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PW Master Services Agreement; Task Order No. 21 Preparation of Traffic GuidelinesCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED FEBRUARY 10, 2020 WITH FEHR & PEERS TASK ORDER NO. 21 Transportation Discipline Project title: Preparation of Traffic Impact Analysis Guidelines ic THIS TASK ORDER is entered into on %(� f IU 20v�tween the City of San Rafael, a municipal corporation ("City"), and FEHR & PEERS, ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated February 10, 2020 under which Consultant has agreed to perform certain professional consulting services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain tasks as set forth in this Task Order, which constitute the Project; NOW, THEREFORE, City and Consultant agree as follows: AGREEMENT 1. Scope of services. Consultant shall provide any and all of the services set forth in Attachment A of this Task Order, dated August 5, 2020, as directed by the City. Bob Grandy shall be the Project Manager for Consultant for this Task Order. Additional professional services may be performed by other Consultant staff with prior notice and approval by City. a. City's duties. The City will: (1) Determine the scope of services, as set forth in Attachment A. (2) Make available the project plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Rafat Raie as the person at the City responsible for monitoring performance under this Task Order. b.Consultant duties. The Consultant will: (1) Provide and perform tasks identified in Attachment A, Scope of Services. (2) Provide miscellaneous consulting and other services related to the Project and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Task Order budget. Rev. May 2013 City of San Rafael Master Consultant Services Agreement Task Order 2. Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule. The work hours estimate, cost estimate and budget and fee schedule are set forth in the attachments to this Task Order, as follows: Date of completion: Attachment A Work hours estimate: Attachment A Cost estimate and budget: Attachment A Fee schedule (Consultant's current hourly rate): Attachment B With regard to each project given to Consultant that is subject to this Task Order, the time of completion, work hours estimate, cost estimate and budget and fee schedule are set forth in Attachment A to this Task Order. Authorization to proceed. The City will give Consultant authorization to proceed with the work specified in this Task Order only after Consultant submits updated insurance certificates and endorsements, in accordance with Section 10 of the Agreement. 4. Master Agreement terms; Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Consultant in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. Amendment of Task Order; Conflicts. Except as provided in Section 1(b)(2) above, this Task Order may not be modified except by an Amended Task Order executed and approved in the same manner as the Task Order. Signatures. The parties have executed this Task Order, as of the date first written above. CITY OF SAN RAFAEL CONSULTANT 4LSP, City , an ger c3— Name: Marion Donnelly Contents approved: Title: Chief Financial Officer 2 Rev Jan 2019 City of San Rafael Masler Consultant Services .-Agreement Task Order By: Y Bill Guerin, Public Works Director Reviewed By a By: L� �� Robert F. Epstein, City ttorney (if Consultant is a corporation, add signature of second corporate officer) Name: Chris Mitchell Title: President Attachments: A Scope of work, Time of completion, work hours estimate, cost estimate and budget B Fee schedule (Consultant's current hourly rate) 3 Rev Jan 2019 Attachment A FEHRtPEERS August 5, 2020 Rafat Raie City of San Rafael 111 Morphew Street San Rafael, CA 94901 Subject: Proposal for Preparation of Traffic Impact Analysis Guidelines Dear Rafat: Fehr & Peers appreciates the opportunity to submit this proposal to prepare Traffic Impact Analysis (TIA) Guidelines that provide guidance on implementation of new VMT CEQA analysis and LOS analysis pursuant to SB 743. This proposal builds on direction provided by the San Rafael City Council on July 6, 2020, and subsequent communication and discussion with City staff. SCOPE OF WORK Task 1 — Project Initiation Fehr & Peers will conduct a kick-off conference call with Public Works and Planning staff to discuss and confirm project scope and expectations for the TIA Guidelines. Key topics to be discussed include: • Table of Contents for TIA Guidelines • VMT Screening Maps • Flow Charts • Additional VMT Screening options for local -serving uses • Small Project VMT Screening — land use types for 110 daily trip list • LOS screening metrics and whether they are different for Downtown, PDAs • Other Items In addition to the kick-off meeting, Fehr & Peers will participate in two additional conference calls with City staff. 345 California Street ! Suite 450 1 San Francisco, CA 941041 (415) 348-0300 www.fehrandpeers.com Rafat Raie August 5, 2020 Page 2 of 4 Task 2 — VMT Screening Process and Thresholds Fehr & Peers will prepare flow charts to describe the VMT evaluation process, based on discussions with City staff in the kick-off conference call. Fehr & Peers will also expand the Small Project list of land uses to identify the building square footage for various non-residential land use types as identified by City staff. Fehr & Peers will map "low VMT areas" based on the VMT methodology approved by the City Council (where VMT generated by land use in these areas is 15 percent less than VMT generated by similar land uses in other the region). The TAM model, as it was most recently developed for the General Plan update, will be used 'as is' to generate base year (2019) VMT estimates by TAZ and for the city-wide and region -wide averages for up to three metric forms. The maps will also show boundaries for the Downtown San Rafael Precise Plan as well as the recently approved Northgate PDA and Canal PDA. These maps are likely to be based on total VMT per service population, home-based VMT per resident (used for residential land use projects), and home-based work VMT per employee (used for employment-related projects), but the final metric forms will be determined in collaboration with City staff. We will also develop maps showing the designated transit priority area boundaries. Task 3 — Prepare TIA Guidelines The goal is for the TIA Guidelines to be usable for a diverse audience. It shall include an executive summary that is targeted for applicants and the public, while the main content of the guide shall focus on 'what' information is required for VMT analysis to comply with the new CEQA Guidelines and 'how' to prepare and develop that information from available data and models. The guidelines shall also indicate which analyses are required for CEQA, versus which analyses are required to provide City staff and decision -makers sufficient information related to the transportation effects of projects like LOS deficiencies such that appropriate entitlement conditions of approval can be tied to the project. The TIA Guidelines shall cover the elements required for a complete transportation impact analysis, including how to address transit, bicycle/scooter, pedestrian, and safety impacts, how to conduct a detailed site plan review, and how to determine consistency with adopted plans. The updated TIA Guidelines shall cover the topics described below. • Chapter 1: Introduction — This chapter shall cover expectations for transportation impact analysis based on the CEQA statute, CEQA Guidelines, court decisions, and other technical guidance. • Chapter 2: Determining Scope of TIA — This chapter shall describe how to determine if a TIA is required and what elements should be included in a TIA scope. The City desires a common-sense approach to determining the level of detail that is suitable for projects of varying sizes and types. This shall include a flowchart to describe the decision-making process for requiring a TIA. Rafat Raie August 5, 2020 Page 3 of 4 • Chapter 3: VMT Process, Thresholds and Methodology — This chapter shall outline the overall VMT analysis process using an annotated flowchart. This flowchart shall explain the step-by-step process, what questions to consider and what options are available for compliance. This chapter shall also document the recommended VMT analysis methodology include metric form, forecasting model, and required scenarios. It shall also include the recommended thresholds for screening, project, and cumulative analysis. • Chapter 4: VMT Screening — This chapter shall explain the different screening options approved by the City Council on July 6 and additional VMT screening criteria details such as a list of local -serving uses and the level of development that could occur under the small project screening for a range of land use types. GIS mapping of transit priority areas (TPAs) and low VMT generating traffic analysis zones (TAZs) developed in Task 2 shall be included. • Chapter 5: VMT Mitigation Measures — This section shall focus on identifying the VMT reduction strategies that would be most effective in San Rafael to support the level of VMT reduction that would be appropriate given the land use context, and general guidance on how those measures should be applied to projects. This task will build on recent work done to update the research supporting the widely used CAPCOA document entitled "Quantifying Greenhouse Gas Mitigation Measures" (August 2010) that identifies VMT reduction strategies and their relative effectiveness. • Chapter 6: Multimodal Site Access and Circulation — This chapter shall describe the City's expectations for preparing a site access and circulation plan review for a proposed project. This will include a Site Design Checklist, reflecting recommended practices in incorporating multimodal design elements into projects. It will also include procedures for evaluating a project's effects on transit, pedestrian, and bicycle/scooter modes, and for evaluating the safety effects of the project. • Chapter 7: Operational Analysis — This chapter shall describe the City's expectations for analyzing the traffic operational effects of a proposed project. This shall include how to define a set of study intersections and roadway segments, how to conduct LOS analysis, and how to determine whether physical improvements are needed to address operational issues. This section shall articulate how the LOS analysis will be used to supplement the VMT analysis, and how physical improvements will be assessed. Task 4 — Staff Training for TIA Guidelines Fehr & Peers will provide up to a half-day training program for City staff, using Zoom or Teams, on the TIA Guidelines. DELIVERABLES An Administrative Draft version of the TIA Guidelines will be submitted for City staff review and comment. A total of 16 hours of staff time is allocated for responding to comments to prepare a Draft and Final version of the TIA Guidelines. Rafat Raie August 5, 2020 Page 4 of 4 ITEMS NOT INCLUDED IN SCOPE OF WORK • CEQA Case Studies • VMT Estimation Tool FEE AND SCHEDULE PROPOSAL Fehr & Peers would complete Tasks 1 through 3, including the preparation of TIA Guidelines for a budget of $36,000. Invoices will be submitted monthly on a time -and -materials basis. We can begin the assessment immediately upon our receipt of a contract and/or notice to proceed on the project from all participating jurisdictions. We will be able to complete Draft TIA Guidelines within six weeks of the kick-off meeting. We will compete Final TIA Guidelines within one to two weeks of receiving comments. We appreciate the opportunity to submit this proposal. Please do not hesitate to call me at (415) 426-2520 if you have any questions. Sincerely, FEHR & PEERS Bob Grandy, TE Principal P20.2105 -SF Attachment B FE-HRt PEERS 2020-2021 (July 2020 through June 2021) Hourly Billing Rates Classification Hourly Rate Principal $180.00 - $350.00 Senior Associate $185.00 - $340.00 Associate $170.00 - $245.00 Senior Engineer/Planner $135.00 - $215.00 Engineer/Planner $115.00 - $165.00 Senior Engineering Technician $145.00 - $195.00 Senior Project Accountant $160.00 - $165.00 Senior Project Coordinator $120.00 - $165.00 Project Coordinator $85.00 - $150.00 Technician $115.00 - $160.00 Intern $90.00 - $115.00 • Other Direct Costs/ Reimbursable expenses are invoiced at cost plus 10% for handling. • Personal auto mileage is reimbursed at the then current IRS approved rate (58 cents per mile as of Jan 2020). • Voice & Data Communications (Telephone, fax, computer, e-mail, etc.) are invoiced at cost as a percentage of project labor. Fehr & Peers reserves the right to change these rates at any time with or without advance notice. ,tx RAFq�` 1 �o �iT y h' I T H P, 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: TS for Rafat Raie Extension: 3354 Contractor Name: Fehr & Peers Contractor's Contact: Bob Grandy Contact's Email: Bob Grandy <B.Grandy@fehrandpeers.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 8/11/2020 Attorney c/o Laraine.Gittens@cityofsanrafael.org NTS 2 City Attorney a. Review, revise, and comment on draft agreement 8/11/2020 N LG and return to Project Manager 8/11/2020 N LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 I Department Director Approval of final agreement form to send to 8/11/2020 N BG Project Manager contractor Forward three (3) originals of final agreement to 8/11/2020 4 NTS contractor for their signature When necessary, contractor -signed agreement ❑ N/A 5 Project Manager 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 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 8/11/20 TS 6 Project Manager Forward signed original agreements to City City Attorney Attorney with printed copy of this routing form 7 Review and approve hard copy of signed 1Z/ agreement 8 City Attorney Review and approve insurance in PINS, and bonds J �/ 2-12- 02E (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized 2D%() 414. official 10 City Clerk Attest signatures, retains original agreement and forwards Project 6 t I q o7bIv A copies to Manager