HomeMy WebLinkAboutCM Bettini Transit Center Relocation Option 4FIRST AMENDMENT
TO AGREEMENT FOR PROFESSIONAL SERVICES
WITH ALTA PLANNING + DESIGN, INC.
FOR BETTINI TRANSIT CENTER RELOCATION OPTION 4
THIS FIRST AMENDMENT to the Agreement for Professional Services by and
between the CITY OF SAN RAFAEL (hereinafter -CITY-). and ALTA PLANNING +
DESIGN, INC. (hereinafter -CONSULTANT-). is made and entered into as of the q day
of , 2018.
RECITALS
WHEREAS, the Sonoma Marin Area Rail Transit District (SMART) has begun full
revenue operations on its Initial Operating Segment (IOS 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 in San Rafael, 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, on March 18, 2018, the CITY entered into an Agreement for Professional
Services with CONSULTANT to provide the CITY with strategic facilitation, planning, liaison
work with the Golden Gate Bridge Highway and Transit District (GGBHTD), conceptual design,
a final report, and other project assistance related to this critical development in the vicinity of
the current Bettini Transit Center; (the "Agreement"); and
WHEREAS, during the course of the Agreement, the parties have recognized that
additional work has been and will continue to be required of CONSULTANT to complete the tasks
called for under the Agreement; and
WHEREAS, CITY and CONSULTANT wish to amend the Agreement to include the
additional required work and compensation therefor;
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
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Section 2 of the Agreement, entitled "DUTIES OF CONSULTANT" is hereby
arnended to include the additional services set forth in CONSULTANT's "Transit
Center Relocation Planning Services Task and Budget Update" dated June 18.
2018, attached to this First Amendment as Exhibit "A" and incorporated herein by
reference.
Section 4 of the Agreement. entitled "CONIPENSATION" is hereby amended to
include additional compensation payable to CONSULTANT for the services
ORiGiNAI
described in Exhibit "A" to this First Amendment, on a time and materials basis, at
the hourly rate of $230, in a not -to -exceed amount of $12,000, and to change the
total not -to -exceed amount under the Agreement to $62,000.
Except as specifically amended herein, all of the other provisions, terms and
obligations of the Agreement between the parties shall remain valid and shall be in
full force.
IN WITNESS WHEREOF, the parties have executed this First Amendment on the day,
month, and year first above written.
CITY OF SAN R AFAEL
JISC UTZ, City at ager
ATTEST:
ALTA PLANNING + DESIGN, INC.
[Signanue ojCnipaate Ofce�J
Name: i+vcl So.�
Title:
[If Contractor is a corporation, add signature of second
corporate officer]
LINDSAY LARA, City Clerk
By:
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, City Att mey
Name: ���o�,�,� S-1k'c,
Title: Vt Q_ RX S; c II zed
June 13, 2018
Exhibit A
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
RE: Transit Center Relocation Planning Services Task and Budget update
Jim,
I am writing to summarize Alta's services to date under our current contract and alert you to a
potential budget shortfall for Alta to remain actively involved through the Council's final selection of a
preferred alternative later this year. As of today, $3700 remains in our current contract. I am
requesting an increase in the project budget from $50,000 to $62,000, and an extension of the
anticipated completion date from mid -2018 to the end of 2018.
This project task and budget update is formatted to match tasks identified in Alta's Scope of Work,
attached to our current contract with the City.
Alta Task #1- Transit Center Preferred Option Guidance Report
The Guidance Report was successfully completed and is being used by the multi -agency
Working Group.
Alta Task #2- City Staff support through selection of a Preferred Option
Alta has successfully facilitated the City's unified communication with the Bridge District to date. The
City Manager and Community Development, Economic Development, and Public Works Directors have
received advance notification of issues important to their department, been encouraged to share input
on the process, and received update memos. Several draft letters have been generated for review and
submittal, and subsequently sent with minor modification.
Alta's work on this task has utilized most of the meetings, memos, and draft communications budgeted
for this task. In addition, Alta organized and supported the creation of a one-time advisory committee
that enabled early input that has reduced community tension.
I recommend that this task budget be increased by $3220 to allow for two more multi -departmental
preparation meetings, review the District's proposed design concepts, 2 Alta memos and associated
phone calls and emails related to the project.
Alta Task #3- City Liaison to Bridge District and Transit Partners
Alta is successfully assisting the City in its interactions with the Bridge District. Based on Alta's work,
the City's recommended process and timeline have been accepted by the District, increasing the
number of public meetings, and extending the deadline for finalizing a preferred option. The District
has also set aside all three options included in the 2016 Kimley-Horn Relocation Study, and is actively
including the City in the process of developing a "0 Option".
Alta has utilized most of the budget for this task. With the extension of the process and timeline, more
Working Group meetings are planned. In addition, the City has submitted two detailed letters
requesting modifications to the District's Purpose and Need Statement. Also, the Mayor proposed that
there be an opportunity for what he called the "Big Kahunas" to meet. For that to be successful, the
"Little Kahunas" will need to meet as well.
I recommend that the budget for this task be increased by $3450 to allow for Alta's preparation and
participation in up to 3 more Working Group meetings, and preparation and attendance at one Little
Kahuna and one Big Kahuna meeting.
Task #4- Council Engagement up to initiation of CEQA Review
Alta has participated in two Council Sub -committee meetings to date, providing information and
discussing project policy and design issues. At three Council members request, we had individual
discussions to review the draft Guidance Report. Alta has a budget remaining for two City Council
meetings.
I recommend that the budget for this task be increased by $1840 to allow for Alta's preparation and
participation in 2 more Council sub -committee meetings, and a City Council Workshop.
Additional Services
During the course of this contract, Alta has provided other services beyond the original contract scope.
These include:
* I have been actively involved in planning, funding, and permitting issues associated with
the multi -use pathway from 2nd St. to Anderson Drive outside of Alta's contract for 35%
design and environmental review.
* To help the Mayor and Council members envision how a two-story option might look
and feel, Alta produced a scaled facsimile design and digital video.
* Alta took a lead in organizing and supporting the City's one-time advisory committee on
very short notice.
* Alta developed and presented a more feasible process and timeline in the absence of
the expected leadership bythe Golden Gate Bridge District. (see attachment that has
provided the structure and timing to reach the initiation of a CEQA review.)
In addition, the contract envisioned starting the process earlier and completing it by mid -year 2018.
Currently, the project is anticipated to extend an additional 4-6 months. For these additional services,
Alta requests an increase of $3500.
I would be pleased to speak with you to review these budget matters and decide on the best course of
action.
Sincerely,
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's Office
Project Manager: Jim Schutz
Extension: 3475
Contractor Name: Alta Planning and Design
Contractor's Contact: Steve Kinsey
Contact's Email: Stevekinsey@altaplanning.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) & attachments to City
Click here to
Atty c/o Laraine.Gittens@cityofsanrafael.org
enter a date.
❑
2
City Attorney
a. Review, revise, and comment on draft agreementVNa
'lrk�t�
and return to Project Manager
c,1/a e.
❑
b. Confirm insurance requirements, create Job on
Click here to
PINS, send PINS insurance notice to contractor
enter a date
❑
3
Project Manager
Forward three (3) originals of final agreement to
Click here to
❑
contractor for their signature
enter a date
4
Project Manager
When necessary, * contractor -signed agreement
N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
❑
Public Works Contract > $125,000
Date of Council approval
Click here toenter
a date
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
CL 7 �� b
agreement
71 U
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
11 -e2) - T'd 0