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CM Bettini Transit Center Relocation Option 4FIRST AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES WITH ALTA PLANNING + DESIGN, INC. FOR BETTINI TRANSIT CENTER RELOCATION OPTION 4 THIS FIRST AMENDMENT to the Agreement for Professional Services by and between the CITY OF SAN RAFAEL (hereinafter -CITY-). and ALTA PLANNING + DESIGN, INC. (hereinafter -CONSULTANT-). is made and entered into as of the q day of , 2018. RECITALS WHEREAS, the Sonoma Marin Area Rail Transit District (SMART) has begun full revenue operations on its Initial Operating Segment (IOS 1) from the Sonoma Airport to downtown San Rafael and has begun the initial construction of its operating segment from the downtown train station, located between Fourth Street and Third Street in San Rafael, to the termination in Larkspur; and WHEREAS, this new operating segment will bisect the existing Bettini Transit Center and then cross several significant CITY streets including Third, Second, Irwin, Rice and Anderson Drive; and the significant impact to the transit center necessitates that it be expanded and/or relocated; and WHEREAS, on March 18, 2018, the CITY entered into an Agreement for Professional Services with CONSULTANT to provide the CITY with strategic facilitation, planning, liaison work with the Golden Gate Bridge Highway and Transit District (GGBHTD), conceptual design, a final report, and other project assistance related to this critical development in the vicinity of the current Bettini Transit Center; (the "Agreement"); and WHEREAS, during the course of the Agreement, the parties have recognized that additional work has been and will continue to be required of CONSULTANT to complete the tasks called for under the Agreement; and WHEREAS, CITY and CONSULTANT wish to amend the Agreement to include the additional required work and compensation therefor; NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: � , 9.�,T% Section 2 of the Agreement, entitled "DUTIES OF CONSULTANT" is hereby arnended to include the additional services set forth in CONSULTANT's "Transit Center Relocation Planning Services Task and Budget Update" dated June 18. 2018, attached to this First Amendment as Exhibit "A" and incorporated herein by reference. Section 4 of the Agreement. entitled "CONIPENSATION" is hereby amended to include additional compensation payable to CONSULTANT for the services ORiGiNAI described in Exhibit "A" to this First Amendment, on a time and materials basis, at the hourly rate of $230, in a not -to -exceed amount of $12,000, and to change the total not -to -exceed amount under the Agreement to $62,000. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. CITY OF SAN R AFAEL JISC UTZ, City at ager ATTEST: ALTA PLANNING + DESIGN, INC. [Signanue ojCnipaate Ofce�J Name: i+vcl So.� Title: [If Contractor is a corporation, add signature of second corporate officer] LINDSAY LARA, City Clerk By: APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Att mey Name: ���o�,�,� S-1k'c, Title: Vt Q_ RX S; c II zed June 13, 2018 Exhibit A 100 Webster Street, Suite 300 Oakland, CA 94607 (510) 540-5008 www.altaplanning.com Jim Schutz, City Manager City of San Rafael 1400 Fifth Avenue P.O. Box 15160 San Rafael, CA 94915-1560 RE: Transit Center Relocation Planning Services Task and Budget update Jim, I am writing to summarize Alta's services to date under our current contract and alert you to a potential budget shortfall for Alta to remain actively involved through the Council's final selection of a preferred alternative later this year. As of today, $3700 remains in our current contract. I am requesting an increase in the project budget from $50,000 to $62,000, and an extension of the anticipated completion date from mid -2018 to the end of 2018. This project task and budget update is formatted to match tasks identified in Alta's Scope of Work, attached to our current contract with the City. Alta Task #1- Transit Center Preferred Option Guidance Report The Guidance Report was successfully completed and is being used by the multi -agency Working Group. Alta Task #2- City Staff support through selection of a Preferred Option Alta has successfully facilitated the City's unified communication with the Bridge District to date. The City Manager and Community Development, Economic Development, and Public Works Directors have received advance notification of issues important to their department, been encouraged to share input on the process, and received update memos. Several draft letters have been generated for review and submittal, and subsequently sent with minor modification. Alta's work on this task has utilized most of the meetings, memos, and draft communications budgeted for this task. In addition, Alta organized and supported the creation of a one-time advisory committee that enabled early input that has reduced community tension. I recommend that this task budget be increased by $3220 to allow for two more multi -departmental preparation meetings, review the District's proposed design concepts, 2 Alta memos and associated phone calls and emails related to the project. Alta Task #3- City Liaison to Bridge District and Transit Partners Alta is successfully assisting the City in its interactions with the Bridge District. Based on Alta's work, the City's recommended process and timeline have been accepted by the District, increasing the number of public meetings, and extending the deadline for finalizing a preferred option. The District has also set aside all three options included in the 2016 Kimley-Horn Relocation Study, and is actively including the City in the process of developing a "0 Option". Alta has utilized most of the budget for this task. With the extension of the process and timeline, more Working Group meetings are planned. In addition, the City has submitted two detailed letters requesting modifications to the District's Purpose and Need Statement. Also, the Mayor proposed that there be an opportunity for what he called the "Big Kahunas" to meet. For that to be successful, the "Little Kahunas" will need to meet as well. I recommend that the budget for this task be increased by $3450 to allow for Alta's preparation and participation in up to 3 more Working Group meetings, and preparation and attendance at one Little Kahuna and one Big Kahuna meeting. Task #4- Council Engagement up to initiation of CEQA Review Alta has participated in two Council Sub -committee meetings to date, providing information and discussing project policy and design issues. At three Council members request, we had individual discussions to review the draft Guidance Report. Alta has a budget remaining for two City Council meetings. I recommend that the budget for this task be increased by $1840 to allow for Alta's preparation and participation in 2 more Council sub -committee meetings, and a City Council Workshop. Additional Services During the course of this contract, Alta has provided other services beyond the original contract scope. These include: * I have been actively involved in planning, funding, and permitting issues associated with the multi -use pathway from 2nd St. to Anderson Drive outside of Alta's contract for 35% design and environmental review. * To help the Mayor and Council members envision how a two-story option might look and feel, Alta produced a scaled facsimile design and digital video. * Alta took a lead in organizing and supporting the City's one-time advisory committee on very short notice. * Alta developed and presented a more feasible process and timeline in the absence of the expected leadership bythe Golden Gate Bridge District. (see attachment that has provided the structure and timing to reach the initiation of a CEQA review.) In addition, the contract envisioned starting the process earlier and completing it by mid -year 2018. Currently, the project is anticipated to extend an additional 4-6 months. For these additional services, Alta requests an increase of $3500. I would be pleased to speak with you to review these budget matters and decide on the best course of action. Sincerely, 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: City Manager's Office Project Manager: Jim Schutz Extension: 3475 Contractor Name: Alta Planning and Design Contractor's Contact: Steve Kinsey Contact's Email: Stevekinsey@altaplanning.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ enter a date. b. Email contract (in Word) & attachments to City Click here to Atty c/o Laraine.Gittens@cityofsanrafael.org enter a date. ❑ 2 City Attorney a. Review, revise, and comment on draft agreementVNa 'lrk�t� and return to Project Manager c,1/a e. ❑ b. Confirm insurance requirements, create Job on Click here to PINS, send PINS insurance notice to contractor enter a date ❑ 3 Project Manager Forward three (3) originals of final agreement to Click here to ❑ contractor for their signature enter a date 4 Project Manager When necessary, * contractor -signed agreement N/A agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Or ❑ Public Works Contract > $125,000 Date of Council approval Click here toenter a date 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 CL 7 �� b agreement 71 U 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 11 -e2) - T'd 0