HomeMy WebLinkAboutPW Third Street Pedestrian Crosswalk Project MOUMEMORANDUM OF UNDERSTANDING
SAN RAFAEL CITY SCHOOLS AND CITY OF SAN RAFAEL
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This Mem-orapdum of Understanding ("Agreement") is entered into as of this
day of 20, by and between the San Rafael City Schools (SRCS) Board of
Education, a school district duly established under the laws of California ("SRCS") and
the City of San Rafael, a California Charter City ("City"), (collectively referred to as the
("Parties").
RECITALS
A. The voters of Marin County approved the authorization of Measure AA at
General Elections held on November 6, 2018 thereby authorizing that Transportation
Authority of Marin (TAM) be given the responsibility to administer the proceeds from a
one-half cent transaction and use tax.
B. Measure AA financially supports TAM's Safe Pathways to School projects
aimed at making capital improvements to enhance the safety of school trips.
C. The Parties have determined that certain infrastructure located within City
right of way is desirable. The Parties desire to create a new pedestrian crossing
between San Rafael High School and Montecito Plaza shopping center, as more
particularly described below (hereafter, the "Third Street Pedestrian Crosswalk Project"
or "Project").
D. In 2019, SRCS responded to a call for applications under Cycle 4 of the
Safe Pathways to School program, and on October 24, 2019, the TAM Board of
Commissioners approved funding of SRCS's application in the amount of $400,000 to
fund the Project, $66,161.25 of which is specifically designated for design of the Project.
E. SRCS has prepared the design of the Project and both Parties desire the
City to administer the construction contract and to participate in the funding of the
Project.
F. The Parties wish to cooperate to allow the Project to be expeditiously
completed in a manner consistent with TAM Funding Agreement A -FY 20-33
requirements attached hereto as Exhibit C, and to enter into this Memorandum of
Understanding to memorialize their respective rights and obligations with respect to
construction of the Project.
AGREEMENT
NOW, THEREFORE, for good and valuable consideration, the receipt and
adequacy of which are hereby acknowledged, SRCS and City agree as follows:
1. RECITALS
A. The above recitals are true and correct and are hereby
incorporated in and expressly form a part of this Agreement.
2. COORDINATION
A. City shall coordinate all work on the Project with SRCS's Dan
Zaich, Senior Director of Capital Facilities, or his designee ("SRCS
Representative"). SRCS shall coordinate all work on the Project with Bill Guerin,
City's Public Works Director, or his designee ("City Representative"). The City
Representative and SRCS Representative will participate in decision making
regarding the Project and resolve issues in a timely manner. Contact
information for the Parties' respective representatives are as follows:
SRCS Representative
Dan Zaich, or designee
City Representative
Bill Guerin, or designee
Director of Capital Facilities Public Works Director
San Rafael City Schools (SRCS) City of San Rafael
310 Nova Albion Way 111 Morphew Street
San Rafael, CA 94903 San Rafael, CA 94901
Phone: 415.492.3200 Phone: 415.485.3110
Email: dzaich cDsres.org
Email:
bill.guerin@cityofsanrafael.org
B. The City Representative shall have, on behalf of City, the authority
to make decisions, commit to financial obligations, and authorize major road and
lane closures. The SRCS Representative shall not have authority to direct City or
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City's Contractor, except with respect to any portion of the Project installed or
constructed on or otherwise involving District property.
3. THIRD STREET PEDESTRIAN CROSSWALK PROJECT DESCRIPTION
The City and SRCS desire to install a pedestrian crosswalk with safety
elements on Third Street between San Rafael High School and Montecito Plaza
shopping center within City right of way. The Project consists of obtaining all
applicable permits for and construction of the crosswalk, including but not limited
to road work, drainage improvements, sidewalks, traffic striping, HAWK electrical
system/signals, and any other appurtenances thereto.
4. SAN RAFAEL CITY SCHOOLS' RESPONSIBILITIES
SRCS shall be responsible for the following with respect to the Project:
A. Payment: SRCS shall be responsible to expend the full value of the
TAM Measure AA Safe Routes to School grant, in the amount of
$400,000, towards the Project, which is inclusive of the $66,161.25
specifically earmarked for the Project design. SRCS shall advance
payment of such sums when required for the Project and then will
seek reimbursement of the Measure AA grant from TAM. In
addition to the payment of grant funds, SRCS shall pay for one-half
(i.e., 50 percent) of all Project costs in excess of the $400,000 TAM
grant, including but not limited to environmental and design fees,
construction costs, and other consultant construction management
fees. SRCS shall reimburse City for the costs of the Project in
accordance with Section 6, below.
B. Final Plans, Specifications and Estimate of Costs: SRCS has
prepared final and complete construction documents including
plans, specifications, and an engineer's estimate for the work. The
construction documents prepared by Parisi Transportation
Consulting and dated 5/28/2020, are included and incorporated
hereto as Exhibit A (the "Project Plans"").
C. Inspection: SRCS may inspect, at their expense, the Project during
construction and at the conclusion of the construction work. SRCS
may not direct the City's contractor.
5. CITY'S RESPONSIBILITIES
City shall be responsible for the following with respect to the Project:
A. Payment: City shall be responsible to pay one-half (i.e., 50
percent) of all Project costs in excess of the $400,000 TAM grant,
including but not limited to environmental and design fees,
construction costs and other consultant construction management
fees.
B. Contract Administration: City shall administer the construction
contract for the Project, including advertising for and receiving bids,
choosing the lowest responsible bidder, and awarding the
construction contract.
C. Procedures: City shall prepare and submit to SRCS change orders
that would be required to complete the Project for review and
approval before said work occurs. SRCS shall review and approve
change orders within 5 working days. SRCS and City will mutually
develop a procedure for processing change orders prior to the start
of construction.
D. Environmental Documentation and Regulatory Permits: City has or
shall obtain all required environmental clearances and regulatory
permits for the Project. City shall provide SRCS with all required
documentation prior to the start of construction. City understands
that failure to provide these documents could delay construction.
Any additional construction -related costs resulting from delay in
obtaining such clearances and regulatory permits will be the sole
financial responsibility of City.
E. Utilities: City shall be responsible for conducting all utility
investigation and conflict resolution and/or utility relocations
according to the planned work and consistent with the Project
schedule.
F Maintenance and Repair: Upon completion of the Project, City
shall be solely responsible for the maintenance and repair of the Project,
including the cost thereof.
G. PAYMENT AND REIMBURSEMENT PROCEDURES
A. Upon City providing SRCS with notification of the actual cost of
construction in accordance with the Project Plans, in the form of bid
results, SRCS shall provide written approval of cost within 10
working days in order to authorize construction.
B. City will provide SRCS with detailed invoices for costs incurred in
connection with construction of the Project, and SRCS shall remit
payment within 30 days of receipt thereof. Except as provided in
subsection 6.D., SRCS shall reimburse City for all (100%) of
Project costs incurred until SRCS has exhausted the $400,000
value of the TAM grant; thereafter, SRCS shall reimburse City for
one-half (i.e., 50 percent) of all Project costs incurred above
$400,000, until the Project is completed.
C. The Parties agree that the Project is estimated to cost
approximately five hundred seventeen thousand dollars ($517,000),
inclusive of design fees, construction expenses, and a twelve
percent (12%) construction contingency.
D. The Parties agree that the City will not bill SRCS for City's staff time
managing the Project.
7. ADDITIONAL REQUIREMENTS
A. Amendments to Agreement
This Agreement may be amended only by the mutual written consent of
both Parties.
B. Indemnification
To the fullest extent permitted by California law, each Party shall
indemnify, defend, protect, hold harmless, and release the other, its
officers, agents, and employees, from and against any and all claims, loss,
proceedings, damages, causes of action, liability, costs, or expense
(including attorneys' fees and witness costs) arising from or in connection
with, the performance of the obligations under this Agreement, except to
the extent caused by the sole negligence, active negligence, or willful
misconduct of the indemnitees, and/or to any extent that would render
these provisions void or unenforceable.
C. Insurance
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1. Commercial General Liability. City shall require its contractor and all
subcontractors to procure and maintain, during the life of this
Agreement, Commercial General Liability Insurance and Automobile
Liability Insurance that shall protect and name as an additional insured
the contractor, City, SRCS, state, construction manager(s), and
architects)/engineer( from all claims for bodily injury, property
damage, personal iniury, death, advertising injury, and medical
payments arising from the design and construction of the Project or as
otherwise contemplated under this Agreement. City's contractor's and
subcontractor's deductible or self-insured retention for its Commercial
General Liability Insurance policy shall not exceed $25,000 unless
approved in writing by City and SRCS. All such policies shall be
written on an occurrence form.
2. Excess Liability Insurance. City shall require its contractor and all
subcontractors to procure and maintain, during the life of this
Agreement, an Excess Liability Insurance Policy to meet the policy limit
requirements of the required policies if the contractor's underlying
Policy limits are less than required. There shall be no gap between the
per occurrence amount of any underlying policy and the start of the
coverage under the Excess Liability Insurance Policy. Any Excess
Liability Insurance Policy shall be written on a following form and shall
protect and name as an additional insured the contractor, City, SRCS,
state, construction manager(s), and architects)/engineer(s) in amounts
that comply with all requirements for Commercial General Liability and
Automobile Liability and Employers' Liability Insurance.
3. Workers' Compensation and Employers' Liability Insurance. City shall
require its contractor and all subcontractors to procure and maintain,
during the life of this Agreement, in accordance with provisions of
section 3700 of the California Labor Code, the payment of
compensation to its employees. City shall require its contractor and
subcontractors to procure and maintain, during the life of this
Agreement, Workers' Compensation Insurance and Employers'
Liability Insurance of not less than $1 million for all of its employees
engaged in work contemplated under this Agreement, on/or at the site
of the Project. This coverage shall cover, at a minimum, medical and
surgical treatment, disability benefits, rehabilitation therapy and
survivors' death benefits.
4. Proof of Carriage of Insurance and Other Requirements:
Endorsements and Certificates. City shall not allow any contractor or
subcontractor to commence work on the Proiect until contractor and its
subcontractor(s) have procured all required insurance and delivered in
duplicate to the City and SRCS complete endorsements (or entire
insurance policies) and certificates indicating the required coverages have
been obtained, and the City and SRCS have approved these documents.
5. Endorsements, certificates, and insurance policies shall include the
following:
a. A clause stating: "This policy shall not be amended, canceled or
modified and the coverage amounts shall not be reduced until notice
has been mailed to the City of San Rafael and San Rafael City School
District stating date of amendment, modification, cancellation or
reduction. Date of amendment, modification, cancellation or reduction
may not be less than thirty (30) days after date of mailing notice."
b. Language stating in particular those insured, extent of insurance,
location and operation to which insurance applies, expiration date, to
whom cancellation and reduction notice will be sent, and length of
notice period.
c. All endorsements, certificates and insurance policies shall state that
City of San Rafael, San Rafael City School District, its trustees,
employees and agents, the State of California, construction
manager(s), protect manager(s), and architects)/engineer(s) are
named additional insureds under all policies except Workers'
Compensation Insurance and Employers' Liability Insurance.
d. Contractor's and subcontractors' insurance policy(s) shall be primary
and non-contributory to any insurance or self-insurance maintained by
the City, SRCS, its trustees, employees and/or agents, the State of
California, , construction manager(s), project manager(s), and/or
arch itect()/engineer(s).
e. All endorsements shall waive any right to subrogation against any of
the named additional insureds. The Workers' Compensation policy
shall be endorsed to waive any right of subrogation against the City of
San Rafael and the San Rafael City School District.
D. Notice
Unless otherwise requested by a Party, all notices, demands, requests,
consents or other communications which may be or are required to be
given by either Party to the other shall be in writing and shall be deemed
effective upon service. Notices shall be deemed to have been properly
given when served on the Party to whom the same is to be given by hand
delivery, or by generally recognized overnight courier service, or by
deposit in the United States mail, addressed to the Party as follows:
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SRSC: Dan Zaich
Director of Capital Facilities
San Rafael City Schools (SRCS)
310 Nova Albion Way
San Rafael, CA 94903
City: Bill Guerin
Public Works Director
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
When a notice is given by a generally recognized overnight courier
service, the notice, invoice or payment shall be deemed received on the
next business day. When a notice or payment is sent via United States
Mail, it shall be deemed received seventy-two (72) hours after deposit in
the United States Mail, registered or certified, return receipt requested,
with the postage thereon fully prepaid. In all other instances, notices, and
payments shall be effective upon receipt by the recipient. Changes may
be made in the names and addresses of the person to whom notices are
to be given by giving notice pursuant to this paragraph.
E. Governing Law
This Agreement shall be governed by and construed in accordance with
the laws of the State of California. Venue shall be in the County of Marin.
In the event that any provision of this Agreement is held to be invalid or
unenforceable, the remainder of the provisions shall remain in full force
and effect.
F. Entire Agreement
This instrument contains the entire agreement between the Parties, and
no statement, promise, or inducement made by either Party or agents of
the Parties that is not contained in this written contract shall be valid or
binding; and this contract may not be enlarged, modified, or altered except
in writing signed by the Parties.
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G. Authority of SRCS and City
The undersigned hereby represents and warrants that he or she has
authority to execute and deliver this Agreement on behalf of SRCS and
City, respectively.
H. No Waiver of Breach
The waiver by any of the Parties of any breach of any.term or promise
contained in this Agreement shall not be deemed to be a waiver of such
term or provision or any subsequent breach of the same or any other term
or promise contained in this Agreement.
Time of Essence
Time is and shall be of the essence of this Agreement and every provision
hereof.
Parties to Cooperate
Each Party will, whenever and as often as it shall be reasonably requested
by the other Party, execute, acknowledge and deliver, or cause to be
executed, acknowledged and delivered, such further instruments and
documents as may be reasonably necessary in order to carry out the
intent and purpose of this Agreement.
10. Drafting.
Both Parties contributed to the drafting of this agreement and in the event
of a dispute over the interpretation of this Agreement, the language of the
Agreement will not be construed against one party in favor of the other.
11. No Third Party Beneficiaries.
Nothing contained in this Agreement shall be construed to create and the
parties do not intend to create any rights in third parties.
12. Disputes
Disputes will be handled initially through mutually agreed upon mediation,
and if not resolved, will be adjudicated in Marin County Court.
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IN WITNESS WHEREOF, SRCS and the City have executed this Agreement as
of the date first above written.
CITY OF SAN RAFAEL
By: _
Jim S but , City Ma a er
ATTEST:
+6f Lindsay Lara, City Clerk
APPROVED AS TO FORM
FOR CITY:
By: a T�l
J�v Robert Epstein, City Attorn y
12
SAN RAFAEL CITY SCHOOLS
AN
APPROVED AS TO FORM FOR SRCS
Legal Counsel
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/Tr�VITH 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 Hunter Young Extension: 3354
Contractor Name: San Rafael City Schools
Contractor's Contact: Contact's Email:
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
a. Email PINS Introductory Notice to Contractor
Click here to
❑
1 Project Manager
enter a date.
b. Email contract (in Word) and attachments to City
8/23/2020
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑x TS
2 City Attorney
a. Review, revise, and comment on draft agreement
8/7/2020
® LG
1 and return to Project Manager
8/7/2020
❑x LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
C
1 Approval of final agreement form to send to
Click or tap
❑
3 Department Director
contractor
to enter a
date.
Forward three (3) originals of final agreement to
Click here to
❑
4 Project Manager
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
8/17/2020
PRINT
Project Manager
Date of City Council approval
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Forward signed original agreements to City
City Attorney
Attorney with printed copy of this routing form
Review and approve hard copy of signed
7
l� /
` `�/20ZV
Q
agreement
8 City Attorney
Review and approve insurance in PINS, and bonds
V2&
► ij
(for Public Works Contracts) I
Zo2�+'
t City Manager/ Mayor
Agreement executed by City Council authorized
_
official
Attest signatures, retains original agreement and
forwards copies to Project Manager
10 City Clerk
L _