HomeMy WebLinkAboutCM Transit Center Advisory Services____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-671A x 245
Council Meeting: 12/18/2017
Disposition: Resolution 14436
Agenda Item No: 4.j
Meeting Date: December 18, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager’s Office
Prepared by: Jim Schutz, City Manager
City Manager Approval: ______________
TOPIC: TRANSIT CENTER ADVISORY SERVICES
SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT WITH ALTA PLANNING AND DESIGN FOR TRANSIT CENTER ADVISORY SERVICES
IN AN AMOUNT NOT TO EXCEED $50,000.
RECOMMENDATION: Adopt Resolution.
BACKGROUND: In June 2012, the City Council approved the Downtown Station Area Plan, setting the stage to
create vibrant, mixed-use, livable areas supported by a mix of transit opportunities, including passenger rail
service by the Sonoma Marin Area Rail Transit (SMART) downtown San Rafael station. SMART is now in full
revenue operations on their Initial Operating Segment (IOS 1) from the Sonoma Airport to downtown San Rafael
and has begun construction of their operating segment from the downtown train station, located between
Fourth Street and Third Street, to the final termination of the rail line in Larkspur. This new operating segment
will bisect the existing Bettini Transit Center and then cross several significant City streets including Third,
Second, Irwin, Rice and Anderson Drive. The impact to the existing transit center is significant, necessitating the
expansion and/or relocation of the existing Transit center.
The Transportation Authority of Marin (TAM) provided funding to evaluate alternative locations and
configurations for a new transit center. Staff from the City of San Rafael, Golden Gate Bridge, Highway and
Transportation District (GGBHTD), Marin Transit, SMART, and others developed and evaluated a series of
options that culminated in three recommended alternatives. The three alternatives were presented to Council
on 10/17/2016 in the San Rafael Transit Final Report. The alternatives represent the starting point for the
GGBHTD’s final planning and design of a new bus facility and will define this Downtown Gateway for years to
come. The GGBHTD has stated their willingness to explore a “Fourth Option” that would be developed before
beginning environmental review, and assessed as a part of the environmental review process.
On November 21, 2016, City Council approved a professional services agreement with Steve Kinsey for Transit
Center Advisory Services for a not to exceed amount of $50,000. Under the contract, Mr. Kinsey provided
advisory services related to strategic planning, financial strategy, and project assistance associated with interim
and long-term community development in the vicinity of the Bettini Transit Center including support for the
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
development of a fourth alternative. Mr. Kinsey has provided valuable service to the City over the last year,
gathering public input, coordinating between the City and the transit agencies involved, preparing and
presenting ideas and design concepts, and other work.
GGBHTD is responsible for the environmental analysis, design, and construction of the new transit center.
GGBHTD has contracted with a team led by Kimley-Horn to study alternative Transit Center ideas, prepare the
required environmental analysis, and prepare conceptual design work for a new Transit Center. The City of San
Rafael is a cooperating agency in that effort.
Because time is limited and significant coordination and deliverable development is required, staff recommends
continuing to utilize Steve Kinsey as a consultant, to support the City’s interests and efforts. Funding in the
initial 12 month contract has been exhausted, and the staff is now seeking to establish a new contract with
Steve Kinsey, now with Alta Planning and Design, for consulting services in support of the transit center project.
The City will benefit from the continuity and the work already developed to continue the effort of defining a
viable transit center alternative.
ANALYSIS: Significant facilitation, conceptual design effort, coordination, and liaison with GGBHTD is needed in
order to prepare an option that addresses the needs of the transit agencies and at the same time fits into the
center of the City in a viable way. To that end, facilitated meetings with City staff and leadership, recognized
interest groups and advisory committees, and other interested parties will be required to generate input
towards a fourth option.
Staff recommends contracting for advisory services to provide strategic facilitation, planning, liaison work with
transit agencies, conceptual design, a guidance report, and other project assistance related to this critical
development in the vicinity of the current Bettini Transit Center. Alta Planning and Design has the staffing and
specialized experience on similar projects, including previous work for the City in and around the transit center,
to assist in this effort of determining a preferred option with community engagement.
PUBLIC OUTREACH: Public outreach has occurred in support of the new transit center including the
development, public input, and presentation to the Council of the three existing alternatives. Steve Kinsey has
also provided outreach to various commissions and other interest groups to elicit feedback and ideas to support
what a public vision for a new transit center and surrounding area might entail. These meetings include the
BPAC, CAC, the Federation/Coalition, and others.
FISCAL IMPACT: The proposed Professional Services Agreement includes advisory services for projects relating
to the relocation of the Bettini Transit Center, for a total not to exceed $50,000. Funding for these services will
come from grant revenues received for the in the Third Street rehabilitation, City project no. 11315. On
September 6, 2016 City Council authorized $300,000 in Measure A Funding from the Transportation Authority of
Marin (TAM) for the Third Street Rehabilitation Project. On April 17, 2017 City Council approved a Professional
Services Agreement with BKF Engineers for $251,267 of Design Services. Therefore, approximately $50,000 in
TAM funds from that project remains and can support this proposed contract increase. There is a direct
correlation to the Third Street Rehabilitation project because the transit center is currently located adjacent to
Third Street and will remain immediately proximate when the permanent center is developed.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt the resolution.
2. Direct staff to modify the resolution or proposed contract.
3. Take no action.
RECOMMENDATION: Adopt Resolution.
ATTACHMENTS:
1. Resolution
2. Professional Services Agreement
3. Scope of Work
RESOLUTION NO. 14436
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT WITH STEVE KINSEY FOR TRANSIT CENTER ADVISORY SERVICES IN AN
AMOUNT NOT TO EXCEED $50,000
WHEREAS, in June 2012, the City Council approved the Downtown Station Area Plan, setting the
stage to create vibrant, mixed-use, livable areas supported by a mix of transit opportunities; including
passenger rail service to be provided by Sonoma Marin Area Rail Transit (SMART) as early as Spring
2017; and
WHEREAS, SMART will eventually extend their rail service from San Rafael to Larkspur,
requiring the relocation of the current Bettini Transit Center, located between Second and Third streets, just
south of SMART’s new downtown station; and
WHEREAS, due to the complexity of these projects, the City of San Rafael requires advisory
services to provide strategic planning, financing strategy, and project assistance related to interim and long-
term community development in the vicinity of the Bettini Transit Center; and
WHEREAS, Steve Kinsey has the unique skills and experience to provide such services and the
City entered into an agreement on November 21, 2016 for Transit Center Advisory Services in an amount
not to exceed $50,000; and
WHEREAS, under the first contract three alternatives were developed and studied, and GGBHTD
has agreed to develop and evaluate a fourth option (as yet undetermined); and
WHEREAS, Steve Kinsey, now with Alta Planning and Design has the unique qualifications and
expertise to assist the City in developing and vetting the fourth alternative, and the City will benefit from
continuity and the work already developed to continue the effort of defining a viable transit center
alternative; and
WHEREAS, there are sufficient funds available in the Third Street Rehabilitation Project (#11315)
budget to support this new agreement; and funds shall be appropriated as such.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael hereby
approves and authorizes the City Manager to execute an Agreement between the City of San Rafael and
Alta Planning and Design for Transit Center Advisory Services, in a final form to be approved by the City
Attorney, and in a not-to-exceed amount of $50,000.
I, Esther Beirne, 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 San Rafael City Council held on
December 18, 2017 by the following vote to wit:
AYES: Councilmembers: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: Councilmembers: None
ABSENT: Councilmembers: None
ESTHER C. BEIRNE, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
WITH ALTA PLANNING + DESIGN, INC.
FOR BETTINI TRANSIT CENTER RELOCATION OPTION 4
This Agreement is made and entered into this ~ day of t'\ (}.vc,n , 2018, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and ALTA PLANNING +
DESIGN, INC., a California Corporation (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the Sonoma Marin Area Rail Transit (SMART) has begun full revenue
operations on its Initial Operating Segment (lOS 1) from the Sonoma Airport to downtown San
Rafael and has begun the initial construction of its operating segment from the downtown train
station, located between Fourth Street and Third Street, to the termination in Larkspur; and
WHEREAS, this new operating segment will bisect the existing Bettini Transit Center
and then cross several significant CITY streets including Third, Second, Irwin, Rice and
Anderson Drive, and the significant impact to the transit center necessitates that it be expanded
and/or relocated; and
WHEREAS, the Golden Gate Bridge, Highway and Transportation District (GGBHTD)
has developed three options for expansion/relocation of the Bettini Transit Center, and has
agreed to develop and evaluate a fourth option, and will permit the CITY to provide input into
the design of the fourth option; and
WHEREAS, the CITY requires a qualified consultant to provide strategic facilitation,
planning, liaison work with GGBHTD, conceptual design, a final report, and other project
assistance related to this critical development in the vicinity of the current Bettini Transit Center;
and
WHEREAS, CONSULTANT has the staffing and specialized experience on similar
projects, including previous work for the CITY in and around the transit center, to help develop
the fourth option for use by GGBHTD;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The City Manager 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. CONSUL T ANT'S Project Director. CONSUL T ANT shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONSULTANT. Steve Kinsey is hereby designated as the PROJECT DIRECTOR
for CONSULTANT. Should circumstances or conditions subsequent to the execution of this
Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall
notifY the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSUL T ANT shall perform the duties and/or provide services described in
CONSUL T ANT'S Proposal dated December 5, 2017, attached hereto as Exhibit A and incorporated
herein by reference.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and provide information,
meeting facilities, and other resources necessary for CONSULT ANT to perform its duties set forth
in Exhibit A, attached.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT on a time and materials basis, at the hourly rate of $230, for the tasks detailed
in Exhibit A, attached, provided that the total compensation payable to CONSULTANT under this
Agreement shall not exceed $50,000.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for one (1) year(s) commencing on the date of execution
of this Agreement. 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 one (1) year.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty
(30) days written notice mailed or personally delivered to the other 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 .
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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 CONSULTANT and any and all of CONSULTANT'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 CONSULTANT 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 at CITY'S
sole risk. CONSULTANT reserves the right of use of material for limited marketing and advertising
purposes.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
its performance of its duties under this Agreement. CONSULTANT 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 ofthe
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, CONSULTANT 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
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover
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any claims arising out of the CONSULTANT's negligent performance of services under this
Agreement. Where CONSULTANT is a professional not required to have a professional license,
CITY reserves the right to require CONSULTANT to provide professional liability insurance
pursuant to this section.
4. If it employs any person, CONSUL T ANT 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. CONSULTANT's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONSULTANT in subparagraph A ofthis 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 additionally named insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONSULTANT'S insurance policies
shall be primary 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 CONSULT ANT'S policies shall be at least as broad as ISO form CG20
01 0413.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONSULTANT hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONSUL T ANT may acquire against
CITY by virtue of the payment of any loss under such insurance. CONSULTANT 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
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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.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONSULTANT'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 CONSULTANT shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSUL T ANT 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 CONSULTANT. 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., CONSULTANT 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 CONSULTANT'S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT'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 CONSULTANT'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
CONSUL TANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONSULTANT'S performance of or operations under this Agreement,
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CONSUL TANT 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 CONSULTANT 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, CONSULTANT shall, to the fullest extent permitted by law,
indemnify, release, defend and hold harmless the City Indemnitees from and against any
CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of CONSULTANT in the performance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement, except
such CLAIM which is caused by the sole negligence or willful misconduct of CITY.
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.
CONSUL TANT 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.
CONSULTANT 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. CONSUL T ANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONSULTANT 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 CONSULTANT 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
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date of deposit with the United States Postal Service. Notice shall be given as follows:
TO CITY's Project Manager:
TO CONSULTANT's Project Director:
16. INDEPENDENT CONTRACTOR.
Jim Schutz
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Steve Kinsey (C/O Contracts Administration)
Alta Planning + Design, Inc.
711 SE Grand Avenue
Portland, OR 97214
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONSULT ANT and CITY expressly intend and agree that the status of
CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. EN TIRE 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 CONSULT ANT 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 CONSULTANT 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.
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18. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT
under this Agreement, any monies which CONSULTANT owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
19. WANERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
tlns Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other tenn, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, perfonnance, or other consideration wInch may
become due or owing under tIns Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any tenn, condition, covenant of tlns Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the tenns and conditions of tlns
Agreement, or arising out of the perfonnance of tltis Agreement, may recover its reasonable costs
(including claims administration) and attomey's fees expended in comlection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during tlle duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONSULTANT 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 CONSULTANT has provided CITY with a
completed Intemal Revenue Service Fonn W-9 (Request for Taxpayer Identification Number and
Certification).
22. APPLICABLE LAW.
The laws of the State of Califontia shall govem tltis Agreement.
IN WITNESS WHEREOF, the parties have executed tIns Agreement as ofthe day, month
and year first above written.
CITY OF SAN RAFAEL CONSULTANT
By: ~~ --~~~~-----------------
J
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Name: 1-1113 h LoLJ\~
Title: VICe., PrtOs(W) q.> tLV\GalAJz.~"tt1{
ATTEST:
LINDSAY LARA, Acting City Clerk
APPROVED AS TO FORM:
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December 5,2017
100 Webster Street, Suite 300
Oakland, CA 94607
(510) 540-5008
www.altaplanning.com
Jim Schutz, City Manager
City of San Rafael
1400 Fifth Avenue
P.O. Box 15160
San Rafael, CA 94915-1560
Mr. Schutz,
I am pleased to provide you with this proposed scope of work and the associated fee estimate for services
related to Alta's continued support of City staff during Golden Gate Bridge District's siting and selection of a
4th option for the new bus transit center. It is anticipated that this work will be completed by mid-2018,
commencing with the initiation of Environmental Review. Fee estimates are based on a billing rate of $2301
hour. Invoices will be submitted monthly, based on Services performed during the billing period.
We look forward to helping the City achieve a high quality, enduring outcome within the available timeline
and budgets.
~~
Steve Kinsey, Principal, North Bay Dev opment Studio
San Rafael Multi-modal Transit Center Scope of Services
TASK #1 CITY TRANSIT CENTER PREFERRED OPTION GUIDANCE REPORT $10,250
This task involves preparation of a written guidance document that expresses the City's planning and design
expectations for the Project. It will be organized with the following sections:
Public involvement in conceptual planning
* Focused Planning Area boundary and City priorities to be addressed within it
.. Anticipated near and long-term changes to existing City and Caltrans street pattern
.. Parking & Wayfinding
* Optimal 4th Option characteristics
Alta will produce Administrative Draft Guidance Report for review by City staff and Mayor, or Council
Subcommittee. Following review and comment, Alta will prepare Final Draft Report, present it to the City
Council in a public meeting, and make final edits, if required, based on Council direction and provide an
electronic copy to City staff for reproduction by others.
TASK #1 DELIVERABLES
Administrative draft Guidance Report
Final Draft Guidance Report
Final Guidance Report
1 meeting with Mayor or sub-committee
1 City Council presentation
EXHIBIT A
TASK#2 CITY STAFF SUPPORT THROUGH SELECTION OF PREFERRED OPTION $12,500
This task involves interaction with up to DPW, Community, Development, Economic Development, and
Parks and Recreation, as well as the office of the City Manager to assist the City in preparing for,
participating in, and reviewing Golden Gate Bridge District's transit center relocation planning and design. It
is anticipated that this work will be completed by mid-2018, commencing with the initiation of Environmental
Review.
Alta will monitor and participate in Golden Gate's planning process and identify issues warranting City staff
consideration. Alta will organize, lead, and provide notes for up to 3 multi-departmental staff meetings to
present issues for consideration and assist City staff in making decisions related to transit center planning
and design. In addition, Alta will communicate with the City Manager by phone or in-person meetings as
required to keep him aware of planning progress and City interests.
If requested by the City Manager, Alta will prepare up to 3 draft letters for review and final action by the City
Manager or responsible Department Director. When requested to do so, Alta will attend public meetings of
City adviSOry bodies or civic organizations to com'municate about the Project.
TASK #2 DELIVERABLES
Organize and lead up to 3 Multi-Department Meetings plus 2 Meetings with City Manager
Up to 3 memos reflecting topics and staff actions at Multi-Department Meetings
Up to 3 draft letters for review and final action by City Manager or Department Director
Preparation for and presentation of transit center information at up to 2 public meetings
TASK #3 CITY LIAISON TO BRIDGE DISTRICT AND TRANSIT PARTNERS $15,000
This task involves active involvement on behalf of the City during the Bridge District's planning and public
activities leading up to the Project's subsequent Environmental Review phase. It also includes Project-
related interaction with interested public transportation agency stakeholders, including MTC, TAM, SMART,
and Marin Transit.
Alta will monitor Bridge District activities related to the Project, participate in meetings and other
communication with the Bridge District, other transportation agencies, and District's conSUltants as required
to remain fully informed. In addition, Alta will be present during all public engagement activities associated
with the project, and communicate information associated with Task #2 responsibilities.
TASK #3 DELIVERABLES
Review of all Project-related reports and other consultant communication up to CEQA initiation
Participation in all public engagement activities to identify a 4th Option
Up to 2 meetings with Golden Gate Bridge and other transit agency stakeholders
Up to 1 draft correspondence to Golden Gate Bridge staff outlining City position on design
TASK. 4 COUNCIL ENGAGEMENT UP TO INmATION OF CEQA REVIEW $3000
This task involves communicating with the Mayor or a Council subcommittee in advance of scheduled
council presentations associated with the Project, and attendance and possible presentation of Project·
related information at publicly noticed Council meetings.
Alta will either recommend or respond to City requests for Project·related phone calls with the Mayor and up
to 2 in·person meetings to review information with the Mayor or a Council subcommittee. or both. Alta will
also prepare for and be available to present Project·related information to the Council at up to two Council
meetings.
TASK # 4 DELIVERABLES
Up to two meetings to discuss Project·related matters with the Mayor and/or a council subcommittee
Preparation for attendance at. and possible presentation during up to two City Council meetings
TASK # 5 PROJECT MANAGEMENT & ADMINISTRATION $5000
This task involves administration of the Alta Agreement with the City. including communication with the City
Manager. management of the Contract budget and timeline. and monthly. written documentation of Services
provided and Project status.
TASK # 5 DELIVERABLES
Written Scope of Services under the Contract
Monthly invoices with identification of Services provided, timeline status. and remaining budget
Project files available for reproduction during or upon completion of the Contract
CONTRACT SERVICES CONTINGENCY
$4250
ADDITIONAL SERVICES
Parking & Wayfinding Implementation
Coordination of Transit Center planning with the General Plan update
Caltrans Engagement related to State.owned property near the transit center
Project Funding research
Economic Development support tasks
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: City Manager
Project Manager: Jim Schutz
Extension: Click here to enter text.
Contractor Name: Alta Planning & Design
Contractor's Contact: Steve Kinsey
Contact's Email: Click here to enter text.
~ FPPC: Check if Contractor/Consultant must file Form 700
Step RESPONSIBLE DESCRIPTION
DEPARTMENT
1 Project Manager a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
2 City Attorney a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3 Project Manager Forward three (3) originals of final agreement to
contractor for their signature
4 Project Manager When necessary, * contractor-signed agreement
agendized for Council approval
*PSA > $20,000; or Purchase> $35,000; or
Public Works Contract> $125,000
Date of Council approval
PRINT CONTINUE ROUTING PROCESS WITH HARD COPY
5 Project Manager Forward signed original agreements to City
Attorney with printed copy of this routing form
6 City Attorney Review and approve hard copy of signed
agreement
7 City Attorney Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
8 City Manager / Mayor Agreement executed by Council authorized official
9 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
4-3-ltlIPr
COMPLETED
DATE
Click here to
enter a clate.
Click here to
enter a clate.
3/27/2018
3/27/2018
Click here to
enter a date.
0 N/A
Or
12/18/2017
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STAFF REPORT APPROVAL
ROUTING SLIP
Staff Report Author: Bill Guerin Date of Meeting: 12/18/2017
Department: Public Works
Topic: Transit Center
Subject: Advisory Services for a fourth option
Type: (check all that apply) ☒ Consent Calendar ☐ Public Hearing
☐ Discussion Item ☒ Resolution ☐ Ordinance
☒ Professional Services Agreement ☐ Informational Report
*If PSA, City Attorney approval is required prior to start of staff report approval process
Was agenda item publicly noticed? ☐ Yes ☒No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ
Due Date Responsibility Description Completed
Date Initial / Comment
DEPARTMENT REVIEW
FRIDAY
noon
12/1
Director Director approves staff
report is ready for ACM,
City Attorney & Finance
review.
12/6/2017
☒
BG
CONTENT REVIEW
MONDAY
morning
12/4
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will review items,
make edits using track
changes and ask questions
using comments. Items will
be returned to the author
by end of day Wednesday.
Click here to
enter a date.
12/8/2017
12/12/2017
☒
☒
LG
☒
Van Bach
DEPARTMENT REVISIONS
FRIDAY
noon
12/8
Author Author revises the report
based on comments
receives and produces a
final version (all track
changes and comments
removed) by Friday at
noon.
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enter a date.
☒
ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL
MONDAY
morning
12/11
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will check to see
their comments were
adequately addressed and
sign-off for the City
Manager to conduct the
final review.
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enter a date.
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enter a date.
12/12/2017
☒
☒
☒
Van Bach
TUES
noon
12/12
City Manager Final review and approval Click here to
enter a date.
☒
JS