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PW Traffic Signal Timing (PASS Grant) October XX, 2017 Jim Schutz, City Manager City of San Rafael City Hall 1400 5th Avenue San Rafael 94901 RE: PASS FY17/18 Joint Funding Agreement Dear Mr. Schutz: This letter, effective as of August 1, 2017 (“Effective Date”) is the agreement between the City of San Rafael (“SAN RAFAEL”) and the Metropolitan Transportation Commission (“MTC”) for developing and implementing traffic signaling coordination plans for the Program for Arterial System Synchronizati on (PASS) FY 2017/2018 project, which will be jointly funded by MTC and SAN RAFAEL (“the Agreement”). SAN RAFAEL’s application for the FY 2017-18 PASS cycle submitted May 5, 2017 is incorporated herein by this reference. 1. It is agreed that with funding under this Agreement, MTC shall engage its consultant, DKS Associates (“Consultant”), to perform the project work, including but not limited to those specified in Attachment A, Scope of Work, attached hereto and incorporated by this reference. 2. Consultant’s work will be performed under the direction of Robert Rich, MTC Project Manager (herein “MTC Project Manager”). 3. The effective date of Consultant’s agreement with MTC is March 1, 2017 and Consultant’s work is expected to be completed by June 30, 2018. 4. MTC will pay Consultant up to one hundred, ninety-two thousand, three hundred dollars ($192,300) as full compensation for the satisfactory completion of all services contained in the attached scope, as set forth in Attachment B, Project Budget. SAN RAFAEL shall forward MTC its agreed-upon portion of PASS project cost of thirty-nine thousand, four hundred thirty-five dollars ($39,435). MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 2 5. MTC shall invoice SAN RAFAEL in the amount of thirty nine thousand four hundred thirty five dollars ($39,435), billable in lump sum upon the first month after the start of work by Consultant. SAN RAFAEL shall pay MTC fully upon receipt of an invoice in the amount stated above within thirty (30) days of receipt. MTC’s invoice shall be mailed to: Jim Schutz, City Manager City of San Rafael City Hall 1400 5th Avenue San Rafael 94901 6. All notices or other communication to either party by the other shall be deemed given when made in writing and delivered, mailed, emailed or faxed to such party at their respective addresses as follows: To MTC: Attention: Robert Rich Metropolitan Transportation Commission 375 Beale Street, Suite 800 San Francisco, CA 94105 Email: rrich@bayareametro.gov Phone: (415) 778-6621 To SAN RAFAEL Attention: Charmine Solla Deputy Public Works Director City of San Rafael Department of Public Works 111 Morphew Street San Rafael, CA 94901 Email: Charmine.Solla@cityofsanrafael.org Phone: (415) 485-3473 7. Performance will begin on the date this Agreement is fully executed, and be completed by June 30, 2018. If you agree, please sign both copies of this letter in the space provided below and return one to us. The other copy is for your files. Very truly yours, Steve Heminger Executive Director MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 3 J:\CONTRACT\Contracts-New\CON 17-18\PASS Funding Agreements\FY17-18 PASS Joint Funding Agreement between MTC and San Rafael.draft.docx Accepted and Agreed to this ______ day of ____________________, 2017. Jim Schutz, City Manager City of San Rafael AGREEMENT FOR PROFESSIONAL SERVICES WITH DKS ASSOCIATES FOR ENGINEERING DESIGN SERVICES ASSOCIATED WITH TRAFFIC SIGNAL TIMING IN CENTRAL SAN RAFAEL fO This Agreement is made and entered into this (p day of fe,b(\.\~ ,20It, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and DKS ASSOCIATES (hereinafter "CONSULTANT"). RECITALS WHEREAS, the CITY has determined that professional engineering design services are required in connection with the Proposal to re-time 15 signalized intersections in Central San Rafael, in conjunction with 39 other signalized intersections being re-timed by the CONSULTANT, but funded by a Program for Arterial System Synchronization (PASS) grant from the Metropolitan Transportation Commision (MTC); and WHEREAS, the CONSULT ANT has agreed to render such services; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDlNA TION. A. CITY'S Project Manager. The Director of Public Works is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution ofthis Agreement. B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. David Mahama, PE, is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONSULTANT. CONSULTANT shall perform the duties described as Exhibit "A," attached hereto, and incorporated herein. 3. DUTIES OF CITY. CITY shall compensate CONSULT ANT as provided in Paragraph 4, and shall perform the duties as described in Exhibit "A" attached hereto and incorporated herein. 4. COMPENSATION. For the full perfonnance of the services described herein by CONSULTANT, CITY shall pay CONSULTANT on a flat fee basis for services rendered as shown in Exhibit "A", with a total not-to- exceed amount of $67,900. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONSULTANT. 5. TERM OF AGREEMENT. The tenn of this Agreement shall commence upon the date of execution of this Agreement and end on June 30, 2018, or on such earlier date when the work shall have been completed, unless the parties agree to extend this Agreement for another 90 days, as approved in writing by City Manager. 6. TERMINATION. A. Discretionary. Either party may tenninate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may tenninate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause ofthe tennination, to the reasonable satisfaction ofthe party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of tennination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent ofthe other. D. Return of Documents. Upon tennination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the perfonnance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after tennination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONSULT ANT in connection with the perfonnance 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. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its perfonnance of 2 its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. 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. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non-owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($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 dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not required to have a professional license, CITY reserves the right to require CONSULTANT to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONSULTANT shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONSULTANT's worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required ofthe CONSULTANT in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance and worker's compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 3 2. The additional insured coverage under CONSULTANT'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as ISO form CG20 010413. 3. Except for professional liability insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. 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. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date ofthis Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONSULTANT's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. 4 D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates ofInsurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), to the extent arising out of CONSULTANT'S negligent performance of its obligations or conduct of its operations under this Agreement. In addition, the acceptance or approval of the CONSULTANT's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULTANT'S performance of or operations under this Agreement, CONSULT ANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reas~nable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless the City Indemnitees from and against any CLAIMS to the extent arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of CONSULTANT in the performance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement. In no event shall the cost to defend charged to the design professional exceed the design professional's proportionate percentage offault. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, 5 and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONSULTANT 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. 13. COMPLIANCE WITH ALL LAWS. CONSULTANT 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. CONSULT ANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULTANT 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, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONSULTANT 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. 15. 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's Project Manager: TO CONSULTANT's Project Director: Bill Guerin Public Works Director 111 Morphew Street San Rafael, CA 94901 David Mahama, PE DKS Associates 1970 Broadway Suite 740 Oakland, CA 94612 6 16. INDEPENDENT CONSULTANT. For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent CONSULTANT, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent CONS UL T ANT and not that of an employee of CITY. 17. 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 CONSULTANT 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 CONSULTANT 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. 18. SET-OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. 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 the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 7 20. 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. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONSULTANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. 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 CONSULTANT ATTEST: LIND'SAYiARA, Interim City Clerk BY:--'~ __ "-+--f----'"+-fF-_.>o---- APPROVED AS TO FORM: Title of Corporate Officer: COO 8 September 27,2017 Charmine C. Solla, PE, TE Deputy Public Works Director City of San Rafael Public Works Department 111 Morphew Street, San Rafael CA 94901 San Rafael CA 94901 Email: Charmine.Solla@cityofsanrafael.org Subject: Quote for 3rd Street Synchronization Project Dear Ms. Solla: Exhibit "A" P#17033-004 Following the request made at the kickoff meeting for the MTC PASS FY 17/18 project held at MTC on July 24,2017, OKS is providing a quote to include 15 intersections along 2nd Street, 3rd Street, and 4th Street in downtown San Rafael to the MTC sponsored PASS project. Essentially, the scope of work and schedule will be according to the MTC project. Please see the attached Scope, Schedule and Budget for the MTC PASS project. PROJECT UNDERSTANDING The 15 intersections along 3rd Street will be synchronized for the weekday AM, Midday, PM, and weekend AM and PM peak periods, which is consistent with the other 39 MTC funded PASS intersections. The City funded 15 intersections are listed in Table 1. Table 1: Study Intersections SystemlD Intersection Signal Ownership 35 4th Streetl2nd Street City of San Rafael 36 4th StreetlH Street City of San Rafael 50 3rd StreetlShaver Street City of San Rafael 51 3rd StreetlE Street City of San Rafael 52 3rd StreetlD Street City of San Rafael 53 3rd StreetlC Street City of San Rafael 54 3rd StreetlB Street City of San Rafael 55 3rd StreetlA Street City of San Rafael 56 3rd StreetlLindaro Street City of San Rafael 57 3rd StreetlLincoln Avenue City of San Rafael 58 3rd Streetl Tamalpais Avenue City of San Rafael 59 3rd StreetlHetherton Street City of San Rafael 60 3rd Streetllrwin Street City of San Rafael 61 3rd StreetlGrand Avenue City of San Rafael 63 2nd StreetlG Street City of San Rafael The timing implementation for all the 15 intersections will be done remotely from the traffic management center with the exception of the 3rd Street/Grand Avenue intersection. OKS staff will work with DC Electric, the City of San Rafael on call maintenance technician to implement the timing plans on the field. BUDGET Our fee for the services is based on MTC rates, which is substantially low compared to industry rates for conducting signal timing projects. MTC rates are typically between $2,600 and $2,800 per intersection for three peak periods (applicable during weekdays) and between $2,300 and $2,500 for two peak periods (applicable during weekends) depending upon whether the timing plans are implemented remotely or on the field. The higher rates apply to field timing implementation. DKS is therefore providing a $200/intersection discount taking into consideration the following data provided by the City: weekday AM and PM synchro files, ADT counts, and turning movement counts at five intersections provided for the PASS project. Table 2: Budget (with Discounted Rates) Arojebt '.I I'l!:. wel!k~!iY 1"1P1eniltOt ' (1#.0' W~!ke.IJ~' Corrldo(8 Sigii"als" ~rmeqt Ser.VJces ~!'1d 'P,lans ~ ~ation ,(TMC ~DI ~ [otal I-"PM AJd/P.M (I' of ~lgi1Ai8) I ~ or. F.le CJ) \ , ., 2nd Street, 3rd 14 Weekday (AM/MD/PM)--$2,400 TMC $33,600 $29,400 $63,000 Weekend (AM/PM)--$2. 1 00 Street. and 4th Street 1 Weekday (AM/MD/PM)--$2.600 Field $2,600 $2,300 $4,900 Weekend (AM/PM)--$2.300 Total 15 $36,200 $31,700 $67,900 The proposed budget for this project assignment is $67,900 as shown in Table 2. If additional effort is required for any task beyond what is described in the scope of work, DKS will request additional budget and would proceed only after receiving written confirmation from the City. DKS will invoice monthly on a time and material basis. Additionally, because of the uncertain impact of the SMART Train operation across the study corridors, we think that the best approach to assess travel time along the study corridors is to analyze BIG data rather than rely on the traditional floating car method. If interested, we can provide you a scope and fee to conduct the BIG data analysis. If you have any questions or require additional information regarding our scope or budget, please contact David Mahama at (510) 267-6613 or by email atdcm@dksassociates.com. or me at (510) 267-6623 or attrk@dksassociates.com. Sincerely, DKS Associates A California Corporation Terry Klim, PE, Principal Cc: David Mahama, PE, Senior Project Manager Attachments: MTC PASS FY 17118 San Rafael Project Scope, Schedule and Budget EXHIBIT A Fee Schedule Effective January 1,2018 through December 31,2018 ENGINEERS and PLANNERS TECHNICIANS and SUPPORT STAFF Grade Hourly Rate Grade Hourly Rate Tech Level Hourly Rate Grade 1 $ 55.00 Grade 32 210.00 Tech Level A $ 35.00 ,--==-"'-"-.=---_ .. _,----,-----"-,.,,_._, ,,'._-----'._._,-_.-.. _--,----,---_._._-,----,--- Grade 2 60.00 Grade 33 215.00 Tech Level B 40.00 ._--_._----_ .. _-_._-----,--------_._---_._ .. _._ .... _-_._-_ .... _. __ ._._._-_._-_._-----._._._--,--_._---.. _-----_._._-- Grade 3 65.00 Grade 34 220.00 Tech Level C 45.00 -_ .. __ ._ ...... _----------_._-_._----_. __ . __ ..... __ ._-_._--_._ .. __ ._-... _--_. __ ._---------_._----_._--- Grade 4 70.00 Grade 35 225.00 Tech Level D 50.00 ________ •• _. ___ .__ • ______ ._. ____ • H. ___ ·_ .. ___ .. • .. • __ • .. ,,· __ ..... • .. • ____ • ___ • ___ .. • .... _._._ .. _____ ... _._._ .. __ • ____ ._ ........ ___ • _________ ........ ___ _ ___ 9.!.~~~,.s.. __ , __ . __ ?~,~~Q.._, ____ G!..~.!!~, 230.00 __ ._" Tech Level E __ , __ ,_?2:.9..Q ___ " Grade 6 80.00 Grade 37 235 .00 Tech Level F 60.00 . __________ . _______ ._ ..... ____ ... ____ . __ ._ .. _ . ______ ... " ... _. __ .. _ ..... ________ . __ . ____ .... ___ . ___________ ",, ____ ._"_.M.M_M_. __________ ·_·M._M __ ... _.M_.M_. ___ .. Grade 7 85.00 Grade 38 240 .00 Tech Level G 65 .00 ---_ ... ,,------------_. -----,--,------------_._---- Grade 8 90.00 Grade 39 245 .00 Tech Level H 70.00 • ______ • __ M •• ____________ ~ • ___________ • ____ • __ • __ .M • _____ M.~ ___ ..... __ • ___ ...... ___ • ________ .... • .. __ ._._ .. __ Grade 9 95.00 Grade 40 250 .00 Tech Level I 75.00 -,,-,-----.. _---------,-,--,-------, _._,-,-,-,_ .. _,-,--,-----,------,--,-_ .. _--",,_ ... _-,-------,--_ ... _--- Grade 10 100.00 Grade 41 255 .00 Tech Level J 80.00 ------, ._,,' .... _,---------_. __ ."_ .. _,--,-----------""--,-,,-_._,, Grade 11 105.00 Grade 42 260.00 Tech Level K 85.00 ---,,---,_._------------,-,-,-,--,_. ----.. _,-,--,_._,-_._---------,-_." Grade 12 110.00 Grade 43 265.00 Tech Level L 90 .00 _ .. _-_ .. _ .. _-------,-,,_ .... _-,--._----_. ,,--- Grade 13 115.00 Grade 44 270 .00 Tech Level M 95 .00 ---,,-,-,_._,,-,-------,-----._--"_._, .. ,,,--_._,,---_ .. _-,--,_ .. _-_._--,--_. __ .. ,,_ ... ,--,-,,--_ .... , .... _ .. _,---,- Grade 14 120 .00 Grade 45 275 .00 Tech Level N 100 .00 --_."."--,_ ... _ ... ,,._---,_ .. _-----.. --------,,-,----------------_ .... ,---_ .. ,--,- __ -.2!.~.'!_!..?_____ 125.00 ___ <E.:~~~ 46 ___ 280}~9.__ Tech_Le"y'_e.!..Q.. 1O?:9..Q ___ ,._. Grade 16 130.00 Grade 47 285 .00 Tech Level P 110.00 -,--, .. _-,-,,--,,----------------,-.. _-------_._._._----_ .. _-------- Grade 17 135.00 Grade 48 290 .00 Tech Level Q 115 .00 -,--".".".,-,---, ... _--,_ .... _-,._--_ .. _-_ .... _-._ .. ,----_ .. _"'---,-_ .. ,----,-_._"._,_.,,-,_., .. _---,,-,,-----,-,_.,,_._._--,-_ .... _----,,-----_ ... ,,"'_._.,,-,---.,.- Grade 18 140.00 Grade 49 295.00 Tech Level R 120.00 ..... _. ___ .. __ ~ .. _ .. __ .... ___ ... _._. __ .... ___ • ____ ._ .. _ .. ___ • __ • ____ • ___ ._._._. __ • _____ • ______ .. __ .... __ • ___ ._ .. _____ • ___ ._ •• ___ ._ .. ___ ._. ___ ·_ ... _____ • __ .. __ .M .. _ ....... ___ ._~ ... _._ Grade 19 145.00 Grade 50 300.00 Tech Level S 125.00 -----... --.---.----.--.---... --.-.~-.--... --.. --.. _._. __ .. _ .. -.. _---_._----_._---_._----- Grade 20 150.00 Grade 51 305.00 Tech Level T 130.00 ------,-,-,-._------------------------,,-_ .... -_._,--- Grade 21 155.00 Grade 52 310.00 Tech Level U 135.00 ,-------------_._-_._----------._--_._-_ ... _-----_._---------_. __ ._--- Grade 22 160.00 G~~~~~ _____ 315.0_~ ____ Tech L~~:::lY 140.00 ___ ,_ ----_. __ ._.- Grade 23 165.00 Grade 54 320.00 Tech Level W 145.00 Grade 24 170.00 Grade 55 325.00 Tech Level X 150.00 Grade 25 175.00 Grade 56 330.00 Tech Level Y 155.00 Grade 26 180.00 Grade 57 335.00 Tech Level Z 160.00 Grade 27 185.00 Grade 58 340.00 Tech Level AA 165.00 Grade 28 190.00 Grade 59 345.00 Tech Level AB 170.00 Grade 29 195.00 Grade 60 350.00 Tech Level AC 175.00 Grade 30 200.00 Grade 61 355.00 Tech Level AD 180.00 Grade 31 205.00 Grade 62 360.00 Tech Level AE 185.00 • Project expenses will be billed at cost pillS ten percent for service and handling. Project expenses include project- related costs such as reproduction through outside services, transportation, subsistence, delivery/postage, and vendor and subcontractor services. • All invoices are due and payable within 30 days of date of invoice. Invoices outstanding over 30 days will be assessed a 1 114 percent service charge, compounded, for each 30 days outstanding beyond the initial payment period. Service charges are not included in any agreement for maximum charges. Revised January 2, 2018 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Department of Public Works Project Manager: Charmine Solla Extension: x3473 Contractor Name: DKS and Associates Contractor's Contact: David Mahama Contact's Email: dcm@dksassociates.com o FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b . Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor-signed agreement agendized for Council approval *PSA> $20,000 ; or Purchase> $35,000; or Public Works Contract> $125,000 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed agreement 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager / Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager \10 COMPLETED DATE 12/12/2017 12/12/2017 12/14/2017 12/14/2017 Click here to enter a date. 0 N/A Or 11/6/2017 2/6/18 2/6/18 2/6/18 .a-/(1 fig · 'J./ (p /1 '0 REVIEWER Check/Initial ~CS ~CS ~ LMM - ~LMM 0 ~CS CS R- n K.J1- ~ MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 4 ATTACHMENT A SCOPE OF WORK The City of San Rafael (“San Rafael” or “City”) and Caltrans received a Program for Arterial System Synchronization (PASS) grant from the Metropolitan Transportation Commission (MTC) to conduct a signal timing study in downtown San Rafael for a total of thirty-nine (39) traffic signals along 2nd/3rd Street, 4th Street, 5th Avenue, and Mission Avenue. Because of the proximity of the traffic signals, the City of San Rafael, under a separate contract outside of the PASS project, seeks to retime fifteen (15) additional intersections along 3rd Street (12 intersections), 2nd Street (1 intersection), and 4th Street (2 intersections). The corridor limits are listed in Table 1. The study intersections are listed in Table 2. Table 1: Study Corridors # Corridor Corridor Limits1 # of PASS Signals Total # of Signals 1 2nd Street Grand Avenue to 4th Street 12 13 2 3rd Street Union Street to Shaver Street 1 13 3 4th Street Grand Avenue to 2nd Street 13 15 4 5th Avenue Irwin Street to E. Street 9 9 5 Mission Avenue Irwin Street to Lincoln Avenue 4 4 Total Number of Traffic Signals 39 54 Note: 1The traffic signals within the Corridor Limits will be broken in groups for the signal coordination as necessary to operate the corridors effectively for specific peak periods. Table 2: Study Intersections # System ID Intersectio n Signal Ownership Signal O&M 1 20 Mission Avenue/Lincoln Avenue City of San Rafael City of San Rafael 2 21 Mission Avenue/Tamalpais Avenue City of San Rafael City of San Rafael 3 22 Mission Avenue/Hetherton Street City of San Rafael City of San Rafael 4 23 Mission Avenue/Irwin Street City of San Rafael City of San Rafael 5 24 5th Street/E Street City of San Rafael City of San Rafael 6 25 5th Street/C Street City of San Rafael City of San Rafael 7 26 5th Street/B Street City of San Rafael City of San Rafael 8 27 5th Street/A Street City of San Rafael City of San Rafael 9 28 5th Street/Court Street City of San Rafael City of San Rafael 10 29 5th Street/Lincoln Avenue City of San Rafael City of San Rafael 11 30 5th Street/ Tamalpais Avenue City of San Rafael City of San Rafael 12 31 5th Street/Hetherton Street City of San Rafael City of San Rafael 13 32 5th Street/Irwin Street City of San Rafael City of San Rafael 14 34 4th Street/Greenfield Avenue City of San Rafael City of San Rafael MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 5 15 35 4th Street/2nd Street City of San Rafael City of San Rafael 16 36 4th Street/H Street City of San Rafael City of San Rafael 17 37 4th Street/E Street City of San Rafael City of San Rafael 18 38 4th Street/D Street City of San Rafael City of San Rafael 19 39 4th Street/C Street City of San Rafael City of San Rafael 20 40 4th Street/B Street City of San Rafael City of San Rafael 21 41 4th Street/A Street City of San Rafael City of San Rafael 22 42 4th Street/Court Street City of San Rafael City of San Rafael 23 43 4th Street/Lootens Place City of San Rafael City of San Rafael 24 44 4th Street/Cijos Street City of San Rafael City of San Rafael 25 45 4th Street/Lincoln Avenue City of San Rafael City of San Rafael 26 46 4th Street/ Tamalpais Avenue City of San Rafael City of San Rafael 27 47 4th Street/Hetherton Street City of San Rafael City of San Rafael 28 48 4th Street/Irwin Street City of San Rafael City of San Rafael 29 49 4th Street/Grand Avenue City of San Rafael City of San Rafael 30 50 3rd Street/Shaver Street City of San Rafael City of San Rafael 31 51 3rd Street/E Street City of San Rafael City of San Rafael 32 52 3rd Street/D Street City of San Rafael City of San Rafael 33 53 3rd Street/C Street City of San Rafael City of San Rafael 34 54 3rd Street/B Street City of San Rafael City of San Rafael 35 55 3rd Street/A Street City of San Rafael City of San Rafael 36 56 3rd Street/Lindaro Street City of San Rafael City of San Rafael 37 57 3rd Street/Lincoln Avenue City of San Rafael City of San Rafael 38 58 3rd Street/ Tamalpais Avenue City of San Rafael City of San Rafael 39 59 3rd Street/Hetherton Street City of San Rafael City of San Rafael 40 60 3rd Street/Irwin Street City of San Rafael City of San Rafael 41 61 3rd Street/Grand Avenue City of San Rafael City of San Rafael 42 62 3rd Street/Union Street City of San Rafael City of San Rafael 43 63 2nd Street/G Street City of San Rafael City of San Rafael 44 64 2nd Street/Shaver Street City of San Rafael City of San Rafael 45 65 2nd Street/E Street City of San Rafael City of San Rafael 46 66 2nd Street/D Street City of San Rafael City of San Rafael 47 67 2nd Street/C Street City of San Rafael City of San Rafael 48 68 2nd Street/B Street City of San Rafael City of San Rafael 49 69 2nd Street/A Street City of San Rafael City of San Rafael 50 70 2nd Street/Lindaro Street City of San Rafael City of San Rafael 51 71 2nd Street/Lincoln Avenue City of San Rafael City of San Rafael 52 72 2nd Street/ Tamalpais Avenue City of San Rafael City of San Rafael 53 73 2nd Street/Hetherton Street City of San Rafael City of San Rafael 54 74 2nd Street/Irwin Street City of San Rafael City of San Rafael 55 75 2nd Street/Grand Avenue City of San Rafael City of San Rafael Note: Non PASS funded intersections (#14-15, 29-40 and #42) MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 6 The goal of this project is to develop traffic signal timing plans for weekday a.m., midday, and p.m. peak periods, and two weekend peak periods to reduce traffic congestion. This is expected to result in the reduction of traffic delays, emission of harmful greenhouse gases, reduce automobile travel time along the study corridors, and improve traffic safety. The study corridors connect with Lincoln Avenue and Grand Avenue that serve as reliever routes to the US 101 freeway. Additionally, 2 nd Street and 3rd Street are considered arterials of regional significance as they provide access to the US 101 freeway in the adjacent City of San Anselmo, City of Ross, and City of Fairfax in Marin County. The study intersections in downtown Rafael were last retimed in May 2012 under PASS. The project will study pedestrian crossing time and develop adequate timing parameters for pedestrians and bicycle crossing in accordance with the 2014 CA MUTCD requirements. According to City staff, the corridors carry significant traffic during the weekends. Therefore, the project will develop timing plans for up to two weekend peak periods for each corridor to improve traffic flow along the study corridors. The peak periods for the traffic signal coordination will be determined by using the average daily traffic (ADT) count data. The project is a standard PASS project involving comprehensive data collection and description of existing conditions, analysis of traffic signal coordination, and traffic safety needs leading to recommendations for signal operations and draft timing sheets. A Final Project Report, which would consist of a summary of all deliverables, and benefit‐cost evaluation to estimate the degree of public benefit derived from investing in the PASS project will be submitted to the City and MTC. The final timing sheets and Synchro model will be submitted after fine‐tuning and implementation. Final deliverables will be in both hard copy format and electronic format. Upon completion of the project, DKS will submit a compact diskette (CD) containing all of the project files. According to data provided by City of San Rafael staff, all of the 55 traffic signals are operated and maintained by the City. The 55 City Traffic signals operate with various Econolite controllers including ASC/2, ASC/2S, ASC/3, COBALT, and CBD6000 models with Econolite firmware. All City traffic signals are interconnected to the City’s traffic management center (TMC) via either copper hardwire, Fiber Optic cables, or radio except four intersections that are currently off line. The four intersections are: • 4th Street/Grand Avenue • 3rd Street/Union Street • 2nd Street/Grand Avenue • 3rd Street/Grand Avenue1 Note: 1Non PASS funded intersection The City traffic signals are currently managed with the Centracs and Aries software at the traffic management center (TMC). MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 7 SCOPE OF SERVICES The Scope of Services for the project will be conducted in accordance with the Standard Scope of Work, Schedule and Budget for the PASS Consultants and based on discussions with the Agencies involved in the project. The PASS Standard Scope of Work is attached hereto as Attachment A-1, and the Project Budget is attached to this scope, as Attachment B. The following outlines additions, clarifications, and/or deletions only to the Standard Scope of Work. Task 1.0: Project Start‐Up The Kickoff meeting was held on July 24, 2017. No changes or clarifications are needed. Deliverables: 1. Task 1A: Draft Scope of Work, Schedule and Budget 2. Task 1B: Final Scope of Work, Schedule and Budget Task 2.0: Analysis of Existing Conditions DKS will obtain an aerial photo and scalable map of the study corridors from Google maps. The City of San Rafael has provided a schematic of the traffic signal system, Synchro files and the timing sheets for the study intersections. DKS will review the accuracy of the Synchro files (i.e. link lengths, lane configuration, storage lengths, signal timing parameters etc.) and will update the models as needed. Data Collection Turning movement counts, including vehicular, pedestrian, and bicycle counts will be collected for the project intersections listed under the Project Understanding section of this report. The City has provided recent turning movement counts for five intersections and average daily traffic counts for all the study corridors. The turning movement counts provided are during weekday AM and PM peak period counts and were conducted in May 2017. The average daily traffic counts were conducted for a period of three to seven days in 15‐minute intervals in the months of March, April, and May of 2017. DKS will supplement the turning movement counts by conducting weekday AM and PM counts for the remaining 50 intersections, Midday counts for all 55 study intersections, and weekend AM and PM peak period turning movement counts for all 55 study intersections. The peak periods for collecting the turning movement counts will be determined by analyzing the profile of the daily traffic counts. The turning movement counts will be collected on weekdays, Tuesdays through Thursdays and on Saturdays and Sundays during weekends. The City of San Rafael Staff provided collision data in pdf format for all study intersections. Travel Time and Delay Studies The travel time and delay studies will be conducted for the following roadway segments: 1. 2nd Street from 4th Street to Union Street 2. 3rd Street from 2nd Street/G Street to Union Street (City funded) 3. 4th Street from 2nd Street to Grand Avenue 4. 5th Street from E Street to Irwin Street MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 8 5. Mission Avenue from Lincoln Avenue to Irwin Street Traffic Signal Timing Software Trafficware’s Synchro version 9 software will be used to conduct the signal timing analysis. DKS will compile and analyze all data collected and prepare an existing conditions report or technical memorandum that summarizes the results of the analysis. DKS will submit a draft existing conditions report for City review. Upon receipt of the comments, DKS will submit a final version of the report including a response to comments memorandum. Deliverables 1. Task 2A: Draft Existing Conditions Report 2. Task 2B: Final Existing Conditions Report Task 3.0: Development of Timing Plans Recommendations DKS will provide a brief memorandum prior to the draft recommendations report discussing the proposed cycle lengths and groupings of signals into subsystems. A meeting will be scheduled to review the draft recommendations as included in the Scope of Work. No transit priority is included as part of this Scope of Services. Consistent with the 2014 California Manual of Uniform Traffic Control Devices (CA MUTCD), a walking speed of 3.5 feet per second (ft. /sec) will be used to determine pedestrian clearance time (Flash Don’t Walk) for City traffic signals. DKS will work with the City staff to review the actuated settings used and make recommendations for improving these settings where necessary. Additionally, per the 2014 CA MUTCD, DKS will update the minimum green timing for traffic signals to accommodate bicyclists at all approaches. DKS will submit a draft recommendations report for City review. After receiving and addressing City staff comments on the draft timing plans recommendations, a final timing plans recommendations will be submitted for implementation. A response to comments memorandum will also be submitted along with the final report. Deliverables 1. Task 3A: Draft Recommendations Report 2. Task 3B: Revised Recommendations Report Task 4.0: Implementation and Evaluation An “After” travel time survey will be conducted after the field fine‐tuning to evaluate the implemented and fine‐tuned timing plans. Subsequently, DKS will conduct Benefit‐Cost Analysis based on the results of the “Before” and “After” travel time surveys. DKS will assist City staff to implement the traffic signal timings at the City of San Rafael’s Traffic Management Center. DKS will also work with DC Electric, the City’s current on -call contractor to implement timing plans at four intersections that are currently off line. DKS will submit the final timing sheets after implementation and fine‐tuning, and a final report for the weekday and MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 9 weekend peak periods signal timing effort. The reports will contain signal timing evaluation, and benefit and cost analysis results. The deliverables will include the implementation and fine‐tuning of the timing plans, a draft project report that summarizes all elements of the project, and a final project report with all project deliverables including the Synchro models and a response to the draft comments memo. Deliverables 1. Task 4: Preliminary Implementation and Fine‐tuning of Timing Plans 2. Task 4A: Draft Project Report with Benefit‐cost Analysis 3. Task 4B: Final Project Report with Benefit‐cost Analysis MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 10 ATTACHMENT A-1 Standard Scope of Work The services to be performed by Consultant shall consist of services requested by the MTC Project Manager or a designated representative. At the beginning of each annual project cycle, all selected Consultant shall meet with the MTC Project Manager to discuss various aspects of the PASS, such as program guidelines, logistics, services, invoices, communication preferences, etc. Caltrans staff will also participate in this meeting to discuss their signal timing preferences, if applicable. The electronic files of all project deliverables shall be clearly named and dated. The project administration guidelines applicable to the particular Cycle of PASS projects shall be reviewed and discussed at this meeting. The standard scope of work, schedule and budget for a typical PASS project includes, but is not limited to, the following: 1. Project Kick-off 1.1. Consultant shall coordinate a kick-off meeting with the project sponsors, and MTC Project Manager or designated representative. This meeting will help to understand the roles and responsibilities of each stakeholder; establish communication channels; discuss the deliverable review preferences for each stakeholder; discuss in detail the scope of work, schedule, and budget; understand the needs and requirements of all stakeholders; gather available data and information; and obtain a thorough understanding of the goals of the project. 1.2. Consultant shall have the opportunity to discuss with the project sponsors and other stakeholders their preferences for signal timing, cycle length preferences, status of corridor equipment, anticipated construction activities, any helpful “do’s and don’ts, and other project related information. 1.3. Consultant shall prepare the Deliverable 1A: Draft Scope of Work, Schedule and Budget report for review by the project sponsors and the MTC Project Manager. This report shall include all the details discussed in the kick-off meeting. Consultant shall address all of the comments received and submit a revised report to the MTC Project Manager for final approval. The approved version will be considered the Deliverable 1B: Final Scope of Work, Schedule, and Budget (SSB) for the project. 1.4. Consultant shall revise the SSB if any significant changes are required or requested in the approved version during any stage of the project. The revised version shall include the nature and details on all of the changes with a revised date and title. Consultant may also be asked to perform any additional services described in detail in Task 5: Additional Services at any stage of the project. Deliverable 1A: Draft Scope of Work, Schedule, and Budget Deliverable 1B: Final Scope of Work, Schedule, and Budget (SSB) MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 11 2. Analysis of Existing Conditions Consultant shall collect and analyze all the data necessary to thoroughly understand existing traffic conditions in the project corridors. This stage of the project includes data collection and analysis, thorough field observations, input from signal maintenance staff, contractors, vendors, etc. regarding any pertinent issues in the project corridors. The purpose of this task is to help the project sponsors and other stakeholders understand the current traffic conditions in the project corridors, such as traffic patterns, volumes, peak hours, bottlenecks, collision history, hot spots, etc. 2.1. Data Collection and field reviews – Consultant shall collect all the data as listed in Deliverable 1B: Final Scope of Work, Schedule and Budget (SSB). 2.1.1. Consultant shall collect existing timing sheets, coordination plans, traffic signal as -built drawings, aerial photos and maps, corridor and intersection collision data for three years, Synchro and other computer models and data, if available, from the project sponsors and other stakeholders. 2.1.2. Consultant shall conduct peak period turning movement counts at all study intersections, including pedestrian and bicycle counts, and seven-day 24-hour machine counts (ADT Counts) with vehicle classifications at strategic locations to determine periods of coordination. All counts shall be taken during times and days that are representative of the times and days for which coordination plans shall be developed. No counts shall be taken during the weeks with holidays or school breaks, or on the days where the typical traffic patterns are impacted by construction activity, major incidents, adverse weather conditions, etc. 2.1.3. Consultant shall collect turning movement counts along with bicycle and pedestrian counts, using video data collection technologies. MTC prefers this method, as the videos help to review any data collection errors, if needed. Consultant shall provide access to the raw counts, videos, formatted data, via an FTP site or other web-portals approved by all of the stakeholders. Other data collection methods shall be considered based on the preference of the project sponsor or if video data collection is not feasible. Consultant shall take all the steps possible to provide the data to the project sponsors in any or all formats, such as PDF, MS Excel and/or Synchro computer models. 2.1.4. Consultant or their authorized subcontractors’ costs for collecting the turning movement counts, with bicycle and pedestrian counts at all project intersections, is included in the project budget per intersection. The ADT or the seven-day 24-hour machine counts are included in the project costs, at the rate of one ADT count for every four project signals. Any additional counts have to be approved by MTC, and billed at a negotiated rate. 2.1.5. Consultant shall provide the MTC Project Manager electronic files of all turning movement counts, bicycle and pedestrian counts, ADT counts, collision data, all developed Synchro models, controller and cabinet photos, and any other project related data when requested or at the end of the project, whichever is earliest. MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 12 2.1.6. Consultant shall conduct thorough field reviews at all study intersections and street segments to verify lane geometry, speed limits, storage lengths, signal phasing, distances between intersections, and crosswalk lengths, even if the information is available through other sources, such as aerial photos and speed surveys. Consultant shall conduct extensive field reviews at key intersections to measure queue lengths and saturation flows for heavy movements with input from project sponsors. 2.1.7. Consultant shall conduct the “before” travel time data, including the number of stops, during times and days that are representative of the times and days for which coordination plans shall be developed. Consultant shall conduct as many runs as possible within the coordination period, but at least a minimum of four runs shall be conducted for each direction for each peak period. Consultant shall conduct these studies using the floating car method or any method approved by the project sponsors. 2.1.8. Consultant shall verify signal coordination and transit priority capabilities of existing equipment and communications infrastructure. Consultant shall take digital photos of the controller cabinet and the contents of the controller cabinet, at all project locations, unless waived by the project sponsors or MTC. 2.2. Analysis of Existing Conditions – Consultant shall analyze the data obtained from Task 2.1 as follows: 2.2.1. Consultant shall review initial and actuated settings for each study intersection to identify opportunities to minimize delay during non-coordination periods and enhance pedestrian and bicyclist safety. The analysis shall include, but not be limited to, review of minimum and maximum green settings; yellow and red times; pedestrian timing; and gap, extension, and reduction settings. 2.2.2. Consultant shall analyze the intersection and corridor-wide collision data for at least three years of available data. This data shall be summarized and evaluated to identify any signal timing practices that may help reduce similar potential incidents in the future. 2.2.3. Consultant shall analyze the typical traffic patterns during the peak periods for which coordination plans shall be developed. Consultant shall note factors that generally affect signal progression including, but not limited to: intersections with high pedestrian or bicyclist volumes; over-saturated intersections; uneven lane distribution; high volumes of trucks and buses; and presence and location of bus stops. 2.2.4. Consultant shall develop models for each peak period project corridors and calibrate the model based on travel time and delay studies, and field observations of queue lengths and saturation flows for heavy movements at key intersections. Consultant shall use the modeling software as per directions from the project sponsors. 2.2.5. Consultant shall summarize the results of the existing conditions analyses in Deliverable 2A: Draft Existing Conditions Report for review by the project sponsors and MTC Project Manager. At a minimum, the report shall include the following: project MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 13 description; project map showing the intersections and services; analysis from the counts; field verification results of the controllers and their communication capabilities; factors that are expected to affect progression; and model calibration results. 2.2.6. Consultant shall meet with the project sponsors to discuss the results of the existi ng conditions analyses and field observations. Consultant shall revise the report after addressing the comments received from the project sponsors. Consultant shall submit a Response to Comments Report addressing all the comments/concerns received from all stakeholders, while submitting the Deliverable 2B: Final Existing Conditions Report for approval. Deliverable 2A: Draft Existing Conditions Report Deliverable 2B: Final Existing Conditions Report, including the Response to Comments Report 3. Development of Recommendations This stage of the project involves the following tasks and deliverables: 3.1. Consultant shall develop the optimal time-of-day coordination plans after analyzing the signal grouping; phasing and phase sequence, including conditional service; cycle lengths, splits, offsets; collision diagrams/data and other available data. The Consultant shall meet with the project sponsors or submit an interim deliverable to discuss and agree on the preliminary signal grouping and cycle lengths. 3.2. Consultant shall develop recommendations of optimal initial and actuated settings; time-of-day coordination plans and hours of coordinated operation; and transit signal priority plans and hours of operation, if applicable. 3.3. Consultant shall summarize recommendations in the Deliverable 3A: Draft Recommendations Report. The report shall also include a comparison of existing and proposed timings, the justifications for the recommended changes, and a description of the expected improvements. 3.4. Consultant shall follow the applicable state and federal standards in making these recommendations. Any exceptions need to be discussed in detail with the project sponsors and the MTC Project Manager. 3.5. Consultant shall meet with the project sponsors to discuss the proposed recommendations, justifications and anticipated improvements. Consultant shall revise the report after addressing the comments received from the project sponsors. Consultant shall submit a Response to Comments Report addressing all the comments/concerns received from all stakeholders, while submitting the Deliverable 3B: Revised Recommendations Report for approval. Deliverable 3A: Draft Recommendations Report MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 14 Deliverable 3B: Revised Recommendations Report, including the Response to Comments Report 4. Implementation and Evaluation This is the final stage of the project requiring the coordination of all project sponsors and MTC. The various tasks involved in this stage include, but are not limited to, the following: 4.1. Consultant shall prepare the appropriate timing sheets in the format requested by the project sponsors for review and approval. Consultant shall revise the timing sheets based on comments received from the project sponsors. 4.2. Consultant, with the help of project sponsors, shall implement the new timing plans remotely or in the field. Consultant shall use all the resources required to complete this task effectively, and any short-comings may impact the Consultant performance during the review process. Consultant shall employ enough staff resources to monitor the traffic for the entire duration the new plans are implemented for the first time. This requirement shall be followed any time changes are made to the timing plans during the fine-tuning process. Consultant shall have qualified staff available to immediately address any issues or agency concerns that may result from the implementation of the new timing plans. 4.3. Consultant, with the help of project sponsors, shall fine-tune the new timing plans to the satisfaction of the project sponsors. Consultant shall fine-tune timings in the field and record all changes. Fine-tuning shall be conducted during times and days that are representative of the times and days for which coordination plans were developed. This requires additional field visits to verify and assess any changes made during the fine-tuning process. 4.4. Consultant shall conduct the “after” travel time and delay studies, including the number of stops, during the new coordination periods. Consultant shall conduct as many runs as possible within the coordination period, but at least a minimum of four runs shall be conducted for each direction for each peak period. Consultant shall conduct these studies using the floating car method or any method approved by the project sponsors. 4.5. Consultant shall calculate measures of effectiveness using the results from the “before” and “after” studies. These measures generally include the travel-time savings, emissions savings, speed increases, reduction in the number of stops, cost savings from reduced emissions and benefit-cost analysis results. The methodology used for these calculations shall be provided or approved by the MTC Project Manager. 4.6. Consultant shall submit a Deliverable 4A: Draft Project Report, which shall include the following for each PASS project: overview, goals and objectives, corridors and services, project map, results from the data collection and analyses, the preliminary recommendations, new timings implementation, fine-tuning results, comparison of the old and new timings, etc. The report will also include any unique issues that were resolved and any qualitative benefits achieved with the project. The qualitative benefits will generally include the benefits to pedestrians, benefits to bicyclists, effects on transit, traffic safety, etc. MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 15 4.7. Consultant shall revise the report after addressing the comments received from the project sponsors and the MTC Project Manager. Consultant shall submit a Response to Comments Report addressing all the comments/concerns received from all stakeholders, while submitting the Deliverable 4B: Final Project Report for approval. 4.8. Consultant shall assist MTC in producing Fact Sheets for each project by providing the required maps, tables, data or text as requested by the MTC Project Manager. Task 4: Preliminary Implementation and Fine-tuning Deliverable 4A: Draft Project Report with Benefit-Cost Analysis, including the computer models Deliverable 4B: Final Project Report with Benefit-Cost Analysis, including the computer models and Response to Comments Report 5. Additional Services In addition to the basic signal coordination plans, the Consultant may also be asked to provide additional services related to the PASS projects. These services shall be requested by the project sponsor in their application and shall be included in the SSB, contingent upon approval by MT C Project Manager. Consultant shall include a detailed description of the scope of the additional service, a staffing plan, and level of effort, additional budget, and payment schedule in the SSB. If the scope of work and budget for these services cannot be reasonably negotiated, MTC, at its sole discretion, can withdraw the project assignment from the Consultant and assign a different Consultant to the project. Additional services may be requested at any stage of the project, as needed, and shall be included in a revised SSB, if approved by the MTC Project Manager. 5.1. Consultant may be asked to develop additional timing plans, such as incident management flush plans, transit signal priority plans, traffic responsive timing plans, weekend timing plans, school peak timing plans, etc. Such services may include additional meetings, additional data collection, field visits, technical analyses, studies, fine-tuning, conditional diagrams, etc. 5.2. Consultants, with the help of the transit agency, may be asked to review the existing capabilities or conditions of the transit signal priority of buses serving the project corridors. The PASS will also provide help in establishing communication between the signals and buses as this step is crucial to implementing new transit signal priority plans. 5.3. Consultant may be asked to work on some pilot tasks/projects to help with the expansion of PASS projects and services. These pilot tasks/projects will help MTC understand the level of effort, budget, and potential benefits to mobility and air quality that could help expand future cycles of the Program. The pilot tasks/projects may include, but not be limited to: development of advanced signal timing plans; Systems Engineering analyses; and ITS Engineering and Design. MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 16 5.4. Consultant may be asked to perform these additional services for any projects retimed in the last two years under the PASS. These tasks may also include updating coversheets, reformatting timing plans, evaluating the effects of new timing plans, etc. 5.5. Consultant may be asked to subcontract an electrical contractor or other firms with required licenses and expertise to install GPS clocks or other communications equipment for certain projects. Consultant may be asked to coordinate the installation of these equipment including assisting the local agencies in securing any permits required for the project. 5.6. Consultant may be asked to prepare presentation materials and/or make formal presentations on the PASS project to various policy boards and commissions. 5.7. Consultant may be asked to assist in organizing seminars on various topics that contribute to improved mobility and emissions reductions. The typical tasks include developing seminar outlines, securing speakers, preparing presentation materials, etc. 6. Reduced Services Consultant may be requested to not perform some of the services listed above for certain projects. If reduced services are requested by the project sponsor or the MTC Project Manager, Consultant shall clearly document all relevant details in the SSB. The fee for reduced services shall be a percentage of the base fee per intersection, or a negotiated amount, which is commensurate with the proportion of services reduced. If these cannot be reasonably negotiated, MTC, at its sole discretion, can withdraw the project assignment from the Consultant and assign a different Consultant to the project. ATTACHMENT B PROJECT BUDGET The following table provides the estimated project budget, including the match to be provided by SAN RAFAEL: Task # Deliverable MTC Portion San Rafael Portion Amount Due 1A Draft Scope of Work, Schedule and Budget $7,853 $1,762 $9,615 1B Final Scope of Work, Schedule and Budget $7,853 $1,762 $9,615 2A Draft Existing Conditions Report $47,119 $10,571 $57,690 2B Final Existing Conditions Report $15,706 $3,524 $19,230 3A Draft Recommendations Report $23,560 $5,285 $28,845 3B Revised Recommendations Report $15,706 $3,524 $19,230 4 Preliminary Implementation and Fine‐ tuning $23,560 $5,285 $28,845 MTC/City of San Rafael PASS FY 17-18 Joint Funding Agreement Page 17 4A Draft Project Report with Benefit‐cost Analysis $7,853 $1,762 $9,615 4B Final Project Report with Benefit‐cost Analysis $7,853 $1,762 $9,615 GPS Cost $4,200 $4,200 $8,400 Total $161,265 $39,435 $192,300 Final ‐ Deliverable 1B  Scope, Schedule and Budget  (SSB)  Metropolitan Transportation Commission  Program for Arterial System Synchronization  (PASS) FY 17/18     Prepared for  City of San Rafael  Prepared By  1970 Broadway, Suite 740  Oakland, CA 94612  (510) 763‐2061   October 9, 2017  Task 1B: PASS 2016/17 City of San Rafael                   Final Scope, Schedule and Budget  i                                October 9, 2017  Shaping a Smarter Transportation Experience  Table of Contents  PROJECT UNDERSTANDING ..................................................................................................... 1  SCOPE OF SERVICES ................................................................................................................. 4  TASK 1.0: PROJECT START‐UP ......................................................................................................... 4  Deliverables: ............................................................................................................................. 4  TASK 2.0: ANALYSIS OF EXISTING CONDITIONS .............................................................................. 4  Data Collection ......................................................................................................................... 4  Deliverables .............................................................................................................................. 5  TASK 3.0:  DEVELOPMENT OF TIMING PLANS RECOMMENDATIONS ............................................ 5  Deliverables .............................................................................................................................. 5  TASK 4.0: IMPLEMENTATION AND EVALUATION ........................................................................... 6  Deliverables .............................................................................................................................. 6  TASK 5.0: ADDITIONAL SERVICES .................................................................................................... 6  SCHEDULE ................................................................................................................................ 7  BUDGET ................................................................................................................................... 8  ESTIMATED LEVEL OF EFFORT ....................................................................................................... 10    List of Tables Table 1: Study Corridors.................................................................................................................. 1  Table 2: Study Intersections............................................................................................................ 1  Table 3: Project Schedule ................................................................................................................ 7  Table 4: PASS Budget ...................................................................................................................... 8  Table 5: Location for GPS Clocks ..................................................................................................... 9  Table 6: PASS Budget by Task ......................................................................................................... 9  Table 7: Scope of Services ............................................................................................................. 10  Attachment A – MTC PASS Program Scope of Work    Task 1B: PASS 2016/17 City of San Rafael   Final Scope, Schedule and Budget  1                                October 9, 2017  Shaping a Smarter Transportation Experience  PROJECT UNDERSTANDING  The City of San Rafael and Caltrans received a Program for Arterial System Synchronization (PASS)  grant from the Metropolitan Transportation Commission (MTC) to conduct a signal timing study  in downtown San Rafael for a total of 39 traffic signals along 2nd/3rd Street, 4th Street, 5th Avenue  and Mission Avenue. Because of the proximity of the traffic signals, the City of San Rafael under a  separate contract outside of the PASS project seeks to retime fifteen (15) additional intersections  along 3rd Street (12 intersections) and 2nd Street (1 intersection), and 4th Street (2 intersections).  The corridor limits are listed in Table 1. The study intersections are listed in Table 2.  Table 1: Study Corridors  # Corridor Corridor Limits1 # of PASS Signals Total #  of Signals  1  2 nd Street  Grand Avenue to 4 th Street  12  13  2  3 rd Street  Union Street to Shaver Street  1  13  3  4 th Street  Grand Avenue to 2 nd Street  13  15  4  5 th Avenue  Irwin Street to E. Street  9  9  5  Mission Avenue  Irwin Street to Lincoln Avenue   4  4  Total Number of Traffic Signals  39  54  Note:   1The traffic signals within the Corridor Limits will be broken in groups for the signal coordination as necessary to operate the  corridors effectively for specific peak periods.  Table 2: Study Intersections  # System ID Intersection Signal Ownership Signal O&M  1  20  Mission Avenue/Lincoln Avenue  City of San Rafael  City of San Rafael  2  21  Mission Avenue/Tamalpais Avenue  City of San Rafael  City of San Rafael  3  22  Mission Avenue/Hetherton Street  City of San Rafael  City of San Rafael  4  23  Mission Avenue/Irwin Street  City of San Rafael  City of San Rafael  5  24  5 th Street/E Street  City of San Rafael  City of San Rafael  6  25  5 th Street/C Street  City of San Rafael  City of San Rafael  7  26  5 th Street/B Street  City of San Rafael  City of San Rafael  8  27  5 th Street/A Street  City of San Rafael  City of San Rafael  9  28  5 th Street/Court Street  City of San Rafael  City of San Rafael  10  29  5 th Street/Lincoln Avenue  City of San Rafael  City of San Rafael  11  30  5 th Street/ Tamalpais Avenue  City of San Rafael  City of San Rafael  12  31  5 th Street/Hetherton Street  City of San Rafael  City of San Rafael  13  32  5 th Street/Irwin Street  City of San Rafael  City of San Rafael  14 35 4th Street/2nd Street City of San Rafael City of San Rafael  15 36 4th Street/H Street City of San Rafael City of San Rafael  16  37  4 th Street/E Street  City of San Rafael  City of San Rafael  17  38  4 th Street/D Street  City of San Rafael  City of San Rafael  18  39  4 th Street/C Street  City of San Rafael  City of San Rafael  Task 1B: PASS 2016/17 City of San Rafael   Final Scope, Schedule and Budget  2                                October 9, 2017  Shaping a Smarter Transportation Experience  19  40  4 th Street/B Street  City of San Rafael  City of San Rafael  20  41  4 th Street/A Street  City of San Rafael  City of San Rafael  21  42  4 th Street/Court Street  City of San Rafael  City of San Rafael  22  43  4 th Street/Lootens Place  City of San Rafael  City of San Rafael  23  44  4 th Street/Cijos Street  City of San Rafael  City of San Rafael  24  45  4 th Street/Lincoln Avenue  City of San Rafael  City of San Rafael  25  46  4 th Street/ Tamalpais Avenue  City of San Rafael  City of San Rafael  26  47  4 th Street/Hetherton Street  City of San Rafael  City of San Rafael  27  48  4 th Street/Irwin Street  City of San Rafael  City of San Rafael  28  49  4 th Street/Grand Avenue  City of San Rafael  City of San Rafael  29 50 3rd Street/Shaver Street City of San Rafael City of San Rafael  30 51 3rd Street/E Street City of San Rafael City of San Rafael  31 52 3rd Street/D Street City of San Rafael City of San Rafael  32 53 3rd Street/C Street City of San Rafael City of San Rafael  33 54 3rd Street/B Street City of San Rafael City of San Rafael  34 55 3rd Street/A Street City of San Rafael City of San Rafael  35 56 3rd Street/Lindaro Street City of San Rafael City of San Rafael  36 57 3rd Street/Lincoln Avenue City of San Rafael City of San Rafael  37 58 3rd Street/ Tamalpais Avenue City of San Rafael City of San Rafael  38 59 3rd Street/Hetherton Street City of San Rafael City of San Rafael  39 60 3rd Street/Irwin Street City of San Rafael City of San Rafael  40 61 3rd Street/Grand Avenue City of San Rafael City of San Rafael  41  62  3 rd Street/Union Street  City of San Rafael  City of San Rafael  42 63 2nd Street/G Street City of San Rafael City of San Rafael  43  64  2 nd Street/Shaver Street  City of San Rafael  City of San Rafael  44  65  2 nd Street/E Street  City of San Rafael  City of San Rafael  45  66  2nd Street/D Street City of San Rafael  City of San Rafael  46  67  2nd Street/C Street City of San Rafael  City of San Rafael  47  68  2nd Street/B Street City of San Rafael  City of San Rafael  48  69  2nd Street/A Street City of San Rafael  City of San Rafael  49  70  2 nd Street/Lindaro Street  City of San Rafael  City of San Rafael  50  71  2 nd Street/Lincoln Avenue  City of San Rafael  City of San Rafael  51  72  2 nd Street/ Tamalpais Avenue  City of San Rafael  City of San Rafael  52  73  2 nd Street/Hetherton Street  City of San Rafael  City of San Rafael  53  74  2 nd Street/Irwin Street  City of San Rafael  City of San Rafael  54  75  2 nd Street/Grand Avenue  City of San Rafael  City of San Rafael  Note:  The goal of this project is to develop traffic signal timing plans for weekday a.m., midday, and  p.m. peak periods, and two weekend peak periods to reduce traffic congestion. This is expected  Non PASS funded intersections #14‐#15, #29‐#40, and #42  Task 1B: PASS 2016/17 City of San Rafael   Final Scope, Schedule and Budget  3                                October 9, 2017  Shaping a Smarter Transportation Experience  to result in the reduction of traffic delays, emission of harmful  greenhouse  gases,  reduce  automobile travel time along the study corridors, and improve traffic safety. The study corridors  connect with Lincoln Avenue and Grand Avenue that serve as reliever routes to the US 101  freeway. Additionally, 2nd Street and 3rd Street are considered arterials of regional significance as  they provide access to the US 101 freeway in the adjacent City of San Anselmo, City of Ross, and  City of Fairfax in Marin County.  The study intersections in downtown Rafael were last retimed in  May 2012 under PASS.  The project will study pedestrian crossing time and develop adequate timing parameters for  pedestrians and bicycle crossing in accordance with the 2014 CA MUTCD requirements. According  to City staff the corridors carry significant traffic during the weekends. Therefore, the project will  develop timing plans for up to two weekend peak periods for each corridor to improve traffic  flow  along  the  study  corridors.  The  peak  periods  for  the  traffic  signal  coordination  will  be  determined by using the average daily traffic (ADT) count data.   The project is a standard PASS project involving comprehensive data collection and description of  existing  conditions,  analysis  of  traffic  signal  coordination  and  traffic  safety  needs  leading  to  recommendations for signal operations and draft timing sheets. A Final Project Report, which  would  consist  of  a  summary  of  all  deliverables,  and  benefit‐cost  evaluation  to  estimate  the  degree of public benefit derived from investing in the PASS project will be submitted to the City  and MTC. The final timing sheets and Synchro model will be submitted after fine‐tuning and  implementation. Final deliverables will be in both hard copy format and electronic format.  Upon  completion of the project, DKS will submit a compact diskette (CD) containing all of the project  files.  According to data provided by City of San Rafael staff, all the 55 traffic signals are operated and  maintained by the City. The 54 City Traffic signals operate with various Econolite controllers  including ASC/2, ASC/2S, ASC/3, COBALT, and CBD6000 models with Econolite firmware. All City  traffic signals are interconnected to the City’s traffic management center (TMC) via either copper  hardwire, Fiber Optic cables, or radio except four intersections that are currently off line. The  four intersections are   1. 4th Street/Grand Avenue  2. 3rd Street/Union Street  3. 2nd Street/Grand Avenue  4. 3rd Street/Grand Avenue1   Note:  1Non PASS funded intersection  The City traffic signals are currently managed with the Centracs and Aries software at the traffic  management center (TMC).  Task 1B: PASS 2016/17 City of San Rafael   Final Scope, Schedule and Budget  4                                October 9, 2017  Shaping a Smarter Transportation Experience  SCOPE OF SERVICES  The Scope of Services for the project will be conducted in accordance with the Standard Scope of  Work,  Schedule  and  Budget  for  the  PASS  Consultants  and  based  on  discussions  with  the   Agencies involved in the project.   The PASS Standard Scope of Work, Schedule, and Budget document is attached to this scope,  schedule and budget.    The following outlines additions, clarifications, and/or deletions only to the Standard Scope of  Work.  Task 1.0: Project Start‐Up  The Kickoff meeting was held on July 24, 2017. No changes or clarifications are needed.   Deliverables:   Task 1A: Draft Scope of Work, Schedule and Budget    Task 1B: Final Scope of Work, Schedule and Budget  Task 2.0: Analysis of Existing Conditions  DKS will obtain an aerial photo and scalable map of the study corridors from Google maps. The  City of San Rafael has provided a schematic of the traffic signal system, Synchro files and the  timing sheets for the study intersections. DKS will review the accuracy of the Synchro files (i.e.  link lengths, lane configuration, storage lengths, signal timing parameters etc.) and will update  the models as needed.   Data Collection  Turning movement counts, including vehicular, pedestrian, and bicycle counts will be collected  for the project intersections listed under the Project Understanding section of this report.  The City has provided recent turning movement counts for five intersections and average daily  traffic  counts  for  all  the  study  corridors.  The  turning  movement  counts  provided  are  during  weekday AM and PM peak period counts and were conducted in May 2017. The average daily  traffic counts were conducted for a period of three to seven days in 15‐minute intervals in the  months of March, April, and May of 2017. DKS will supplement the turning movement counts by  conducting weekday AM and PM counts for the remaining 50 intersections, Midday counts for all  55 study intersections, and weekend AM and PM peak period turning movement counts for all 55  study intersections.       The peak periods for collecting the turning movement counts will be determined by analyzing the  profile of the daily traffic counts.  The turning movement counts will be collected on weekdays,  Tuesdays through Thursdays and on Saturdays and Sundays during weekends.   The City of San Rafael Staff provided collision data in pdf format for all study intersections.     Task 1B: PASS 2016/17 City of San Rafael   Final Scope, Schedule and Budget  5                                October 9, 2017  Shaping a Smarter Transportation Experience  Travel Time and Delay Studies  The travel time and delay studies will be conducted for the following roadway segments:  1. 2nd Street from 4th Street to Union Street  2. 3rd Street from 2nd Street/G Street to Union Street(City funded)  3. 4th Street from 2nd Street to Grand Avenue  4. 5th Street from E Street to Irwin Street  5. Mission Avenue from Lincoln Avenue to Irwin Street     Traffic Signal Timing Software  Trafficware’s Synchro version 9 software will be used to conduct the signal timing analysis.  Deliverables   Task 2A: Draft Existing Conditions Report    Task 2B: Final Existing Conditions Report  DKS will compile and analyze all data collected and prepare an existing conditions report or  technical memorandum that summarizes the results of the analysis.  DKS will submit a draft  existing conditions report for City review. Upon receipt of the comments, DKS will submit a final  version of the report including a response to comments memorandum.  Task 3.0:  Development of Timing Plans Recommendations  DKS will provide a brief memorandum prior to the draft recommendations report discussing the  proposed cycle lengths and groupings of signals into subsystems.  A meeting will be scheduled to  review the draft recommendations as included in the Scope of Work.   No transit priority is included as part of this Scope of Services.  Consistent with the 2014 California Manual of Uniform Traffic Control Devices (CA MUTCD), a  walking speed of 3.5 feet per second (ft. /sec) will be used to determine pedestrian clearance  time (Flash Don’t Walk) for City traffic signals.     DKS  will  work  with  the  City  staff  to  review  the  actuated  settings  used  and  make  recommendations for improving these settings where necessary. Additionally, per the 2014 CA  MUTCD, DKS will update the minimum green timing for traffic signals to accommodate bicyclists  at all approaches.  Deliverables   Task 3A: Draft Recommendations Report    Task 3B: Revised Recommendations Report  DKS will submit a draft recommendations report for City review. After receiving and addressing  City  staff  comments  on  the  draft  timing  plans  recommendations, a  final  timing  plans  recommendations will be submitted for implementation. A response to comments memorandum  will also be submitted along with the final report.  Task 1B: PASS 2016/17 City of San Rafael   Final Scope, Schedule and Budget  6                                October 9, 2017  Shaping a Smarter Transportation Experience  Task 4.0: Implementation and Evaluation  An  “After”  travel  time  survey  will  be  conducted  after  the  field  fine‐tuning  to  evaluate  the  implemented and fine‐tuned timing plans. Subsequently, DKS will conduct Benefit‐Cost Analysis  based on the results of the “Before” and “After” travel time surveys.  DKS will assist City staff to implement the traffic signal timings at the City of San Rafael’s Traffic  Management Center. DKS will also work with DC Electric, the City’s current on‐call contractor to  implement timing plans at four intersections that are currently off line. DKS will submit the final  timing  sheets  after  implementation  and  fine‐tuning,  and  a  final  report  for  the  weekday  and  weekend peak periods signal timing effort. The reports will contain signal timing evaluation, and  benefit and cost analysis results.   Deliverables   Task 4: Preliminary Implementation and Fine‐tuning of Timing Plans    Task 4A: Draft Project Report with Benefit‐cost Analysis   Task 4B: Final Project Report with Benefit‐cost Analysis  The deliverables will include the implementation and fine‐tuning of the timing plans, a draft  project report that summarizes all elements of the project, and a final project report with all  project deliverables including the Synchro models and a response to the draft comments memo.   Task 5.0: Additional Services  1. Develop  three  weekday  and  two  weekend  timing  plans  for  16  intersections  along  3 rd  Street. This additional service will be funded by the City of San Rafael.     Task 1B: PASS 2016/17 City of San Rafael   Final Scope, Schedule and Budget  7                                October 9, 2017  Shaping a Smarter Transportation Experience  SCHEDULE  DKS shall provide the services in accordance with the following schedule:  Table 3: Project Schedule   Tasks and Deliverables Estimated Completion Date  1A ‐ Draft Scope of Work, Schedule and Budget (Deliverable #1A) Completed  City/MTC Review Completed  1B ‐ Final Scope of Work, Schedule and Budget (Deliverable #1B) Completed   Data Collection (part of Task 2)  October 6, 2017   Field Review (part of Task 2)  October 6, 2017  2A ‐ Draft Existing Conditions Report (Deliverable #2A)  October 27, 2017   City Review  November 10, 2017  2B ‐ Final Existing Conditions Report (Deliverable #2B)  November 24, 2017  3A ‐ Draft Recommendations Report (Deliverable #3B)  December 22, 2017   City Review  January 12, 2018  3B ‐ Revised Recommendations Report (Deliverable #3B)  February 2, 2018          Timing Sheets  March 16, 2018           City Review  March 30, 2018  4 ‐ Preliminary Implementation and Fine‐tuning (Deliverable #4)  April 13, 2018   4A ‐ Draft Project Report with Benefit‐cost Analysis (Deliverable #4A)  May 2, 2018            MTC Review  May 10, 2018   4B ‐ Final Project Report with Benefit‐cost Analysis (Deliverable #4B)  May 25, 2018  The schedule is based on the assumption that traffic data and review of deliverables will be  conducted in a timely manner and in accordance with the above schedule.  Task 1B: PASS 2016/17 City of San Rafael  Final Scope, Schedule and Budget 8                                October 9, 2017  Shaping a Smarter Transportation Experience BUDGET Timing plans will be developed for the weekday a.m., midday, and p.m. peak periods and weekend/off peak a.m. and p.m. peak periods for 54 project intersections, with all signals coordinated through an accurate time base.  DKS will assist City staff with the implementation of the timing plans at the City of San Rafael Traffic Management Center and field implementations for three off line traffic signals. The synchronization of only 39 of the 54 project intersections will be funded under PASS. The remaining 15 intersections will be funded by the City of San Rafael with a different negotiated rate than listed below. Based on the PASS standard fees, the fee for timing traffic signals that are interconnected to a Traffic Management Center (TMC) or a central traffic signal system is $2,600 per intersection for three scenarios, $2,300 per intersection for two scenarios, and $2,000 for one scenario. The fee for timing traffic signals that are not interconnected to a TMC or a central traffic signal system is $2,800 per intersection for three scenarios, $2,500 per intersection for two scenarios, and $2,200 for one scenario.  Table 4: PASS Budget Project Corridors (# of signals) # of Signals Project Services and Plans Implementation (TMC or Field) Weekday AM/MD/PM Weekend AM/PM Total Local Caltrans Total 2nd/3rd Street, 4th Street, 5th Avenue and Mission Avenue 36 0 36 Weekday (AM/MD/PM)‐‐$2,600 Weekend (AM/PM)‐‐$2,300 TMC  $93,600  $82,800   $176,400  3  0  3 Weekday (AM/MD/PM)‐‐$2,800 Weekend (AM/PM)‐‐$2,500 Field  $8,400   $7,500  $15,900  Total  39  0  39      $102,000  $90,300  $192,300  Task 1B: PASS 2016/17 City of San Rafael   Final Scope, Schedule and Budget  9                                October 9, 2017  Shaping a Smarter Transportation Experience  Table 5: Location for GPS Clocks  # System ID Intersection Type of Controller Firmware   Signal O&M GPS Cost  5  24  5 th Street/E Street  ASC 2  Econolite ASC 2  City of San Rafael  $600  6  25  5 th Street/C Street  CBD6000  Econolite ASC 2  City of San Rafael  $600  7  26  5 th Street/B Street  CBD6000  Econolite ASC 2  City of San Rafael  $600  8  27  5 th Street/A Street  CBD6000  Econolite ASC 2  City of San Rafael  $600  9  28  5 th Street/Court Street  CBD6000  Econolite ASC 2  City of San Rafael $600  17  37  4 th Street/E Street  CBD6000  Econolite ASC 2  City of San Rafael  $600  18  38  4 th Street/D Street  CBD6000  Econolite ASC 2  City of San Rafael  $600  19  39  4 th Street/C Street  CBD6000  Econolite ASC 2  City of San Rafael  $600  20  40  4 th Street/B Street  CBD6000  Econolite ASC 2  City of San Rafael  $600  21  41  4 th Street/A Street  CBD6000  Econolite ASC 2  City of San Rafael  $600  22  42  4 th Street/Court Street  CBD6000  Econolite ASC 2  City of San Rafael $600  23  43  4 th Street/Lootens Place  CBD6000  Econolite ASC 2  City of San Rafael  $600  24  44  4 th Street/Cijos Street  CBD6000  Econolite ASC 2  City of San Rafael  $600  49  69  2nd Street/A Street  ASC 2  Econolite ASC 2  City of San Rafael  $600    Total GPS Cost (to be funded by PASS) $8,400  35 55 3rd Street/A Street ASC 2 Econolite ASC 2 City of San Rafael ‐    Note:      Based on the budget in Table 4, the following payment amount will correspond to each  deliverable:  Table 6: PASS Budget by Task  Task # Deliverable Payment Amount Due  1A  Draft Scope of Work, Schedule and Budget  5% of Project Budget  $9,615   1B  Final Scope of Work, Schedule and Budget  5% of Project Budget  $9,615   2A  Draft Existing Conditions Report  30% of Project Budget  $57,690   2B  Final Existing Conditions Report  10% of Project Budget  $19,230   3A  Draft Recommendations Report  15% of Project Budget  $28,845   3B  Revised Recommendations Report  10% of Project Budget  $19,230   4  Preliminary Implementation and Fine‐tuning  15% of Project Budget  $28,845   4A  Draft Project Report with Benefit‐cost Analysis  5% of Project Budget  $9,615   4B  Final Project Report with Benefit‐cost Analysis  5% of Project Budget  $9,615     Non PASS funded intersection   Task 1B: PASS 2016/17 City of San Rafael   Final Scope, Schedule and Budget  10                                October 9, 2017  Shaping a Smarter Transportation Experience  Estimated Level of Effort   Table 7: Scope of Services   Tasks  Hours  Principal‐ in‐ Charge  Project  Manager  Project  Engineer I  Project  Engineer II Clerical Total  1A ‐ Draft Scope of Work, Schedule and Budget  2  30  6  8  4  50  1B ‐ Final Scope of Work, Schedule and Budget  2  30  6  8  4  50  2A ‐ Draft Existing Conditions Report  2  40  30  74  16 162  2B ‐ Final Existing Conditions Report     40  16  64  6  126  3A ‐ Draft Recommendations Report  2  52  50  68  16  188  3B ‐ Revised Recommendations Report  2  32  32  54  8  128  4 ‐ Preliminary Implementation and Fine‐tuning     40  76  72  0  188  4A ‐ Draft Project Report with Benefit‐cost  Analysis 1  12  2  46  8 69  4B ‐ Final Project Report with Benefit‐cost  Analysis 1  12  2  46  8 69  Total Hours  12  288  220  440  70  1,030    ATTACHMENT A Scope of Work The services to be performed by Consultant shall consist of services requested by the MTC Project Manager or a designated representative. At the beginning of each annual project cycle, all selected Consultant shall meet with the MTC Project Manager to discuss various aspects of the PASS, such as program guidelines, logistics, services, invoices, communication preferences, etc. Caltrans staff will also participate in this meeting to discuss their signal timing preferences, if applicable. The electronic files of all project deliverables shall be clearly named and dated. The project administration guidelines applicable to the particular Cycle of PASS projects shall be reviewed and discussed at this meeting. The standard scope of work, schedule and budget for a typical PASS project includes, but is not limited to, the following: 1. Project Kick-off 1.1. Consultant shall coordinate a kick-off meeting with the project sponsors, and MTC Project Manager or designated representative. This meeting will help to understand the roles and responsibilities of each stakeholder; establish communication channels; discuss the deliverable review preferences for each stakeholder; discuss in detail the scope of work, schedule, and budget; understand the needs and requirements of all stakeholders; gather available data and information; and obtain a thorough understanding of the goals of the project. 1.2. Consultant shall have the opportunity to discuss with the project sponsors and other stakeholders their preferences for signal timing, cycle length preferences, status of corridor equipment, anticipated construction activities, any helpful “do’s and don’ts, and other project related information. 1.3. Consultant shall prepare the Deliverable 1A: Draft Scope of Work, Schedule and Budget report for review by the project sponsors and the MTC Project Manager. This report shall include all the details discussed in the kick-off meeting. Consultant shall address all of the comments received and submit a revised report to the MTC Project Manager for final approval. The approved version will be considered the Deliverable 1B: Final Scope of Work, Schedule, and Budget (SSB) for the project. 1.4. Consultant shall revise the SSB if any significant changes are required or requested in the approved version during any stage of the project. The revised version shall include the nature and details on all of the changes with a revised date and title. Consultant may also be asked to perform any additional services described in detail in Task 5: Additional Services at any stage of the project. Deliverable 1A: Draft Scope of Work, Schedule, and Budget Deliverable 1B: Final Scope of Work, Schedule, and Budget (SSB) 2. Analysis of Existing Conditions Consultant shall collect and analyze all the data necessary to thoroughly understand existing traffic conditions in the project corridors. This stage of the project includes data collection and analysis, thorough field observations, input from signal maintenance staff, contractors, vendors, etc. regarding any pertinent issues in the project corridors. The purpose of this task is to help the project sponsors and other stakeholders understand the current traffic conditions in the project corridors, such as traffic patterns, volumes, peak hours, bottlenecks, collision history, hot spots, etc. 2.1. Data Collection and field reviews – Consultant shall collect all the data as listed in Deliverable 1B: Final Scope of Work, Schedule and Budget (SSB). 2.1.1. Consultant shall collect existing timing sheets, coordination plans, traffic signal as-built drawings, aerial photos and maps, corridor and intersection collision data for three years, Synchro and other computer models and data, if available, from the project sponsors and other stakeholders. 2.1.2. Consultant shall conduct peak period turning movement counts at all study intersections, including pedestrian and bicycle counts, and seven-day 24-hour machine counts (ADT Counts) with vehicle classifications at strategic locations to determine periods of coordination. All counts shall be taken during times and days that are representative of the times and days for which coordination plans shall be developed. No counts shall be taken during the weeks with holidays or school breaks, or on the days where the typical traffic patterns are impacted by construction activity, major incidents, adverse weather conditions, etc. 2.1.3. Consultant shall collect turning movement counts along with bicycle and pedestrian counts, using video data collection technologies. MTC prefers this method, as the videos help to review any data collection errors, if needed. Consultant shall provide access to the raw counts, videos, formatted data, via an FTP site or other web-portals approved by all of the stakeholders. Other data collection methods shall be considered based on the preference of the project sponsor or if video data collection is not feasible. Consultant shall take all the steps possible to provide the data to the project sponsors in any or all formats, such as PDF, MS Excel and/or Synchro computer models. 2.1.4. Consultant or their authorized subcontractors’ costs for collecting the turning movement counts, with bicycle and pedestrian counts at all project intersections, is included in the project budget per intersection. The ADT or the seven-day 24- hour machine counts are included in the project costs, at the rate of one ADT count for every four project signals. Any additional counts have to be approved by MTC, and billed at a negotiated rate. 2.1.5. Consultant shall provide the MTC Project Manager electronic files of all turning movement counts, bicycle and pedestrian counts, ADT counts, collision data, all developed Synchro models, controller and cabinet photos, and any other project related data when requested or at the end of the project, whichever is earliest. 2.1.6. Consultant shall conduct thorough field reviews at all study intersections and street segments to verify lane geometry, speed limits, storage lengths, signal phasing, distances between intersections, and crosswalk lengths, even if the information is available through other sources, such as aerial photos and speed surveys. Consultant shall conduct extensive field reviews at key intersections to measure queue lengths and saturation flows for heavy movements with input from project sponsors. 2.1.7. Consultant shall conduct the “before” travel time data, including the number of stops, during times and days that are representative of the times and days for which coordination plans shall be developed. Consultant shall conduct as many runs as possible within the coordination period, but at least a minimum of four runs shall be conducted for each direction for each peak period. Consultant shall conduct these studies using the floating car method or any method approved by the project sponsors. 2.1.8. Consultant shall verify signal coordination and transit priority capabilities of existing equipment and communications infrastructure. Consultant shall take digital photos of the controller cabinet and the contents of the controller cabinet, at all project locations, unless waived by the project sponsors or MTC. 2.2. Analysis of Existing Conditions – Consultant shall analyze the data obtained from Task 2.1 as follows: 2.2.1. Consultant shall review initial and actuated settings for each study intersection to identify opportunities to minimize delay during non-coordination periods and enhance pedestrian and bicyclist safety. The analysis shall include, but not be limited to, review of minimum and maximum green settings; yellow and red times; pedestrian timing; and gap, extension, and reduction settings. 2.2.2. Consultant shall analyze the intersection and corridor-wide collision data for at least three years of available data. This data shall be summarized and evaluated to identify any signal timing practices that may help reduce similar potential incidents in the future. 2.2.3. Consultant shall analyze the typical traffic patterns during the peak periods for which coordination plans shall be developed. Consultant shall note factors that generally affect signal progression including, but not limited to: intersections with high pedestrian or bicyclist volumes; over-saturated intersections; uneven lane distribution; high volumes of trucks and buses; and presence and location of bus stops. 2.2.4. Consultant shall develop models for each peak period project corridors and calibrate the model based on travel time and delay studies, and field observations of queue lengths and saturation flows for heavy movements at key intersections. Consultant shall use the modeling software as per directions from the project sponsors. 2.2.5. Consultant shall summarize the results of the existing conditions analyses in Deliverable 2A: Draft Existing Conditions Report for review by the project sponsors and MTC Project Manager. At a minimum, the report shall include the following: project description; project map showing the intersections and services; analysis from the counts; field verification results of the controllers and their communication capabilities; factors that are expected to affect progression; and model calibration results. 2.2.6. Consultant shall meet with the project sponsors to discuss the results of the existing conditions analyses and field observations. Consultant shall revise the report after addressing the comments received from the project sponsors. Consultant shall submit a Response to Comments Report addressing all the comments/concerns received from all stakeholders, while submitting the Deliverable 2B: Final Existing Conditions Report for approval. Deliverable 2A: Draft Existing Conditions Report Deliverable 2B: Final Existing Conditions Report, including the Response to Comments Report 3. Development of Recommendations This stage of the project involves the following tasks and deliverables: 3.1. Consultant shall develop the optimal time-of-day coordination plans after analyzing the signal grouping; phasing and phase sequence, including conditional service; cycle lengths, splits, offsets; collision diagrams/data and other available data. The Consultant shall meet with the project sponsors or submit an interim deliverable to discuss and agree on the preliminary signal grouping and cycle lengths. 3.2. Consultant shall develop recommendations of optimal initial and actuated settings; time- of-day coordination plans and hours of coordinated operation; and transit signal priority plans and hours of operation, if applicable. 3.3. Consultant shall summarize recommendations in the Deliverable 3A: Draft Recommendations Report. The report shall also include a comparison of existing and proposed timings, the justifications for the recommended changes, and a description of the expected improvements. 3.4. Consultant shall follow the applicable state and federal standards in making these recommendations. Any exceptions need to be discussed in detail with the project sponsors and the MTC Project Manager. 3.5. Consultant shall meet with the project sponsors to discuss the proposed recommendations, justifications and anticipated improvements. Consultant shall revise the report after addressing the comments received from the project sponsors. Consultant shall submit a Response to Comments Report addressing all the comments/concerns received from all stakeholders, while submitting the Deliverable 3B: Revised Recommendations Report for approval. Deliverable 3A: Draft Recommendations Report Deliverable 3B: Revised Recommendations Report, including the Response to Comments Report 4. Implementation and Evaluation This is the final stage of the project requiring the coordination of all project sponsors and MTC. The various tasks involved in this stage include, but are not limited to, the following: 4.1. Consultant shall prepare the appropriate timing sheets in the format requested by the project sponsors for review and approval. Consultant shall revise the timing sheets based on comments received from the project sponsors. 4.2. Consultant, with the help of project sponsors, shall implement the new timing plans remotely or in the field. Consultant shall use all the resources required to complete this task effectively, and any short-comings may impact the Consultant performance during the review process. Consultant shall employ enough staff resources to monitor the traffic for the entire duration the new plans are implemented for the first time. This requirement shall be followed any time changes are made to the timing plans during the fine-tuning process. Consultant shall have qualified staff available to immediately address any issues or agency concerns that may result from the implementation of the new timing plans. 4.3. Consultant, with the help of project sponsors, shall fine-tune the new timing plans to the satisfaction of the project sponsors. Consultant shall fine-tune timings in the field and record all changes. Fine-tuning shall be conducted during times and days that are representative of the times and days for which coordination plans were developed. This requires additional field visits to verify and assess any changes made during the fine- tuning process. 4.4. Consultant shall conduct the “after” travel time and delay studies, including the number of stops, during the new coordination periods. Consultant shall conduct as many runs as possible within the coordination period, but at least a minimum of four runs shall be conducted for each direction for each peak period. Consultant shall conduct these studies using the floating car method or any method approved by the project sponsors. 4.5. Consultant shall calculate measures of effectiveness using the results from the “before” and “after” studies. These measures generally include the travel-time savings, emissions savings, speed increases, reduction in the number of stops, cost savings from reduced emissions and benefit-cost analysis results. The methodology used for these calculations shall be provided or approved by the MTC Project Manager. 4.6. Consultant shall submit a Deliverable 4A: Draft Project Report, which shall include the following for each PASS project: overview, goals and objectives, corridors and services, project map, results from the data collection and analyses, the preliminary recommendations, new timings implementation, fine-tuning results, comparison of the old and new timings, etc. The report will also include any unique issues that were resolved and any qualitative benefits achieved with the project. The qualitative benefits will generally include the benefits to pedestrians, benefits to bicyclists, effects on transit, traffic safety, etc. 4.7. Consultant shall revise the report after addressing the comments received from the project sponsors and the MTC Project Manager. Consultant shall submit a Response to Comments Report addressing all the comments/concerns received from all stakeholders, while submitting the Deliverable 4B: Final Project Report for approval. 4.8. Consultant shall assist MTC in producing Fact Sheets for each project by providing the required maps, tables, data or text as requested by the MTC Project Manager. Task 4: Preliminary Implementation and Fine-tuning Deliverable 4A: Draft Project Report with Benefit-Cost Analysis, including the computer models Deliverable 4B: Final Project Report with Benefit-Cost Analysis, including the computer models and Response to Comments Report 5. Additional Services In addition to the basic signal coordination plans, the Consultant may also be asked to provide additional services related to the PASS projects. These services shall be requested by the project sponsor in their application and shall be included in the SSB, contingent upon approval by MTC Project Manager. Consultant shall include a detailed description of the scope of the additional service, a staffing plan, and level of effort, additional budget, and payment schedule in the SSB. If the scope of work and budget for these services cannot be reasonably negotiated, MTC, at its sole discretion, can withdraw the project assignment from the Consultant and assign a different Consultant to the project. Additional services may be requested at any stage of the project, as needed, and shall be included in a revised SSB, if approved by the MTC Project Manager. 5.1. Consultant may be asked to develop additional timing plans, such as incident management flush plans, transit signal priority plans, traffic responsive timing plans, weekend timing plans, school peak timing plans, etc. Such services may include additional meetings, additional data collection, field visits, technical analyses, studies, fine-tuning, conditional diagrams, etc. 5.2. Consultants, with the help of the transit agency, may be asked to review the existing capabilities or conditions of the transit signal priority of buses serving the project corridors. The PASS will also provide help in establishing communication between the signals and buses as this step is crucial to implementing new transit signal priority plans. 5.3. Consultant may be asked to work on some pilot tasks/projects to help with the expansion of PASS projects and services. These pilot tasks/projects will help MTC understand the level of effort, budget, and potential benefits to mobility and air quality that could help expand future cycles of the Program. The pilot tasks/projects may include, but not be limited to: development of advanced signal timing plans; Systems Engineering analyses; and ITS Engineering and Design. 5.4. Consultant may be asked to perform these additional services for any projects retimed in the last two years under the PASS. These tasks may also include updating coversheets, reformatting timing plans, evaluating the effects of new timing plans, etc. 5.5. Consultant may be asked to subcontract an electrical contractor or other firms with required licenses and expertise to install GPS clocks or other communications equipment for certain projects. Consultant may be asked to coordinate the installation of these equipment including assisting the local agencies in securing any permits required for the project. 5.6. Consultant may be asked to prepare presentation materials and/or make formal presentations on the PASS project to various policy boards and commissions. 5.7. Consultant may be asked to assist in organizing seminars on various topics that contribute to improved mobility and emissions reductions. The typical tasks include developing seminar outlines, securing speakers, preparing presentation materials, etc. 6. Reduced Services Consultant may be requested to not perform some of the services listed above for certain projects. If reduced services are requested by the project sponsor or the MTC Project Manager, Consultant shall clearly document all relevant details in the SSB. The fee for reduced services shall be a percentage of the base fee per intersection, or a negotiated amount, which is commensurate with the proportion of services reduced. If these cannot be reasonably negotiated, MTC, at its sole discretion, can withdraw the project assignment from the Consultant and assign a different Consultant to the project.