — August 2001
Task 6. As Needed Assistance
Nelson\Nygaard will work under staff direction to provide as needed assistance during
the General Plan development process. This could include additional policy analysis,
coordinating the circulation element with the bike and pedestrian plan, and/or other
analyses as required.
Key Staff: Bonnie Nelson, Jeffery Tumlin
Hours Estimate: As Needed, up to 60 hours at $105/hour = $6,300
SAN RAFAEL GENERAL PLAN — BUDGET SUMMARY
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$1, �
-$105
$00 HWrA
T f
Task 1. Review Background Report
50
-
50
$5,250
Task 2. Policy Development
20
40 60
$4,500
Task 3. Work with Committee, Staff
36
20
56
$5,880
Task 4. Plan Analysis
30
10
40
$4,200
Task 5. Assist in Preparation of Final Materials
40
$4,200
Task 6. As Needed Assistance
60
$6,300
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40 1 306
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$30,330 f
NelsonWygaard Consulting Associates 4 January 8, 2001
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Mr. Nader Mansounan
City of San Rafael — Scope of Services
B. BICYCLE AND PEDESTRIAN PLAN UPDATE
The City is currently working with a Citizens Committee, which is charged with
developing recommendations for a Bicycle and Pedestrian Master Plan for San Rafael
that builds on the recommendations for the City included in the County -wide plan. The
recommendations from the Committee will be available in February.
Our role in this project will be to "bridge the gap" between the recommendations of
bicycle and pedestrian advocates, and City departments responsible for circulation of all
modes. The goal of this project is to complete Bicycle Lane Account applications for
funding of highest priority projects.
Task 1. Review Bicycle and Pedestrian Design Standards
Setting design standards is often the most controversial part of bicycle planning. The
viability of a bicycle facility is generally tied directly to the roadway geometric and
parking standards established by the City. This task will allow Nelson\Nygaard staff to
work with DPW, Community Development and interested stakeholders to balance the
need for safety and good traffic operation with the need for a comprehensive bike
network. Where necessary, we will perform a third party review of existing standards
and identify areas where exceptions might be made, or where some leeway could be
allowed for improved bicycle access.
We will bring to this review our knowledge of creative approaches to bike standards
elsewhere in the Bay Area and in other Cities where conditions are more similar to San
Rafael.
Key Staff: Jeff Tumlin and Dan Seltzer
Hours Estimate: 15 hours at $97/hour (JT) and 20 hours at $60/hour (DS)
$2,655
Timeframe: February 2001
NelsonWygaard Consulting Associates 6 January 8, 2001
Mr. Nader Mansounan
City of San Rafael — Scope of Services
Task 2. Assist in Project Evaluation and Prioritization
Working with Public Works staff and the bicycle community, we will evaluate and
prioritize the requests from the committee. These requests would ideally be linked to
the General Plan policies and to the Countywide Integrated Plan. For example, if
reducing the auto mode share for bringing students to school is an important goal in the
multi -modal plans, the City's Bike Plan should include safe routes to school for bicycles
in its project priority list. Other evaluation criteria would include potential for both
commute and recreational use, and likelihood of funding through BLA funds.
Key Staff: Jeff Tumlin and Dan Seltzer
Hours Estimate: 32 hours at $97/ hour (JT) + 24 hours at $60/hour (DS)
$4,544
Timeframe: March — April 2001
Task 3. Meet with Bicycle Committee
Nelson\Nygaard staff would meet with the Bicycle Committee to ensure that we
understand the projects they are recommending. We would provide immediate
feedback where possible so that the committee is aware of which projects are not likely
to be viable and where projects could be altered to make them more acceptable under
the proposed standards.
Based on prior experience, we estimate more than one meeting will be necessary, as
we assist the committee in shaping their requests to the City.
Key Staff: Jeff Tumlin and Den Seltzer
Hours Estimate: 8 hours at $97/ hour (JT) + 16 hours at $60/hour (DS)
$1,736
Timeframe: April — May 2001
NelsonWygaard Consulting Associates 7 January 8, 2001
Mr. Nader Mansounci i
City of San Rafael — Scope of Services
Task 4. Assist in Completion of the Bicycle Plan
Working with City staff, we will assist in the completion of the Bicycle Plan. This plan
must be designed to coordinate with the General Plan and County Integrated Plan that
are also under development to ensure implementation. Our role in this task could be
simply to review and comment on a final draft, but could also include writing and editing.
The hours assumption is for review and editing.
Key Staff: . Jeff Tumlin
Hours Estimate: 10 hours at $97/hour = $970
Timeframe: April May 2001
Task S. Develop BLA Applications
While we did not discuss this task, Nelson\Nygaard is fully prepared to work with staff in
completing BLA account applications to fund the approved bicycle plan projects. Time
will be of the essence in completing those applications, given that the draft plan will not
be completed.until the end of February or later, pending review. Both Jeff Tumlin and
Dan Seltzer would work on these applications, which would be estimated based on the
number of applications you choose to submit.
BICYCLE PLAN BUDGET SUMMARY
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Nelson ftgaard Consulting Associates 8 January 8, 2001
too
Task 1. Review Design Standards
15
20
35
$2,655
Task 2. Project Evaluation
32
24
56
$4,544
Task 3. Meet with Committee
8
16
24
$1,736
Task 4. Assist in Plan Completion
10.
10
$970
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TOTAL
65
60 1
125 1
$9,905
Nelson ftgaard Consulting Associates 8 January 8, 2001
Mr. Nader Mansounan
City of San Rafael — Scope of Services
C. SHUTTLE STUDY
In April 2000, the Northgate Shuttle service began operation as a peak hour service
connecting employers in north San Rafael with Golden Gate Transit at the intersection
of Highway 101 and Freitus Parkway. After six months of operation, the service was not
meeting performance expectations. The City retained Nelson\Nygaard Consulting
Associates to conduct an evaluation of the service to determine if it could be modified to
improve performance or whether service should be discontinued. The study concluded
that a peak -hour service that operates only in north San Rafael is not likely to be
successful. The study further stated that a shuttle which links north San Rafael to
downtown San Rafael, where parking is at a premium and there is more intense land
use, has a much greater potential for success.
The purpose of this study is to take the logical next step and evaluate the market and
ridership potential for a shuttle service in the downtown San Rafael area. This study is
intended to address the following key questions:
• What is the demand for a shuttle service in downtown San Rafael?
• Who would be the likely users of a downtown shuttle service?
• What other Transportation Demand Management (TDM) strategies would be
desirable to attract users to a shuttle service?
• Is there business support for a shuttle service and are there opportunities for the
service to be funded through a public/private partnership?
• What are the appropriate route configuration altematives? How frequently should
service operate?
• What would a shuttle service cost for start-up? How much would it cost for
ongoing operations?
• What types of vehicles are appropriate?
• Who would operate the service?
• How would you determine if service was successful?
Task I. Initiate Project
We believe an initial kick-off meeting is critical to the overall success of the project. At
this meeting, we will review the proposed scope, determine membership for a shuttle
study group, discuss the employer focus group meetings, and review your expectations
for the study. We will also review the role of the study group and determine when ve
want to' meet with this advisory group. We will also collect information that the City can
provide such as contact names and numbers for major employers and business
associations in the downtown area. At the outcome of this meeting, we will finalize the
workscope and schedule.
Nelsonwygaard consulting Associates 9 January 8, 2001
Mr. Nader Mansourta, i
City of San Rafael — Scope of Services
Task 2. Develop Goals and Objectives
The recommended first step in this shuttle study is to develop goals and objectives for a
shuttle service plan. Goals and objectives will guide the study and help the process in
later phases when difficult decisions need to be made. Key considerations during the
goal setting process include:
• Who is the shuttle trying to serve? What is its primary market(s)?
• How will we know if a shuttle service is successful?
• What performance measures will we use?
• Who should pay for the service? Is there an equitable way for costs to be
shared?
• What are the opportunities for a downtown shuttle to link with North San Rafael
and other sections of the City?
There may be other goals that the City hopes a downtown shuttle service can
accomplish, such as promoting economic development. We propose to suggest draft
goals and objectives, which will be reviewed and refined by city staff and with the shuttle
study group.
Task 3. Assess Demand
This task consists of three subtasks:
3.1 Prepare Density Maps
For this subtask, N\N will prepare density maps covering the study area. N\N will add
information on any new developments expected during the next one to three years. City
staff will provide this information. N\N will also clearly highlight on these maps the
location of specific high-density employment, shopping and residential sites, senior
citizen complexes, mobile home parks, schools and other major trip attractions.
3.2 Conduct Employee Zip Code Analysis
This subtask is a data collection effort, which will provide current information on the
origin and destination patterns of people who commute to work at large employers
(100+ employees) in the downtown San Rafael area. This information will be a valuable
tool in assessing demand for a shuttle service and in understanding travel patterns.
The task has two components: 1) identifying, in conjunction with city staff, major
employers in downtown San Rafael and 2) contacting employers to gather the
information about employee commute patterns. Our experience with this type of
analysis is that considerable effort is required to collect the information. Even a
response rate of 50% can be difficult to achieve.
We will develop a survey instrument that will solicit the following employee information:
• Residential zip codes of all employees
• Work start and end times
• Total number of employees
NelsonWygaard Consulting Associates 10 January 8, 2001
Mr. Nader Mansou►. ,i
City of San Rafael — Scope of Services
After we collect the information we will enter it into an Access database from which we
will develop an origin/destination matrix. Other information will be tabulated and
analyzed to understand travel patterns and potential shuttle usage.
3.3 Inventory Existing Transit Services
We will also review and document transit services in and around downtown San Rafael.
This will include ridership and passenger survey data on existing Golden Gate Transit
bus lines that serve the San Rafael Transportation Center. We have prepared a similar
map displaying transit and employer information for a shuttle feasibility study we
recently completed for San Leandro. A sample is shown on the following page.
Task 4. Conduct Peer Review
We believe it will be extremely valuable to conduct a peer review of other shuttle
services. This will provide a base line of how shuttle services operate, their level of
service and performance, and funding considerations. Nelson\Nygaard keeps a
comprehensive database of peer data from our previous shuttle studies. We will draw
on this extensive experience and supplement this data with current information. In
collecting up-to-date information, we will also focus on start-up services, performance
standards and other issues important to San Rafael.
Task S. Conduct Focus Groups with Employer Representatives
In this task we will build upon the information gathered in Tasks 3 and 4 by meeting
directly with representatives from the business community. With assistance from the
City, we will identify leaders in the business community and employer liaisons who
represent large (100+) employers for two focus group meetings. The purpose of these
meetings is to gain insight into:
• What would encourage people to use a shuttle service?
• What services are you willing to offer to encourage shuttle service usage?
Flexible working hours? A Guaranteed Ride Home program? On-site public
information? Financial support or in-kind services?
• What are the top priorities for malting transit an attractive alternative?
• What vision do employees and residents have for a shUttle service? What are the
primary destinations downtown and in the immediate surrounding area?
• What types of marketing materials would be desirable to reach the maximum
number of residents and employees in the area?
During these focus .group meetings we would ask for specific feedback about a series of
key questions and issues to ensure that the ultimate shuttle service plan reflects the
desires and preferences of the local Community. N\N will have flip charts and wall maps
to record participant comments and ideas. At these meetings, we could also review the
project goals and objectives and obtain their "buy -in" to the study process.
Nelson Wygaard Consulting Associates 11 January 8, 2001
Mr. Nader Mansou►.— i
City of San Rafael — Scope of Services
Deliverable: Working Paper #1
➢ Goals and Objectives
➢ Demand Assessment
A Peer Review
➢ Focus Group Results
NelsonlNygaard will prepare a Working Paper covering all tasks completed to
date. It will include maps, charts and supporting text.
Task 6. Develop Service Alternatives
N\N will prepare up to three routing alternatives for a shuttle service. Each alternative
will include, as appropriate, information covering:
• Revenue Hours and Miles
• Projected Ridership
• Conceptual schedules & operating plans
• Route maps
• Vehicle type
• Coordination with Golden Gate Transit
• Service -policies
• Operating Costs
Developing the alternatives will raise many difficult questions. Should a shuttle service
be limited to peak hour service or should service also operate mid-day? Of course
these questions will depend heavily on what market(s) the shuttle is serving. If the
service is tailored to office workers, then they will want to travel to commercial areas
during lunchtime. Should midday service be identical to peak -hour service, but perhaps
less frequent? Or should an entirely different service model apply at off-peak times?
These and other key questions will be addressed as we develop the alternatives and an
operating plan.
Deliverable: Working Paper #2
➢ Service Alternatives
➢ Recommended Operating Plan
NelsonlNygaard will prepare a Working Paper defining the service alternatives
including a recommendation. The Paper will include maps or each alliterative
and supporting text.
NelsonlNygaard Consulting Associates 12 January 8, 2001
Mr. Nader Mansourt.,v
City of San Rafael — Scope of Services
Task 7. Develop Financial Plan
A financial plan will be developed reflecting operating costs and any identified one-time
capital expenses. The funding plan will include an evaluation of all potential funding
sources that could be available for a City of San Rafael shuttle service. It will identify all
possible funding opportunities, including both traditional and "creative" sources. The
identified sources will state whether they can be used for capital investments or as
operating subsidy or whether there is flexibility and they could be used for either
purpose. For each source, we will project how much it is expected to generate, the
likelihood of success, ease of implementation, and political viability. Of particular
interest may be the concept of a public-private partnership with funding contributions
from a variety of sources.
Another key consideration in -the funding plan is whether to charge a fare for service.
The vast majority of shuttle services have a free fare policy. Since one of the primary
goals of a local shuttle service is to attract choice riders, a fare should be nominal at
most. We will evaluate the advantages and disadvantages of imposing a passenger fare
on the proposed shuttle service. An important element of this analysis is to assess how
much revenue will be generated compared to the administrative costs associated with
fare collection. As part of this analysis we will rely on experiences of other shuttle
services and the applicability to San Rafael.
Deliverable: f=inal Report
Nelson ftgaard will prepare a Draft Final Report consisting of all work completed
to date. In will incorporate the comments received on the first two working
papers and include the financial planning element. A draft version will be
submitted to City Staff. Upon receipt of comments, a Final version will be
prepared which the City can release to the general public. NI N staff will be
available to make a presentation of the Final Report to the City Council.
Project Budget
Our proposed budget is just under $30,000. This includes labor and direct costs. For
this budget we are proposing nearly 400 hours of professional service. A summary of
hours by person and task is shown on the following page.
NelsonWygaard Consulting Associates 13 January 8, 2001
Mr. Nader Mansoun., i
City of San Rafael — Scope of Services
SHUTTLE STUDY — BUDGET SUMMARY
Data Processing
Reproduction
TOTAL PROPOSED PRICE
• Y././v
$1,500
$500
$29.954
NelsonUVygaard Consulting Associates 14 January 8, 2001
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Task 1. InitiateProect....
8
8
16
$1,244
Task 2. Develop Goals & Objectives
6
6
12
$933
Task 3. Assess Demand
20
.30
50
8
40
148
$10,121
Task 4. Conduct PQerrReview
4
16
20
$1,232
Task 5. Conduct Focus Groups
8
16
12
20
56
$4,039
Task P. Develop Service Alternatives
12
24
24
20
24
104
$7,198
Task 7. Develop Financial Plan
12
16
8
36
- $2,686
Total Labor
1 70 1
70 f. 116
1 64
1 -72 1
392 '
127;454
Data Processing
Reproduction
TOTAL PROPOSED PRICE
• Y././v
$1,500
$500
$29.954
NelsonUVygaard Consulting Associates 14 January 8, 2001
Mr. Nader Mansour►an
City of San Rafael — Scope of Services
Project Schedule
It is our understanding that this project would be initiated in March 2001. This schedule
would work well for N\N given our project commitments in January and February. If,
however, you are interested in getting this project underway sooner than March 1, we
can work with you to accelerate a start date.
Once the shuttle study gets underway, we propose a five-month schedule to complete
the project. A schedule of the proposed meeting dates and deliverables is displayed on
the following page.
NelsonWYgaard Consulting Associates 15 January 8, 2001
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D. AS NEEDED TRANSPORTATION ASSISTANCE
Nelson\Nygaard will serve as an extension of City staff providing services on a time and
materials basis, as needed to evaluate projects for the DPW and Community
Development Departments.
Up to 100 hours are allocated to this task, which will run for the duration of the contract.
NelsonWygaard Consulting Associates 17 January 8, 2001
02/14/01 10:40 MP"'NA RSSOCIATES -1 4152841554 NO. 843 D03
::..........•
ACORD
PRODUCER =
MARINA DEVOULIN INS.AGENCY INC
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INSURED
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COMPANIES AFFORDING COVERAGE
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CO TYPEOP INSURANCE POUDY NUMBER ., POLICY EFFL'CTIVE POLICYEXPIRATION j W LIMITS
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GENERAL LIABILITY GENERAL AGGREGATE S 2, 0 0 0, O O O
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CLAIMS MADE OCCUR PEFIESONAL & ADV INJURY $ 1 , O O O , 0 O C
A OWNER'S & CONTRACTOR'S mo'r 5 7 S RAEQ 6 2 8 2 09 0 1/ 0 0 0 9/ 01 / 01 I EACH OCCURRENCE— x 1,660,000
X INCNT CONTRACT FIRE DAMAGE (Any one fre) a 300,000
MED EXP (Any one parson) $ 10 , 0 0 C
AUTOMOSILE LIABILITY
ANY AUTO
COMBINED SINGLE LIMIT S Q-00 , 00
ALL OWNED AUTOS
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OTHER PROFESSIOrTAL LIABILITY $#STP!491297 - rl, 000, 000 LIMIT 12/01/00 - 01
CERTIFICATE HOLDER IS NOT AN ADDITIONAL INSUL'ED WITH RESPECT TO THIS POLICY
D AND RECEIVES NO NOTICE OF ANY MATER=AL CHANGE OR CANCL'LLATION.
DESCRIPTION OF OPERATIONS/LOCATIoHg/'YEHICLES/SPECIAL ITEMS
Certificate holder,its officers,directors,employees and agents are additional
insureds. This coverage is primary
only for claime relating to performance
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10 days Cancellation notice for non -gay.
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CITY OF SAN RAFAEL
EXPIRATION DATE THEREOF, THII ISSUINQ COMPANY WILL FI�f�(6] {O MAIL
COMMUNITY DEVELOPMENT DIVISION —3_Q DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,
1400 FIFTH AVENUE
BUT FAILU14L TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY
SAN RAFAEL, CA. 94915-1560
OF ANY tND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES.
FAX : 415-485-3184
j AUTHORI �RF8CNTA7IVf-
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02/14/01 10:41 MARINA ASSOCIATES 4 4152841554
NO. B43 D04
AOORDL CERTIFICATE OF LIABILITY INSURANCIRrEgV4 I DA01/11/
TE (MWD oi)
PRODUCER
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Marina Devoul in Ins. Assoc.
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
57-556012•AP•OC•XSA
HOLDER, THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
P.O. Box 33015
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW,
San Antonio TX 78265.3015
800-457.2379 210-732-3593
INSURERS AFFORDING COVERAGE
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INSURER A: Hartford Ins Co of the Midwest
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INSURER B. Hartford Fire Ins Co F
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INSURER Hartford Casualty Ins Co
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COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE
INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURA 4CE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
TNSR
LTR __- TYPE OF INSURANCE POLICY NUIKBER
PUUUY Lfftu11Vr PUUUY tXPIRATION
DATE (MM/DD/YY) DATE (MMIDONY) LIMITS
OENERALLIABILITY
EACH OCCURRENCE $ 1000000
A X COMMERCIAL GENERAL LIABILITY 57uucrH3051
12/-01/00 12/01/01 FIRE DAMAGE (Any one tire) 000000
CLAIMS MADE lfl OCCUR
MEO FXP (Any one person) $ 10000
PERSONAL& ADV INJURY $ 1000000
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GEN'L AGGREGATE LIMIT APPLIES PER
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AUTOMOBILE LIABILITY
COMBINED 6114GLE LIMIT $ 1000000
ANY AUTO
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ALL OWNED AUTOS
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SCHEDULED AUTOS
(Per person)
B X HIRED AUTOS 57UUCFH3051
12/01/00 12/01/01
BODILY INJURY
ON.OWNEAUTOS
X ND
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(Par accident) $ —
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(Par ancident)
OAAADE LIABILITY
AUTO ONLY - EA ACCIDENT $
ANY AUTO
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AUTOONLV:
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EXCESS LIABILITY
EACH OCCURRENCE $ 1000000
C 7 OCCUR CLAIMS MADE 57RHUYC2163
12/01/00 12/01/01 AGGREGATE $1000000
$
$
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RETENTION $10,000
_ $
WORKERS COMPENSATION AND
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A 576EZEK3481,
09/1]1/00 09/01/01
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E.L. EACH ACCIDENT S 1000000
E.L. DISEASE - EA EMPLOYEE $1,000,000 _
E.L. DISEASE - POLICY LIMIT $ 1,000,000
OTHER
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