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HomeMy WebLinkAboutCM Refuse Vehicle Street Maintenance Cost Fee StudyAGREEMENT FOR PROFESSIONAL SERVICES FOR REFUSE VEHICLE STREET MAINTANANCE COST FEE STUDY This Agreement is made and entered into this I day of �(i� , 2020, by and between the CITY OF SAN RAFAEL (hereinafter "CITY'), and R3 CONSULTING GROUP, INC. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY has a franchise agreement with Marin Sanitary Service for refuse service, including recycling and organics collection; and WHEREAS, the CITY has a vehicle impact fee for street impacts associated with Marin Sanitary Service's refuse vehicle traffic; and WHEREAS, the vehicle impact fee is reviewed periodically and updated to ensure that fees are appropriate; and WHEREAS, CONTRACTOR is qualified and willing to perform the fee review; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION PROJECT COORDINATION. A. CITY'S Project Manager. Sustainability Program Manager Cory Bytof 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. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Garth Schultz 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 CONTRACTOR CONTRACTOR shall perform the duties and/or provide services as described in CONTRACTOR's Proposal for Refuse Vehicle Street Maintenance Cost Impact Fee Study, dated September 25, 2020, attached hereto as Exhibit "A" and incorporated herein. Rev. Date: 1130114 DUTIES OF CITY CITY shall pay the compensation as provided in Paragraph 4 and cooperate with CONTRACTOR in its performance under this agreement and shall compensate CONTRACTOR as provided herein. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CONTRACTOR shall be compensated as described in Exhibit "A" in a total contract amount not to exceed $10,000.00. It is understood and agreed by the parties that payment of compensation hereunder for the 2020 Refuse Vehicle Street Maintenance Cost Impact Fee Study shall be made as follows: CONTRACTOR shall submit monthly invoices to CITY for review and approval, then CITY shall forward CONTRACTOR's approved invoices to Marin Sanitary Services, which shall remit payment on each invoice directly to CONTRACTOR within thirty (3 0) of receipt thereof. TERM OF AGREEMENT. The term of this Agreement shall commence upon the date of execution of this Agreement and shall end on March 31, 2021. 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. 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 CONTRACTOR and any and all of CONTRACTOR'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 CONTRACTOR 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. Rev. date: 1129/2020 8. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR 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 of the 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, CONTRACTOR 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 any claims arising out of the CONTRACTOR's performance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONTRACTOR 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. CONTRACTOR'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 CONTRACTOR in subparagraph A of this 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 additional insureds (for both ongoing and completed Rev. date: 1. 29.,'2020 3 operations) under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be "primary and noncontributory" 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 CONTRACTOR'S policies shall be at least as broad as ISO form CG20 0104 13. 3. Except for professional insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or worker's compensation in their text or by endorsement, coverage for 4. By execution of this Agreement, CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR 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 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. No representation is made that the minimum Insurance requirements of this agreement - are sufficient to cover the obligations of the CONTRACTOR under this agreement. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONTRACTOR'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 Rev. date: 1 29 2020 CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR 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 CONTRACTOR. 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., CONTRACTOR 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 CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR'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 CONTRACTOR'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 CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR 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 CONTRACTOR 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, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not Rev. date: 1/29/2020 apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. 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. CONTRACTOR 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. CONTRACTOR 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. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR 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 CONTRACTOR 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 date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY: Cory Bytof Sustainability Program Manager City of San Rafael 1400 Fifth Avenue San Rafael, CA 94915-1560 Rev. date: 1/29/2020 6 TO CONTRACTOR: Garth Schultz Principal R3 Consulting Group, Inc. 1512 Eureka Rd. Ste. 220 Roseville, CA 95661 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE 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 CONTRACTOR 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 CONTRACTOR 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. 18. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation Rev. date: 1/29/2020 of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR 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 CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective successors and assigns. 23. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed by electronic signature and in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL B: Y JIM kCH TZ, City er Rev. date: 1129/2020 CONTRACTOR By: Name: Garth Schultz Title: Principal / Secretary ATTEST: O 'IVB. LINDSAY LARA, City Clerk APPROVED AS TO FORM: L4. a qL-aj ROBERT F. EPSTEIN,ity Attorney Rev. date: 1129/2020 [[f Contractor is a corporation, add signature of second corporate officer] In Name: Richard Tagore-Erwin Title: CEO Z3CONSULTING GROUP, INC. RESOURCES - RESPECT- RESPONSIBILITY September 25, 2020 Mr. Cory Bytof Sustainability & Volunteer Program Manager City of San Rafael 1313 Fifth Avenue San Rafael, CA 94901 Subject: Proposal for Refuse Vehicle Street Maintenance Cost Impact Fee Study Dear Mr. Bytof: R3 Consulting Group, Inc. (R3) is pleased to submit the attached proposal to the City of San Rafael (City) to conduct a study to quantify the impact of the City's franchised residential and commercial solid waste, recycling and green waste collection vehicles (Refuse Vehicles) on the City's street maintenance costs. We believe the experience of our project team and our proposed project approach will provide a high-quality work product to the City. Garth Schultz will be the Project Manager for this engagement. Nikhil Tagore-Erwin, who recently completed a similar analysis for the Town of San Anselmo, will serve as lead project analyst for this engagement. Nikhil will be supported by William Schoen, who is an engineer and Project Direction with R3 with more than 25 years of solid waste operational and consulting experience. William developed the basic methodology that has been used to calculated refuse vehicle maintenance fees for dozens of jurisdictions in the state. We appreciate the opportunity to submit our proposal to the City. Should you have any questions regarding our proposal, or need any additional information, please contact me by phone at (510) 292- 0853 or by email at gschultz@r3cei.com. Sincerely, Garth Schultz I Principal R3 Consulting Group 510.292.0853 1 gschultz@r3cgi.com 1512 Eureka Road, Suite 220, Roseville, CA 95661 1 p 916 782 7821 I f 916.782.7824 1 www.r3cgi.com Exhibit A Mr. Cory Bytof September 25, 2020 Proposal for Refuse Vehicle Street Maintenance Cost Impact Fee Study Page 2 of 5 Scope of Work Background In 2003, the City commissioned a vehicle impact analysis for the City that identified approximately $196,000 per year in street impacts associated with the franchisee's Refuse Vehicles. An updated study was complete in 2012 identified $443,600 per year. The 2012 analysis was based on the City's street maintenance costs as identified in the State Controller's Streets and Roads Annual Report to for FYE 2008 through FYE 2012, net of gas tax apportionments. Project Approach Our approach to this engagement employs an approach that is consistent with the basic methodology used by the City's prior consultant to calculate the impact of Refuse Vehicles on the City' streets as a percentage of the overall vehicle impact those streets experience. Establishing that impact is a relatively straightforward process based on the premise that all vehicles impose a quantifiable impact on streets. That impact or "loading" can be expressed as an Equivalent Single Axle Load (ESAL), which is a function of the vehicle's weight and the distribution of that weight over the vehicle's axles. By projecting the total number and type of vehicles (e.g., Refuse Vehicles, other trucks, automobiles) that will travel on a street over its useful life, and the average ESAL associated with each vehicle type, the total ESALs that street will experience can be calculated. The relative impact associated with a specific type of vehicle (e.g., Refuse Vehicle) can then be calculated based on the percentage of the total ESALs attributed to that vehicle type. Having established the relative impact of Refuse Vehicles and other vehicles on the City's streets, the portion of the cost of street maintenance — as well as unfunded street maintenance backlog — attributed to each vehicle type can be calculated by multiplying the total street maintenance cost by the relative impact associated with each vehicle type. With respect costs, there are several potential sources for establishing the City's street maintenance expenses that are then allocated to Refuse Vehicles: ■ The historical Annual Streets and Roads Report data (previously used by the City); ■ Current City pavement maintenance cost data; and/or ■ City Pavement Management Program (PMP) projections for budget and unfunded backlog. Annual Streets and Roads Report data will be used for our analysis unless other data is available and/or unless there is other more relevant data available (e.g., PMP projections, that the City has available for the analysis. Scope of Services Task 1 Information Request and Initial Data Analysis The following is a list of information that R3 requests be provided, as available, upon authorization to proceed from the City. To the extent that any requested information is not available, R3 will provide estimates based on other available data, as appropriate. Mr. Cory Bytof September 25, 2020 Proposal for Refuse Vehicle Street Maintenance Cost Impact Fee Study Page 3 of 5 From the City: 1. Current Pavement Management Program (PMP) cost projections e.g., Projected cost: to maintain the City's streets at their current PCI (i.e., steady state), and associated change in deferred maintenance backlog; and to achieve City's target PCI; 2. Current / historical pavement maintenance funding broken out by residential and commercial streets, and funding sources (discretionary and non -discretionary) by amount of funding; 3. Contact person for reporting of Streets and Roads Annual Report data; 4. City contact person(s) for pavement maintenance related questions; 5. Number of residential and commercial street lane miles; 6. Average number of daily vehicle trips on the City's residential and commercial streets; 7. Percentage of trips on residential and commercial streets made by trucks; and 8. Any available supporting documentation for the prior City VIF analyses. From Marin Sanitary Service:' 9. Average number of Refuse Vehicle trips per day (single pass) per residential and commercial street segment; 10. Types of residential and commercial Refuse Vehicles, with tare weights and average load weights; and 11. Other relevant data, as necessary. Task 2 Determine Refuse Vehicle Street Maintenance Impacts, Task 2.1 Establish Street Maintenance Funding Levels and Sources Objective: To review historical funding levels and establish the discretionary and restricted funding levels. R3 will prepare a summary of revenues related to the construction and maintenance of the City's streets as presented in the State's Streets and Roads Annual Report (Annual Report) for the past three fiscal years. Funding will be further identified as discretionary (general fund) and restricted (non -discretionary) funding. For purposes of our analysis, we will allocate discretionary funding to residential and commercial streets based on estimates provide by City staff, or otherwise in proportion to lane miles, and then to pavement versus non -pavement related expenditures in proportion to the reported actual pavement and non -pavement expenses in the Streets and Roads Annual Report, unless other more representative data can be provided by the City. Task 2.2 Quantify and Allocate Street Maintenance Expenses Objective: To review historical Annual Report expenditures and allocate those expenses to pavement and non -pavement related activities and among residential and commercial streets. R3 will prepare a summary of expenditures related to the construction and maintenance of the City's streets as presented in the State's Streets and Roads Annual Report for the past three fiscal years. This summary will include the allocation of expenses to pavement and non -pavement related maintenance based on the classifications reported in the Annual Report. These expenditures will then be further 1 Data from the prior City study may be used if deemed appropriate. Note: This scope of work assumes that City data presented in the Streets and Roads Annual Report will serve as the basis for determining the City's street maintenance costs, and will be modified as appropriate, should other more representative financial data be made available (e.g., PMP projections). Mr. Cory Bytof September 25, 2020 Proposal for Refuse Vehicle Street Maintenance Cost Impact Fee Study Page 4 of 5 allocated among residential and commercial streets based on City estimates, or otherwise in proportion to the associated lane miles. Task 2.3 Quantify Refuse Vehicle Impacts Objective: To evaluate and quantify the vehicle loadings of Refuse Vehicles on the City's streets. The basic approach that we propose to use to evaluate and quantify the impact of Refuse Vehicles on the City's street maintenance costs involves the following steps: Determine the Number of Vehicles by Vehicle Type R3 will develop a profile of total vehicle trips on the City's streets and the percentage of those trips by major vehicle type (automobiles, Refuse Vehicles, other trucks). Determine Average ESAL for each Vehicle Type R3 will determine the average vehicle loading (ESAL) for Refuse Vehicles based on the specific axle configurations for a representative vehicle type and estimated average load weights. ESAL load data for other vehicle types will be generated by R3 from our in-house database and industry standards. Determine Loadings of City's Refuse Vehicles The total vehicle loadings on the City's streets and the percentage of those loadings attributed to Refuse Vehicles will then be calculated based on the number of vehicle trips by vehicle type and the associated ESAL's of those individual vehicle types. Prosect Refuse Vehicle Street Maintenance Costs The street maintenance expenditures identified in Task 2.2, adjusted for restricted funding (Task 2.1) will then be allocated to Refuse Vehicles based on the percentage of the total Refuse Vehicle loadings on the City's streets to establish the portion of the City's street maintenance expenses attributed to Refuse Vehicles. Task 3 Reports Task 3.1 Draft Report R3 will prepare and issue a Draft Report summarizing our analysis and presenting our findings to the City for review and written comment. Task 3.2 Final Report The Draft Report will be revised based on written comments received from the City and a Final Report issued. Deliverables: Electronic copy of one Draft and one Final Letter Reports that will include: ■ Project Objective; ■ Findings; ■ Overview; and ■ Approach & Methodology. Mr. Cory Bytof September 25, 2020 Proposal for Refuse Vehicle Street Maintenance Cost Impact Fee Study Page 5 of 5 Schedule We propose to issue our Draft Report within 30 days of authorization to proceed from the City, assuming timely receipt of requested information. Proposed Cost R3 initially proposes to complete our proposed scope of work on a time and materials basis for a total, not -to -exceed amount of $10,000. A copy of our Billing Schedule is provided below. Billing Rates 2020 BILLING RATES AND CHARGES Classification Hourly Rate Principal $225 per hour Project Director $215 per hour Senior Project Manager $190 per hour Project Manager $185 per hour Senior Project Analyst $165 per hour Senior Administrative Support $160 per hour Project Analyst $155 per hour Associate Analyst $145 per hour Administrative Support $125 per hour Reimbursable Costs (Included in Hourly Rates) Consultants/Subcontractors Cost plus 10% Lodging and meals Direct cost Travel — Private or company car At Current Federal Rate Travel — Other Direct cost Delivery and other expenses Direct cost Payments Unless otherwise agreed in writing, fees will be billed monthly at the first of each month for the preceding month and will be payable within 30 days of the date of the invoice. 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: Cory Bytof Extension: 3407 Contractor Name: R3 Consulting Group, Inc. Contractor's Contact: Garth Shultz Contact's Email: gschultz@r3cgi.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial ❑x 1 Project Manager a. Email PINS Introductory Notice to Contractor 9/25/2020 b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org ❑x 2 City Attorney a. Review, revise, and comment on draft agreement 10/7/2020 ® LG and return to Project Manager 10/7/2020 © LG b. Confirm insurance requirements, create Job on Project Manager PINS, send PINS insurance notice to contractor 3 Forward three (3) originals of final agreement to 10/12/2020 ® CB contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement ❑x N/A agendized for Council approval *PSA> $20,000; or Purchase > $35,000; or 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 /CllyGc agreement 7 City Attorney Review and approve insurance in PINS, and bonds ���/� (for Public Works Contracts) Agreement executed by Council authorized official , (� 8 City Manager / Mayor 9 City Clerk Attest signatures, retains original agreement and �i,/ forwards copies to Project Manager �6 ����