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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 123 Safe Streets and Roads for All 2024 Grant Application AssistanceCity of San Rafael SERVICE LEVEL AGREEMENT DATED AUGUST 29, 2023 WITH FEHR & PEERS TASK ORDER NO. 123 Subject title: Safe Streets and Roads for All 2024 Grant Application Assistance Task Order Amount: $22,000 THIS TASK ORDER is entered into on 06/04/2024 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. Scone 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. Dana Weissman 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. Citv'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 Joanna Kwok, 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 budget; 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. Signatures. The parties have executed this Task Order, as of the date first written above. Rev March 2024 City of San Rafael Service Level Agreement Task Order CITY OF SAN RAFAEL Cn5flno Alilovich By: Cristine Alilovich (Jun 4, 202420:50 PDT) Cristine Alilovich, City Manager Reviewed By By: ? —13 Genevieve Coyle, Assistant City Attorney Exhibits: A Rev. March 2024 Scope of work CONTRACTOR By: T�a+zm U)Ld� Name: Dana Weissman Title: Principal, Project Manager (if Contractor is a corporation, add signature of second corporate officer) By: - Name: Geoff Rubendall Title: Principal Exhibit A FEHR�'PEERS May 15, 2024 April Miller Public Works Director City of San Rafael 111 Morphew Street San Rafael, CA 94901 Subject: Proposal to Provide Support for Safe Streets and Roads for All Grant Application Process for Joint Application with Marin County Dear April Fehr & Peers appreciates the opportunity to support the County of Marin (County) and the City of San Rafael (City) in jointly pursuing funding through the Safe Streets and Roads for All (SS4A) grant program. We have been engaged in learning about the new SS4A program, are familiar with the grant requirements, and have supported other agencies with successful applications. Based on recent conversations with you, we will prepare a grant application to secure funding to enable the County and City to conduct supplemental safety planning efforts in support of safety project implementation. The following presents our proposed scope of work for this effort. Scope of Work Task 1 Initiation, Coordination, and Project Management Fehr & Peers will prepare for and conduct a virtual one -hour kick-off meeting with the County's and City's project managers and other key individuals. In that meeting, we will: • Confirm roles and schedule for milestones. • Identify any key safety stakeholders who could be designated as "partners" in the County's and City's grant application. • Confirm that the City of San Rafael, which will the jurisdiction to submit the application, has registered with grants.gov and has a UEI number, which is required for grant application and can take up to four weeks to obtain. • Discuss the required 20% matching funds, which cannot come from federal sources. • Clarify if any formal action by City Council and/or the Board of Supervisors needs to occur prior to the grant application submittal and adjust our schedule to accommodate that step if necessary. Fehr & Peers will conduct bi-weekly, 30-minute virtual check -in calls with the County and City to address issues or questions as they arise and maintain the overall schedule. 345 California Street I Suite 450 1 San Francisco, CA 94104 1 (415) 348-0300 1 Fax (41 S) 773-1790 www fehrand peers.com April Miller City of San Rafael May 15, 2024 Page 2 of 4 This task includes monthly progress reports and invoices. Deliverables • Virtual one -hour kick-off meeting • Bi-weekly, 30-minute virtual check -in calls • Monthly invoices and progress reports Task 2 Action Plan Scope, Budget, and Schedule Fehr & Peers will work with the County and City to determine the scope, schedule, and budget of the supplemental planning activities that the County and City will do with SS4A grant funding. Developing the budget is a required element of the grant application. Developing the scope and schedule will help make the application more competitive and help position the County and City to use the grant funds within the required 24 months of establishing a grant agreement with USDOT. Deliverables • Draft and final scope, schedule, and budget for proposed grant -funded activities Task 3 Draft and Final Action Plan Grant Application The Supplemental Planning Application consists of the following elements: 1. Standard Forms a. Application for Federal Assistance (SF-424) b. Budget Information for Non -Construction Programs (SF-424A) c. Assurances for Non -Construction Programs (SF-424B) d. Disclosure of Lobbying Activities (SF-LLL) 2. Key Information 3. Narrative in Response to Three Selection Criteria a. Safety Impacts — Up to three pieces of quantitative data, two which come from the federal database for fatal collisions (FARS) and an option to include fatal collision data from a local database. b. Equity— Presence of underserved communities as defined by USDOT. c. Additional Safety Considerations — Up to 300 words to respond to how the jurisdiction will consider any of the following in the development of the Action Plan i. Employ low-cost, high -impact strategies that can improve safety over a wider geographical area; ii. Engage with a variety of public and private stakeholders (e.g., inclusive community engagement, community benefit agreements, etc.); April Miller City of San Rafael May 15, 2024 Page 3 of 4 iii. Seek to adopt innovative technologies or strategies to promote safety and equity; and iv. Include evidence -based projects or strategies. 4. Self -Certification Eligibility Worksheet 5. Map 6. Budget 7. Other Documents —We recommend including the project scope of work and letters of support under this section. Fehr & Peers will use the application aids prepared by SS4A program administrators to develop a draft application. We will request that the City provide information to support completion of select standard forms, which are required for the lead agency. While not required for the grant application, we recommend the application include under "Other Documents" the following additional elements to improve the competitiveness of the application. • Project scope and schedule to demonstrate the County's and City's intent to fulfill the program's expectations for grant funded activities (prepared by Fehr & Peers in Task 2) • Letters of support from key elected officials and other partners to illustrate the County's and City's commitment to following through grant funded activities consistent with the program's expectations (prepared by Fehr & Peers in Task 3) • Named "partners" (e.g., non-profit community group, local law enforcement, school districts) to further illustrate commitment to grant funded activities (identified in collaboration in Task 1) Fehr & Peers will prepare a final version of the complete application based on one round of consolidated County and City comments on the draft. Per the grant program requirements, the City must be the one to submit the final application through grants.gov. Deliverables • Letters of support • Draft and final action plan grant application Fee and Schedule Fehr & Peers will perform the above scope of services for a total fee of $44,000. Because this process will bejointly funded by the City of San Rafael and the County of Marin, the City will be responsible for $22,000, half of the total fee. In anticipation of a grant application deadline in August 2024, we will work with the County and City to prepare materials in May, June, and July, with all materials finalized and ready for submission in advance of the grant application deadline. April Miller City of San Rafael May 15, 2024 Page 4 of 4 Please contact me at dweissman@fehrandoeers.com or at (415) 426-2525 with questions. Sincerely, FEHR & PEERS Dana Weissman, AICP, RSP1 Principal, SF Office Leader 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 Joanna Kwok) Extension: 3353 Contractor Name: Fehr and Peers Contractors Contact: Dana Weissman Contact's Email: dweissman@fehrandpeers.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 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 5/31/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org ®SM 2 City Attorney a. Review, revise, and comment on draft agreement 5/31/2024 and return to Project Manager 5/31/2024 ® 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 5/31/2024 ❑X AM contractor 4 Project Manager Forward three (3) originals of final agreement to Click here to ❑ contractor for their signature enter a date. 5 Project Manager 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 PRINT Date of City Council approval enter a date. CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 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 City Manager / Mayor (for Public Works Contracts) Agreement executed by City Council authorized 9 official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager Task Order 123 - SS4A 2024 Grant Application Assistance Final Audit Report Created: 2024-06-03 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAztKQYyAMiEurgDrlbpKVSn wPOZzpmlY 2024-06-05 "Task Order 123 - SS4A 2024 Grant Application Assistance" His tory Document created by Shannon Mackie(shannon.mackle@cityofsanrafael.org) 2024-06-03 - 3:27:32 PM GMT- IP address: 199.88.113.8 P- 4 Document emailed to Dana Weissman (d.weissman@fehrandpeers.com) for signature 2024-06-03 - 3:48:26 PM GMT Email viewed by Dana Weissman (d.weissman@fehrandpeers.com) 2024-06-03 - 5:26:51 PM GMT- IP address: 104.47.55.254 GS0 Document e-signed by Dana Weissman (d.weissman@fehrandpeers.com) Signature Date: 2024-06-03 - 5:32:27 PM GMT - Time Source: server- IP address: 68.65.68.25 E'-. Document emailed to Geoff Rubendall (g.rubendall@fehrandpeers.com) for signature 2024-06-03 - 5:32:29 PM GMT Email viewed by Geoff Rubendall (g.rubendall@fehrandpeers.com) 2024-06-03 - 5:34:31 PM GMT- IP address: 104.47.59.254 6© Document e-signed by Geoff Rubendall (g.rubendall@fehrandpeers.com) Signature Date: 2024-06-03 - 5:34:50 PM GMT - Time Source: server- IP address: 67.188.253.94 C'+ Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-06-03 - 5:34:52 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-06-03 - 5:58:38 PM GMT- IP address: 104.47.65.254 60 Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-06-03 - 6:11:50 PM GMT - Time Source: server- IP address: 199.88.113.8 I{' SAN RAFAEL Powered by IR Adobe Acrobat Sign El Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2024-06-03 - 6:11:52 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2024-06-03-10:14:39 PM GMT- IP address: 104.47.64.254 6© Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-06-03 - 10:14:50 PM GMT - Time Source: server- IP address: 199.88.113.8 El' Document emailed to city.clerk@cityofsanrafael.org for approval 2024-06-03 - 10:14:51 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-06-03 - 10:22:33 PM GMT- IP address: 104.47.64.254 6© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-06-03-10:22:44 PM GMT- IP address: 199.88.113.8 &o Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2024-06-03 - 10:22:46 PM GMT - Time Source: server- IP address: 199.88.113.8 P+ Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-06-03 - 10:22:47 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-06-05 - 3:50:39 AM GMT- IP address: 104.47.64.254 6© Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-06-05 - 3:50:52 AM GMT- IP address: 73.170.251.162 6© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-06-05 - 3:50:54 AM GMT - Time Source: server- IP address: 73.170.251.162 Agreement completed. 2024-06-05 - 3:50:54 AM GMT I I J SAN RAFAEL -'0 --dby Adobe `� Acrobat Sign