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PW Merrydale North PromenadeAGREEMENT FOR PROFESSIONAL SERVICES WITH PARISI CSW DESIGN GROUP FOR ENGINEERING DESIGN SERVICES ASSOCIATED WITH THE MERRYDALE NORTH PROMENADE PROJECT This Agreement is made and entered into this 2-0 day of ~!-'or\A ""V'~ ,2018, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and PARISI CSW DESIGN GROUP (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY has detennined that professional services are required for design and environmental clearance associated with the Menydale North Promenade Project, City Project No. 11278; and WHEREAS, the CONTRACTOR has agreed to render such services; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. 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 of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Rich Souza is hereby designated as the Project Director for CONTRACTOR. Should circumstances or conditions subsequent to the execution of tllls Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of tlle substitution. 2 . DUTIES OF CONTRACTOR. CONTRACTOR shall perfonn the duties and/or provide the services outlined in the CONTRACTOR'S proposal "Implementing the North Menydale Promenade" dated January 12,2018, marked as Exhibit "A," attached hereto, and incorporated herein. 3. DUTIES OF CITY. CITY shall compensate CONTRACTOR as provided in Paragraph 4, and shall perfonn the duties as described in Exhibit "A" attached hereto and incorporated herein. OR GINA 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on a time and materials basis for services rendered at the hourly rates shown in CONTRACTOR'S "Summary of Fee" dated January 12, 2018, attached hereto as Exhibit "A" and incorporated herein, in a total contract amount not to exceed $135,719. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The tenn of this Agreement shall commence upon the date of execution of this Agreement and end on December 31, 2021, 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 terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate tIns 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 tIle cause of tIle temrination, to the reasonable satisfaction of the party giving such notice, witIlin 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 of the other. D. Return of Documents. Upon tennination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the 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 CONTRACTOR in comlection 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, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in cOlmection with its perfonnance 2 of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The patties agree that they shall not assign or transfer any interest in this Agreement nor the perfonnance 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 tenn of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insuratlCe 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 dollat·s ($1,000,000) dollars per occurrence. 3. If my licensed professional pelionns my of the selvices required to be perfOlmed 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 CONTRACTOR's perfonnmce of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONTRACTOR shall maintain worker's compensation insurance, as required by the State of Califomia, 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. CONTRACTOR'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 of the CONTRACTOR in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurmce 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 CONTRACTOR'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 CONTRACTOR'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, CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire against CITY by vittue of the payment of any loss under such insurance. CONTRACTOR 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 tins 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 of this Agreement. 7. The limits of insurance requit·ed in this Agreement may be satisfied by a combination of primruy 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 noncontIibutory 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 CONTRACTOR'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 CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. 4 D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attomey all of the following: (1) Certificates of hlsurance 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 CONTRACTOR. Failure to exercise tillS right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to fonn and sufficiency by PROJECT MANAGER and the City Attomey. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent pennitted by law, indemnify, release, defend with counsel approved by CITY, and hold halmless 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 attomey's fees, expe11 fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S perfOlmance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a patty to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S perfonnance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attomeys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be perfonned by a design professional as that tenn is defmed under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend and hold hannless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR in the perfonnance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such CLAIM which is caused by the sole negligence or willful misconduct of 5 CITY. 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, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in cOl1l1ection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perfonTI all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold hannless 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 TIDRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the tenns and conditions of tIlls Agreement, to tIle otIler party. 15. NOTICES. All notices and other communications required or pennitted 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: Bill Guerin Public Works Director 111 Morphew Street San Rafael, CA 94901 6 TO CONTRACTOR's Project Director: 16. INDEPENDENT CONTRACTOR. Rich Souza Parisi CSW Design Group 45 Leveroni Court Novato, CA 94949 For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT --AMENDMENTS. A. The tenns 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 CONTRACTOR 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 wlitten amendment to this Agreement. D. The telms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the tenns and conditions of this Agreement, and the tenns and conditions of the attached exhibits or the documents expressly incorporated by reference, the tenns and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any tenn, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other tenn, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other tenn, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, perfonnance, or other consideration which may become due or owing under this Agreement, shall 7 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. 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 cOlmection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Fonn W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW. The laws ofthe 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 CONTRACTOR ATTEST: LINDSAY LARA, hlterim City Clerk APPROVED AS TO FORM: ~a~~Rr-g- ROBERTF. EPSTEIN, ity A ey 8 AL CORNWELL 45 Leveroni Court Novato, CA 94949 415 -883-9850 acornwell @Parisi -CSW.com JANUARY 12, 2018 I =tj~ t11 c S W I DESIGN GROUP January 12, 2018 Shawn Graf City of San Rafael Public Works Department 111 Morphew Street San Rafael, CA 94901 l:jij~t11 C SW I DESIGN GROUP Subject: Implementing the Merrydale North Promenade Dear Mr. Graf: The Parisi CSW Design Group is excited to respond to the Merrydale North Promenade Project. As a 40-year resident of San Rafael and having purchased my wife's engagement ring at Northgate Mall, this area holds a special interest to me personally. I know the area well as I have completed projects at the Mall, Guide Dogs for the Blind and Mt Olivet Cemetery, as well as projects for the City of San Rafael. Our team has nearly a 20-year history planning and implementing multi modal and Safe Routes to Schools' programs throughout California. Our team combines experts in transportation and infrastructure engineering that develop creative, safe, and cost-effective solutions within complex urban conditions. Several of these projects are within the State of California Department ofTransportation's right of way and require encroachment permits sponsored by local agencies. Roles and responsibilities of our team members includes: AI Cornwell and Rich Souza of the Parisi CSW Design Group will manage the detailed design of the improvements. David Parisi of our group is a recognized expert planning and engineering of multi modal routes and will provide technical support as well as quality assurance. Finally, our project engineers Robert Stevens and Julie Harberson have a solid record of bringing projects to fruition. Laura Lafler of LSA Associates will prepare specifications consistent with local and federal requirements. Peter Arnold of Abey Arnold, who operates a San Rafael Landscape Architecture firm will provide landscape design services. We have reviewed Addendum Number 1 dated January 5, 2018 and incorporated the conditions into our proposal. Furthermore, we have reviewed the City's Professional Services Agreement and will sign without modification. We appreciate the opportunity to support the City of San Rafael. Please contact me at 415.883.9850 or acornwell@ Parisi-CSW.com if you have any questions regarding our proposal. Sincerely, Parisi CSW Design Group AI Cornwell, PE Partner 45 LEVERONI COURT, NOVATO, 94949 I P 415 883 9850 I WWW.PARISICSW.COM Project Understanding & Approach For almost 20 years, Terra Linda has worked to improve pedestrian and bicycle improvements throughout the north San Rafael community. With commencement of SMART passenger service in August 2017, pedestrian and bicycle demand has increased greatly along Merrydale Road between the Mall at Northgate and Civic Center Station. However, Merrydale Road in its current configuration has two vehicle travel lanes and no sidewalks. Working with community members and stakeholders, the San Rafael Department of Public Works developed a conceptual plan for a multi-use pathway along this corridor which includes on-street parking, improved vehicular turning movements as well as improving pedestrian and bicycle circulation. The City seeks to refine the design and prepare documents for public bid and construction. To finalize the design, the City would like to consider a better vehicle turnaround adjacent to the SMART Station. We also believe this can be accommodated with the conversion of the perpendicular accessible stalls to parallel parking. We believe that looking at non-standard configurations, may allow flexibility in design to deliver a much improved dead- end street that would well-serve most vehicles. To accommodate the pedestrian connection between the multi-use pathway and the SMART Station, the project will need to acquire an easement from the Las Gallinas Valley Sanitary District (LGVSD). In our discussions with the District, we understand it plans to replace the sewer pump station. We will work with closely with the District to find a suitable layout that will not impair access to the pump station or access needed to construct and maintain it. Based upon the Parisi CSW Design Group team's experience in planning, design, and construction, we understand the challenges faced in retrofitting sidewalks within existing right of way. Our team believes that design solutions must not only be functional and practical, but also respect the context they serve. We guide our practice by the following: 1. Experienced Team. Assemble an interdisciplinary design team early in the process to analyze issues from alternative perspectives. Assign recognized experts in their respective fields to guide technical design decisions. 2. Contextual Solutions. Seek to understand the project's context including the history, landscape, community, and resources prior to developing design solutions. 3. Stakeholder Connections. Engage a full range of stakeholders in all phases of the design process to confirm our approach. Communicate early and continuously with all stakeholders in an open, honest, and respectful manner. 4. Value Analyses. Develop many design alternatives to solve a problem, but use a defined decision-making process using quantitative analysis to select a preferred solution. 5. Lessons Learned. Distribute"lessons learned"from previous projects constructed each year to our staff. 6. Life-Cycle Costs. Design solutions that respect the complete life cycle cost of a project such as considering the use of pavers or concrete rather than asphalt. Bicycle use is heavy on Merrydale. As the proposed multi-use path will be limited in width, the final design should consider the use of effective wayfinding, including povement legends and signage to improve safety for all users . I:tJ;rU CSW DESIGN BROUP 2 I Parisi CSW Design Group and our interdisciplinary design team have the leadership and expertise to develop innovative design solutions given the following. Strong Communications and Communications and Outreach Balances Competing Interests Planning transportation improvements within the Terra Linda community will require outreach to stakeholders including residents, schools, business owners, Caltrans, LGVSD, SMART, and public utilities to understand their unique concerns. In addition, it will require focused outreach to those businesses directly affected by a project. While it is likely not possible to meet everyone's needs completely, our goal is to listen to concerns and develop a cost-effective design that achieves consensus. Based on our team's past practice, we understand this will include many face-to - face meetings with property owners in the field. We understand the importance of communication and we will deliver what the project needs to achieve success. Mitigating Risks As our team supports the construction of many millions of dollars of street improvement projects annually, we understand that conflicts due to unforeseen conditions present significant cost risks. To reduce the potential for conflict, we implement the latest technology to rapidly and cost effectively collect data to understand the existing conditions along corridors. The existing drainage ditch along Merrydale iNiII require removal. While likely not a jurisdictional waterway, our environmental specialists from LSA Associates will evaluate during the preliminary design. Environmental Compliance Understanding the environmental resource issues early in the design process is essential to plan project alternatives. Environmental agencies and stakeholders will scrutinize rural area projects due to the desire to preserve the remaining natural habitats. In collaboration with LSA Associates, we have extensive experience evaluating environmental resources to develop design alternatives and construction phasing strategies to complete projects. -"----~ -PRDPDY-12~n: S IDE \J A:~"'" _ -'Vehicle E«ISTlN G DR IV E'JAY TO RH!t.lN ------Provide parallel -, Turilaround '/" Rain Garden ADA Stalls __ ) --=~ '-_'/' I'RDPDS EU EASEMENT ccn []llll lNATE IJITH UNSIJ) ----~~~~ ~'~ -~~ PRO?DS En ACC ESS IBLE PARKING ~~="~- _r -r--J--" ~X I S TI NG DR IV EIJ"Y TO REMAIN "EXISTIN G DR IVE'J"Y TO REMA IN" " " PROPOSED PARELLEL PARK IN G ", Should a vehicle turnaround be a desired option, we plan to study converting the parallel stalls to accessible. This should not require a 5-foot encroachment into the sidewalk assuming the guidelines contained in the Proposed Rights- of-Way Guidelines as defined by the United States Access Board are acceptable. '''-, While the vehicle turnaround may not meet standard requirements, it should be serviceable by most vehicles . This alternative provides for a rain garden to remove contaminates from starm water. Technical Approach The Parisi CSW Design Group's scope of services to improve the pedestrian connection along Merrydale Road is summarized below. Based upon the conceptual plan prepared by City staff, our team has developed a scope of services to advance the design, complete an environmental assessment, and support both bidding and construction. TASK 1: PRELIMINARY ENGINEERING Objective: In this initial phase, our team will complete a series of technical studies to refine the concept design including integration of turn-around at the end of Merrydale. Our team will confirm the acceptance of the alternative with community members and sta keholders. 1.1 Data Collection and Field Review Our team will collect information and perform a field review to understand basic conditions of Merrydale Road and the extension to the undercrossing. A. Data Collection The team will collect and review the following documents: • Civic Center Station Area Plan • North San Rafael Vision Promenade Conceptual Plan • 2011 Bicycle/ Pedestrian Master Plan Update • Vision north San Rafael • Record City and public utility data B. Site Reconnaissance. The team will walk the site to assess community features, condition of asphalt pavement and adjacent gravel/dirt area, drainage patterns, health of existing trees and landscaping, multimodal conditions (during both peak and during midday periods), user sight distance, and accessibility. We will compile a photographic log in the project areas to document the existing conditions to supplement the City-provided topography. 1.2 Preliminary Engineering (35%) Based on the results of the technical studies, our team will work to refine the preliminary design. We will provide the following documents: A. Preliminary Plans • Title Sheet • Layout and Striping Plan including an optional turnaround at the end of Merrydale • Grading Plan to define limits of work • Photometric and lighting plan • Storm Water Quality Plan • Preliminary Right of Way Assessment B. Narratives • Budget to construct improvements include soft, hard, utility fees, and construction costs • Design exception report • Right of way assessment • Conformance to MCSTOPPP Stormwater Program The undercrossing of Highway 101 is dark at night. Our team will explore options to increase lighting to promote users sense of safety & security as they use the new sidewalk . l:J9i ;rU CSW I DESIGN SII01IP 1.3 Design Confirmation Outreach The project has already undergone intense community engagement. We believe further outreach will be critical for continued support and successful implementation. To update community members and stakeholders, our team will hold several meetings to solicit feedback regarding the project's design including the following: A. Las Gallinas Valley Sanitary District B. Sonoma-Marin Area Rail Transit C. Mt Olivet Cemetary, San Rafael D. Northgate Mall E. Local businesses including Northgate Security Storage F. Community Meetings We will hold up to two general meetings with the Terra Linda community to review the design and solicit feedback. G. On-line Engagement To address community and stakeholder questions and concerns through mUltiple mediums, we propose to provide opportunities for on -line engagement using the City's website. Our team will provide project illustrations and narratives to receive electronic feedback. 1.4 Existing Conditions Mapping With approval of the 35% plans, we may complete the following: A. Field Survey Our team will complete additional data collection should the existing survey not provide adequate information to complete the design. B. Boundary Survey We will research City, County and CALTRANS records to determine property boundary information within the project area. Field crews will search and measure the location of all record monuments within the project area. This will serve as the basis for monument preservation requirements of the contract documents. C. Utility Locating Should the proposed improvements appear to conflict with existing utilities, our team will markup a map and request the City pothole improvements. We will have a staff member at the site during potholing to acquire data. D. Base Map Our team will modify the existing topographic data. 1.5 Public Utilities As the project may require the relocation of existing public utilities, Parisi CSW will begin working with MMWD, Las Gallinas Sanitary District, Pacific Gas and Electric, Com cast, and AT&T early in the process. To support the effort, we will complete the following: Submit a notice to owners providing information on the project's limits and schedule • Host a meeting at the City of San Rafael inviting all public utilities to the meeting, again outlining the expectations • Submit a notice to relocate utilities based on the 35% plans • Integrate the utility relocations and schedule into the 95% submittal 1.6 Contract Management Parisi CSW will be responsible for overall management of our design team including the following: A. Project Management Richard Souza will manage the design team as well as track progress, schedule, and budget. We will be responsible for documenting design decisions and keeping an official record of the project. Furthermore, we will submit monthly progress reports identifying tasks completed, budget status, and issues status. B. Quality Controll Assurance David Parisi will perform an independent quality control review of the team's documents prior to submittal. C. Meetings The team will attend up to two (2) meetings during this phase of work. SUMMARY OF DELIVERABLES • Plans at the 35% level of completion including potential design options • Utility notification letters • Summary of right of entry requirements • Assessment of CAL TRANS right of way and need to secure an encroachment permit • Comments and notes related to the outreach process TASK 2: ENVIRONMENTAL ASSESSMENT Objective: LSA will prepare an environmental assessment consistent with the California Environmental Quality Act. 2.1 Project Initiation. Parisi CSW in conjunction with LSA Associates will prepare a project description consistent with the approved 35% design. The project description will include information on the environmental setting, detai ls of the proposed improvements, proposed construction activities, and project phasing. LSA will include relevant plans or diagrams as provided by the Project Engineer with the project description. 2.2 Technical Memorandums. Given the location in an existing urban setting, LSA will document existing conditions to identify potential issues related to biological resources and cultural resources, if any, to document potential impacts. A. Biological Resources. LSA will provide a biological reconnaissance memorandum documenting and evaluating biological resources on site, including the potential presence and impacts to special-status species, sensitive habitats, and potential regulated wetlands. LSA will review all relevant databases, including the California Native Diversity Database (CNDDB) and others. During the preliminary design phase, our team will work with stakeholders to develop a plan that separates vehicle traffic from the existing multi-use trail, which is experience a growing volume of users . B. Cultural Resources LSA will perform the following tasks: • Conduct a records search of documents on file at the Northwest Information Center; • Conduct a review of archaeological, ethnographic, and historical publications and maps at LSA and online; • Contact the Native American Heritage Commission for a review of the Sacred Lands File; • Conduct an archaeological field survey of the project site; • Assist the City with consultation with the Federated Indians of Graton Rancheria (FIGR); and • Prepare a letter report to document the study's findings. 2.3 CEQA Categorical Exemption. The CEQA Guidelines include a list of classes of projects determined not to have a significant effect on the environment and which, therefore, are exempt from the provisions of CEQA. The following two classes most closely align with the proposed project: Class 1 (Section 15301), Existing Facilities, which includes existing highways and streets, sidewalks gutters, bicycle and pedestrian trails, and similar facilities. l:tj~ml c S W I DESIGN GROUP 6 1 Class 4 (Section 15304), Minor Alterations to Land, which includes the creation of bicycle lanes on existing rights-of-way. For a project to be considered exempt under CEQA it must also not meet any of the following exceptions listed in Section 15300.2: Location. For classes 3, 4, 5, 6, and 11, a project that is ordinarily insignificant in its impact on the environment may in a particularly sensitive environment be significant. Cumulative Impact. None of the categorical exemptions apply if significant cumulative impacts will result over time from successive projects of the same type in the same place. Significant Impact. None of the categorical exemptions apply if there is a "reasonable possibility" that significant environmental impacts will result due to "unusual circumstances:' Scenic Highways. A categorical exemption shall not be used for a project which may result in damage to scenic resources, including trees, historic buildings, rock outcroppings, or similar resources, within a highway officially designated as a state scenic highway. TASK 3: FINAL DESIGN Objective: With the refinement of elements, the team will complete final documents for bidding and construction. 3.1 Prepare 65% Documents The team will prepare construction documents, including plans (24" x 36" size) and specifications, in accordance with the City's standards. We will prepare all drawings using AutoCAD Civil 3D version 2015 (or later if applicable). Each submittal will contain the following design elements: A. Plans • Title and Key Map • Demolition Plan • Sidewalk Layout and Grading Plan • Striping and Sign Plans Hazardous Waste Sites. A categorical exemption shall not be used for a project located on a site which is included on any list compiled pursuant to Section 65962.5 of the Government Code. Historical Resources. A categorical exemption shall not be used for a project which may cause a substantial adverse change in the significance of a historical resource. In preparing the CE, LSA would include a discussion of why these individual exceptions do not apply to this proposed project. Using the data and research collected in biological and cultural surveys of the site, LSA will prepare the Administrative Draft and Final CE pursuant to CEQA to file with the State Clearinghouse. This task includes filing the Notice of Exemption after the City approves the CEo The fee for filing the Notice of Exemption would be a reimbursable expense. SUMMARY OF DELIVERABLES • Technical Memorandums • Categorical Exemption Memorandum • Notice of Exemption • Rain Garden Details • Planting Plan • Irrigation Plan • Lighting Plan • General Construction Details B. Specifications We will assemble front end and technical specifications consistent with the federal requirements and City standards. 3.2 Plat Map and Legal Description We understand that the LGVSD is considering rebuilding the pump station between the Highway, Merrydale and the SMART R/W and had discussed the location of the new access points with the City to allow for additional parking and better turning movements. 3.3 Prepare 95% Documents Based upon comments received from stakeholders, ourteam will update our documents to the 95% level of completion. 3.4 Encroachment Permit Our team will assemble a separate set of drawing and an encroachment permit application for application to CALTRANS should it be necessary to widen the improvements into the highway to provide adequate sidewalk width. We will coordinate approval of the documents with CALTRANS. 3.5 Final Plans The team will integrate all comments and prepare a final set for bidding upon receipt of a concurrence from the City during Task 3. TASK 4: BIDDING SUPPORT 4.1 Bidding Support CSW-Parisi will assist during the bidding phase by assisting in outreach, attending the pre-bid meeting, responding to TASK 5: CONSTRUCTION SUPPORT 5.1 Construction Support During construction, the team will review submittals, respond to contractor questions, provide technical guidance, visit the site on five (5) occasions during construction, and prepare a punch list near the completion of construction. We will assist the City On Saturday November 4, 2017 Robert Stevens and David Parisi attended the ribbon cutting forthe Miller Avenue Streetscape. David, the lead traffic engineer and Robert the engineer of record, collaborated with City staff for nearly a decade in the preliminary planning and final design for this $18 million street improvement project, which transforms Mill Valley's primary arterial corridor into both a complete and green street. IMPI MEN TINe, TH 'V1E RRYD.Al E NORT~ PROI\t1E NA'JI I 7 3.6 Contract Management We will complete contract management services as defined in Task 1.8.ln this task, we anticipate up to five (5) meetings with the City. SUMMARY OF DELIVERABLES • Plans at the 65%, 95%, and 100% level of completion including hardcopy and Adobe Acrobat. We will provide the final plans in their native AutoCAD format. • Specifications, cost estimate, and bid schedule • Private party plat maps • CALTRANS encroachment permit application contractor requests for information, and preparing two bid addenda if necessary. coordinating public utility relocations as well as confirm that the contractor's traffic management and construction mitigation plans are consistent with the contract documents. l:tj~ml csw I DESIGN BROUP 10 iO " T.u~Uolffil! Implemenllnllhe North Merrydale Ptcmenade laUl1 · PrelimInary En&tneerinJ NOllceloProccIK"ilI Oala eolicaJon and Fl d d R ~lII w Refine Desl," Prcllmlnilry Design l S"PS&E City Rcvlcw Rl!Vll?wMeelil'l8 Outreach lGVSD imd SMART Outreach BuslncssOwnetOuUcOich CDmmunlly Mcctlne ,n RIlVICW Opllcn~ AddlllonalEluUmc(ondalons Mapping Public Ulllily Coordination 0ur~1""" ]18 days 110 days OdolV ) 11,} dav~ 40davs 25 days 15 day~ o days lOdaY' 5 days 5 days o days ~Y,II 1. ... ;.11 Thu 3/1/18 Men S/ZO/19 Thu 3/1/18 Wed a/1/18 Th u l/l/lB Th ~ 1I1/lB Thvlll/lB Wc:d lIl4/lB Thu 3/15/18 Wed 5/9/11 ThuJ/15/18 Wcd4/18/18 Thu4/19/18 WedS/gliB WedS/9IIB Wcd5/911B Wed S/Zl/lEWed &/&/18 Thu5/l1/18 Wed6/6/18 Thu5/24/18 Weu5/30/18 Wed Weu 5/23/18 5/B/18 15day~ Thu5/10/18 Wed 5/30/18 60 day~ Thu S/10/18 WedlllH' 15 T~sil2 .. Environmen~IAuenml!ne 31 dOlYS ThuS/2e/IS Thu 1/5/18 ., Prepare Prolcct De~wptlon .7 PrcparcNoticc01 Ellcmption ., PublicCil[ulation CEQA Complcte 20 Tuk 3 .. final Enlineerlnl :!l 6S%PSE 22 Pn.1)~lc Ootumena City ReView RevlI~wMcctlnB ~ d",y~ 5d3yS Thu5/24/18 WedS/30/lS Thu5/31/18 Wcd6/6/IB 21 do1y~ Thu617/18 Thu 7/5/IS Q davs Thu7lS/18 thill 7151 1B 123 d.Jys Thu 5/31/11 Mon 11/19/1 40 doJYS Thu 5/31/11 Wed 7/25/1J:. 20 day\; Thu 5/31/1B Weu 6/27/1B tOday ~ Thu6118/1B Wed7/11/1B o days Wed 7/11IIBWcd 7/11/lB " Co mmunlt Mcctlng,,2 Revlcw 0 d3yS Wed Wed ,. JJ ]I J9 " " " Oe~lln LGVSD Easeml!nt PrcparePlat Mapanu lcnal De~c:rIptlon LGVSD ReView Rt't6r dEJ~cment 9S%PSE Plt'pare Oocuments (1lyRcvlcw Review Meeting CALTRANS Enuo.uhment Permle Prepare Application and Submit CALTHANS Rt'Vlew Enclo.1chmcnt Permit I~~ued fmalPIJns Prolect Re.ldy lor 81ddlllg ToJ",4 -Blddlnl Advertise Publlc81dPcflod Receive Bld~ 7/25/18 7/25/18 50 dOlYS Thu 7/12/11 Wed 9/19/11. 20davs Thu7/12/IB weuB/B/IB 30 days OdilY ' 3DdoJYS 20 days 10days Oday~ elldoJYs 3 d.1y~ 45 dJy ~ OdJy) 1 ~ days o days 70doJYs o days 4 0da~ o days Thu 8/9/18 Wed 9/19/18 Wed 9/19/18Wed 9/19/1B Thu 7 /12/18 Wed 8/ll/1f Thu7/11/1B WedB/8/18 Thu 8/9/1B Wed 8/2.2/18 Wed B/22/IBWed 3/11/18 Thu 8/23/18 Mon 10/29/1 ThuB/23/IB MonB/27/IB Tue8/28/1B Mon 10/29/1 Mon 10/29/I Mon 10/29/1 Tue 10nO/IEMon 11/19/1 Mon 1l/19/1Mon 11/19/1 Mlln ll/19/IMon 2/25/1~ Mon 11/19J I Mon 11119/1 Tue 11/20/H Mon IJ14/19 Men 1/14/19 Men 1/14/19 Revlcw.nd SeleCtIon el ContraCior 30 days Tue 1/15/19 Mon 21 25/19 Til", 5 .. COnstruction 4S doJYS Mon l /UI/I~Mlln 5/20/1£ Contractor Mebllizes Odays Mon 3/18/19Mon3/18/19 Construction 45 days Tue 3/19/19 Mon 5/20/19 PrOlt'ttComplele OdaYi Men S/20/19Mcn 5/20/19 ,," PfClcct s(h~[lu!e Date Wed 1/10/18 , ... _s..rnm.lly p,~.(\w.nnur;' Schedule my OF SAN RAFAH MIRRYOAlE PROMWADE DESIGN. BJDOltJG. ArlO CotJ$TRUCnOtJ SCHEDULE "'I, "" >r, OU It.l '<b ,~ "'J, .3/1 r ' ____ _ • __ 519 _ ,----, ..... ... 5/23 ;!'. -.7 7/5 ~7/1l ~ 7/25 ."l!! ~8/12 ... ~ .T'lD/29 =- .~11/19 .·11119 ~1I14 ... l/18 .·5/20 ,----., OumlOtlonl, ~SU"c,"J, 1~-..J.I/Pr"'l '"1 In""-~". s ......... M'j MIIlu.Jl~"/IIc.lup ____ ' .... "'ent. "\.inu..I Summ ..... ,----., I'fcqMI Implementing the North Merrydale Promenade SUMMARY OF FEE liHE'n CIW IOUiSIUIOUP 01 .12.2018 8111able Rate ($/ hour) Task 1 Prellmlnarv Engineering 1.1 1.2 1.3 1.4 !:! 1.6 D ••• ColI ... llan and Field Revllw Oala Colladlon 5 [10 Reconnaissance Pr.llmlnary Dlslan 35% Submittal Prell8rs Plans NalTuUvos Preliminary Outreach las Gallina, Valley Sanltarv District SMART Ml Olivet Son Rareel Northgala Mall Business Ovmars Communllv MeaUnns f2 Online Engagement Eal'tlnA Conditione MappIng FIeld Survey Boundary Map Utility locating Base Map Publlo UIIIIII •• Pralle. Manaalmanland Quality Control Prolect Manal1emenl Quality Conlrotl Assurance Moelinn. Task 1 Prellmlnarv Englnee,lnn Subtolal: Task 2 Envl,onmonlal As .... m.nl 2.1 Pralle. O .. crlpllon ManaaemonUMoolings Project Description FIGR ConsultaUon 2.2 Tachnlc •• Stud I •• Bloloalcal Rssource. CuHural Resourcet 2.J CEQA Ooc:umlntatloniCalaaollcl' Exempllon Talk 2 Envl,onm.nlal Assessmonl Sublolal: Task 3 Final De. Inn 3.1 P ...... 65% PS&E Progare Pions eost E,Umele SDecincatlons 3.2 Plat MaD and Lanai O •• crIDtion w ... ~ii "'" E-U B-l§ co.. 235 10 ~ I!! .~ ~u l~ cO' 255 Parl.I·CSW Design Group Project Manager and Engineer t .. w .. ... c ~~ .!Ill :§e' "' ... 201 w~ ..... ~.; " .. H "'1:1 "u .!If' fi ... 180 I!!~ c~ jE :l~ ~! 154 .. .. c: ;;, c W .~~ :,:", 130 E .. ~ .. I)" ,,~ ~~ 262 ; o :c ~ : ~ ~ ~ ~ ~ ~'ii ~.!!­ \! ~ :0", ~o.. 205 .................. , ...... . .~ 51.389 51.613 ..... ' ........... . 10 16 16 14 -----.-60 I S10.114 :;T.. ,'~O .... I 53.476 5804 5804 5804 5804 SI .60B SI.524 S720 S2 .006 52 .098 8 "I 10 I S1.~42 10 I 51.442 10 15 I ........ J/~ .. L .. ~.3 :~5.0 ..... , ..•. 10 14 S2.950 51.020 SI.608 68 47 28 49 18 220 $40.084 o 2 5804 so 34 80 5604 22 ...... ' .......... . 3D 20 50 108 I S16.588 8 I 51.140 \0 I SI.842 12 I S1.844 ~ ~ o 17 Jl ~c .. !~i ~~"i 185 o [SA AssoclateJ CEQA Assessment c fiB <> .. ;''0 _0 Z" z~ 130 a~ ~-S ~& <lUI ~t; 120 " .. ~ I:! ~~ 28' U 01" 110 I)E ." E :':::l 90 . ..... ............ ............... '.' ... '.' o o 20 20 2 18 32 6 20 30 I Abev Arnold landscape Architect tl !!l i~ i~ ~:il ~.., tf~ ........ 175 16 o 24 3.3 Pro ... 95%PS&E • . ..••.. .... ..:-:-:-:-:.:-:-:-:-: .... -:-:.:-:-:-:-:-:-: 3.4 ~ 3.8 Task 4 4.1 PreDDre Plans Co&t Estimate 5100 SDsdfications 5921 Encrolchmant Permit 12 16 I 52.964 Prop ... Fln.1 PI.no 12 12 24 52 S7.932 Prolect Mlnaaamant and QUality Control ProJect MenlMJement Quality ConltDlI AuurancD MasUnos Task 3 Final Ooslgn Sublotal: Bidding Support Bid SUpport Altend Pre-Bid MeeUna Respond 10 Question, PreparD Addenda Task 4 Bidding Support Sublolal: 8 43 89 2 o 12 S2 .548 51 .020 SI.608 48 132 320 551.175 .. 5402 $360 SI,441 o o 11 S2.203 Task 5 Construcllon Support &.1 Con.trucllon Support Rovlew Submllials 5360 Rospond to RFls SI.482 Flald V1.lIsi Mealing. (10 3D 30 I S5.400 Record Drowtngs 5 I $721 Talk 5 Conll,ucllon Support Sublol.l: 38 I 45 I $7 .083 Tolal Labor: 14 124 218 108 273 16 I 645 Tolal Fe.: $102,209 Reimbursable b:aenses 12 :-:·:-:-:·:·:-:-1·:-:-:-:-:- o o 52 o o 2 o 18 22 32 I 20 36 I 106 $16,310 $18,550 Travel and PostaGe i5DO $750 $200 76% Distribution of Cost Total Relmbursable:1 $500 I $750 $200 Total Cost $102,709 $17,060 $18,750 13% 14% ~ ~ o u :c .r ~ ~ ':':".,:':'::1 ',."'·,·'· ";.'. 11 SI.739 10 SI.963 68 S11 .514 24 S4.176 S804 S804 S804 SB04 SI .60B SI .524 S720 S2.006 S2.OD6 10 S1.442 10 SI.442 25 S3.750 14 $2.950 S1.020 SI.608 238 S42.884 $590 22 S3.250 10 $1 .574 51 .040 $590 23 S2.860 27 S3.870 30 S3.740 128 S17.114 132 I S20.788 10 I SI.490 18 I $3.242 12 I SI.844 92 16 52 12 372 11 19 S14.188 SI .050 SI.621 S2 .964 S7.932 SO S2.548 SI.020 SI.808 S60.276 S752 S710 $1.791 S3.253 ........... ,' ..... SI.060 10 I SI.832 34 I S8.100 11 I SI.771 81 I S10.763 816 $134,269 $1.450 $135,719 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: Public Works Project Manager: Shawn Graft Extension: 5347 Contractor Name: Parisi CSW Design Group Contractor's Contact: AI Cornwell Contact's Email: acornwell@cswst2.com D 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 at least two 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, 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 COMPLETED DATE Click here to enter a date. 2/7/2018 Click here to enter a date. Click here to enter a date. D N/A Or 2/20/2018 3/6/2018 J/"lt /171 3/'llt /I'd 1-27/lt 3 11.,111~ REVIEWER Check/Initial D IX! HY D D D IX! IX! SG ~ IK w:~