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PW Third Street Rehabilitation Project; 2019AGREEMENT FOR PROFESSIONAL SERVICES FOR THE THIRD STREET REHABILITATION PROJECT This Agreement is made and entered into this 1,0 day of t, 0y -e— rA b <jI , 20_ft, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and CSW/STUBER-STROEH ENGINEERING GROUP, INC. (hereinafter "CONTRACTOR"). RF,CTTAT,S WHEREAS, the CITY has determined that engineering design and environmental clearance services are required for the Third Street Rehabilitation Project; and WHEREAS, the CONTRACTOR has agreed to render such services. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. Lauren Davini 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. Robert Stevens 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. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide services outlined in CONTRACTOR's proposal dated November 5, 2019, marked Exhibit A, attached hereto, and incorporated herein. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as described in Exhibit A, attached hereto, and incorporated herein. ' - 3 - 9 Sr-� 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on an hourly basis, for services rendered in accordance with the rates shown in Exhibit A, attached hereto, and incorporated herein, in an amount not to exceed $925,782. 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 commence upon the date of execution of this Agreement and end two (2) years after the Agreement is executed. Upon mutual agreement of the parties, and subject to the approval of the City Manager the term of this Agreement may be extended for an additional period of up to two (2) years. 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 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 thirty (30) days after termination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the performance 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 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. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONTRACTOR and all Subcontractors shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of two million dollars ($2,000,000) per occurrence/four million dollars ($4,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's or any Subcontractor's performance of services under this Agreement. Where CONTRACTOR or any Subcontractor is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR or the Subcontractor to provide professional liability insurance pursuant to this section. 4. If they employ any person, CONTRACTOR and all Subcontractors shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONTRACTOR's and all Subcontractors' 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 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. Any Subcontractors shall provide CONTRACTOR with an additional insured endorsement on ISO form CG 20 38 04 13. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be "primary and noncontributory" 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 0104 13. 3. Except for professional insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or worker's compensation in their text or by endorsement, coverage for 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 virtue 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 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. 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 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 of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates 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 certified 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 form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. 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 Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance 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 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 Indemnitees 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 Agreement are design professional services to be performed 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 Indemnitees) 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 expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, 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 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 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 performance of its duties and obligations under this Agreement. CONTRACTOR shall perform 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: Lauren Davini City of San Rafael 111 Morphew Street San Rafael, CA 94901 TO CONTRACTOR's Project Director: Robert Stevens CSW/Stuber-Stroeh Engineering Group, Inc. 45 Leveroni Court Novato, CA 94949 16. INDEPENDENT CONTRACTOR. 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 terms 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 terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. 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 other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. 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 term (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:__ . .... JIM CH Z, Ci ager Name: Title: ATTEST: [If Co ract r is orporation, add si ature of second corpor to o cer LINDSAY LARA, City Clerk By: �/ APPROVED AS TO FORM: LA 6 M4 a— ROBERT F. EPSTEINI City Attbmey Name: v Robert Stevens Title: President BV Name: AI Cornwell Titan: Vice President Exhibit A P R W S7 1. CSWIStuber-Stroeh Engineering Group, Inc. November 5, 2019 Lauren Davini, PE Traffic Engineer City of San Rafael 1 1 1 Morphew Street San Rafael, CA 94901 Subject: Rehabilitating Third Street Dear Ms. Davini: Please find attached our fee proposal including scope of work, schedule, and labor assessment to complete the final design for Third Street. If I can provide any additional information, please contact Robert at 415.533.1864 or rstevens@cswst2.com. Sincerely, CSW ST2 i Robert Stevens, PE, LEED AP Project Manager 45 Leveroni Court Novato, CA 94949 C S W S U SCOPE OF WORK THIRD STREET REHABILITATION Serving almost 25,000 vehicles each weekday as well as providing a key link to the San Rafael Transit Center, Third Street is one of Marin's most critical transportation corridors. Given its importance to the region, Third Street qualifies to receive funding through Marin County's Measure A Sales Tax originally authorized by the voters in 2004. Managed by the Transportation Authority of Marin, the program provides $12 million including State Local Partnership Program (SLPP) for rehabilitation of Third Street. There is an additional $1,575,000 of funding from the Highway Safety Improvement Program Cycle 9 program to complete safety enhancements from Lindaro Street to Grand Avenue. There are two guiding documents, which provide a framework for the planning of Third Street including the "Third Street Rehabilitation Project Study Report" dated May 2019 and the "Bicycle Pedestrian Masterplan 2018 update." These efforts involved a community outreach process that both identified and prioritized improvements for the corridor. At a high level, these elements include: Infrastructure Pavement Rehabilitation ADA Sidewalks and Ramps Reduce congestion Storm water quality elements Safety Traffic Signal Upgrades Shortened crosswalks Signalization at Brooks Street Widened sidewalk between Miramar and East Street Lighting Beautification Street trees Landscaping and elements to reduce "harsh" environment Wayfinding The feasibility report notes that the anticipated cost of all improvements is nearly $20 million, which far exceeds the available funding. Thus, the refined project focuses on repairing infrastructure and improving safety along the corridor while not precluding future improvements. In general, the following summarizes the proposed scope of improvements between Lootens Place and Orn Street: • Rehabilitation of the pavement and re -striping of the roadway; • Addition of bulb -outs generally as depicted in the feasibility study; • Planting of street trees as shown in the feasibility study; • Repair of sidewalks and curb ramps to comply with accessibility; • Modernize five of the eight traffic signals, which will include larger signal heads, back plates, pedestrian countdown heads, push buttons, and video detection. The final three signals will be either partially or totally replaced to account for access enhancements; • Add a fiber optic -based traffic signal interconnect conduit; • Improve street lighting; and • Provide a sidewalk, Class IV cycle track, or Class 1 facility along Second Street between • East Street and Miramar Avenue. In addition to these elements, the final bid documents will incorporate improvements to the sanitary sewer and water system as provided by the San Rafael Sanitation District (SRSD) and the Marin Municipal Water District (MMWD) respectively. The MMWD scope includes the construction of an 8 -inch welded steel along Third Street between E Street and Irwin Street. The SRSD includes THIRD STREET REHABILITATION the repair of sags, broken pipe segments, and various manhole rehabilitation. The environmental assessment will incorporate these project components into the project description. Our team's roles and responsibilities include the following: ■ CSW I ST2 will serve as the project manager, civil engineer, and surveyor; ■ WRT will provide landscape architecture and outreach support; ■ Parisi Transportation Consulting will serve as the traffic engineer; ■ WRA and Alta Archeological Consulting will support the CEQA analysis; ■ Associated Right of Way services will support easement acquisition; ■ Bess Utility Solutions to perform a ground penetrating radar study; ■ Pavement Engineering will support the pavement assessment; and ■ Miller Pacific will provide geotechnical and soil contamination assessment. Following is our proposed scope of work to support the rehabilitation of Third Street and as shown in the attached figure. TASK 1: PRELIMINARY ENGINEERING Objective: In this initial phase, our team will complete several technical studies as well as focused outreach to stakeholders to support refining the concepts developed in the Third Street feasibility study. The outcome of this task will create the documents necessary to develop an environmental document. 1.1 Project Kickoff. Our team will meet with City staff to review the project goals and near-term objectives. This will include a discussion with the consultant preparing documents for the HSIP funded project along the east side of the corridor to determine project components that could be coordinated to save funds. 1.2 Data Collection and Field Review. Our team will collect the preliminary documents and perform a field review to understand basic conditions along Third Street between Grand Avenue and Second to Fourth Streets. This task will include the following elements: A. Data Collection. The team will collect and review San Rafael Bicycle and Pedestrian Master Plan, Third Street Rehabilitation Project, conditions of approval for development projects, and record utility data. B. Site Reconnaissance. The team will visit the site to assess community features, landscaping and street trees, condition of asphalt pavement, accessibility, drainage patterns, and utility infrastructure. 1.3 Technical Studies. Our team will complete the following technical studies for the corridor between Second and Fourth Streets and Lindaro Street to support the preliminary design. A. Lighting. Our team will complete a photometric assessment at key intersections using both field data collection as well as a computer simulation. We will provide an exhibit that illustrates intersection lighting levels as well as the uniformity ratio of the intersections. B. Hydrology Assessment. The team will assess the hydrology of the intersections to receive bulb -bouts to determine existing drainage patterns and define new storm drainage infrastructure. C. Pavement Assessment. Pavement Engineering will perform deflection testing and CSW Sy z THIRD STREET REHABILITATION analysis consistent with California Test Method 356 and the California Highway Design Manual Chapter 630, topic 635. At select intervals, we will core the pavement to determine the existing thickness. In addition to deflection testing, we will quantity and qualify the engineering properties of the subgrade. Finally, our team will assess damaged sections of pavement that will require repair. The evaluation will be along Third and Second Streets from Union Avenue to 4th Street and Grand Avenue between Second and Fourth Streets. D. Arborist Report. WRA's ISA -Certified Arborist will complete a comprehensive tree survey along the Third Street corridor. Specifically, the survey will document, species, size, and health of the existing trees and will evaluate potential tree and root conflicts including street trees that have uplifted concrete sidewalks. E. Geotechnical Assessment. Along the segment of Second Street, which is to receive a widened sidewalk by installing a retaining wall, our team will complete a limited geotechnical exploration. We will acquire three borings to a depth of at least 15 feet to characterize subsurface soils. The final report will provide recommendations for retaining walls, which may include soil nail walls. Additionally, we will complete up to twelve (12) borings to a depth of five (5) feet along the future MMWD water line to characterize subsurface soils as well as complete a hazardous materials assessment. F. Existing Conditions Mapping. Our team will acquire topographic survey data between Second/ Fourth Streets and Lootens Place in a two phased approach. In the first phase, we will collect general data to complete the 35% documents. Once the scope of work is defined after completion of the 35% documents, our team will complete a design level survey within the areas proposed to receive improvements. The following summarizes the scope of work. i. Aerial Survey: Our team will establish control based on NAVD 88 and NAD 83. We will compile a base map using aerial photogrammetric methods detailing the Third Street corridor and adjacent properties within the limits noted. ii. Property Boundary and Record Monuments: We will research City and County records to plot the public right of way based upon record information. We will also identify all record survey points and monuments along the corridor. iii. Field Survey: In areas to receive major improvements such as curb extensions and areas obscured by tree canopy, our team will collect topography including elevations and surface features using traditional survey methods. iv. Utility Survey: Our team will complete a ground penetrating (GPR) scan along Third and Second Streets from Union Avenue to 4th Street and Grand Avenue between Second and Fourth Streets. to locate horizontally and vertically the existing utilities as well as the concrete slab. Based upon previous investigation, we believe the concrete segment exists only between A Street and Lootens Place. V. Prepare Base Map: CSW I ST2 will develop a detailed base map using data collected by our efforts; we will integrate the information provided by the City for the area to the east of Lootens Place. In the first phase, we will compile the aerial data, as -built utility records, and boundary information into a base map. With completion of the second phase, we will integrate the supplemental surface and underground utility data collected through the GPR scan. CSW SY THIRD STREET REHABILITATION 1.4 Design Refinement (30%). Based upon the data collected, our team will refine the concepts established in the feasibility study. We will coordinate with the team working to develop the HSIP funded improvements to integrate the traffic signal and sidewalk improvements into the documents. This would include the following elements: A. Layout and street cross sections which illustrate new curb locations such as bulb -outs, sidewalk repairs, revised roadway striping, lighting, and landscaping B. Pavement rehabilitation plans C. Traffic signal plans illustrating revisions to phasing and modifications to equipment D. Concepts for Wayfinding signage E. A preliminary construction phasing plan detailing the order of work and conceptual traffic handling F. Cost model detailing construction costs as well as utility fees for new services G. An exhibit that details temporary construction easements, rights to enter, and/ or rights of way required to complete the project. This exhibit will detail the owner of the property and the area required. 1.5 Outreach. As the City has completed an extensive and successful outreach process, our team will continue the effort by providing project updates related to the implementation effort. We will coordinate our outreach strategy with the HSIP team to ensure there is a unified message that Third Street's development is a well -coordinated and integrated project. Using the design refinement documents, we will prepare illustrative plans in hardcopy and electronic formats. The following summarizes proposed outreach meetings: A. Stakeholder Workshop. Our team will conduct up to two meetings with corridor stakeholders, which could include neighborhood groups, development interests, and/ or local business leaders. We suggest that one of the meetings be held at a scheduled time and place, while a second could be a field walk with stakeholders. B. Transit Meeting. We will coordinate a meeting with both Golden Gate and Marin Transit to review bus stop locations and configurations. C. City Services. We will support staff in reviewing proposed roadway modifications such as bulb -outs with representatives from emergency services and public works. D. BPAC. Our team will present the 30% documents to the City's BPAC for review and comment. This meeting will focus on the bicycle/ pedestrian improvements between East Street and Miramar Avenue as well as bulb -outs proposed along Third Street. E. Community Meeting. Our team will host a meeting to update the public on the refinement of the project elements and discuss construction phasing. F. Web Materials and News Releases. We will provide maps, graphics, and narratives to the City for use on their web page to inform the community of the project's progress. 1.6 Contract Management. CSW I ST2 will be responsible for overall management of our design team including the following: A. Project Management: We will manage the design team as well as track progress, schedule, and budget. B. Quality Control/ Assurance: An independent member of our team will perform an independent quality control review of the team's documents prior to submittal C. Meetings: In addition to the outreach meetings, the team will attend two (2) coordination meetings with City staff. CSW SF Deliverables • Technical studies in Acrobat format • 30% Documents in Acrobat format • Meeting agendas, presentations, and minutes TASK 2: ENVIRONMENTAL ASSESSMENT AND PERMITTING THIRD STREET REHABILITATION Objective: Our team will review the preliminary design and refine the documents to support the CEQA process for the entire Third/ Second Street corridor segment between Grand Avenue and Fourth Street. 2.1 Project Description - WRA, in coordination with the City, and CSW I ST2, will prepare the project description and present the project summary information as identified on the Environmental Checklist Form in Appendix G of the CEQA Guidelines based on materials provided by the Engineer and the City. The project description will include a discussion of the key characteristics of the project site and vicinity, project objectives, details of the proposed project, the planning and approval process, and the anticipated project schedule. We will provide plans and illustrations of the proposed project. 2.2 Prepare Administrative Draft Initial Study (IS) - The Initial Study will use the City's checklist format. The Initial Study will include all the checklist topics and a response to each checklist question. All the environmental topics included in the Initial Study are shown below in alphabetical order, as they occur in the checklist. For all other environmental issues, standard mitigation measures will be recommended, if appropriate. It is recommended that prior to embarking on the preparation of an Initial Study; City staff and the CSW I ST2 team discuss the potential environmental consequences of the project and determine whether or not to proceed with a CEQA Categorical Exemption instead of the preparation of an Initial Study. A. Aesthetics - WRA will analyze the potential aesthetic impacts of the project, including the impacts to scenic vistas and scenic resources, light and glare that may be generated by the project, and the visual compatibility of the proposed project with surrounding development. The site is not near a scenic highway or part of a scenic vista. The proposed project would entail roadway improvements in an urban area. Therefore, it is likely that aesthetics effects would not be significant; however, if warranted, mitigation measures would be identified to ensure that the project's aesthetics impacts would be reduced to a less -than -significant level. B. Agricultural and Forestry Resources -The site is located within an urban area of San Rafael. No agricultural or forestry resources are located in the project area. Therefore, no impacts to agricultural resources are expected. C. Air Quality - WRA will prepare an air quality analysis for the proposed project in response to the Initial Study Checklist questions. The air quality analysis will include the following components: 1) assessment of baseline air quality in the area based on data from Bay Area Air Quality Management District (BAAQMD) and California Air Resources Board (ARB); 2) quantitative assessment of project construction and operational impacts using the Roadway Emissions Estimator Model (RoadMod), where possible project specific construction details such as duration of C S W 8 THIRD STREET REHABILITATION construction period and equipment will be used, otherwise default model assumptions will be utilized; 3) screening level assessment of project construction health risk impacts (based on the size of the project, a full air dispersion assessment of project construction impacts would not be required); and 4) recommendation of mitigation measures consistent with the BAAQMD guidelines. D. Biological Resources - WRA will conduct a reconnaissance -level biological survey of the project site. The survey will form the basis for the assessment. Particular attention will be given to determine if a sensitive habitat or habitats suitable for any threatened, endangered or special -status plant and or animal species are present. WRA will also identify if any potential jurisdictional wetlands are present. This proposal includes conducting a record search with the California Natural Diversity Data Base and California Native Plant Society's Inventory of Rare and Endangered Plants. WRA will present the results of the field survey and research in a report describing existing biological resources, observations made during the survey, constraints to development if present, and appropriate mitigation measures if necessary. E. Cultural Resources - Alta Archaeological Consulting will conduct a cultural resources assessment to address environmental review requirements under CEQA. The assessment will consist of background research, including a records search at the NWIC and a literature review; contact with potentially interested parties, including the Native American Heritage Commission in Sacramento and applicable tribes pursuant to AB -52; and a preliminary windshield survey. Alta will document the methods, results, and recommendations of the study in a brief letter report. No significance evaluations will be done as part of this assessment. F. Energy - WRA will address whether the project would result in the wasteful, inefficient, or unnecessary consumption of energy resources during project construction and operation. WRA will also determine if the project conflicts with or obstructs a state or local plan for renewable energy and energy efficiency. G. Geology and Soils - WRA will provide responses to the Initial Study checklist questions for this topic using information prepared by the civil and geotechnical engineers for the project. This section of the Initial Study will include a discussion of: potential seismic impacts including fault rupture, seismic shaking, ground failure, and landslides; nearby active faults that would likely cause very strong seismic ground shaking at the project site; potential geotechnical impacts including unstable soils; and any potential impacts associated with slope instability. Potential impacts to paleontological resources will also be analyzed. WRA will provide practical mitigation measures that would reduce or eliminate any identified potential impacts related to geology, soils or seismicity to a less than significant level, if necessary. H. Greenhouse Gas Emissions - WRA will evaluate the project's impacts related to greenhouse gas emissions. WRA will provide a quantitative assessment of GHG emissions associated with all relevant sources related to the project for which project data are available, including construction activities. WRA will also provide a qualitative assessment of the project's consistency with relevant plans and regulations, such as the City of San Rafael Climate Action Plan. I. Hazards and Hazardous Materials - WRA will prepare the hazards and hazardous CSW S V 2 THIRD STREET REHABILITATION materials section of the Initial Study to assess and identify potential threats to public health and safety and the environment that could result from project implementation. The assessment will include a review of regulatory agencies records from the State Water Resources Control Board and Department of Toxic Substances Control to identify hazardous materials release sites in proximity to the project site and evaluate their potential to affect the proposed project. Soil sampling by Miller Pacific associated with the replacement of the MMWD water line at the project site will be incorporated into the hazards and hazardous materials section of the Initial Study. WRA will provide practical mitigation measures that would reduce or eliminate any identified potential impacts related to hazards to a less than significant level, if feasible. J. Hydrology and Storm Drainage - WRA will prepare the hydrology and water quality section of the Initial Study to assess and identify potential impacts to water resources that could result from project implementation. The project site is not located within a FEMA 100 -year flood hazard zone. However, the project improvements could modify existing drainage patterns. WRA will provide a summary of the regulations and permit requirements related to water quality protection and provide additional practical mitigation measures that would reduce or eliminate any identified potential impacts related to hydrology and water quality to the extent feasible. K. Land Use and Planning Policy. This section will evaluate the project's compatibility with surrounding land uses and discuss the project's consistency with applicable land use and conservation policies and regulations that could lead to significant physical impacts, including consistency with applicable policies of the City's General Plan. L. Mineral Resources - We anticipate that there are no known mineral resources within the project site. Therefore, WRA will provide brief responses to the Initial Study checklist questions for this topic. M. Noise - WRA will prepare a noise analysis for the proposed project, in response to the Initial Study Checklist questions. The noise analysis will include the following components: 1) a description of existing noise conditions in and around the project site; 2) quantitative assessment of noise impacts on sensitive receptors related to project construction and operation of the project; and if required, 3) preparation of mitigation measures consistent with best practices. N. Population and Housing - The proposed project would not induce population growth in the City or other communities and would not displace existing housing or residents. Therefore, WRA will provide brief responses to the Initial Study checklist questions for this topic. O. Public Services, Recreation, and Utilities - WRA will summarize the project's effects on exiting utility infrastructure. We will work with the City to determine whether the project would have impacts on public safety services or emergency response times. WRA will prepare responses to the checklist questions for these issues and discuss the effects of the project on local schools, parks and recreational facilities. If WRA identifies significant effects, they will prepare mitigation measures. P. Traffic and Circulation - WRA, with support from Parisi, will provide responses to the Initial Study checklist questions for this topic using information prepared by the THIRD STREET REHABILITATION traffic engineers for the project. This section of the Initial Study will include a discussion of traffic and circulation impacts associated with project construction and operation. Q. Mandatory Findings of Significance - The final section of the Initial Study will include an assessment of CEQA mandated environmental topics, including cumulative impacts. 2.3 Prepare Public Review Draft IS/MND - WRA will respond to the City comments on the Administrative Draft IS/MND, complete necessary revisions, submit a pre-print version of the document for City approval and publish for public review. The purpose of the pre-print review will be to verify that the City is satisfied with any new or revised text. At the pre-print review stage, no substantive changes to technical analyses or conclusions will been provided for in WRA's budget. A total of 20 copies of the Public Review Draft IS/MND will be provided for City use, along with a PDF digital file suitable for electronic distribution. In addition, WRA will prepare the Notice of Completion (NOC) and Notice of Intent to adopt a Mitigated Negative Declaration (NOI). WRA will assist with the preparation of a circulation list of agencies and persons that should receive the NOI. 2.4 Final IS/MND - WRA will prepare responses to public and agency comments received on the IS/MND during the public review period, as appropriate. WRA will prepare a Mitigation Monitoring and Reporting Program (MMRP) using the City's preferred format. The MMRP will list mitigation measures that are recommended in the IS/MND and provide standards and timelines for monitoring these mitigation measures. WRA will also assist with preparation of a Resolution to adopt the MND, as necessary. WRA will also provide a Notice of Determination (NOD) for City staff to file once the project has been approved. 2.5 Contract Management. CSW I ST2 will complete contract management services as defined in Task 1.6. In this task, we anticipate up to two (2) meetings with the City as well as one presentation to the City Council Deliverables WRA will prepare a draft IS/MND for review by City staff. Five (5) bound paper copies and one (1) PDF and Microsoft Word versions of the Administrative Draft IS/MND. TASK 3: RIGHT OF WAY ENGINEERING Objective: Based on the approved 30% documents, our team will begin coordination with public utilities and private property owners to secure approval to complete the project. 3.1 Public Utilities. As the project may require the relocation, upgrade, or repair of existing public utilities, CSW I ST2 will begin working with the various parties to coordinate modification including: A. Coordination. This will include a notice to the utilities regarding the proposed project followed by a meeting at the City's offices to discuss the project and schedule. We will hold up to two additional coordination meetings at the 60% and 90% submittal levels to coordinate relocations. B. San Rafael Sanitation District. Our team will coordinate with the sanitation district to integrate proposed pipeline rehabilitation into the construction documents and define the order of work. C. Property Owners. Our team will prepare a memorandum to property owners THIRD STREET REHABILITATION C S W s y suggesting they upgrade the lateral on private property. 3.2 Rights to Enter. Our team will prepare standard right to enter for improvements located on private property such as sidewalk and driveway conforms. This will include a plat map and standard City form for up to five (5) locations. We will meet with the property owners and coordinate their signature of the agreement. 3.3 Easement Acquisition Assistance. To accommodate sidewalk, curb ramp, or retaining walls, the project may require acquisition of temporary construction easements or right of way acquisition. For two (2) locations, we will complete the following: A. Boundary Survey. Our team will complete a formal boundary survey at each location requiring an easement. We will provide a copy of the survey to the property owner for their record. B. Record of Survey. If the boundary determined by our team is not consistent with record information, we will file a record of survey with the County as required by the California law. We assume two will be required for this project. C. Mapping: Our team will prepare a plat map and legal description for each location. D. Nominal Value Waiver. ARWS' acquisition representative will prepare a Waiver Valuation in lieu of an appraisal, to evaluate the fair market value of the easement. The owner or a designated representative will be invited to accompany the AR/WS representative during the inspection of the property. Waiver valuations are not appraisals and cannot be used to support an eminent domain proceeding. E. Negotiations/ Acquisitions/ Closure: ARWS will prepare acquisition documents, including, offer letter, valuation summary statement, summary statement pertaining to the acquisition of real property or an interest therein, purchase agreement, deed and public acquisition brochure. If settlement with owners and other required interests is reached ARWS will prepare a Memorandum of Settlement for transmittal. ARWS will establish with the City a process of coordinating escrow closings and reviewing escrow instructions. 3.4 Contract Management. CSW ( ST2 will complete contract management services as defined in Task 1.6. In this task, we anticipate up to two (2) meetings with the City. Deliverables • Public Utility coordination letters and meeting minutes • Rights to enter for five (5) locations • Boundary survey for two (2) properties • Record of survey for two (2) properties • Appraisal and acquisition for up to two (2) temporary and/ or permanent construction easements TASK 4: FINAL PLANS Objective: With completion of the environmental phase, our team will prepare construction drawings for use in bidding for the western segment of the corridor. 4.1 Prepare 65% Documents The team will prepare the following documents: A. Plans i. Title and Key Map - ii. Public Utility Relocation Plan C S THIRD STREET REHABILITATION iii. Construction Phasing Plan iv. Demolition Plan V. Cross Sections vi. Street Layout and Grading Plan vii. Paving Plans viii. Storm Drain Plan and Profile ix. Striping Plan X. Planting Plan A. Irrigation Plan xii. Traffic Signal Layout and Conductor Plans xiii. Street Lighting and Conductor Plans xiv. Retaining Wall Plan, Profile, and Details xv. Construction Details B. Specifications, bid schedule, and cost estimate 4.2 Prepare 95% Documents. Based upon comments received from the community outreach process and City staff, we will update the documents prepared in Task 4.1 at the pre final status. 4.3 Final Submittal. After presentation of the 95% documents to the City Council, we will compile final documents for use in bidding. 4.4 Outreach. Our team will continue our outreach process during the final design including hosting the following meetings: A. General Community. Using the approved 65% documents, our team will host a meeting with the general public to review the final design and the proposed construction staging. This will be an informational meeting providing the community with the anticipated construction schedule. B. City Council. We will support staff in presenting the project to City Council authorizing the project for public advertisement. C. Web Materials and News Releases. We will continue to update documents for the City's use. 4.5 Contract Management. CSW I ST2 will complete contract management services as defined in Task 1.6. In this task, we anticipate up to two (2) meetings with the City. Deliverables • 65% and 95% documents in Adobe Acrobat format • Final plans in hardcopy, Acrobat, and AutoCAD format • Meeting agendas, presentations, and minutes TASK 5: BIDDING SUPPORT 5.1 Bidding Support. Our team will assist during the bidding phase by assisting in outreach, attending the pre-bid meeting, responding to contractor requests for information, and preparing two bid addenda if necessary. Deliverables 0 Responses to contractor questions in the form of up to two (2) bid addenda. THIRD STREET REHABILITATION CSW SU ,► TASK 6: CONSTRUCTION SUPPORT 6.1 Construction Support. During construction, the team will review submittals, respond to contractor questions, provide technical guidance, visit the site on four (4) occasions during construction, and prepare a punch list near the completion of construction. We will assist the City coordinating public utility relocations as well as confirm that the contractor's traffic management and construction mitigation plans are consistent with the contract documents. Deliverables • Submittal review • Respond to requests for information during construction • Memorandums summarizing field reports during construction ASSUMPTIONS In preparing our scope of work, we have made the following assumptions. 1. Our team will be responsible for developing the design between Lootens Place and 4th Street. We will prepare a CEQA assessment, GPR, and pavement assessment for the entire Third Street corridor from Union Avenue to 4th Street and along Grand Avenue between Second and Fourth Streets. The scope of work associated with the CEQA assessment will based upon information provided by the City's consultant developing the HSIP project including an analysis of cultural resources. 2. Each utility agency developing improvements within the project area will be responsible for their own design. 3. The project will generally follow the schedule as detailed in our scope of services. 4. No additional traffic data collection or analysis is required. 5. The intersection of Second and Fourth Streets will be evaluated at the conceptual level but will not be included in the final design. 6. Our team's services are limited to those expressly set forth above. We will have no other obligations or responsibilities for the project except as agreed to in writing, or as provided in this agreement. Our services are provided consistent with, and limited to, the standard of care applicable to such services. We will provide our services consistent with the professional skill and care ordinarily provided by consultants practicing in the some or similar locality under the some or similar circumstances. 7. Based upon our experience developing environmental documents of a similar nature, we have allocated an appropriate labor effort to respond to comments. This assumes that no additional technical analyses will be required as part of this effort. Should a larger volume of comments be submitted than can be covered by this assumed level of effort, or should comments be submitted by a union organization, law firm, or organized letter writing campaign, a budget adjustment may be necessary. 8. The following applies to the right of way engineering phase: a. The scope of work includes up to two easements. b. The project will not impact structures and not displace occupants. c. No preliminary title reports will be necessary. d. No permanent right of way acquisition will be required. e. The Waiver Valuations will be appropriate, and no parcels will require formal appraisal/acquisition services for Government Code offers. 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General Project Management 60 60 $12,300 QA/QC 8 8 $1,640 Meetings 16 16 $3,280 Task 4 Final Plans Subtotal: 152 226 1 376 1 340 0 0 1094 $167,826 Task 5 Bidding Support 5.1 Bid Support Attend Pre Bid Meeting 4 4 $820 Respond to Contractor Questions 4 4 $772 Issue Addenda 2 6 8 $1,274 Review Bids 2 2 1 4 $796 Task 5 Bidding Support Subtotal: 6 8 6 0 0 0 20 $3,662 Task 6 Construction Support 6.1 Construction Support Attend Pre Construction Meeting 4 4 $820 Submittal Review 4 4 $772 Review Contractor Questions 4 30 20 54 $9,570 Site Reviews 4 20 24 $4,680 Task 6 Construction Support Subtotal: 12 54 20 0 0 0 86 $15,842 Total Base Labor Expenses: 364 494 630 470 116 56 2130 $350,602 Reimbursable Expenses Travel, Printing, and County Fees $4,500 Aerial Survey $9,700 Total Reimbursable Expenses: $14,200 Total CSW I ST2 Design Fee $364,802 Consultant Base Expenses (See backup sheets for additional information) - No Markup on Subconsultants Subconsuitant Share of Fee Parisi Transportation Consulting 20% $183,634 WRA Environmental Consultants 4% $39,456 Pavement Engineering 6% $54,220 Wallace Roberts and Todd 18% $167,620 Alta Archaeological Consulting 2% $18,220 Associated Right of Way Services 20/a 14 940 Bess Test Lab 6% $56700 Miller Pacific 3% $26190 Total Base Consultant Expenses: 560 980 Total Base Team Fee: 1$925,782 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: Lauren Davini Extension: 3361 Contractor Name: CSW/Stuber-Stroeh Engineering Group, Inc. Contractor's Contact: Robert Stevens Contact's Email: rstevens@cswst2.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) and attachments to City 11/7/2019 Attorney c/o Laraine.Gittens@cityofsanrafael.org ® IK 2 City Attorney a. Review, revise, and comment on draft agreement 11/7/2019 ® LG and return to Project Manager 11/7/2019 ® LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Approval of final agreement form to send to Click or tap ❑ 3 Department Director contractor to enter a date. 4 Project Manager Forward three (3) originals of final agreement to Click here to ❑ contractor for their signature enter a date. 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 11/18/2019 PRINT Project Manager Date of City Council approval CONTINUE ROUTING PROCESS WITH HARD COPY 6 Forward signed original agreements to City 11/14/19 Attorney with printed copy of this routing form Q 7 City Attorney Review and approve hard copy of signed I agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) I i'9 9 City Manager/ Mayor Agreement executed by City Council authorized official 1 — Z(}'l� 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager