HomeMy WebLinkAboutPW Second and Fourth Street Intersection ImprovementsAGREEMENT FOR PROFESSIONAL SERVICES
FOR IMPROVEMENTS TO THE SECOND AND FOURTH STREET INTERSECTION
This Agreement is made and entered into this'/ day of 20fjAy
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and C /STUBER-STROEH
ENGINEERING GROUP INC., a California corporation (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional design services are required in
connection with the Second Street and Fourth Street Intersection project; and
WHEREAS, the CONSULTANT has agreed to render such services.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. April Miller 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. Robert Stevens 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.
DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services as outlined in
CONSULTANT's proposal, dated May 31, 2022, marked as Exhibit A, attached hereto and
incorporated herein.
3. DUTIES OF CITY.
CITY shall cooperate with CONSULTANT in performance of its duties under this
Agreement and shall pay the compensation as provided in Paragraph 4.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT on time and materials basis for services rendered in accordance with the rates
described in Exhibit A, for a total amount not -to -exceed of $131,582.
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 one (1) 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 one (1) year(s).
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 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.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY
or its agent in any such audit or inspection.
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.
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) 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 workers'
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 workers' 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 workers' 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 0104 13.
3. Except for professional liability insurance or workers' 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 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
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 subparagraph B of this section, 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.
April Miller
City of San Rafael
Department of Public Works
111 Morphew Street
San Rafael, CA 94901
Robert Stephens
CSW/Stuber-Stroeh Engineering Group Inc.
45 Leveroni Court
Novato, CA 94949
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
Revised 1/29/2020
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
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 F
The prevailing party in any action brought to enforce the terms and conditions of this
Revised 1/29/2020
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.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code, and 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 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.
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
n
JIM "TZ, Ci an �er
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
ROB RT F. EPSTEIN, dty Attorney
Revised 1/29/2020
CONSULTANT
By: /
Name: Robert Stevens
Title: President/CEO
[If CONSULTANT is a corporation, add signature of
second corporate officer]
IIn
Name: Linda Schmid
Title: CFO
Exhibit A
GSW ST2
May 31, 2022
April Miller, PE
City Engineer
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
Subject: Improvements to the Second and Fourth Street Intersection
Dear Ms. Miller:
Please find attached our fee proposal including scope of work, schedule, and labor assessment to complete
the final design for the Second and Fourth Street Intersection. If I can provide any additional information,
please contact Robert at 415.533.1864 or rstevens@cswst2.com.
Sincerely,
Robert Stevens, PE, TE
Project Manager
45 Leveroni Court Novato, CA 94949
CSW ST
SECOND AND FOURTH STREET
During the development of the Third Street improvement project, the cycle track connection west of West
Street became an important topic within the community. The existing intersection of the Fourth and Second
Streets is complicated due to its irregular configuration creating conflicts for bicyclists and pedestrians
navigating the area.
Working with the City and stakeholders, our team developed a preliminary plan as illustrated in the attached
exhibit. This plan will need to be refined and further developed with input from local businesses as well as
stakeholders to develop a final design for the intersection.
Our team has prepared the following scope of work to support the design effort.
SCOPE OF WORK
TASK 1: PRELIMINARY ENGINEERING
Objective: In this initial phase, our team will complete several technical studies as well as focused outreach
to stakeholders to refine the concept as well as compile an environmental document.
1.1 Project Kickoff. Our team will meet with City staff to review the project goals and an approach to
coordinating with stakeholders.
1.2 Existing Conditions Mapping. Our team has general topography with the project area, but will
complete a detailed survey to establish the following:
i. Property Boundary and Record Monuments: We will research City and County records to
plot the public right of way based upon record information. We will also identify all record
survey points and monuments within the intersection.
ii. Field Survey: In areas to receive major improvements such as curb extensions and areas
obscured by tree canopy, our team will collect topography including elevations and surface
features using traditional survey methods.
iii. Utility Survey: We will research as -built utilities within the area. Our survey crew will the
location of all surface utility appurtenances as well as inverts of storm and sewer systems. We
will retain a utility locating firm to complete a ground penetrating radar study of the
intersection.
iv. Prepare Base Map: CSWIST2 will develop a detailed base map using data collected by our
effo rt.
1.3 Signal Coordination. Our team will coordinate with Kimely Horn to develop a design for the traffic
signal system. This will include coordinating the locations of the signal poles, striping, and related
appurtenances. We will incorporate the KH special provisions into the complete specifications
document.
1.4 Design Refinement (30%). Based upon the data collected, our team will refine the concepts
established including the following elements:
A. Intersection layout and grading
B. Striping and Signage Plan
CSW ST
C. Pavement rehabilitation plans
D. Drainage plan
E. Estimate of construction cost
SECOND AND FOURTH STREET
1.5 Outreach. Our team will follow a similar outreach process to confirm the design concept using the
following services of meetings:
A. City Services. We will support staff in reviewing proposed roadway modifications such as
bulb -outs with representatives from emergency services and public works.
B. Chamber Workshop. Our team will conduct a meeting with corridor stakeholders, which
could include the Chamber of Commerce, key development interests, and/ or local business
leaders.
C. BPAC. Our team will present the documents to the City's BPAC for review and comment.
D. Public Utilities. We will coordinate with PGE, Comcast, and ATT for undergrounding of
overhead lines as well as MMWD for water line modifications.
E. Web Materials and News Releases. We will provide maps, graphics, and narratives to the
City for use on their web page to inform the community of the project's progress.
1.6 CEQA Categorical Exemption. Section 21084 of the Public Resources Code (PRC) provides guidelines
for projects that have been determined to not have a significant effect on the environment and are
therefore determined to be exempt from the provisions of CEQA. The proposed project would likely
fall into the first category (Class 1) of categorically exempt projects as described in Section 15301,
Existing Facilities. We will document the determination for the exempt status in a Notice of Exemption
(NOE) accompanied by a supporting memorandum.
1.7 Contract Management. CSWIST2 will be responsible for overall management of our design team
including the following:
A. Project Management: We will manage the design team as well as track progress, schedule,
and budget.
B. Quality Control/ Assurance: An independent member of our team will perform an
independent quality control review of the team's documents prior to submittal
C. Meetings: In addition to the outreach meetings, the team will attend two (2) coordination
meetings with City staff.
Deliverables
• 30% Documents in Acrobat format
• CEQA Categorical Exemption
• Meeting agendas, presentations, and minutes
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Objective: With completion of the environmental phase, our team will prepare construction drawings for use
in bidding for the western segment of the corridor.
2.1 Prepare 65% Documents The team will prepare the following documents:
A. Plans
i. Title and Key Map -
CSW ST SECOND AND FOURTH STREET
ii. Public Utility Relocation Plan
iii. Construction Phasing Plan
iv. Demolition Plan
V. Cross Sections
vi. Street Layout and Grading Plan
vii. Paving Plans
viii. Storm Drain Plan and Profile
ix. Striping Plan
X. Hardscape Details
xi. Street Lighting and Conductor Plans
xii. Joint Trench Plan and Sections
xiii. Construction Details
B. Specifications, bid schedule, and cost estimate
2.2 Prepare 95% Documents. Based upon comments received from City staff, we will update the
documents prepared in Task 4.1 at the pre final status.
2.3 Final Submittal. After presentation of the 95% documents to the City Council, we will compile
final documents for use in bidding.
2.4 Outreach. Our team will continue our outreach process during the final design including
hosting the following meetings:
A. Public Utilities. Our team will continue the coordination with public utilities affected by the
project.
B. City Council. We will support staff in presenting the project to City Council authorizing the
project for public advertisement.
C. Web Materials and News Releases. We will continue to update documents for the City's use.
2.5 Contract Management. CSWIST2 will complete contract management services as defined in
Task 1.6. In this task, we anticipate up to two (2) meetings with the City.
Deliverables
65% and 95% documents in Adobe Acrobat format
Final plans in hardcopy, Acrobat, and AutoCAD format
• Meeting agendas, presentations, and minutes
ASSUMPTIONS
In preparing our scope of work, we have made the following assumptions.
1. The project will generally follow the schedule as detailed in our scope of services.
2. No additional traffic data collection or analysis is required.
3. Our team's services are limited to those expressly set forth above. We will have no other obligations
or responsibilities for the project except as agreed to in writing, or as provided in this agreement.
Our services are provided consistent with, and limited to, the standard of care applicable to such
services. We will provide our services consistent with the professional skill and care ordinarily
provided by consultants practicing in the same or similar locality under the same or similar
circumstances.
CSW ST
4. This project will not require acquisition of right of way.
S. The project will not include landscape design services.
SECOND AND FOURTH STREET
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Task Name
1
Second and Fourth Street
2
Task 1- Preliminary Engineering
3
Kickoff Meeting
4
Existing Conditions Mapping
5
Traffic Model
6
30% Documents
7
Document Prepareation
B
Review
9
Review Meeting
10
Outreach
11
City Services
12
Chamber Worksop
13
Public Utilites
14
BPAC
15
CEOA Exemption
16
Task 2 -Final Plans
17
65% Documents
18
Prepare PS&E
19
Review
20
Review Meeting
21
95% Documents
22Prepare
PS&E
23
Review
24
Review Meeting
25
Prepare Final Documents
26
Outreach
27
Public Utilites
28
City Council
29
Documents Ready for Bid
Duration
Start
Finish
99 days
Tue 6/14/22
Fri 10/28/22
65 days
Tue 6/14/22
Mon 9/12/22
0 days
Tue 6/14/22
Tue 6/14/22
15 days
Tue 6/14/22
Mon 7/4/22
15 days
Tue 6/14/22
Mon 7/4/22
20 days
Tue 7/5/22
Mon 8/1/22
15 days
Tue 7/5/22
Mon 7/25/22
5 days
Tue 7/26/22
Mon 8/1/22
0 days
Mon 8/1/22
Mon 8/1/22
25 days
Mon 6/27/22
Mon 8/1/22
0 days
Mon 7/4/22
Man 7/4/22
0 days
Mon 7/18/22
Mon 7/18/22
0 days
Mon 6/27/22
Mon 6/27/22
0 days
Mon 8/1/22
Mon 8/1/22
30 days
Tue 8/2/22
Mon 9/12/22
64 days
Tue 8/2/22
Fri 10/28/22
30 days
Tue 8/2/22
Mon 9/12/22
20 days
Tue 8/2/22
Mon 8/29/22
10 days
Tue 8/30/22
Mon 9/12/22
0 days
Mon 9/12/22
Mon 9/12/22
25 days
Tue 9/13/22
Mon 10/17/22
15 days
Tue 9/13/22
Mon 10/3/22
30 days
Tue 10/4/22
Mon 10/17/22
0 days
Mon 10/17/22
Mon 10/17/22
5 days
Tue 10/18/22
Mon 10/24/22
29 days
Mon 9/19/22
Fri 10/28/22
0 days
Mon 9/19/22
Mon 9/19/22
0 days
Fri 10/28/22
Fri 10/26/22
0 days
Mon 10/24/22
Mon 10/24/22
[ga Jul ,/yl(. 'Stip Gl't
1
Y '
0 9/19
10/2B
10/24
Nov
Task
Project Summary =
Inactive Milestone
Manual Summary Rollup Deadline
Project: msprojll
Split
....._-.. External Tasks
Inactive Summary
Manual Summary r — — — —1 Progress
Date: Tue 5/31/22
Milestone
• External Milestone '>
Manual Task F7li
Start -only C Manual Progress
Summary
Inactive Task
Duration -only 011M�
Finish -only 1
Page 1
Second and Fourth Street Intersection
SUMMARY OF PRIME CONSULTANT LABOR EFFORT
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Task 1 Preliminary Engineering
1.1 Project Kickoff
1
1
2
$447
1.2 Existing Conditions Mapping
24
12
20
56
$9,588
1.3 Signal Coordination
4
10
8
22
$4,340
1.4 Design Refinement 30% Plans
4
10
18
12
44
$7.458
1.5 Outreach
City Services
1
1
$231
Chamber Workshop
1
1
$231
BPAC
1
1
$231
Public Utilites
2
4
6
$1,060
Web Based and News Releases
1
1
$231
1.6 CEQA Cate orical Exemption
4
4
$628
1.7 Project Management
General Project Management
1
1
$231
QA/QC
1
1
$231
Meetings
1
1
1 $231
Task 1 PreliminaryEngineering Subtotal:
16
23
34
36
12
20
141
$25 138
Task 2 Final Plans
2.1 65% Submittal
10
30
45
85
$12,675
2.2 95% Submittal
10
30
30
70
$10,740
2.3 Final Submittal
8
20
30
58
$8,738
2.4 Outreach
Public Utilites
2
4
6
$1,060
City Council
1
1
$231
Web Based and News Releases
1
1
$231
2.5 Project Management
General Project Management
1
1
$231
QA/QC
2
2
$462
Meetings
1
1
$231
Task 2 Final Plans Subtotal:
6
30
84
105
0
0
225
$34,599
Total Base Labor Expenses.,
22
53
118
141
12
20
366
$59,737
Reimbursable Expenses
General Expenses
X1,000
Kimely Horn - Traffic Signal Design
$61,345
,GPR
$8,000
Record of Survey
11,500
Total Reimbursable Expenses:
$71,845
Total CSW 15T2 Design Fee
$131,582
Estimated Cost of Project: $ 1,200,000.00
Design Fee as a Share of Construction Cost: 11%
Kimfey >> Horn
May 11, 2022
April Miller
Assistant Public Works Director/City Engineer
Public Works Department
City of San Rafael
111 Morphew Street, San Rafael, CA 94901
(via emaio
RE: Proposal for the design of Traffic Signals on 4th Street at 2nd Street and West Crescent
Drive
Dear April -
We are pleased to provide a Scope of Services and Fee proposal to provide engineering services for
the design of traffic signals on 4th Street at 2nd Street and West Crescent Drive. Our Scope of Services
follows our understanding of the work that is involved for the design of signal modifications at 4th Street
and 2nd Street and a new traffic signal at 4th Street and West Crescent Drive.
PROJECT UNDERSTANDING
This project consists of preparing the detailed designs (construction drawings) for two project locations
including:
• 4th Street and 2nd Street
• 4th Street and West Crescent Drive
The signal design at 4th Street and 2nd Street will include replacing existing signal infrastructure to align
with the modified intersection layout and cycle track being prepared on the east approach of 2nd Street.
It is understood that CSW will be preparing the civil and striping design and Kimley-Horn will be
supporting CSW by preparing the electrical plans. Kimley-Horn will utilize City input on design plans
previously prepared by Parisi to determine the final signal equipment and phasing changes.
The signal design at 4th Street and West Crescent Drive will include installing a new signal at the existing
three -leg intersection. Kimley-Horn will provide the proposed striping and base -timing for the new
signal. It is assumed that any civil work at the intersection will be designed by others.
It is understood that the City will hire a contractor to construct the improvements based on one
combined set of signed and sealed design documents. Kimley-Horn will provide the relevant electrical
and striping plans, specifications, and estimate to be included in the complete construction package
being prepared by CSW.
Kimley )) Horn
SCOPE OF SERVICES
Page 2
Task 1 — Project Management
This task consists of the development and maintenance of the project schedule, work plan, filing
system, and monthly invoices. We anticipate one initial kick-off meeting with the City to review the
project goals, discuss the proposed project approach, potential design challenges, schedule, and
deadlines. Kimley-Horn will prepare a meeting agenda for this meeting and submit summarized meeting
minutes to the City within one week. This task also includes coordination with CSW.
Deliverables:
a Monthly Invoices
e Project Schedule and Updates
Kick-off Meeting Agenda and Notes
Task 2 — Field Investigations and Utility Coordination
Kimley-Horn will conduct a field review to verify the condition of existing visible equipment and
infrastructure such as existing lane geometry and physical roadway features, curb ramps, driveways,
utilities, streetlights, signage, vehicle detection, and traffic signal features. The field review of the project
intersections will be used to determine the potential location of new poles, conduit, pull boxes, and
electrical conductors.
We have assumed that the City will be able to provide Kimley-Horn with record drawings/as-builts for
existing City owned infrastructure and right-of-way within the project areas. This includes information
for the existing equipment and conductor schedules and the City's previous design coordination with
Parisi at 4.1h Street and 2nd Street. We will rely on the completeness and accuracy of the information
provided by the City, and where necessary we will field verify the information to the extent possible. In
addition, it is assumed that the City will provide turning movement counts for the 4 1 Street at West
Crescent Drive intersection.
Using a current utility contact list provided by the City, Kimley-Horn will submit utility request letters to
utility companies with potential facilities in the project vicinity. We anticipate obtaining utility records
from PG&E, Comcast, AT&T, Verizon, and other utility companies known by the City to have facilities
within City limits. We will draft the utility request letters for the City to be placed on City letterhead and
submitted to the utility company. Kimley-Horn will track dates for when letters are submitted and data
is received from all utility companies. Relevant information will be documented in AutoCAD as the utility
data is received.
Task 3 — Detailed Design
This task consists of the preparation of the 65%, 95%, 100% and Final (bid ready) designs.
Task 3.1 — 65% PS&E
Kimley-Horn will utilize the data collected in Task 2 to prepare the 65% plans, technical specifications
outline, and a preliminary engineer's estimate for the traffic signal installations at both project
intersections including any striping changes at 4th Street and West Crescent Drive.
Kimley)))Horn Page 3
The following are the anticipated plan sheets to be completed by Kimley-Horn:
1. Traffic signal plans (one sheet per intersection, two total)
2. Traffic signal schedules (one sheet per intersection, two total)
3. Project details (up to one sheet)
4. Signing and striping plan (one sheet for 4th Street at West Crescent Drive)
This assumes that both locations will be bid under one construction package. If necessary, we can split
up the designs into two separate packages.
It is understood the project plans for 4th Street at 2nd Street will utilize the latest topographic and civil
base files provided by CSW. Unless noted otherwise, we have assumed the 4th Street at West Crescent
Drive intersection will be designed using scaled aerial images of the project limits supplemented with
the record drawings and field investigations and measurements.
The intent of the 65% plans is to show the proposed design layouts and identify any major design
issues prior to bringing the plans to a 95% design level. The plans will include limited details. Existing
traffic, utility, and landscaping infrastructure, such as poles, boxes, conduits, pipes, overhead wires,
trees, manholes, valves, etc., will be shown on all plans. Traffic signal pole and equipment schedules
will be filled out for the 65% design plans, but conductor schedules will be completed at the next stage.
The signing and striping plan will show the preliminary layout of all striping and signage to be removed
or installed.
Kimley-Horn will conduct a lighting analysis using AG132 software to evaluate the safety lighting for
both project intersection. The lighting levels will be reviewed to determine locations of poles and
luminaires to meet lighting levels as recommended by the ANSI/IES RP -8-18, Recommended Practice
for Design and Maintenance of Roadway and Parking Facility Lighting, AASHTO Roadway Lighting
Design Guide, and the City's standards for preferred lighting design.
By this phase, we anticipate that utility conflicts and the location of new electrical service for 4th Street
at West Crescent Drive have been identified and coordination with PG&E will be started. It is assumed
the 4th Street at 2nd Street intersection will maintain the existing service meter located on the controller
cabinet and no changes to service or PG&E coordination are required.
Kimley-Horn will prepare project cost estimates and a specification outline utilizing the final 3rd Street
Rehabilitation project specifications and bid results provided by the City. The 65% design documents
will be submitted electronically to the City for review.
Deliverables:
m 65% Plans and Estimate in PDF format
® 65% Specifications Outline in PDF format
Q Lighting Analysis Exhibits
Kimley >> Horn Page 4
Task 3.2 — 95% PS&E
Upon receipt of one non -conflicting set of City comments on the 65% design, Kimley-Horn will provide
responses to City's comments on each of the design documents. This task includes up to one virtual
meeting to discuss 65% comments with the City and CSW if necessary. Once coordination on
comments is complete, Kimley-Horn will document final responses and prepare the 95% design plans.
At this stage, additional detail will be added to the plan set and schedules for traffic signal conductors
and striping will be populated.
Kimley-Horn will prepare the technical special provisions in Microsoft Word format and will show all
revisions with track changes. A construction cost estimate and quantities based on the 95% plans will
be prepared in the form of the bid schedule.
Kimley-Horn will coordinate with PG&E and submit a new service application for the intersection of 4th
Street at West Crescent Drive on behalf of the City at this stage.
It is assumed that the 95% PS&E design package will be submitted to the City in electronic format
Deliverables:
Responses to City Comments on the 65% Design Documents in PDF format
0 95% Design Plans and Estimate in PDF format
0 95% Specifications in Word Format with Track Changes
Task 3.3 — 100% PS&E
Upon receipt of one non -conflicting set of City comments on the 95% design, Kimley-Horn will advance
the construction documents to a 100% level of design. Kimley-Horn will attend one virtual meeting with
the City and CSW to discuss the plans and improvements and resolve comments.
During this stage, utility coordination is expected to be completed. Kimley-Horn will modify the City
standard front-end of the specifications (boilerplate) and revise the previously developed technical
special provisions.
Kimley-Horn will submit the design documents as an electronic file (pdf) to the City for distribution and
review.
Deliverables:
* Responses to City Comments on the 95% Design Documents in PDF format
100% Design Plans and Estimate in PDF format
e 100% Specifications in Word Format with Track Changes
Task 3.4 — Final PS&E
Upon receipt of one non -conflicting set of City comments on the 100% design, Kimley-Horn will advance
the design and plans to the final/bid design level. Kimley-Horn will attend one virtual meeting with the
City and CSW to discuss the plans and improvements and resolve comments.
Kimley>>) Horn Page 5
It is expected that 100% comments will be minor and editorial in nature; as such, significant design or
plan changes will be considered additional scope and can be performed for additional fee upon written
consent from the City.
Kimley-Horn will prepare initial signal base timing for the new signal at 4'h Street at West Crescent
Drive. Proposed signal timing will be based on the latest MUTCD and City standard parameters for
minimum green, yellow, all red, pedestrian walk, and flashing don't walk times. Coordination plans are
not included in this scope of services.
The final plans and technical specifications will be signed and sealed by a Civil Engineer registered in
the State of California. Files will be provided in electronic format (PDF, Word, and Excel). Hardcopies
of the plans (up to one set each for 24" x 36" and 11" x 17") can be provided as requested.
Deliverables:
Responses to City Comments on the 100% Design Documents in PDF format
® Final Design Plans and Estimate in PDF format
Final Specifications in Word Format with Track Changes
Base Signal Timing for 4th Street at West Crescent Drive
Task 4 — Bidding and Construction Support Services
Bidding and construction phase engineering support will include answering City staff questions during
the bid and award of the contract, review of submittals, responding to contractor requests for
information (RFIs), review of contract change orders, preparation of addenda, and preparation of
record drawings.
Kimley-Horn will notify the City upon reaching approximately 80% of the approved level of effort and
provide recommendation or request additional contract authorization, if necessary. Additional services
will be provided if requested by the City, subject to additional fee.
Deliverables:
Conformed construction documents (if needed)
Responses to Contractor RFIs, COs, and submittals
As -Built Record Drawings in PDF and AutoCAD format (1 set, 1 submittal)
ITEMS NOT INCLUDED IN SCOPE OF WORK
The following are items that are not included in this Scope of Work, but can be included if needed.
Topographic ground -level survey is not included within the scope of services.
Civil design is not included in this scope of work.
Q Traffic signal coordination and analysis in Synchro is not included in this scope of services.
Kimley >) Horn
SCHEDULE
Page 6
Kimley-Horn will provide our services immediately upon a written Notice to Proceed. We will work with
the City to layout a mutually agreed upon schedule with an understanding that this is an expedited
project. Provided below is a draft schedule which will be refined prior to the notice to proceed.
Kick-off
Field Investigation
65% PS&E
95% PS&E
100% PS&E
Final PS&E
1 week from Notice to Proceed
2 weeks from Notice to Proceed
4 weeks from the project Kick-off
3 weeks from receipt of comments on the 65% PS&E documents
2 weeks from receipt of comments on the 95% PS&E documents
1 week from receipt of comments on the Final PS&E documents
FEES AND EXPENSES
Kimley-Horn will provide the professional services outlined in the scope of services above on a time -
and -materials basis for a fee of $61,345. This fee includes labor cost (including indirect expenses) and
direct expenses (travel, tolls, meals, etc.) incurred in performing these services. The table below
includes the break -down of cost per task.
Task Number Description
1.0 Project Management
Cost
$8,390
2.0 Field Investigation and Utility Coordination
$3,280
3.0 Detailed Design
$40,290
4.0 Bidding and Construction Support Services
$8,885
Total Cost
$60,845
Expenses:
$500
Total:
$61,345
We note that any services other than those set forth in the Scope of Services will constitute additional
services. Additional services (such as attendance at additional meetings, additional submittals, and civil
design) shall be performed only with your authorization and be billed on a time -and -materials basis.
Thank you for the opportunity to provide professional services to the City of San Rafael. Please contact
me at (510) 350-0217 or at kevin.a ui ui kimle -horn.com should you have any additional questions
or need any clarifications.
KIMLEY-HORN AND ASSOCIATES, INC.
Kevin Aguigui, PE, TE, CSEP
Vice President/Senior Engineer
510 625 0712
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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 AM Extension: 3352
Contractor Name: CSW/STRUBER-STROEH ENGINEERING GROUP, INC.
Contractor's Contact: Robert Stevens Contact's Email: rstevens@cswst2.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
StepRESPONSIBLE
7
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Click here to
❑
enter a date.
b. Email contract (in Word) and attachments to City
6/10/2022
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑X IKK
2
City Attorney
a. Review, revise, and comment on draft agreement
6/13/2022
and return to Project Manager
6/13/2022
® GC
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
❑x GC
3
Department Director
Approval of final agreement form to send to
6/13/2022
❑X BG
contractor
4
Project Manager
Forward three (3) originals of final agreement to
6/13/2022
❑X IKK
contractor for their signature
When necessary, contractor -signed agreement
5
Project Manager
❑ N/A
agendized for City Council approval *
*City Council approval required for Professional Services
❑ IKK
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
6/21/2022
Date of City Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
6/23/2022
IKK
Attorney with printed copy of this routing form
Review and approve hard copy of signed
7
City Attorney
agreement
8 City Attorney
Review and approve insurance in PINS, and bonds
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(for Public Works Contracts)
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Agreement executed by City Council authorized
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9 City Manager/ Mayor
official
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10 City Clerk
I Attest signatures, retains original agreement and
forwards copies to Project Manager