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HomeMy WebLinkAboutCC Resolution 6821 (Traffic Engineering Services)r RESOLUTION NO. 6821 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE SIGNING OF A CONTRACT, LEASE OR AGREEMENT WHEREAS, the City of San Rafael on April 13, 1984, requested proposals for traffic engineering services for Greater East San Rafael; and WHEREAS, the traffic engineering firm of JHK and Associates has submitted a proposal dated May 4, 1984, to provide the requested services for $18,200; and WHEREAS, the City of San Rafael selected JHK and As- sociates to provide the traffic engineering services based on their proposal; and WHEREAS, the City of San Rafael has requested the con- sultant to provide supplemental traffic distribution analysis, to be negotiated between JHK and Associates and City staff, at a cost not to exceed $2,000; and WHEREAS, the City of San Rafael desires to initiate the work as soon as possible. NOW, THEREFORE, BE IT RESOLVED that the San Rafael City Council authorizes the Mayor and City Clerk to execute on behalf of the City of San Rafael a contract for traffic engin- eering services as described in the City's request dated April 13, 1984, and JHK's proposal dated May 4, 1984, with supplemental traffic distribution analysis. The total cost of these services are not to exceed $20,200. 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 MONDAY , the 21ST day of MAY , 1984, by the following vote, to wit: AYES: COUNCILMEMBERS: Breiner, Frugoli, Nave, Russom & Mayor Mulryan NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None JEANNE M. LEONCINI, City Clerk 26.3 A/19 By: LINDA S. DOWNEY, Deputy ity Clerk AGREEMENT FOR PREPARATION OF TRAFFIC ANALYSIS This Agreement is made and entered into this 21st day of MAY , 19840 by and between the City of San Rafael, a municipal corporation (hereinafter referred to as "City"), and JHK and Associates, Trans- portation Engineering consultants (hereinafter referred to as "Consultant"). In accordance with this Agreement, the Consultant agrees to provide professional services by preparing a Traffic Analysis for the following proposed project: I. PROJECT Full development of the Greater East San Rafael Area. II. SCOPE OF SERVICES The Traffic Analysis shall be prepared in accordance with the provisions of the City's Request for Proposals dated April 13, 1984, the Consultant's proposal dated May 4, 1984, and Exhibit A attached detailing the questionnaire survey and license plate survey programs which are to be used to develop traffic distribution and turning movement data. These documents are made a part of this Agreement. Where there are conflicts between the specific pro- visions of the contract and these referenced documents the contract shall be binding. The proposed option of refining the Distribution Model shall be included in the scope of work. By July 1, 1984, the City shall determine if the option of converting the "Catnap" program for use on the City's Osborne computer is to be included. The City shall notify the Consultant in writing by July 15, 1984. III. SCHEDULE AND SUBMITTAL OF DOCUMENTS A. The City shall provide the Consultant with background data by June 4, 1984. - 1 - B. The City shall provide the Consultant with proposed land use alternatives and transportation improvement programs by June 18, 1984. C. Following the receipt of the initial data from the City, the the Consultant shall commence work and submit working papers to the City outlining trip generation, distribution, turning movement assignments and modeling calibration parameters used in the analysis. This data shall be submitted in accordance with completion dates on Exhibit 3-1 in the Consultant's proposal. D. The Consultant agrees to submit for administrative review by the City five (5) copies of a Preliminary Traffic Analysis of the six initial alternatives by August 10, 1984. E. Following review of the Preliminary Traffic Analysis, the City shall submit revisions to the Consultant by August 20, 1984, and the Consultant shall make revisions to the Preliminary Traffic Analysis as requested by the City. By September 3, 1984, the Consultant shall submit five (5) copies of the revised Preliminary Traffic Analysis to the City. F. Following an eight to ten week review period and public Planning Commission/City Council meetings to discuss the findings in the Preliminary Traffic Analysis, the City shall select and convey to the Consultant a final land use and transportation improve- ment program. Within fourteen (14) days after receiving the final land use and transportation improvement program, the Consultant shall prepare and submit to the City five (5) copies of a Final Traffic Analysis for the preferred land uses and improvements. G. Following review of the Final Traffic Analysis, the City shall request any necessary revisions and the Consultant shall make the necessary revisions within fourteen (14) days of receipt of the City's request. O'M H. It is agreed that where events beyond the control of Consultant cause unforeseen delays, the timing described herein may be extended an amount equal to the period of the delay. IV. SPECIFIC PROJECT REVIEW REQUIREMENTS A. Verification of Documents The Consultant shall review the following documents: - Draft Traffic Report Southeast San Rafael, DKS, July 1981. - East San Rafael Traffic Model Validation Analysis, DKS, December 1983. - City of San Rafael Traffic Engineer's Bellam Interchange composite of existing traffic and traffic from approved projects. - Tiscornia Marina Final EIR, October 1982. - Canalways Draft EIR, Addendum and Supplement, March 1984. - Spinnaker on the Bay Draft EIR (to be available April 17, 1984). - Negative Declaration Bay View Business Park. - Letter report Marin Sanitary Transfer Station. - Letter report Marin Square Shopping Center. - Letter report Burger King Restaurant. - Letter report Wendy's Restaurant. - Letter report Hoffman Commercial Development. - Letter report McPhail's Commercial Development. - Letter report Dalecio Office/Retail Development. B. As a minimum, the following agencies/groups shall be con- tacted during the preparation of this traffic analysis: 1. CalTrans. 2. East San Rafael Neighborhood Plan Consultant Team. 3. City of San Rafael Planning Department. 4. City of San Rafael Public Works Department. V. TRAFFIC ANALYSIS CONTENT A. Format The format of the traffic analysis, including but not limited to descriptions of land use assumptions, transportation improve- ment programs, trip generation, traffic distribution, modal splits, turning movement assignments, and Level of Service calculation for the preliminary and final reports shall be as specified by the City. B. Specific Alternatives to be Reviewed The Consultant shall analyze three different land use alter- natives and two different transportation improvement programs resulting in six alternatives for the preliminary report. The Consultant shall analyze one land use pattern against the existing street system and an improved street system for the final report. VI. ATTENDANCE AT MEETINGS The Consultant shall attend two (2) notified public meetings before the Planning Commission/City Council, in addition to two (2) neighborhood plan coordinating meetings. Consultant attendance at any public meetings in excess of these four meetings shall be billed to the City on a time and expense basis as quoted in the Consultant's Proposal to Prepare a Traffic Analysis. VII. OWNERSHIP OF DOCUMENTS All documents, originals, graphic exhibits and correspondence including the developed "Catnap" program developed or received during the course of the EIR's preparation shall become the property of the City. The documents shall be delivered to the City immed- iately after acceptance of the revised Preliminary Report and revised Final Report. VIII COMPENSATION A. City shall pay Consultant a sum of $20,200 as compensation for the Consultant's completion of work set forth in this Agreement. B. Consultant agrees to bill the City per the following para- graphs VIII C through VIII I. - 4 - C. Within fifteen (15) days after execution of the contract, the Consultant shall be paid three thousand nine hundred thirty- seven dollars and fifty cents ($3,937.50) or a lesser amount depending on the billing submitted. D. Within fifteen (15) days after submittal of a distribution and initial model calibration progress report on or about July 8, 1984, the Consultant shall be paid three thousand four hundred thirty seven dollars and fifty cents ($3,437.50) or a lesser amount depending on the billing submitted. E. Within fifteen (15) days after the City's acceptance of the Preliminary Traffic Analysis on August , eight thousand two hundred seventy five dollars ($8,275), or a lesser amount depending on the billing submitted, shall be paid to the Consultant. F. Within fifteen (15) after the City's acceptance of revisions to the Final Traffic Analysis, the Consultant shall be paid three thousand five hundred dollars ($3,500) or a lesser amount depending on the billing submitted. G. One thousand fifty dollars ($1,050) shall be reserved for additional license plate surveying or conversion of the "Catnap" program for use on the City's Osborne computer. By July 15, 1984, the City shall determine and notify the Consultant in writing if and how the funds are to be utilized. Conversion of the "Catnap" program for use on the City's Osborne shall not exceed a cost of one thousand fifty dollars ($1,050). Addi- tional license plate survey points are estimated to cost $200 - $300 per survey point. H. It is agreed that the Consultant may request a portion of the total compensation prior to the dates specified if abnormal delay in the project review process occurs and if that delay is not the fault of Consultant. - 5 - I. It is understood and agreed by City and Consultant that the above compensation is based upon normal professional service in preparing and providing a Traffic Analysis. Any additional work requested or required of the Consultant by the City shall be construed as an alteration of this Agreement and shall be subject to negotiation. IX. SUB -CONTRACTORS Consultant reserves the right to utilize professional subcon- tractors as approved by the City. X. STATUS Consultant is an independent contractor and shall not be deemed, directly or indirectly, to be an officer or employee of the City. XI. AFFILIATION No member or affiliate of the Consultant or Consultant team shall be employed during the length of this Agreement by any applicants proposing development in the study area or affiliate of any appli- cant, nor shall they live in the project area. XII. CITY COOPERATION City shall assist Consultant by providing timely response to Con- sultant's request for municipal data; meeting with Consultant, when necessary, at mutually agreeable times; facilitating necessary meetings and contacts with neighborhood planners and neighborhood associations; and in other similar ways assist Consultant in expeditious progress of the assignment. XIII TERMINATION A. The City reserves the right to terminate this Agreement at any time by providing official notification to the Consultant. Should said notification be received by the Consultant, all work under this Agreement shall terminate, except for what minor work is required to provide the City with a clear under- standing of work completed and work remaining. - 6 - B. City shall pr-' Consultant all sums then Aue and unpaid under this Agreement, including sums for work not completed, but in preparation. Payment by City of such compensation shall be considered full and final settlement for all work performed by the Consultant under this Agreement. C. Upon receipt of final payment, all materials and documents, whether finished or not, shall become the property of and shall be delivered to the City. D. It is mutually understood and agreed that this Agreement shall be binding upon the City and upon the Consultant, their suc- cessors, executors, or administrators. Neither this Agreement nor any part thereof, nor any monies due or to become due under this Agreement may be assigned by the Consultant without the written consent of the City. XIV. ALTERATIONS This Agreement may be modified, as necessary for the successful and timely completion of the services to be provided. Any alteration or variation shall be expressed in writing, as an amendment to this Agreement, and shall be approved by both parties. IN WITNESS THEREOF, City and Consultant have caused their authorized representatives to execute this Agreement the day and year first above written. Attest: JEANNE L:. LEONC I N I City Clerk By LINDA S. DOWNEY Deputy City Clerk Approved as to form: 102.2 A/26 "CONSULTANT" JHK AND ASSOCIATES l/ By c s 1�/ I/" - Charles Abrkms Vice -President "CITY" CITY OF SAN RAFAEL �t LAWRENC E. MULRYAN Mayor EXHIBIT A Origin and Destination Questionnaire A postcard/questionnaire survey shall be used to refine the origin and destination data for in and out -bound office, industrial and retail uses per task 3 of the Consultant's proposal. The survey shall include distribution of 500 postcard/questionnaires to selected office, industrial, and retail users and their customers. The City shall supply the Consultant with a list of major employers and retailers within the study area. The cost of conducting and analyzing this survey is a part of the task 3 estimated cost in the Consultant's proposal dated May 4, 1984. License Plate Survey The consultant shall conduct a one and one-half hour PM peak period license plate survey. The survey shall be done in two phases with an initial check at four locations to evaluate Highway 101 and Highway 17 diversions and a second check at six locations to evaluate the effectiveness of a new Highway 101 or Highway 17 crossing. The license plate survey and analysis is projected to cost $200 - $300 per location. The cost of this work was not included in the Consultant's proposal dated May 4, 1984.