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CD General Plan 2040 Transportation Technical Consulting ServicesAGREEMENT FOR PROFESSIONAL SERVICES FOR GENERAL PLAN 2040 TRANSPORTATION TECHNICAL CONSULTING SERVICES This Agreement is made and entered into this ..1_L day of J 0-n U.(.LEfrn. , 2019 , by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and F & PEERS ASSOCIATES, INC. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, on March 5, 2018, CITY'S City Council adopted Resolution No. 14478, which accepted the Final Work Program and initiated the preparation of General Plan 2040; and WHEREAS, the CITY does not have existing staff persons dedicated to long range planning efforts or the staffing capacity amongst existing staff to conduct a Transportation analysis for the General Plan 2040, and CONTRACTOR has the expertise to do so; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: I. PROJECT COORDINATION. A. CITY'S Project Manager. +Ae-Ban·y Miller is hereby designated the PRO JE CT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects ofthe 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. Bob Grandy is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide technical services for the General Plan 2040, as specified in the "Wark Plan" dated January 8, 2019 attached hereto as Exhibit "A" and incorporated herein by reference . Jt-3-1-9'6 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Section 4 of this Agreement. CITY shall also provide a work space for CONTRACTOR, background information, oversight and direction, network computer access and other materials necessary for CONTRACTOR to perfonn their duties. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR a total base contract amount not to exceed $260,000 for time and materials as described in Exhibit A. An additional five (5) percent of the total base contract, or $13,000 may be added to the budget upon approval of the City Manager for a total contract amount not to exceed $273,000. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for 2 year(s) commencing on approval of this contract and ending on January 22 nd , 2021. Upon mutual agreement of the parties, and subject to the approval of the City Manager the term of this Agreement may be extended for two additional periods of up to one year. 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 pmty. B. Cause. Either party may terminate 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 of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, 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 termination, 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 performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thi1ty (30) days after termination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with 2 the perfonnance of its duties under this Agreement, shall be the sole prope1ty of CITY. CITY may use said prope1ty 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 connection with its performance of its duties under this Agreement. CONTRACTOR 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. I 0. INSURANCE. A. Scope of Coverage. During the tenn of this Agreement, CONTRACTOR 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 ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non-owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($ I ,000,000) dollars per occurrence. 3. If any licensed professional perfonns 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 ($2,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONTRACTOR shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($ I ,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: 3 1. Except for professional liability insurance or worker's compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be "primary and non contributory" 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 01 04 13. 3. Except for professional liability insurance or worker's compensation 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 vi1tue 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 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 of this 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 shal I be: (I) 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. No representation is made that the minimum Insurance requirements of this agreement are sufficient to cover the obligations of the CONTRACTOR under this agreement. 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 4 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. D. Proof oflnsnrance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Ce1tificates of Insurance 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 ce1tified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to fom1 and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDE1\t1NIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR 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 lndemnitees"), 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"), arising out of CONTRACTOR'S performance of its obligations or conduct ofits 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 lndemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City lndemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. ln 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 lndemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City lndemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreemenl are design professional services to be perfonned by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City lndemnitees) from and against damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expe1t witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, 5 recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. C. The defense and indemnification obligations of this Agreement are unde1taken 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 connection 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 perfonnance of its duties and obligations under this Agreement. CONTRACTOR shall perfmm all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR 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 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 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: 6 Barry Miller City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 TO CONTRACTOR's Project Director: 16. INDEPENDENT CONTRACTOR. Bob Grandy Fehr & Peers Associates, Inc. 332 Pine St., 4111 Floor San Francisco, CA 94 l 04 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 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 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 written amendment to this Agreement. D. The tenns 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 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. 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 term, covenant or condition of this Agreement, or of any ordinance , law or regulation, shall not be deemed to be a waiver of any 7 other tenn, 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 paity of ai1y 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 ofany term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing patty 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 I 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 Form W-9 (Request for Taxpayer Identification Number and Certification). 22. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the tenn (or termination) of this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective successors and assigns. 23. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL CONTRACTOR By: 8 ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: L a ~~M ROBERT F. EPSTElNCity ~rney 9 [If Contractor is a corporation, add signature of second corporate officer] /·Jt Qr""->~' A.,( ( ~ By: o Name: l}')ar.-c1\1 ~rJ 1 rne//,./ I Title: C. r.{)_ EXHIBIT A City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version Purpos e and l<e y Deliverables We-understand that the purpose of this transportation work plan is to provide a combined analysis of the City of San Rafael General Plan Update and a Downtown Precise Plan in time for adoption of both plans in 2020. CEQA clearance for both plans would be provided in a single combined document. Community input for both plans would be facilitated through a single Steering Committee and a series of workshops. The primary transportation deliverables are summarized as follows. ■ State of Transportation White Paper ■ Travel Forecasting Methodology Memo • 2040 Travel Forecasts ■ Downtown Precise Plan Multi-modal Access & Connectivity White Paper ■ Downtown Precise Plan Parking Policy White Paper ■ Transportation chapter of Combined CEQA Document ■ Required documentation for updated Traffic Mitigation Fee (Optional Task 5.3) Approach We understand that the City of San Rafael wishes to accomplish the following objectives as part of the General Plan Update and Downtown Precise Plan process. ■ Develop Revised Transportation Policies ■ Identifying how the City will comply with SB 743, and how VMT and LOS will be applied in future planning and CEQA efforts ■ Refine the NEW Marin County Travel Model being developed by TAM to use in the General Plan and Precise Plan process ■ Screen General Plan Land Use and Circulation Alternatives against key transportation metrics ■ Develop Circulation Element, Transportation Policies and Thresholds, and Analysis that Allows for Future CEQA Streamlining (e.g., reducing transportation study requirements for future projects that are consistent with the General Plan and Downtown Precise Plan) ■ Update Traffic Impact Fees We will work with City staff and the Steering Committee to consider refinements to transportation policies, with a focus on VMT and LOS. Key considerations are whether the City wishes to adopt a VMT policy and VMT CEQA threshold prior to the General Plan and Precise Plan EIR process. Taking this step would allow for future CEQA streamlining relative to VMT assessments, but would require an early review and consideration of policy options. This work plan includes a validation of base year for the new Marin County Travel Model being developed by TAM for 40 road study segments. We understand the 2015 base year model will be A-1 City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version completed by TAM and available by March 2019, which will allow for the validation to occur in April and May, 2019. Key transportation metrics that could be applied in the screening of General Plan Land Use and Circulation Alternatives include relative citywide VMT as well as volume/capacity ratio for the 40 road segments. These metrics would be developed for the 2040 horizon year using the new TAM model as described above. We will work with City staff during the early projects stages to identify actions that would maximize future CEQA streamlining relative to transportation issues. Developing a financially constrained circulation network (i.e., one that is fully funded) is a key action for future CEQA streamlining. We will work with City staff to review projects identified in the 2020 General Plan that have not been implemented, and determine which of those are reasonable candidates to be funded by 2040 given revenues available to the City of San Rafael. This work plan also includes a task to update the traffic mitigation fee program, since much of the data generated during this process can be used to determine required fee adjustments. Work Pl an Task 1. Reconnaissance Establishing good working relationships with our clients, maintaining efficiencies, and staying on schedule are important for the success of the Plan Update. Fehr & Peers will attend up to two kick-off meetings with the Project team and key stakeholders to determine: ■ Data needs from the City and/or other relevant agencies ■ Points of contact for on-going collaboration and sharing key deliverables ■ Major transportation issues and improvements to be highlighted in the circulation element • Transportation analysis approach ■ Overall project administrative goals, including schedule, milestones, and on-going team communication Task 1 Deliverables • Draft and Final Work Plan to include the Scope of Work, Schedule, and Communication Strategy ■ List of Major Transportation Issues and Related Key Community Values • List of Data Needs Task 2. Participate in Community En gagement Program Outreach is an important aspect to the General Plan, as the plan should reflect the goals and vision of the City as well as key community values. As such, Fehr & Peers will participate in at least seven in- person meetings with the General Plan project team to engage the San Rafael community. A-2 City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version Task 2 Activities • Participation in up to four in-person meetings with the General Plan Steering Committee ■ Participation in up to three in-person meetings for the community-wide workshops ■ An additional 10 staff hours to participate in other public and stake holder meetings for the General Plan and Downtown Specific Plan Task 3. Data Collecti on and Analysis to Support General Plan and EIR "Setting" Fehr & Peers will prepare a transportation "White Paper" documenting existing conditions. Below documents our approach in successfully completing this task. Task 3.1 Traffic Counts Fehr & Peers will work with the City to identify road segments where traffic counts are needed to establish an adequate baseline for transportation planning purposes. Up to 40 road segments will be included. The need for traffic counts at these segments will be determined and the City, or a third party vendor to be retained by the City, will conduct the necessary AM and PM counts as needed. Based on the traffic data, AM and PM peak hour LOS will be determined for the identified roadway segments. Task 3.2 Inventory and Assessment of Conditions by Mode Fehr & Peers will review the City of San Rafael's Public Works' GIS database to understand existing conditions throughout the City of San Rafael. Existing conditions include but are not limited to: signalized intersections, presence of medians and sidewalks, transit stop locations, and bicycle lanes. We will collect historic roadway operating and maintenance cost data, road maintenance revenues, road maintenance shortfall data, and historic transportation capital revenue data from City Public Works staff for use in the financial constraint assessment and fee update. We will collect data on past efforts and the current status of Transportation Demand Management (TDM) Plans for private companies in the City of San Rafael from City Planning staff. Additionally, Fehr & Peers will collect and summarize existing transit data including ridership, headway, and service for all transit providers in the City of San Rafael. As directed by City staff, we will utilize existing data for this task. Tas k 3 .3 Bas e l i ne Modeling and Analysis Fehr & Peers is currently working with the Transportation Authority of Marin to prepare a travel demand forecasting model for the County of Marin. Fehr & Peers will use their experience with the TAM model to understand the model's suitability for General Plan application. As part of this task, Fehr & Peers will prepare a technical memorandum outlining the model's applicability and recommended revisions including land use changes, trip types, and transportation infrastructure projects within the City of San Rafael. The technical memorandum will also summarize household and employment data by traffic analysis zone (TAZ) for comparison to existing and future projections. As noted above, Fehr & Peers is currently working with TAM to validate the existing TAM activity-based travel model. This work scope assumes that the validated base year model files will be available from TAM by March 2019. Fehr & Peers will conduct a static validation check to see if the new model meets the validation metrics in the 2017 RTP Guidelines for the 40 study roadway segments in the City of San A-3 City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version Rafael. If the static validation thresholds are not met for roadways in the City of San Rafael, Fehr & Peers would conduct additional calibration and validation efforts for the City of San Rafael. We understand that TAM will develop a 2040 horizon year model by June 2019 that will serve as the 2040 No Build scenario (i.e., based on MTC Plan Bay Area 2040 growth) for this effort. We will obtain those model files for application in Task 4. Task 3.4 Transportation Issues Profile A key element of Task 3 is to identify existing transportation issues. As part of this task, Fehr & Peers will address several key policy topics, including the following: • Complete Streets and Safety1 • Transportation Demand Management (past efforts and current status) • Goods Movement • Parking Polices and Management Program • Emerging Transportation Considerations • Financially Constrained Transportation System The white paper will document existing collision data to document transportation issues related to complete streets and safety. Fehr & Peers will identify collision hot spots and summarize existing transportation collision patterns. Alternative approaches for addressing the Complete Streets and Safety policy requirement will be described in the white paper, and may include a single focused policy to develop and operate city streets based on a "complete streets" concept, methods to develop street typologies that are tied to land use context, and/or identification of a multimodal analysis methodology. The white paper will also describe options to incorporate Transportation Demand Management (TDM) programs into the General Plan process that provide opportunities to utilize the new Downtown Transit Center and SMART system to achieve Transportation, GHG, and Air Quality goals. Emerging transportation considerations that will be discussed in the white paper include Transportation Network Companies (TNCs like Uber and Lyft), shared transportation systems, enhanced technology and information systems, and partial or fully autonomous vehicles. The potential effects of these emerging technologies on roadway needs, transit ridership, VMT, parking, and curbside management will be discussed. Recent litigation and the 2017 General Plan Guidelines have caused agencies to increase the level of analysis and policy considerations related to the need for transportation plans to be realistic based on projected costs and available revenues. The white paper will describe policies and actions considered by other agencies to address transportation funding shortfalls. Task 3.5 Summary Report Fehr & Peers will prepare a report describing existing transportation conditions to initiate the planning process. The report will include road segment LOS analysis for the roadway segments identified in Task 3.1. It will provide a summary of existing conditions for all travel modes and highlight existing 1 The 2018 Marin County Safety Plan will be consulted as part of this task. A-4 City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version transportation issues in the City of San Rafael. The white paper will also include a summary of emerging transportation trends and highlight how transportation is expected to evolve within the City of San Rafael. Task 3 Deliverables • TAM Model Review and Preliminary Analysis Technical Memorandum • State of Transportation White Paper Task 4. Pre pa re and Analyze General Plan 2040 Tran sportation Forecasts Fehr & Peers will work with the Project team to prepare and analyze 2040 transportation forecasts, identify transportation improvements, strategies, polices, land use changes for mitigation. Task 4.1 Calculate 2015-2040 Growth by Zone We understand that City staff will perform the growth analysis exercise and provide 2040 land use forecasts by model land use type, and that these forecasts will be consistent with 2040 citywide population and employment control totals in MTC's Plan Bay Area 2040 RTP/SCS. City staff will also review the 2015 land use allocations in the TAM 2015 base year model. Fehr & Peers will provide model land use and network information for City staff use. City staff will prepare growth calculations by TAZ, which Fehr & Peers will use for base year (2015) and horizon year (2040) model calculations. City staff will provide population, households, and employment for each TAZ for up to three land use alternatives. City staff will provide electronic files detailing the preferred land use plan by TAZ that includes a "crosswcilk" from the General Plan designation to model land use types as well as population and employment rates by acre, for the three land use alternatives. It is likely that each land use alternative will include different assumptions for Downtown, based on the parallel process of developing land use alternatives for the Downtown Precise Plan. Task 4.2 Traffic Modeling and Analysis Under Task 4.2, Fehr & Peers will use the 2040 travel model provided by TAM to develop 2040 forecasts for citywide VMT and road segment volumes. For the three General Plan land use alternatives, only forecasts for the 40 road segments will be developed; for the preferred General Plan land use alternative, roadway segment forecasts will be developed for the 2040 No Project and 2040 Plus Project scenarios. Model validation or calibration efforts are not included. For the three General Plan land use alternatives, 2040 LOS will be determined for the 40 study road segments. The number of travel lanes that would be required to meet current General Plan LOS designations will be identified. For the preferred General Plan land use alternative, Fehr & Peers will calculate LOS for the 40 road segments identified through Task 3.1. The improvements required to meet current General Plan LOS designations will be identified. After reviewing the road segment LOS results with City staff, we will collaborate to identify locations for a focused operations assessment. The study budget includes $10,000 for this focused traffic operations assessment. This information will be summarized in a matrix for City staff review and comment. A-5 City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version To comply with SB 743, the City will need to make a series of decisions about how to change current transportation impact analysis and shift to the use of VMT. The City will need to address questions related to VMT analysis methodologies, thresholds, and feasible mitigation measures. As part of the decision making process, we would work with staff to consider the following questions. 1. Does the City want to follow the VMT analysis recommendations developed by OPR for SB 743 implementation? If not, substantial evidence will be needed to support the City's preferred analysis approach, forecasting methodology, thresholds, etc. 2. How should VMT analysis methodology be coordinated across the air quality, energy, greenhouse gas, and transportation sections of CEQA environmental documents for the general plan and subsequent projects? OPR recommends that SB 743 VMT analysis focus on automobile VMT only for individual land uses and trip types. In contrast, current practice for estimating VMT for the other environmental subjects above is to account for all VMT associated with a proposed project. To help the City answer these questions, Fehr & Peers will prepare VMT per capita and/or VMT per service population forecasts using the new TAM travel demand model. Because the TAM travel model pivots off the MTC regional model, it meets OPR recommendations to base VMT calculations on the regional travel model. It should be noted that VMT forecasts from the MTC model do not account for trips made to or from locations outside the nine Bay Area counties, and adjustments should be made to the final VMT forecasts to account for all trips as recommended by OPR. LOS and VMT Analysis We understand the City of San Rafael would like to explore its options with respect to measuring project impacts and monitoring performance of its roadway network. These options could include continued use of LOS on roads outside of Downtown and other transit-oriented zones for planning purposes, or a citywide shift to VMT for all future traffic analysis. Therefore, we propose completing both a VMT analysis, in compliance with SB 743, and LOS analysis as part of this project. Based on the forecasts prepared as described above, Fehr & Peers will conduct roadway segment LOS for the cumulative and cumulative plus project scenario to determine if changes in the current circulation element network (i.e., number of travel lanes) are required to meet existing LOS thresholds. Potential modifications to current LOS policy thresholds will also be discussed. As a result of the LOS analysis described above, Fehr & Peers will identify future roadway modifications to meet the desired transportation thresholds and metrics. We will prepare conceptual cost estimates for this list of projects, either through updating previous cost estimates or preparing new ones, as described in Task 4.5 below. We will work with the City to determine the extent to which identified projects may be added to a list of planned improvements or are determined infeasible due to fiscal constraints. Task 4.3 Greenhouse Gas (GHG), Air Quality, and Noise Analyses Fehr & Peers will prepare 2040 VMT forecasts for the preferred plan for distribution to the project team for use in calculating impacts on GHGs, air quality, and noise. We will also provide a summary of the methodology used to develop the VMT forecasts based on OPR SB 743 guidance, which differs from common methods used to calculate GHG emissions (e.g., RTAC methods only account for one-half of IX/XI trips in VMT calculations). A-6 City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version Task 4.4 Focused Analysis for the Downtown Precise Plan Area Downtown Precise Plan Analysis Fehr & Peers will prepare a multimodal analysis of the Downtown Plan Area . The focus of this effort will be to identify transportation policies to support planned development in the Downtown Area including a revised LOS policy and policies related to the allocation of future street right-of-way, commercial loading, curbside management, travel demand management, and transportation management strategies related to downtown facilities. This includes consideration of how transportation facilities will be affected by emerging transportation trends such as Transportation Network Companies (Uber, Lyft, etc.) and autonomous vehicles. The white paper will document the Downtown Plan Area's existing conditions based on available data, including locations of signalized intersections, transit stops and ridership, bicycle network, and existing traffic patterns . Additionally, using available data from City and/or transit agencies, we will include the existing mode splits. Downtown Parking Analysis and Policy Strategy Fehr & Peers will develop a parking policy strategy based on a review of the recently completed Downtown Parking and Wayfinding Study as well as the preferred General Plan land use study and community input. The focus of the effort will be to identify parking and loading policies that both support planned growth, are consistent with the General Plan vision, and account fOi current and emerging transportation trends. Task 4 .5 Conceptual Planning Level Transportation Cost Estimates Fehr & Peers will develop conceptual planning level cost estimates for the transportation projects identified in Task 4.2. Our cost estimates will be developed using Caltrans cost data or other relevant data from recent projects in the City (if available) or from other Bay Area projects. Costs will include an estimate of construction costs, soft costs, and contingency based on the guidance in the Caltrans project development manual or per direction from City staff. For corridor improvements, we will develop costs on a lineal distance basis for typical corridor improvements (e.g. roadway widening) based on the various corridor improvements identified in the previous tasks. For intersection improvements, we will develop costs on a per location basis, likely including a base cost of signal upgrades with roadway spot improvements (e.g. turn pocket installation or widening at intersection approaches). Our estimates will not include costs for right of way acquisition. We will document our assumptions for cost components where applicable. Fehr & Peers will provide the City with our draft assumptions for cost items and unit costs for review and concurrence prior to finalizing our cost estimates. A discussion of likely funding shortfalls and the types of projects that should be eligible for TIF funding will be included. Task 4 Deliverables • 2040 VMT and Network Forecasts for 3 Alternatives and the Preferred Plan • Downtown Multi-modal Access & Connectivity White Paper A-7 City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version • Downtown Parking Analysis & Policy White Paper • Conceptual Planning Level Transportation Cost Estimates Task 5. Participate in Drafting General Plan Transportation Element and EIR Task 5.1 Transportation Element We understand that we will not be responsible for preparing the Transportation Element of the General Plan or the Transportation Section of the Downtown Precise Plan; however, we will assist the Consultant team in developing polices and action programs for inclusion in the Plans. We have allocated approximately eight hours of consultant time to review and provide comment on transportation policies developed by City staff. As part of our input, we anticipate providing input on LOS and VMT related policies. These policies would focus on setting VMT reduction targets that could also be used as CEQA impact significance thresholds and defining the range of potential feasible mitigation measures. The input will be informed by community input on the Existing Conditions Report. This initial VMT information will demonstrate the level of forecasted VMT reduction based on the projected population and employment growth in the Land Use Element and the planned transportation network expansion in the Transportation Element. This information is intended to help the City determine an appropriate level of VMT reduction for mobile greenhouse gas emissions, mobile air pollutant emissions for air quality purposes, and individual land use and transportation projects in compliance with SB 743. General Plan guidance requires that the Transportation Element be financially constrained. We will conduct this assessment in collaboration with City staff based on a combination of construction costs for new improvements, deferred maintenance backlog, and ongoing operation and maintenance costs for the entire transportation system (i.e., roadways, transit, lighting, utilities, etc.). Task 5.2 General Plan and Precise Plan EIR Fehr & Peers will prepare the Administrative Draft EIR for the General Plan and Precise Plan. The transportation section for the ADEIR will cover topics related to the roadway, transit, bicycle, pedestrian, and truck components of the transportation system. Based on comments received from City staff, we will prepare the transportation section of the Draft EIR. We will provide input into this process as needed to ensure the section is complete, accurate, and legally adequate. Potential significant impacts will be measured based on changes to baseline conditions that occur under the cumulative plus project scenario consistent with CEQA Guidelines Section 15125 (a) and considering the City's transportation impact significance thresholds. If possible, we recommend that thresholds for the General Plan EIR be developed/confirmed by City staff prior to starting the environmental impact analysis and be adopted according to CEQA Guidelines Section 15064.7. If the project schedule does not allow for this approach, then we will apply the same thresholds used in previous City of San Rafael EIRs. The potential compliance with SB 743 could complicate this approach if the City wants new SB 743 thresholds for the General Plan EIR. The approach to transit, bicycle, pedestrian, and truck impact evaluation will be qualitative and generally rely on potential disruptions to these system components that could be caused or exacerbated by the proposed project. At this time, the specific approach for roadway network impacts is somewhat uncertain given the potential role of SB 743 compliance. As Caltrans is now requesting VMT analysis instead of LOS analysis based on their interim SB 743 guidance, A-8 City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version we are including sufficient time for this task to include LOS analysis for the cumulative no project and plus project scenarios for 40 road segments (with the exception of freeway facilities per the Caltrans interim guidance noted above), as well as VMT analysis. We will also address CEQA Guidelines Section 15125 (d) requiring an analysis that examines inconsistencies between the currently adopted general plan and the proposed plan by comparing transportation network performance differences between the cumulative no project and cumulative plus project scenarios. These differences do not constitute impacts, as impacts will be determined as described above, but the information is required to be disclosed for CEQA purposes. Task 5 Deliverables • Draft polices for consideration in the Transportation Element of the General Plan and Downtown Precise Plan • Prepare an admin draft, screencheck draft, and public review draft DEIR Transportation Chapter for inclusion in the Combined General Plan/ Precise Plan EIR Task 5.3 Traffic Mitigation Fee Update Fehr & Peers will assist the City in development of an updated Traffic Mitigation Fee that can be adopted concurrently with the General Plan. The Fee would facilitate development of the capital projects identified in the General Plan and EIR, and provide a tool for assigning a fair share of future improvement costs to future development. It would also reduce the need for (and scope of) future traffic studies for projects that are consistent with the General Plan and Downtown Precise Plan. The scope for this update to the Traffic Mitigation Fee includes both a nexus analysis and a fee calculation. The revised traffic mitigation fees will be determined on a "per trip" basis. If desired, we will work with City staff to identify fee districts that reflect the different trip making characteristics for land uses based on their proximity to transit service, land use density, network characteristics (i.e., walkability), etc. If the City decides in the future to consider basing the fees on another metric such as VMT, Fehr & Peers will develop a revised work plan and budget for that effort. For the nexus analysis, we will develop a draft system of roadway improvements for review by City staff. After review by City staff, we will conduct one additional model run to finalize the roadway network improvements and generate final travel demand output for the nexus analysis. The information will be used to determine the preliminary fair-share cost contribution from each district for the fee program's selected improvements as well as a preliminary list of potential existing deficiencies. We will assist City staff in calculating the transportation impact fee based on the nexus analysis results. As noted previously, we will identify the impact fee per trip based on the nexus analysis, cost estimates prepared in Task 4.5, and available other funding identified in Task 3.2. This task includes the development of up to three alternative impact fee structures to allow testing of how different methodology can affect the distribution of cost between different land use types. Task 6. Plan Adoption Fehr & Peers will assist the Project team in preparing response to comments and attending public hearing meetings. A-9 City of San Rafael General Plan 2040 & Downtown Precise Plan Transportation Technical Support Attachment A WORK PLAN January 8, 2019 version Task 6.1 Response to Comments Fehr & Peers has assumed up to 16 staff hours to prepare responses to transportation related comments on the Draft EIR. Task 6.2 Public Hearings Fehr & Peers will attend up to two public hearings before the Planning Commission and two hearings before the City Council. Fehr & Peers will be available to present and/or respond to comments by City Council, Planning Commission, and/or City staff as requested. Task 6 Deliverables and Activities • 16 staff hours to respond to EIR comments • Attendance at up to four public hearings for the Plan's Adoption Task 7. Project Management and Ad ministration Fehr & Peers will keep the Project Team informed over the course of the project as to the status of the analysis as well as set-aside time for regular conference calls to provide updates on data requests, analysis, etc. As such, we propose the inclusion of recurring coordination calls as needed. We have assumed up to 18 check-in/coordination calls with the Consultant Project Manager over the course of the Project. Further, we assume that we will prepare for and participate in up to four in -person meetings with the Project team over the course of the study. Task 7 Deliverables and Activities • Up to 18 check-in/coordination calls • Up to 4 in-person meetings • Monthly invoices and progress reports A-10 Sa11111 1Rafa1te~ GeD11era~ IJJ>~all'D lUpdate, IDowDlltowrn Pn-ecnse !?~an, & 7rraffoc MitogatooD11 IFee llJ~Mllate ~llD(d]get foir Trraiirnspoirt«ntno1111 SerNnces January 8, 2019 M It·~ l~~l[~II ll ~u ... 11~0~11 ~ . ' ~· ·".II ·'_@6:-'. II ~ 11 ~ffi]g@_ . .-II • .ll --~---11 @m 1. Reconnaissance 4 0 2 6 2 2 16 $3,240 2. Community Engagement 16 0 4 10 0 8 38 $8,850 3. Data Collection & Exiting 26 24 52 88 100 20 310 $54,570 Setting 4. 2040 Transportation 22 Forecasts 28 64 106 220 22 462 $75,310 5. Draft Transportation Element 12 0 24 56 200 0 292 $43,820 & EIR 6. Plan Adoption 14 0 14 4 4 0 36 $8,530 7. Project Management & 32 0 0 0 0 48 80 $17,200 Administration h Traffic Mitigation Fee Update 24 32 40 48 48 12 204 $39,100 (Task 5.3) Labor Totals 750 84 200 318 574 112 1,438 $250,620 Direct Costs (communications, travel, reproduction, etc.) $9,380 Total Budget $260,000 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: Community Development Project Manager: Ethan Guy Extension: x2392 Contractor Name: Fehr & Peers Associates, Inc. Contractor's Contact: Bob Grandy Contact's Email: B.Grandy@fehrandpeers.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 three (3) originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor-signed agreement agendized for Council approva l *PSA > $75,000; or Purchas e> $75,000; or Public Works Contract > $175,000 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 COMPLETED DATE 1/7/2019 1/7/2019 1/8/2019 1/8/2019 1/10/2019 □ N/A Or 1/22/2019 l/1..-f;/!7 I I I /2..'rs'I /lj ,1~111 ,-3(-{ er "3\ \ \ l\ ' REVIEWER Check/Initial ~ EBG ~ ~ LG ~ LG ~ EBG ~ EBG -GKf\ il-- .~ ~ 'f;<.'{X