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HomeMy WebLinkAboutPW Master Services Agreement; Task Order No. 97 Reconnecting Neighborhoods & Communities Grant Application PrepCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED NOVEMBER 3, 2023 WITH PARAMETRIX, INC. TASK ORDER NO.97 Project title: Reconnecting Neighborhoods & Communities Grant Application Preparation Contract Amount: $49,963 THIS TASK ORDER is entered into on Feb 14, 2024 1202 _ between the City of San Rafael, a municipal corporation ("City"), and Parametrix, Inc. ("Consultant"). I:iX IF.111� A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated November 3, 2023 under which Consultant has agreed to perform certain professional consulting services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain tasks as set forth in this Task Order, which constitute the Project; NOW, THEREFORE, City and Consultant agree as follows: AGREEMENT l . Scope of services. Consultant shall provide any and all of the services set forth in Exhibit A of this Task Order, titled Reconnecting Neighborhoods & Communities Grant Application Preparation, as directed by the City. David Parisi shall be the Project Manager for Consultant for this Task Order. Additional professional services may be performed by other Consultant staff with prior notice and approval by City. a. Ci1y's duties. The City will: (1) Determine the scope of services, as set forth in Exhibit A. (2) Make available the project plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Nhat Phan as the person at the City responsible for monitoring performance under this Task Order. b.Consultant duties. The Consultant will: (1) Provide and perform tasks identified in Exhibit A, Scope of Services. (2) Provide miscellaneous consulting and other services related to the Project and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Task Order budget. Rev. May 2021 City of San Rafael Master Consultant Services Agreement Task Order Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule. With regard to each project given to Consultant that is subject to this Task Order, the time of completion, work hours estimate, cost estimate and budget and fee schedule are set forth in Exhibit A to this Task Order. Authorization to proceed. The City will give Consultant authorization to proceed with the work specified in this Task Order only after Consultant submits updated insurance certificates and endorsements, in accordance with Section 10 of the Agreement. 4. Master Agreement terms; Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Consultant in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. 4. Amendment of Task Order; Conflicts. Except as provided in Section 1(b)(2) above, this Task Order may not be modified except by an Amended Task Order executed and approved in the same manner as the Task Order. 5. Signatures. tures. The parties have executed this Task Order, as of the date first written above. 2 Rev. May 2021 li kI City of San Rafael Master Consultant Services Agreement Task Order CITY OF SAN RAFAEL CONSULTANT �ALI By: G istine Alilovich(f�20:27 PST) By: Cristine Alilovich, City Manager Nathan Johnson Name: Senior Vice President Contents approved: Title: A&! - By: April Miller, Public Works Director (if Consultant is a corporation, add signature of second corporate officer) Reviewed By G� Ga up By: U cu.Ptmm� By: Robert F. Epstein, City Attorney Dave Pennington Name: Vice President Title: Exhibits: A Scope of work titled Reconnecting Neighborhoods & Communities Grant Application Preparation, time of completion, work hours estimate, cost estimate and budget, and fee schedule (Consultant's current hourly rate) 3 Rev. May 2021 Exhibit A Attachment A Scope of Services Reconnecting Neighborhoods & Communities Grant Application Preparation Parametrix will assist the City of San Rafael in preparing two full applications for the 2023 Reconnecting Neighborhoods & Communities (RCN) grant program to fund a Complete Streets Planning Study for the Bellam Boulevard corridor and a Rafael Meadows to Civic Center Drive Safe Routes to School Pathway project. Parametrix will complete the following tasks for each project: ■ Work with City staff to gather all relevant project information. For the Safe Routes to School Pathway project, Parametrix will explore the necessary elements to determine eligibility for the three different grant types. • Review the grant application requirements, including required forms and exhibits. • Work with City staff to obtain key applicant data, such as the Unique Entity Identifier and System for Award Management (SAM) number. • Work with City staff to identify entities from which to request support letters, provide a draft support letter, and compile support letters received by the City. For the Safe Routes to School Pathway project, Parametrix will determine the required support letters from the multiple jurisdictions that are responsible for sections of the proposed pathway. • Create a project scope, budget, and supporting documentation, including a concept plan to illustrate potential improvements to the corridor and a project map. Conceptual design work assumes minor refinements to plans previously developed by Parametrix. Application components will include: 0 10-page project narrative o GIS project location, description, map o Response to merit criteria o Conceptual designs o Answers to key information questions o Project Budget, including grant funds, sources, and use of project funds over time ■ Work with City staff to complete all required forms, including: o Application for Federal Assistance (SF-424) o Budget Information for Non -Construction Programs (SF-424A) o Assurances for Non -Construction Programs (SF-424B) ■ Provide a draft of the application components for review by the City and incorporate feedback • Finalize the application and submit all components via web to the U.S. DOT. Attachment B Schedule and Estimate Reconnecting Neighborhoods & Communities Grant Preparation Parametrix will complete the tasks described in Attachment A in accordance with the grant application deadline of September 28, 2023. Parametrix's work hour and cost estimate is as follows: Staff Hourly Rate Hours Totals Principal $310 20 $6,200 Senior Planner $241 115 $27,715 Graphic Designer $145 24 $3,480 Engineer $145 80 $11,600 Admin $142 4 $568 Labor Total 243 $49,563 Expenses $400 Total $49,963 �pi; ,� RAP 1 i 2 C,ryWITH P. CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Nataly Torres (for Nhat Phan) Extension: 3353 Contractor Name: Parametrix, Inc. Contractor's Contact: Shannon Ihlen Contact's Email: Slhlen@parametrix.com ❑ FPPC: Check if Contractor/Consultant must He Form 700 F_ Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to —. enter a date. b. Email contract (in Word) and attachments to City 11/17/2023 Attorney c/o Laraine.Gittens@cityofsanrafael.org ®NT 2 City Attorney a. Review, revise, and comment on draft agreement 11/17/2023 and return to Project Manager 11/17/2023 ❑X NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ® NT 3 Department Director Approval of final agreement form to send to 11/17/2023 © AM contractor 4 Project Manager Forward three (3) originals of final agreement to 11/21/2023 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement I] N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 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 Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager Task Order No. 97 - Parametrix, Inc. - RCN Grant Application Prep Final Audit Report 2024-02-15 Created: 2023-11-21 By: Nataly Torres (nataly.torres@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAYx04lkKArlS T7CoMaVOsuFmlu3HvX6h "Task Order No. 97 - Parametrix, Inc. - RCN Grant Application P rep" History Document created by Nataly Torres (nataly.trres@cityofsanrafael.org) 2023-11-21 - 11:42:38 PM GMT - P, + Document emailed to Nathan Johnson (njohnson@parametrix.com) for signature 2023-11-21 - 11:46:25 PM GMT Email viewed by Nathan Johnson (njohnson@parametrix.com) 2023-11-22 - 1:18:16 AM GMT &0 Document e-signed by Nathan Johnson (njohnson@parametrix.com) Signature Date: 2023-11-22 - 1:19:08 AM GMT - Time Source: server P-4 Document emailed to Dave Pennington (dpennington@parametrix.com) for signature 2023-11-22 - 1:19:10 AM GMT Email viewed by Dave Pennington (dpennington@parametrix.com) 2023-11-22 - 4:51:29 PM GMT 6© Document e-signed by Dave Pennington (dpen nington@parametrix.com) Signature Date: 2023-11-22 - 4:51:49 PM GMT - Time Source: server Document emailed to APRIL MILLER (april.miller@cityofsanrafael.org) for signature 2023-11-22 - 4:51:51 PM GMT Email viewed by APRIL MILLER (april.miller@cityofsanrafael.org) 2023-11-27 - 3:12:55 PM GMT 64 Document e-signed by APRIL MILLER (april.miller@cityofsanrafael.org) Signature Date: 2023-11-27 - 3:13:09 PM GMT - Time Source: server a E* SAN RAFAEL I Adobe Acrobat Sign ['y Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2023-11-27 - 3:13:10 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2023-11-27 - 5:58:15 PM GMT do Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2023-11-27 - 5:58:43 PM GMT - Time Source: server C+ Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2023-11-27 - 5:58:45 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2024-01-22 - 5:26:17 PM GMT 6o Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-01-22 - 5:26:36 PM GMT - Time Source: server . Document emailed to city.clerk@cityofsanrafael.org for approval 2024-01-22 - 5:26:38 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-01-22 - 5:31:03 PM GMT 6o Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-01-22 - 5:31:37 PM GMT 69 Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2024-01-22 - 5:31:39 PM GMT - Time Source: server E-4' Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-01-22 - 5:31:40 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-01-23 - 2:22:35 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-02-15 - 4:27:23 AM GMT 4o Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-02-15 - 4:27:54 AM GMT 6© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-02-15 - 4:27:56 AM GMT - Time Source: server - Agreement completed. 2024-02-15 - 4:27:56 AM GMT �(R, SAN RAFAEL Adobe Acrobat Sign