HomeMy WebLinkAboutPW East San Rafael Traffic Improvement Program! ITY �r ,
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"Q1 XN RAFAEL
P 0 BOX 60. SAN RAFAEL. CALIF 94915./PHONE (4151456-1112 y
AGENDAITEM NO.: . ...... - -- 15 ......... .... ..............................
MEETING DATE:.. May .....? 1..►......19.8.4.... ...............
REPORT TO MAYOR AND GIT COUNCIL
SUBJECT: AUTHORIZATION TO ENTER INTO AN AGREEMENT FOR PREPARATION
OF EAST SAN RAFAEL TRAFFIC IMPROVEMENT PROGRAM
SUBMITTEDBY:...........................................................................................
Planning Director (AB)
SUMMARY:
APPROVED BY:........�0..........................................
City Ma r
DATE: 5/17/84
City staff is proceeding with the analysis needed to finalize a
transportation improvement program for the Greater East San Rafael
Area. Part of this project will require consultant services to
project traffic impacts of various alternatives. In response to a
request for proposals, three traffic engineering firms have submitted
proposals. City staff has reviewed the proposals and found that
JHK and Associates has a very good proposal at a significantly lower
cost ($18,200) than the other consultants ($24,900 to $28,800). One
additional survey task and analysis needs to be added to their
proposal. Based on conversations with the consultant, this item
should not exceed an additional cost of $2,000. Funding for this
project will come from the Revenue Sharing General Plan update
account. To expedite the work, the Mayor should be authorized to
execute a contract with JHK and Associates for work not to exceed
$20,200.
RECOMMENDATION:
(1) APPROVE SELECTION OF THE CONSULTANT FIRM JHK AND ASSOCIATES
(2) ADOPT RESOLUTION AUTHORIZING THE MAYOR TO SIGN A CONTRACT FOR
THE DESCRIBED WORK
BACKGROUND:
Staff is proceeding with the work to finalize and implement the
Greater East San Rafael Transportation Improvement Program. The
work program includes:
(a) identification of underdeveloped parcels;
(b) describing three different development scenarios;
(c) identifying two transportation improvement packages;
Council kleating 5121 8 4
');7,�5;�«�, Adopted Resolution 6821.
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REPORT TO MAYOR AND CITY COUNCIL / PAGE: 2
(d) projecting the traffic impacts and implementation costs
for each scenario;
(e) selection of a preferred improvement package;
(f) prioritizing the improvement program; and
(g) preparation of appropriate environmental and implementation
documents.
The improvement program is needed to serve development in the East
San Rafael neighborhood and the Francisco Boulevard West area. The
traffic impact analysis will also provide base data for development
of the East San Rafael Neighborhood Plan.
Consultant services are needed to model the traffic impacts for the
land development and improvement package alternatives. In April
1984, the staff circulated a request for consultant proposals to
provide these services. The requests were mailed to eight firms,
and three firms responded with proposals. DKS and Associates, the
firm that prepared the 1981 projections for the area, felt that the
City should have a fresh independent look at the area and declined
to submit a proposal.
Of the three proposals received from JHK and Associates, TJKM and
Associates, and Wilbur Smith and Associates, City staff has found
the JHK and Associates proposal the best for the following reasons:
(1) The projected cost for their services was lowest, $18,200
as opposed to $24,900 and $28,800.
(2) The proposal addressed all key items in the City's request
for proposals.
(3) The consultant demonstrated their understanding of the
situation and their initiative by proposing surveying
driving patterns and calibrating their model to insure
accuracy.
(4) They included in their proposal coordination with the
East San Rafael Neighborhood Plan effort.
(5) Their references have confirmed the quality of work
produced by individuals who will work on this project.
The proposal did not include a revised redistribution of existing
traffic over each of the new street networks. Staff has discussed
this point with the consultant. They stated that this task together
with a license plate checking program to insure the accuracy of
revised distributions can be performed for an additional $2,000.
The details of this additional work should be negotiated between
staff and the consultant.
REPORT TO MAYOR AND CITY COUNCIL / PAGE: 3
Revenue sharing funds will be used for this project. Thirty
thousand dollars were allocated for General Plan updating. This
project will detail transportation improvements needed to maintain
acceptable levels of service in the Bellam interchange as proposed
in the General Plan. This work will also provide a basis for
establishing acceptable land uses and intensities within a major
portion of the City.
Adoption of the attached resolution will allow the Mayor to sign
the contract with JHK and Associates after staff and consultant
negotiations on the additional work are completed. This approach
provides the most expeditious approach.
RESOLUTION NO. 682
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SAN RAFAEL AUTHORIZING THE SIGNING OF A CONTRACT,
LEASE OR AGREEMENT
WHEREAS, the City of San Rafael on April 13, 1984,
requested proposals for traffic engineering services for Greater
East San Rafael; and
WHEREAS, the traffic engineering firm of JHK and
Associates has submitted a proposal dated May 4, 1984, to provide
the requested services for $18,200; and
WHEREAS, the City of San Rafael selected JHK and As-
sociates to provide the traffic engineering services based on
their proposal; and
WHEREAS, the City of San Rafael has requested the con-
sultant to provide supplemental traffic distribution analysis,
to be negotiated between JHK and Associates and City staff, at a
cost not to exceed $2,000; and
WHEREAS, the City of San Rafael desires to initiate the
work as soon as possible.
NOW, THEREFORE, BE IT RESOLVED that the San Rafael
City Council authorizes the Mayor and City Clerk to execute on
behalf of the City of San Rafael a contract for traffic engin-
eering services as described in the City's request dated April 13,
1984, and JHK's proposal dated May 4, 1984, with supplemental
traffic distribution analysis. The total cost of these services
are not to exceed $20,200.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael,
hereby certify that the foregoing resolution was duly and regularly
introduced and adopted at a regular meeting of the Council of said
City on MONDAY , the 21ST day of MAY 1984, by the
following vote, to wit:
AYES: COUNCILMEMBERS: Breiner, Frugoli, Nave, Russom & Mayor Mulryan
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
JEANNE M. LEONCINI, City Clerk
26.3 A/19
By: �.
LIN A S. DO EY 5eputy C' y Clerk
6%-0\
AGREEMENT FOR PREPARATION OF TRAFFIC ANALYSIS
This Agreement is made and entered into this 21st day of MAY
1984, by and between the City of San Rafael, a municipal corporation
(hereinafter referred to as "City"), and JHK and Associates, Trans-
portation Engineering consultants (hereinafter referred to as
"Consultant").
In accordance with this Agreement, the Consultant agrees to provide
professional services by preparing a Traffic Analysis for the following
proposed project:
I. PROJECT
Full development of the Greater East San Rafael Area.
II. SCOPE OF SERVICES
The Traffic Analysis shall be prepared in accordance with the
provisions of the City's Request for Proposals dated April 13,
1984, the Consultant's proposal dated May 4, 1984, and Exhibit A
attached detailing the questionnaire survey and license plate
survey programs which are to be used to develop traffic distribution
and turning movement data. These documents are made a part of this
Agreement. Where there are conflicts between the specific pro-
visions of the contract and these referenced documents the contract
shall be binding.
The proposed option of refining the Distribution Model shall be
included in the scope of work. By July 1, 1984, the City shall
determine if the option of converting the "Catnap" program for use
on the City's Osborne computer is to be included. The City shall
notify the Consultant in writing by July 15, 1984.
III. SCHEDULE AND SUBMITTAL OF DOCUMENTS
A. The City shall provide the Consultant with background data by
June 4, 1984.
R .
- 1 -
B. The City shall provide the Consultant with proposed land use
alternatives and transportation improvement programs by
June 18, 1984.
C. Following the receipt of the initial data from the City, the
the Consultant shall commence work and submit working papers to
the City outlining trip generation, distribution, turning
movement assignments and modeling calibration parameters used
in the analysis. This data shall be submitted in accordance
with completion dates on Exhibit 3-1 in the Consultant's
proposal.
D. The Consultant agrees to submit for administrative review by
the City five (5) copies of a Preliminary Traffic Analysis of
the six initial alternatives by August 10, 1984.
E. Following review of the Preliminary Traffic Analysis, the City
shall submit revisions to the Consultant by August 20, 1984,
and the Consultant shall make revisions to the Preliminary
Traffic Analysis as requested by the City. By September 3,
1984, the Consultant shall submit five (5) copies of the
revised Preliminary Traffic Analysis to the City.
F. Following an eight to ten week review period and public Planning
Commission/City Council meetings to discuss the findings in the
Preliminary Traffic Analysis, the City shall select and convey
to the Consultant a final land use and transportation improve-
ment program. Within fourteen (14) days after receiving the
final land use and transportation improvement program, the
Consultant shall prepare and submit to the City five (5) copies
of a Final Traffic Analysis for the preferred land uses and
improvements.
G. Following review of the Final Traffic Analysis, the City shall
request any necessary revisions and the Consultant shall make
the necessary revisions within fourteen (14) days of receipt of
the City's request.
- 2 -
H. It is agreed that where events beyond the control of Consultant
cause unforeseen delays, the timing described herein may be
extended an amount equal to the period of the delay.
IV. SPECIFIC PROJECT REVIEW REQUIREMENTS
A. Verification of Documents
The Consultant shall review the following documents:
- Draft Traffic Report Southeast San Rafael, DKS, July 1981.
- East San Rafael Traffic Model Validation Analysis, DKS,
December 1983.
- City of San Rafael Traffic Engineer's Bellam Interchange
composite of existing traffic and traffic from approved
projects.
- Tiscornia Marina Final EIR, October 1982.
- Canalways Draft EIR, Addendum and Supplement, March 1984.
- Spinnaker on the Bay Draft EIR (to be available April 17,
1984).
- Negative Declaration Bay View Business Park.
- Letter report Marin Sanitary Transfer Station.
- Letter report Marin Square Shopping Center.
- Letter report Burger King Restaurant.
- Letter report Wendy's Restaurant.
- Letter report Hoffman Commercial Development.
- Letter report McPhail's Commercial Development.
- Letter report Dalecio Office/Retail Development.
B. As a minimum, the following agencies/groups shall be con-
tacted during the preparation of this traffic analysis:
1. CalTrans .
2. East San Rafael Neighborhood Plan Consultant Team.
3. City of San Rafael Planning Department.
4. City of San Rafael Public Works Department.
V. TRAFFIC ANALYSIS CONTENT
A. Format
The format of the traffic analysis, including but not limited
to descriptions of land use assumptions, transportation improve-
ment programs, trip generation, traffic distribution, modal
splits, turning movement assignments, and Level of Service
calculation for the preliminary and final reports shall be as
specified by the City.
B. Specific Alternatives to be Reviewed
The Consultant shall analyze three different land use alter-
natives and two different transportation improvement programs
resulting in six alternatives for the preliminary report. The
Consultant shall analyze one land use pattern against the
existing street system and an improved street system for the
final report.
VI. ATTENDANCE AT MEETINGS
The Consultant shall attend two (2) notified public meetings before
the Planning Commission/City Council, in addition to two (2)
neighborhood plan coordinating meetings. Consultant attendance at
any public meetings in excess of these four meetings shall be
billed to the City on a time and expense basis as quoted in the
Consultant's Proposal to Prepare a Traffic Analysis.
VII. OWNERSHIP OF DOCUMENTS
All documents, originals, graphic exhibits and correspondence
including the developed "Catnap" program developed or received
during the course of the EIR's preparation shall become the property
of the City. The documents shall be delivered to the City immed-
iately after acceptance of the revised Preliminary Report and
revised Final Report.
VIII COMPENSATION
A. City shall pay Consultant a sum of $20,200 as compensation
for the Consultant's completion of work set forth in this
Agreement.
B. Consultant agrees to bill the City per the following para-
graphs VIII C through VIII I.
C. Within fifteen (15) days after execution of the contract, the
Consultant shall be paid three thousand nine hundred thirty-
seven dollars and fifty cents ($3,937.50) or a lesser amount
depending on the billing submitted.
D. Within fifteen (15) days after submittal of a distribution
and initial model calibration progress report on or about
July 8, 1984, the Consultant shall be paid three thousand four
hundred thirty seven dollars and fifty cents ($3,437.50) or a
lesser amount depending on the billing submitted.
E. Within fifteen (15) days after the City's acceptance of the
Preliminary Traffic Analysis on August , eight thousand two
hundred seventy five dollars ($8,275), or a lesser amount
depending on the billing submitted, shall be paid to the
Consultant.
F. Within fifteen (15) after the City's acceptance of revisions
to the Final Traffic Analysis, the Consultant shall be paid
three thousand five hundred dollars ($3,500) or a lesser amount
depending on the billing submitted.
G. One thousand fifty dollars ($1,050) shall be reserved for
additional license plate surveying or conversion of the "Catnap"
program for use on the City's Osborne computer. By July 15,
1984, the City shall determine and notify the Consultant in
writing if and how the funds are to be utilized. Conversion
of the "Catnap" program for use on the City's Osborne shall not
exceed a cost of one thousand fifty dollars ($1,050). Addi-
tional license plate survey points are estimated to cost
$200 - $300 per survey point.
H. It is agreed that the Consultant may request a portion of the
total compensation prior to the dates specified if abnormal
delay in the project review process occurs and if that delay is
not the fault of Consultant.
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I. It is understood and agreed by City and Consultant that the
above compensation is based upon normal professional service in
preparing and providing a Traffic Analysis. Any additional
work requested or required of the Consultant by the City shall
be construed as an alteration of this Agreement and shall be
subject to negotiation.
IX. SUB -CONTRACTORS
Consultant reserves the right to utilize professional subcon-
tractors as approved by the City.
X. STATUS
Consultant is an independent contractor and shall not be deemed,
directly or indirectly, to be an officer or employee of the City.
XI. AFFILIATION
No member or affiliate of the Consultant or Consultant team shall
be employed during the length of this Agreement by any applicants
proposing development in the study area or affiliate of any appli-
cant, nor shall they live in the project area.
XII. CITY COOPERATION
City shall assist Consultant by providing timely response to Con-
sultant's request for municipal data; meeting with Consultant, when
necessary, at mutually agreeable times; facilitating necessary
meetings and contacts with neighborhood planners and neighborhood
associations; and in other similar ways assist Consultant in
expeditious progress of the assignment.
XIII TERMINATION
A. The City reserves the right to terminate this Agreement at
any time by providing official notification to the Consultant.
Should said notification be received by the Consultant, all
work under this Agreement shall terminate, except for what
minor work is required to provide the City with a clear under-
standing of work completed and work remaining.
B. City shall ray Consultant all sums the due and unpaid under
this Agreement, including sums for work not completed, but in
preparation. Payment by City of such compensation shall be
considered full and final settlement for all work performed by
the Consultant under this Agreement.
C. Upon receipt of final payment, all materials and documents,
whether finished or not, shall become the property of and shall
be delivered to the City.
D. It is mutually understood and agreed that this Agreement shall
be binding upon the City and upon the Consultant, their suc-
cessors, executors, or administrators. Neither this Agreement
nor any part thereof, nor any monies due or to become due under
this Agreement may be assigned by the Consultant without the
written consent of the City.
XIV. ALTERATIONS
This Agreement may be modified, as necessary for the successful and
timely completion of the services to be provided. Any alteration
or variation shall be expressed in writing, as an amendment to this
Agreement, and shall be approved by both parties.
IN WITNESS THEREOF, City and Consultant have caused their authorized
representatives to execute this Agreement the day and year first above
written.
Attest:
JEANNE M. LEONCINI
City Clerk
By�.
L tDA S.�D'UK
Deputy City Clerk
Approved as to form:
102.2 A/26
"CONSULTANT"
JHK AND ASSOCIATES
By
Y
Charles Abrkms
Vice -President
"CITY"
CITY OF SAN RAFAEL
'�C
LAW E. L�YAN
Mayor
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EXHIBIT A
Origin and Destination Questionnaire
A postcard/questionnaire survey shall be used to refine the
origin and destination data for in and out -bound office,
industrial and retail uses per task 3 of the Consultant's
proposal. The survey shall include distribution of 500
postcard/questionnaires to selected office, industrial, and
retail users and their customers. The City shall supply the
Consultant with a list of major employers and retailers within
the study area. The cost of conducting and analyzing this
survey is a part of the task 3 estimated cost in the Consultant's
proposal dated May 4, 1984.
License Plate Survey
The consultant shall conduct a one and one-half hour PM peak
period license plate survey. The survey shall be done in two
phases with an initial check at four locations to evaluate
Highway 101 and Highway 17 diversions and a second check at
six locations to evaluate the effectiveness of a new Highway
101 or Highway 17 crossing. The license plate survey and
analysis is projected to cost $200 - $300 per location. The
cost of this work was not included in the Consultant's proposal
dated May 4, 1984.
ROUTINd SLIP FOR APPROVA.- JF CONTRACT/AGREEMENTS/ORL�IJANCES/RESOLUTIONS
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF ORIGINAL CONTRACT/
AGREEMENT/ORDINANCE/RESOLUTION BEFORE APPROVAL BY
COUNCIL/AGENCY
FROM:
Date: Mav 17. 1984
Originating Department: Plannina
TITLE OF DOCUMENT:
SRRA/SRCC AGENDA ITEM NO. 15
(_ _ May 21, 1984_ _ _)
DATE OF MEETING
Resolution Authorizina Sianina of ESR Traffic Contract
Department Head (Signature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
REME-D- BY CITY MANAGER/EXECUTIVE
DIRECTOR TO:
APPROVED AS TO FORM:
APPROVED CILIA ENCY AGENDA ITEM
City Attorney (Signature)
NOT APPROVED
REMARKS:
cc: Finance Director: Attached is one copy of document.
Please review for financial impact.
White ------- City Clerk's Office, with Original Document
Green ------- City Manager's Office
Canary ------Originating Department
Pink ------- -Finance Director
Goldenrod ---Preliminary File Copy -Originating Department
9/77CC
