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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 107 Transit Relocation EffortsCity of San Rafael SERVICE LEVEL AGREEMENT DATED AUGUST 29, 2023 WITH FEHR & PEERS TASK ORDER NO. 107 Subject title: Transit Relocation Efforts Task Order Amount: $20,000 THIS TASK ORDER is entered into on 03/22/2024 a municipal corporation ("City"), and Fehr & Peers, ("Contractor"). RECITALS between the City of San Rafael, A. Whereas Master Consultant Services Agreement is hereby renamed Service Level Agreement; and B. The City and Contractor (as may be identified as "Consultant" in the original Agreement) have entered into a Service Level Agreement ("Agreement") dated August 29, 2023 under which Contractor has agreed to perform certain contract services for the City; and C. Pursuant to the terms of the Agreement, the City wishes Contractor to perform certain tasks as set forth in this Task Order, which constitute the Work; NOW, THEREFORE, City and Contractor agree as follows: AGREEMENT 1. Scope of services. Contractor shall provide any and all of the services set forth in Exhibit A of this Task Order, for an amount not to exceed the Task Order Amount, identified above, as directed by the City. Geoff Rubendall shall be the Project Manager for Contractor for this Task Order. Additional contract services may be performed by other Contractor staff with prior notice and approval by City. a. City's duties. The City will: (1) Determine the scope of services, as set forth in Exhibit A. (2) Make available work plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Nhat Phan or their designee, as the person at the City responsible for monitoring performance under this Task Order. b.Contractor duties. The Contractor will: (1) Provide and perform tasks identified in Exhibit A, Scope of Services. (2) Provide miscellaneous services related to the Work and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is Rev. March 2024 City of San Rafael Service Level Agreement Task Order required if these additional services cannot be performed within the Task Order budget. 2. Date of completion, Work hours estimate: Cost estimate and bud -get; Fee schedule: Costs are not - to -exceed stated Task Order Amount in this Task Order. See Exhibit A for Work and fee schedule details. Authorization to proceed. The City will give Contractor authorization to proceed with the work specified in this Task Order only after Contractor submits updated insurance certificates and endorsements, in accordance with the Agreement. 4. Service Level Agreement terms, Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Contractor 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. 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. 6. Signatures. The parties have executed this Task Order, as of the date first written above. 2 Rev. March 2024 City of San Rafael Service Level Agreement Task Order CITY OF SAN RAFAEL Q?v By: ;,iin7cn(Mal 22.203422:08PDT) Cristine Alilovich, City Manager Reviewed By By: 0 -- 1�4 Genevieve Coyle, Assistant City Attorney Exhibits: A Scope of work Rev. March 2024 CONTRACTOR By: Name: Geoff Rubendall Title: Principal (if Contractor is a corporation, add signature of second corporate officer) By: Name: Bob Grandy Title: Principal FEHR�'PEERS February 12, 2024 Exhibit A April Miller Director of Public Works City of San Rafael 111 Morphew Street San Rafael, CA 94901 Subject: Proposal to Provide Traffic Engineering Support related to Transit Center Relocation Efforts Dear April: Fehr & Peers appreciates the opportunity to support the City of San Rafael for a variety of traffic engineering tasks related to the planned relocation of the San Rafael Transit Center (SRTC). This task order includes providing support to the City by reviewing proposed site plans, circulation concepts, and other review of materials developed by Golden Gate Transit District and their consultant on the SRTC project. The following presents our proposed scope of work for this effo rt. Scope of Work Fehr & Peers will review the proposed site plans for the SRTC on behalf of the City of San Rafael. We will perform our review based on our technical experience and expertise related to transit center access, circulation, and operations, and adopted City plans and policies including but not limited to the General Plan 2040 (GP), Downtown Precise Plan (DPP), and Bicycle and Pedestrian Master Plan 2018 Update (BPMP). The exact work expected as part of this task order are not yet known, but it is anticipated that the work could include the following types of tasks • Reviewing proposed site plans, access, and circulation around the proposed transit center • Checking consistency with adopted city plans and policies • Traffic engineering studies to support City review of development application • Meetings and coordination Fee and Schedule Fehr & Peers will perform the above scope of services on a time and materials basis not to exceed fee of $20,000. We propose to conduct this work according to the terms and conditions of our master consultant service agreement dated August 29, 2023 and current hourly rates from previous task orders. We can begin work upon receipt of this signed proposal or other authorization to proceed. If the above scope of work and fee is agreeable to you, please sign and return this proposal or provide a formal task order authorization for this work. 34S California Street I Suite 450 1 San Francisco, CA 94104 1 (415) 348-0300 1 Far. (415) 773-1790 www.fehrancl peers.com April Miller City of San Rafael February 12, 2024 Page 2 of 2 Please contact me at a.rubendall@fehrandoeers.com or at 415-426-2522 with questions. Sincerely, FEHR & PEERS Geoff Rubendall, PE TE RSP, Principal ACCEPTED BY: Signature: Name: Title: Company: Date: FEHR �' PEERS 2023-2024 (July 2023 through June 2024) Hourly Billing Rates Classification Hourly Rate Principal $250.00 $380.00 Senior Associate $210.00 $310.00 Associate $185.00 $275.00 Senior Engineer/Planner $160.00 $235.00 Engineer/Planner $130.00 $200.00 Senior Engineering Technician $150.00 $225.00 Senior Project Accountant $170.00 $210.00 Senior Project Coordinator $130.00 $215.00 Project Coordinator $115.00 $175.00 Technician $120.00 $185.00 Intern $100.00 $135.00 • Other Direct Costs / Reimbursable expenses are invoiced at cost plus 70% for handling. • Personal auto mileage is reimbursed at the then current IRS approved rate (67 cents per mile as of Jan 2024). • 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: Shannon Mackie (for Nhat Phan) Extension: 3353 Contractor Name: Fehr & Peers Contractor's Contact: Geoff Rubendall Contact's Email: g.rubendall@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 3/11/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org ®SM 2 City Attorney a. Review, revise, and comment on draft agreement 3/18/2024 and return to Project Manager 3/18/2024 ® NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑X NT 3 Department Director Approval of final agreement form to send to 3/18/2024 © AM Project Manager contractor 4 Forward three (3) originals of final agreement to Click here to ❑ Project Manager contractor for their signature enter a date. 5 When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 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 City Attorney Attorney with printed copy of this routing form 7 Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts) Agreement executed by City Council authorized 9 City Manager / Mayor official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager TO - 107 - Transit Relocation Efforts -combined Final Audit Report 2024-03-23 Created: 2024-03-19 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAKwRyh-4dCYWd7oi5Mg6FPHbviSopAUa_ "TO - 107 - Transit Relocation Efforts -combined" History Document created by Shannon Mackle (shannon.mackle@cityofsanrafael.org) 2024-03-19 - 4:18:28 PM GMT E-y Document emailed to Geoff Rubendall (g.rubendall@fehrandpeers.com) for signature 2024-03-19 - 4:18:33 PM GMT lL Document shared with Jonathan Schellin Qonathans@cityofsanrafael.org) by Shannon Mackle (shannon.mackle@cityofsanrafael.org) 2024-03-19 - 4:19:12 PM GMT Email viewed by Geoff Rubendall (g.rubendall@fehrandpeers.com) 2024-03-19-4:27:55 PM GMT FS© Document e-signed by Geoff Rubendall (g.rubendall@fehrandpeers.com) Signature Date: 2024-03-21 - 4:56:10 PM GMT - Time Source: server 04 Document emailed to Bob Grandy (b.grandy@fehrandpeers.com) for signature 2024-03-21 - 4:56:12 PM GMT Email viewed by Bob Grandy (b.grandy@fehrandpeers.com) 2024-03-21 - 4:56:46 PM GMT Ao Document e-signed by Bob Grandy (b.grandy@fehrandpeers.com) Signature Date: 2024-03-21 - 4:58:09 PM GMT - Time Source: server El Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-03-21-4:58:10 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-03-21 - 5:02:13 PM GMT d© Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-03-21 - 5:03:41 PM GMT - Time Source: server Q Adobe Acrobat Sign E'41 Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2024-03-21 - 5:03:43 PM GMT 4© Document e-signed by Genevieve Coyle(genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-03-22 - 8:50:24 PM GMT - Time Source: server C'. Document emailed to City Clerk (city.clerk@cityofsanrafael.org) for approval 2024-03-22 - 8:50:26 PM GMT in Email viewed by City Clerk(city.clerk@cityofsanrafael.org) 2024-03-22 - 8:51:20 PM GMT 6© Document approved by City Clerk (city.clerk@cityofsanrafael.org) Approval Date: 2024-03-22 - 8:51:26 PM GMT - Time Source: server E-y Document emailed to Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) for signature 2024-03-22 - 8:51:28 PM GMT ,n Email viewed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) 2024-03-23 - 5:08:42 AM GMT GS© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-03-23 - 5:08:58 AM GMT - Time Source: server ® Agreement completed. 2024-03-23 - 5:08:58 AM GMT Q Adobe Acrobat Sign