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HomeMy WebLinkAboutPW Canal Community Based Tranportation PlanAGREEMENT FOR PROFESSIONAL SERVICES FOR CANAL COMMUNITY BASED TRANSPORTATION PLAN Q � / l This Agreement is made and entered into this / day of �d;6k _ , 20,5�/by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Fehr & Peers, a corporation authorized to do business in California (hereinafter "CONSULTANT"). RECITALS WHEREAS, the CITY requires professional transportation consulting services to update the Canal Neighborhood Community -Based Transportation Plan (CBTP); and WHEREAS, the CONSULTANT has agreed to render such services. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. Lauren Davini is hereby designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shat l 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. Bob Grandy 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. CONSULTANT shall perform the duties and/or provide services as outlined in CONSULTANT's proposal, dated July 19, 2021, marked as Exhibit A, attached hereto and incorporated herein. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as outlined in Exhibit A. 4. COMPENSATION. For the full performance of the services described herein by CONSULTANT, CITY shall pay CONSULTANT on a time and materials basis for services rendered in accordance with the rates shown in Exhibit A, for a total not -to -exceed $79,750. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONSULTANT. TERM OF AGREEMENT. The term of this Agreement shall be for two year(s) commencing upon 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 two years. 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 tennination, 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. S. 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. Revised 1/29/2020 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, 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 any claims arising out of the CONSULTANT's 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, CONSULTANT 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 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 operations) under the policies. 2. The additional insured coverage under CONSULTANT'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 CONSULTANT'S policies shall be at least as broad as Revised 1/29/2020 ISO form CG20 01 04 13. 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 CONSULTANT 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 tennination 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 CONSULTANT under this agreement. 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. CONSULTANT 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 Revised 1/29/2020 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 CONSULTANT'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, CONSULTANT 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, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONSULTANT 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 CONSULTANT, 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 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 Revised 1/29/2020 of time allowed by law. 12. NONDISCRIMINATION. CONSULTANT 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. CONSULTANT 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 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. Lauren Davini City of San Rafael 111 Morphew Street San Rafael, CA 94901 Fehr & Peers Attn: Bob Grandy 100 Pringle Avenue Suite 600 Walnut Creek, CA 94596 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 Revised 1/29/2020 the CITY. CONSULTANT 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. 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 CONSULTANT 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. 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. 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 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 terns and conditions of this Agreement, or arising out of the perfonnance of this Agreement, may recover its reasonable costs Revised 1/29/2020 (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the 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 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 teen (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. (Signatures on next page) Revised 1/29/2020 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: L4-Udj"1-- ROBERT F. EPSTEIN, ity Attorney Revised 1/29/2020 CONSULTANT I'M Name: Chris Mitchell Title: President/CEO [If CONSULTANT is a corporation, add signature of second corporate officer] Name: Lysa Wollard Title: Chief Financial Officer Exhibit A FEHRtPEERS July 19, 2021 Rafat Raie City of San Rafael 111 Morphew Street San Rafael, CA 94901 Subject: Proposal to Update Canal Neighborhood CBTP Dear Rafat: Fehr & Peers appreciates the opportunity to submit this proposal to prepare an update to the Canal Neighborhood Community -Based Transportation Plan (CBTP) completed in 2006. This proposal builds on direction provided by City Public Works and Community Development staff on our recent June 28 call as well as scopes for prior CBTP studies completed for TAM in 2015. WORK PLAN Attachment A provides a detailed work plan that describes key work tasks and deliverables including an engagement plan, an existing conditions summary, meeting agenda packets and notes, a summary of outreach activities, and the Draft and Final version of the updated CBTP. The scope also includes six committee meetings (three TAC meetings and three Stakeholder Committee meetings) and attendance at one City Council Meeting. FEE AND SCHEDULE Fehr & Peers would complete Tasks 1 through 7 for a budget of $79,750. The budget includes a $10,000 stipend for a community-based organization to support the CBTP engagement process. Invoices will be submitted monthly on a time -and -materials basis. We will prepare a detailed schedule with City staff that meets the grant deadline for completing a Final CBTP by May 2022, assuming receipt of notice to proceed by September 1, 2021. We appreciate the opportunity to submit this proposal. Please do not hesitate to call me at (415) 426-2520 if you have any questions. Sincerely, FEHR & PEERS &' )'_ i✓14 _61", Bob Grandy, TE Principal P27 -2200 -SF 345 California Street I Suite 450 1 San Francisco, CA 94104 1 (415) 348-0300 www.fehrandpeers.com UAW 1110TOWOUNralow-A VITIS ioI _, Fehr & Peers' Scope of Services outlines our approach and project deliverables. The scope builds on previous planning and engagement efforts completed in the Canal District as part of the recent San Rafael General Plan 2040 Update effort and documented in the March 20, 2020 document titled History, Safety, Parking, and Quality of life for Latinos in San Rafael: Community Engagement and Urban Planning for the Next 20 Years prepared by Ricardo Huerta Nino and Communities in Collaboration, LLC (in partnership with Voces del Canal Leadership Team and Canal Alliance). Just under half the scope and budget is devoted to gathering additional input and direction from the Canal community including the project Stakeholder Committee. A smaller portion (about 15 percent) of the scope and budget is dedicated to original analysis of transportation strategies identified by the community or by our consultant team to address transportation needs and barriers. We will use the analysis budget to focus on topics and answer questions highlighted by the community in the first half of the project. TASK 1: PROJECT INITIATION Project Goals, Objectives, and Detailed Schedule Fehr & Peers will work with City staff to review and finalize project goals, objectives, and schedule and discuss public outreach activities. We assume one round of revisions may be made to the work plan and a draft schedule. Project Review Committees The task of recruiting committee members (Technical Advisory Committee, Community Stakeholder Committee) will be the responsibility of the City of San Rafael staff. Fehr & Peers will collaborate with City of San Rafael staff in the development of a candidate list of committee members for consideration. Technical Advisory Committee: Comprised of city staff and agency partners that may include staff from Marin Transit, Golden Gate Transit, TAM, and Marin County Health & Human Services (Employment and Training Branch). Stakeholder Committee: Comprised of Canal community leaders and supporting organizations that may include representatives from Canal Alliance, Voces del Canal, Bahia Vista and Laurel Dell Elementary Schools, Davidson Middle School, San Rafael High School, Conservation Corps North Bay, Mission Evangelica Peniel, Pickleweed Library, Marin Community Clinics (access to new planned clinics outside Canal neighborhood), Community Action Marin, and Multicultural Center of Marin. Deliverable #1A Draft Goals, Objectives, and Schedule Deliverable #1 B Final Goals, Objectives, and Schedule + Committee Listserves TASK 2: EXISTING CONDITIONS SUMMARY A first step for this task will be a benchmarking evaluation of the 2006 Canal Neighborhood CBTP recommendations, and other study recommendations relevant to the Canal Neighborhood, to identify what has and has not been accomplished on previous plan wish lists. Al ATTACHMENT A WORK PLAN The Draft Existing Conditions Summary will contain four sections: Community Profile, Transportation Context, a summary of Community Engagement input obtained from Canal Neighborhood stakeholders as part of the recent General Plan Update, and Relevant Studies/Reports/Plans. The summary will build on available demographic and traffic data as collection of new data is not included in the work plan. The summary will be presented to the TAC for review and comment prior to transmittal to the Stakeholder Committee in Task 3. At this meeting, the TAC will discuss the existing conditions summary and provide recommendations for subsequent elements of the studies. Deliverable #2A Draft Existing Conditions Summary for the Canal Neighborhood Deliverable #2113 Preparation and facilitation of TAC Meeting #1, summary notes Deliverable #2C Final Existing Conditions Summary (PPT Deliverable) TASK 3: INITIATE COLLABORATIVE PLANNING AND OUTREACH PROCESS Fehr & Peers has experience engaging low-income and primarily Spanish-speaking communities. Using lessons learned from these past experiences, there are three principles of engagement that we would follow in the Canal Neighborhood: Make it easy. Create project information materials and event notifications in Spanish and English that are easy to understand and access. Make it relevant. Send a clear message as to why the project matters and how public input will help shape the community's future. Go to where the people are. Use grassroots organization techniques to generate enthusiasm about the project and gather feedback in a setting frequented by neighborhood residents. The success of a community engagement program lies within the proper identification of the target audiences, communication channels, and venues. Fehr & Peers will work with City staff to invite and include Canal Alliance representatives on the team, to be funded through a $10,000 stipend, to help make these identifications for inclusion in the draft Canal Neighborhood Community Outreach Plan. Preliminary ideas are included in Task 4, below. The Consultant Team will present the draft outreach plan to the Stakeholder Committee for review and refinement. Deliverable #3A PowerPoint presentations on the planning process, scope of work, schedule, and proposed outreach plan Deliverable #3113 Preparation and facilitation of Stakeholder Committee Meeting #1, summary notes Deliverable #3C Final Canal Neighborhood Community Outreach Plan detailing specific target audiences, communication channels, venues, and engagement strategies. TASK 4: IMPLEMENT COMMUNITY OUTREACH PLAN Community engagement for the CBTP will build on recent input collected as part of outreach efforts for the San Rafael General Plan Update, the San Rafael Bicycle and Pedestrian Master Plan, and the March 20, 2020 A. ATTACHMENT A WORK PLAN document titled History, Safety, Parking, and Quality of life for Latinos in San Rafael: Community Engagement and Urban Planning for the Next 20 Years. The input collected for each of these efforts was robust and provides a strong foundation from which to start CBTP outreach. The following engagement strategies are recommended to inform the CBTP. These strategies will be confirmed with Canal Alliance and the Stakeholder Committee: 1. Spread the Word — with support from City staff, members of the Stakeholder Committee, team member Canal Alliance, and other interested groups, Fehr & Peers will publicize the project goals, timeline, and ways to participate. This will include social media, website notice, email distribution and postings on transit, transit stops, and in local markets. 2. Gather Transit Input via Surveys and Drop -In Sites — We will develop a simple electronic and paper survey to gather input from transit riders and potential transit riders. The survey will be translated into Spanish, distributed electronically via neighborhood organizations, apartment complexes and business associations, offered as a paper survey at local gathering spots such as Pickleweed Library, and administered as an intercept survey at local bus stops. The Consultant Team will administer the intercept surveys and host up to three (3) drop-in hours at local gathering spots. 3. Gather General Input via Focus Groups — The Team will work with City staff to conduct two focus groups. The conversations will aim to confirm transportation -related pain points identified in the previous Canal Neighborhood engagement efforts and add any new concerns that have manifested in the time since those plans were completed. The group will also be asked to prioritize improvement project types. These focus groups will be facilitated by Fehr & Peers and will be hosted by a local community organization. The make-up of these groups will be determined at part of Task 3. If desired, the Stakeholder Committee could be one of the focus groups. Focus groups may be conducted entirely in Spanish if invitees indicate that as their preference on the RSVP form. 4. Host Open House to Facilitate Review of Draft Plan - Key elements of the Draft Plan and Implementation Plan described in Task 6 will be presented to the general public for feedback in an Open House format with different stations for different components of the Plan. This event would take place at a local community center such as a school, library or park and would include food and activities for children. Deliverable #4A Announcement content for survey and open house (social and traditional media) A-3 GtiIL[Oaulnuff-1 [►il 19 I:' I. I LI Deliverable #413 Survey development, language to support distribution, in-person intercept and drop-in surveying, and compiled results Deliverable #4C Notice, agenda, questions, facilitation of focus groups and summaries (up to 2) Deliverable #413 Agenda, materials, and facilitation of open house Deliverable #4E Final report of community outreach efforts The Consultant Team will provide one consolidated round of revisions to all outreach materials and will provide Spanish translation of all engagement materials. TASK 5: IDENTIFY TRANSPORTATION GAPS AND POTENTIAL SOLUTIONS In this task, Fehr & Peers will conduct a technical analysis to assess the key gaps in the transportation networks for the Canal neighborhood study area. The first part of the task will be to organize the findings from the initial phase of community outreach into distinct gap categories. We expect the gaps to generally fall into mode -based categories, such as transit, bicycle, pedestrian, and automobile -specific categories, although some may be multi -modal in nature. Once categorized, any similar or overlapping gaps can be assessed to determine overarching themes upon which to focus recommendations. To facilitate this task, a spreadsheet will be developed to categorize information on gaps, recommendations, and with a grading system for each gap category. This will provide a simple structure that will facilitate the ranking process. Effectiveness and feasibility criteria will be developed and included in the spreadsheet, which will be the basis of the final grading. Throughout the process, the focus of the consultant team, when working with the TAC, will be on the feasibility of fixes for identified issues. As part of this task, the following information will be identified for each recommendation: Preliminary identification of order -of -magnitude costs o Use recent capital and operational costs in Marin County and neighboring counties Potential funding sources o Many are provided in the 2006 Canal Neighborhood CBTP which will be updated/supplemented by our knowledge of new Federal legislation and local/regional grant programs Potential for effective and/or efficient implementation a Lessons learned from the benchmarking assessment of the Canal Neighborhood CBTP and relevant San Rafael reports (Task 3) will be applied to the new CBTP so that potential solutions are those that are demonstrably implementable, and that identified barriers are at least known and preferably mitigated through our proposals. The draft presentation will outline a prioritized list of the gaps and associated improvements. Cost effective transit improvements will be key to addressing gaps in the Canal Neighborhood, and Fehr & Peers will draw upon technical expertise in this field with shuttles and other bus service, to determine the best possible transit solutions to bridge the gaps identified. We will collaborate with Marin Transit and Golden Gate Transit to explore the feasibility, cost, and timing of potential transit solutions. Fehr & Peers will also draw upon our wide-ranging expertise in active transportation (which includes access to the bicycle & pedestrian technical discipline group) to propose inclusive, effective, and context -sensitive active transportation solutions. A4 ATTACHMENT A TAC and Stakeholder Committee Meetings At these meetings, the consultant team will present a preliminary list of prioritized recommendations. To help facilitate the ranking discussion, the consultant will prepare a preliminary scoring system, whereby each gap will have an associated rating on a three-point Likert scale relating to: cost-effectiveness, number of people impacted, effectiveness of potential solutions, and most importantly the level of community support. The consultant team will also predetermine the consistency of potential solutions with relevant planning and policy documents. Deliverable #5A Presentation summarizing transportation gaps and potential solutions identified during the first phase of outreach, including initial technical analysis on range of solutions and initial prioritization of potential solutions Deliverable #5113 Preparation and facilitation of TAC Meeting #2, summary notes Deliverable #5C Preparation and facilitation of Stakeholder Committee Meeting #2, summary notes TASK 6: DRAFT COMMUNITY-BASED TRANSPORTATION PLAN Fehr & Peers will assemble the task -level technical and outreach reports into a draft action plan. As part of this task, we will work with the TAC to develop an Implementation Plan, which will include an initial prioritized program of transportation improvements matched with potential funding streams. The program will categorize projects that can be implemented in the next 6 months (quickbuild), <2 years, 2-5 years, 5- 10 years, and long-range/visionary. Key elements of the Draft Plan and Implementation Plan will be presented to key stakeholders and the general public for feedback in an Open House format. Our budget assumes one round of revisions to the Draft Plan and PowerPoint based on one set of consolidated comments. Fehr & Peers will meet with the TAC to review the feedback from the Open House and comments on the Draft CBTP. The Stakeholder Committee will then convene to review the final direction from the TAC and provide final comments on the CBTP. Deliverable #6A Draft Community -Based Transportation Plan and PowerPoint presentation Deliverable #6113 Preparation, facilitation and summary from TAC Meeting #3 Deliverable #6C Preparation, facilitation and summary from Stakeholder Committee Meeting #3 TASK 7: PREPARE AND PRESENT FINAL COMMUNITY-BASED TRANSPORTATION PLAN In this final task, Fehr & Peers will prepare the final plan for presentation to the San Rafael City Council. We will work with members of the Stakeholder Committee and participants from the outreach process to develop presentation materials and will attend these final meetings in a support role. We assume one round of revisions to these materials based on a set of consolidated comments. Deliverable #7A Final Community -Based Transportation Plan and PowerPoint presentation Deliverable #7113 Attendance and Presentation at the San Rafael City Council meeting A-5 FEHR�PEERS 2021-2022 (July 2021 through June 2022) Hourly Billing Rates Classification Hourly Rate Principal $220.00 - $350.00 Senior Associate $195.00 - $290.00 Associate $160.00 - $245.00 Senior Engineer/Planner $145.00 - $195.00 Engineer/Planner $115.00 - $170.00 Senior Engineering Technician $135.00 - $200.00 Senior Project Accountant $165.00 - $170.00 Senior Project Coordinator $120.00 - $175.00 Project Coordinator $105.00 - $140.00 Technician $120.00 - $155.00 Intern $90.00 - $110.00 • Other Direct Costs /Reimbursable expenses are invoiced at cost plus 10% for handling. • Personal auto mileage is reimbursed at the then current IRS approved rate (56 cents per mile as of Jan 2021). • Voice & Data Communications (Telephone, fax, computer, e-mail, etc.) are invoiced at cost as a percentage of project labor. Fehr & Peers reserves the right to change these rates at any time with or without advance notice. 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: Iman Kayani for LD Extension: 3352 Contractor Name: Fehr & Peers Contractor's Contact: Bob Grandy Contact's Email: b.grandy@fehrandpeers.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT a. Email PINS Introductory Notice to Contractor DATE Check/Initial 1 Project Manager Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City 9/28/2021 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X IKK 2 City Attorney a. Review, revise, and comment on draft agreement 9/29/2021 ❑X LG and return to Project Manager 9/29/2021 ❑X LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to 10/7/2021 ❑x BG contractor 4 Project Manager Forward three (3) originals of final agreement to 10/13/2021 ©IKK contractor for their signature 5 Project Manager When necessary, contractor -signed agreement M N/A agendized for City Council approval * *City Council approval required for Professional Services N IKK Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 10/14/2021 IKK Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed b 10 * U- agreement 7 � 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) / [•�''�I 9 City manager/ Mayor Agreement executed by City Council authorized I~�v q City Clerk official 10 Attest signatures, retains original agreement and forwards copies to Project Manager L