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PW SMART Larkspur Extension ProjectSMART -City MOU: March 14, 2017 MEMORANDUM OF UNDERSTANDING SONOMA-MARIN AREA RAIL TRANSIT DISTRICT AND CITY OF SAN RAFAEL This Memorandum of Understanding ("Agreement") is entered into as of this 20 day of March, 2017, by and between the Sonoma -Marin Area Rail Transit District, a public entity duly established under the laws of California ("SMART') and the City of San Rafael, a California Charter City ("City"), (collectively referred to as the ("Parties"). RECITALS A. SMART was created pursuant to AB 2224 (California Public Utilities Code § 105000 et seq.) for the purpose of providing a passenger rail service and multi -use pathway within the Counties of Sonoma and Marin. B. The SMART rail corridor, historically known as the Northwestern Pacific Railroad Authority (NWPRA), generally parallels Highway 101 running north -south in Sonoma and Marin Counties. The corridor is owned by SMART from Milepost (MP) 68.22 in Healdsburg southward to MP 11.9 in Corte Madera. C. SMART is obligated to operate and maintain the rail corridor in accordance with applicable California Public Utilities Commission (CPUC) and Federal Railroad Administration (FRA) laws and regulations. D. SMART has completed Environmental review and is proceeding with design and construction of passenger rail service and accompanying multi use path along an approximately 70 -mile existing rail corridor extending from Cloverdale in Sonoma County, California, to a location near the ferry terminal in Larkspur, Marin County, California. E. SMART has completed construction of its passenger rail service system between the Sonoma County Airport Station at approximately MP 59.9 to the Downtown San Rafael Train Station at MP 17.0. F. SMART is proceeding with the design and construction of the passenger rail service system another 2.2 miles from the Downtown San Rafael Train Station to a `i -I -LegIA SMART -City MOU: March 14, 2017 location near the ferry terminal in Larkspur at or near MP 14.9 (the "SMART Larkspur Extension Project'). G. In the fourth quarter of 2016, SMART issued a Request for Proposal (RFP) to elicit bids for a design -build contract for the construction of the SMART Larkspur Extension Project. H. The CPUC determined that in order to accommodate future vehicular traffic at Andersen Drive once regular train service is scheduled through the crossing, the City must apply for authorization and be financially responsible for making all the necessary improvements to the crossing as deemed necessary by the CPUC. I. The Parties have determined that certain infrastructure located in the SMART rail corridor within City are needed. In particular, the City desires to: (1) create a new at -grade crossing at SMART's right-of-way at Andersen Drive (the "Andersen Drive Crossing Project"); and the Parties desire to (2) realign SMART's right-of-way at Francisco Boulevard West between Second Street and Rice Drive (the "Francisco Blvd. West Realignment Project'). J. The Parties desire to include the Andersen Drive Crossing Project and the Francisco Boulevard West Realignment as part of the SMART Larkspur Extension Project. The Parties have agreed that SMART's Contractor shall perform the work to maximize economic efficiencies for both Parties and to minimize future disruption to the rail corridor. K. With respect to the Francisco Blvd. West Realignment Project, the Parties agree that closing two existing crossings and realigning and improving a third crossing will enhance safety for passenger rail service and vehicular traffic. In order to execute this Project, it is necessary for the Parties to exchange land as set forth in Article III, Section 3, below. L. The Parties desire to enter into this Memorandum of Understanding to allow the Andersen Drive Crossing Project and the Francisco Boulevard West Realignment Project to be expeditiously processed in a manner that does not adversely impact SMART's project schedule for the SMART Larkspur Extension Project. M. "SMART" as used in this Agreement shall include any and all of SMART's Contractors and Subcontractors. 2- SMART -City MOU: March 14, 2017 AGREEMENT NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, SMART and City agree as follows: ARTICLE I GENERAL RESPONSIBILITIES 1. RECITALS A. The above recitals are true and correct and are hereby incorporated in and expressly form a part of this Agreement. 2. COORDINATION A. City shall coordinate the work with SMART's Chief Engineer or his designee. City shall designate a representative who will participate in decision making regarding the Andersen Drive Crossing Project and the Francisco Boulevard West Realignment Project and resolve issues in a timely manner ("City Representative"). The City Representative will be the sole point of contact for SMART regarding the City Projects. The City Representative shall have, on behalf of City, the authority to make decisions, commit to financial obligations, and authorize major road and lane closures. The City Representative shall not have authority to direct SMART or SMART's Contractor. Contact information for the Parties' respective representatives are as follows: SMART Representative City Representative Bill Gamlen Jim Schutz or designee Chief Engineer City Manager Sonoma Marin Area Rail Transit (SMART) City of San Rafael 5401 Old Redwood Highway, Ste. 200 1400 Fifth Avenue Petaluma, California 94954 San Rafael, CA Phone: 707.794.3330 Phone: 415.459.3070 SMART -City MOU: March 14, 2017 Fax: 707.794.3037 Fax: 415.459.2242 Email: bgamlen(aD-sonomamarintrain.org Email: jim.schutz@cityofsanrafael.org 3. SCOPE OF WORK A. Proposed Improvements. The Parties desire to make the following improvements: 1. Andersen Drive Crossing Project. The City is required to construct an at -grade crossing across SMART's right-of-way at Andersen Drive at or near Milepost 15.9. City desires SMART to manage construction of the Andersen Drive Crossing Project as part of the SMART Larkspur Extension Project. 2. Francisco Blvd. West Realignment Project. In order to implement the Andersen Drive Crossing, the Parties desire to realign the railroad right-of-way with Francisco Blvd. West between Second Street and Rice Drive which will involve: (a) eliminating two at -grade crossings across SMART's right-of-way (one at -grade crossing at or near MP 16.7, and one at -grade crossing at or near MP 16.9); and (b) realigning and improving the at -grade crossing located between MPs 16.5 and 16.6 at Francisco Blvd. West between Second Street and Rice Drive. ARTICLE 11 ANDERSEN DRIVE CROSSING PROJECT 1. CITY'S RESPONSIBILITIES City shall be responsible for the following with respect to the Andersen Drive Crossing Project: A. Payment: City shall be responsible for paying all costs associated with constructing the Andersen Drive Crossing Project, including but not limited to road work, drainage improvements, sidewalks, traffic striping, road crossing panels in the track, traffic signals, 4 SMART -City MOU: March 14, 2017 traffic signal control equipment, street lighting, grade crossing warning equipment, and any other appurtenances thereto. City shall also be responsible for paying all unknown costs such as those associated with the removal of hazardous materials or differing site conditions or delays which may arise as part of constructing the Project. City shall reimburse SMART for the costs of the Andersen Drive Crossing Project in accordance with Section 3.A., below. B. CPUC: City shall be responsible for securing approval from the California Public Utilities Commission (CPUC) for the Andersen Drive Crossing Project. The City shall comply with all CPUC conditions of approval at its own expense. C. Final Plans, Specifications and Estimate of Costs: City has prepared final and complete construction documents including plans, specifications, and an engineer's estimate for the work. At the City's request, SMART has included the construction documents in SMART's design -build contract for the SMART Larkspur Extension Project. The construction documents are included and incorporated hereto as Exhibit A. D. Environmental Documentation and Regulatory Permits: City has or shall obtain all required environmental clearances and regulatory permits for the Andersen Drive Crossing Project. City shall provide SMART with all required documentation prior to the start of construction (anticipated to be April 2, 2018). City understands that failure to provide these documents could delay construction which could generate delay costs that would be the City's sole responsibility. E. Notification: City shall be responsible for any public outreach it determines to be necessary, including notifications to the public of work to be performed on the Andersen Drive Crossing Project. F. Utilities: City shall be responsible for utility investigation and conflict resolution and/or utility relocations according to the planned work and consistent with the project schedule. G. Road Closure: City, by way of this Agreement, grants approvals for all lane and road closures requested by SMART for the Anderson Drive Crossing Project at no cost to SMART. No additional permits 5 SMART -City MOU: March 14, 2017 will be required. The City Representative shall coordinate lane and road closures as needed to construct the Work. City agrees to allow closure of Andersen Drive for up to an initial four (4) months at no cost to SMART. The closure may be extended thereafter for one month increments as needed at no additional cost to SMART. At no time, however, shall closures of Andersen Drive and West Francisco Boulevard be permitted to occur at the same time. SMART will make every attempt to reduce the length of the closure during construction. SMART, City and SMART's contractor will meet thirty (30) days prior to the closure to review details and finalize closure specifics with a focus on safety and reducing the time in which the closure is in place. SMART, City and SMART's contractor will meet thirty (30) days prior to the start of construction in San Rafael to review details and finalize traffic control measures in order to provide the safest signage and notification to the general public. Access to adjacent properties shall be maintained at all times during the construction project. H. Quiet Zone: The City is responsible for any improvements that may be necessary if the City chooses to pursue a quiet zone for the Andersen Drive crossing. Inspection: City may inspect, at their expense, the Andersen Drive improvements during construction and at the conclusion of the construction work. The City may not direct SMART's contractor. 2. SMART'S RESPONSIBILITIES SMART agrees to be responsible for the following as to the Andersen Drive Crossing Project: A. Design -Build Contract: SMART shall include the Andersen Drive Crossing Project improvements as part of the planned design -build contractor procurement for the SMART Larkspur Extension Project provided City is able to meet the schedule for providing construction documents, environmental clearance and regulatory permits for the work as set forth in Article Il, Section 1. C., above. B. Contract Administration: SMART shall administer the construction contract for the Andersen Drive Crossing Project, at City's expense. 0 SMART -City MOU: March 14, 2017 Costs to SMART for administration of the project shall be paid under this Agreement pursuant to Section 3.C., below. C. Procedures: SMART shall prepare and submit to the City change orders that would be required to complete the Andersen Drive Crossing Project for review and approval before said work occurs. [City shall review and approve change orders within 15 working days.]SMART and City will mutually develop a procedure for processing change orders prior to the start of construction. 3. PAYMENT AND REIMBURSEMENT PROCEDURES A. Upon SMART providing the actual cost of the Work in the form of bid results, San Rafael shall provide written approval of cost within 10 working days in order to authorize construction. B. Within 30 days of receipt of SMART's invoices, City shall reimburse SMART for the costs associated with constructing the Andersen Drive Crossing Project, including but not limited to road work, drainage improvements, sidewalks, traffic striping, road crossing panels in the track, traffic signals, traffic signal control equipment, street lighting, grade crossing warning equipment, and any other appurtenances thereto. City shall also reimburse SMART for all unknown costs such as those associated with the removal of hazardous materials or differing site conditions or delays which may arise as part of constructing the Project. The Parties agree that the work for the Andersen Drive Crossing Project is estimated to cost approximately four million five hundred thousand dollars ($4,500,000.00) plus an additional ten percent (10%) contingency. The costs are shown in Exhibit 131-132. B. City shall provide SMART with a deposit of ten percent (10%) of the contract price for the construction of the Andersen Drive Crossing to be paid to SMART at the execution of SMART's design -build contract. C. The Parties agree that SMART will bill the City at a rate of $125.00 per hour for the cost of managing the construction work with a total not -to -exceed amount of one hundred twenty thousand dollars SMART -City MOU: March 14, 2017 ($120,000.00). Should the construction work be extended due to delays associated with the work and/or delays caused by City, City shall pay the additional management costs at the same rate. ARTICLE III FRANCISCO BLVD. WEST REALIGNMENT PROJECT 1. SMART'S RESPONSIBILITIES SMART agrees to be responsible for the following as to the Francisco Blvd. West Realignment Project: A. CPUC: SMART shall be responsible for securing approval from the California Public Utilities Commission (CPUC) for the Francisco Blvd. West Realignment Project. SMART shall comply with all CPUC conditions of approval at its own expense. B. Final Plans. Specifications and Estimate of Costs: SMART shall be responsible for preparing final and complete construction documents including plans, specifications, and an engineer's estimate for the work to be included in the SMART Larkspur Extension Project. SMART's preliminary 30% design documents are attached as Exhibit C. C. Costs: SMART shall be responsible for all costs associated with design and construction of the Francisco Blvd. West Realignment Project. City shall be responsible for all costs associated with any of City's requests for contract change orders for additional work not approved as part of SMART's final plans as set forth in Article III, Section 2.D., below. D. Utilities: SMART shall be responsible for utility investigation and conflict resolution and/or utility relocations according to the planned work and consistent with the project schedule. 2. CITY'S RESPONSIBILITIES SMART -City MOU: March 14, 2017 City agrees to be responsible for the following as to the Francisco Blvd. West Realignment Project: A. Project Review: City Engineer shall review and approve final construction documents depicting the Francisco Blvd. West Realignment Project. The City agrees to provide timely reviews and approvals so as to not delay the Project. Plans will be deemed approved if after 10 working days of receipt of the documents City has not provided comments or revisions. City agrees that its approval of the final construction documents shall be in keeping with the 30% plans attached hereto as Exhibit C. City agrees it will not impose any additional requirements or project elements on SMART's design. B. Utilities: City shall contact all public and private utilities, including but not limited to PG&E, AT&T, Marin Municipal Water District, Comcast, and San Rafael Sanitary District to request the relocation of their respective facilities according to the final 30% plans and in accordance with the project timeline. C. Road Closures: City, by way of this Agreement, grants approvals for all lane and road closures requested by SMART for the Francisco Blvd. West Realignment Project at no cost to SMART. No additional permits will be required. The City Representative shall coordinate lane and road closures as needed to construct the Work. SMART, City and SMART's contractor will meet thirty (30) days prior to the closure to review details and finalize closure specifics with a focus on safety and reducing the time in which the closure is in place. SMART, City and SMART's contractor will meet thirty (30) days prior to the start of construction in San Rafael to review details and finalize traffic control measures in order to provide the safest signage and notification to the general public. SMART will make every attempt to reduce the length of the closure during construction. Access to adjacent properties shall be maintained at all times during the construction project. (1) City agrees to allow closure of Francisco Blvd. West from 2nd Street to Rice for initial six (6) months at no cost to SMART. The closure may be extended thereafter for one month increments as needed at no additional cost to SMART. The closures will be coordinated through the City's Project SMART -City MOU: March 14, 2017 Representative. SMART recognizes that the closure is disruptive and will attempt to shorten the length of the closure during construction. (2) City agrees to allow closure of Rice Drive between DuBois Street and Francisco Blvd. West for up to three (3) months at no cost to SMART. The closure may be extended thereafter for one month increments as needed at no additional cost to SMART. The closures will be coordinated through the City's Project Representative. D. Additional Work: City may submit requests for additional work in the form of contract change orders. SMART agrees to consider and where feasible incorporate the requests if City agrees to pay for the associated costs and secure any required permits and/or environmental clearances and/or approvals. City shall be responsible for all costs associated with any of City's requests for contract change orders for additional work not approved as part of SMART's final plans. E. CPUC Crossing Approvals: City shall immediately approve all CPUC grade crossing applications. F. Inspection: City may inspect, at their expense, the roadway improvements that will become City property at any time during the construction and at the conclusion of the construction work. The City may not direct SMART's contractor. 3. LAND EXCHANGE The Parties agree that closing two existing crossings and realigning and improving a third crossing will enhance safety for passenger rail service and vehicular traffic. In order to execute the Francisco Blvd. West Realignment Project, it is necessary for the Parties to exchange land as follows: A. City agrees to grant property to SMART, as set forth in Exhibit D1-3 attached hereto, at no cost to SMART or the Francisco Blvd. West Realignment Project. City agrees to conduct any required street vacation of any portions of the parcels to be granted to SMART in a timely manner to support the Francisco Blvd. West Realignment 10 SMART -City MOU: March 14, 2017 Project and its schedule and will not unreasonable delay the street vacation and understands that time is of the essence in completing the street vacation. B. SMART agrees to grant property to City, as set forth in Exhibit D1-3 attached hereto, at no cost to City. C. Once the design of the Francisco West Blvd. Realignment Project is complete and approved, the Parties shall enter into a subsequent property transfer agreement to effectuate the land exchange. D. Attached as Exhibit E1-3 is an approximate depiction of the Parties' respective ownerships interests after the land exchange is complete. ARTICLE IV ADDITIONAL REQUIREMENTS Amendments to Agreement This Agreement may be amended only by the mutual written consent of both Parties. 2. Indemnification Each Party shall indemnify, defend, protect, hold harmless, and release the other, its officers, agents, and employees, from and against any and all claims, loss, proceedings, damages, causes of action, liability, costs, or expense (including attorneys' fees and witness costs) arising from or in connection with, or caused by any act, omission, or negligence of such indemnifying Party. This indemnification obligation shall not be limited in any way by any limitation of the amount or type of acts, disability benefit acts, or other employee benefit acts. 3. Notice Unless otherwise requested by a Party, all notices, demands, requests, consents or other communications which may be or are required to be given by either Party to the other shall be in writing and shall be deemed 11 SMART -City MOU: March 14, 2017 effective upon service. Notices shall be deemed to have been properly given when served on the Party to whom the same is to be given by hand delivery or by deposit in the United States mail addressed to the Party as follows: SMART: Bill Gamlen, P.E. Chief Engineer Sonoma -Marin Area Rail Transit District 5401 Old Redwood Highway, Suite 200 Petaluma, CA 94954 City: Jim Schutz City Manager City of San Rafael 1400 Fifth Avenue San Rafael, CA When a notice is given by a generally recognized overnight courier service, the notice, invoice or payment shall be deemed received on the next business day. When a notice or payment is sent via United States Mail, it shall be deemed received seventy-two (72) hours after deposit in the United States Mail, registered or certified, return receipt requested, with the postage thereon fully prepaid. In all other instances, notices, and payments shall be effective upon receipt by the recipient. Changes may be made in the names and addresses of the person to whom notices are to be given by giving notice pursuant to this paragraph. 4. Governing Law This Agreement shall be governed by and construed in accordance with the laws of the State of California. Venue shall be in the County of Marin. In the event that any provision of this Agreement is held to be invalid or unenforceable, the remainder of the provisions shall remain in full force and effect. 5. Entire Agreement This instrument contains the entire agreement between the Parties, and no statement, promise, or inducement made by either Party or agents of 12 SMART -City MOU: March 14, 2017 the Parties that is not contained in this written contract shall be valid or binding; and this contract may not be enlarged, modified, or altered except in writing signed by the Parties. fi. Authority of SMART and City The undersigned hereby represent and warrant that he or she has authority to execute and deliver this Agreement on behalf of SMART and City. 7. No Waiver of Breach The waiver by any of the Parties of any breach of any term or promise contained in this Agreement shall not be deemed to be a waiver of such term or provision or any subsequent breach of the same or any other term or promise contained in this Agreement. 8. Time of Essence Time is and shall be of the essence of this Agreement and every provision hereof. 9. Parties to Cooperate Each Party will, whenever and as often as it shall be reasonably requested by the other Party, execute, acknowledge and deliver, or cause to be executed, acknowledged and delivered, such further instruments and documents as may be reasonably necessary in order to carry out the intent and purpose of this Agreement. 10. Drafting. Both Parties contributed to the drafting of this agreement and in the event of a dispute over the interpretation of this Agreement, the language of the Agreement will not be construed against one party in favor of the other. 11. No Third Party Beneficiaries. Nothing contained in this Agreement shall be construed to create and the parties do not intend to create any rights in third parties. 12. Disputes 13 SMART -City MOU: March 14, 2017 Disputes will be handled initially through mutually agreed upon mediation, and if not resolved, will be adjudicated in Marin County Court. IN WITNESS WHEREOF, SMART and the City have executed this Agreement as of the date first above written. CITY OF SAN RAFAEL By: W74 --- U \� ATTEST: fZ4t;�4z City Clerk APPROVED AS TO FORM FOR CITY: City Attorney 14 SONOMA-MARIN AREA RAIL TRANSIT DISTRICT By: D AS TO By: 1 '1 SMARI 67eneral Cou RM FOR SMART