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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 117 Strategic Support for Tiscornia Marsh RestorationCity of San Rafael SERVICE LEVEL AGREEMENT DATED SEPTEMBER 19, 2023 WITH WRA, INC. TASK ORDER NO. 117 Subject title: Strategic Support Services for Tiscornia Marsh Restoration Task Order Amount: $32,900 THIS TASK ORDER is entered into on 05/02/2024 between the City of San Rafael, a municipal corporation ("City"), and WRA, Inc., ("Contractor"). RECITALS 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 September 19, 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 Riley 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 Theo Sanchez, 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. 3. 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. 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. SiLIlatures. 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 OFF SnAN'oRAFAEL CONTRACTOR By: CrislineAttlavich Way 2, 2024 15:49 PDT) By: J•: •i� " 30. 2024 09:43 PDT) Cristine Alilovich, City Manager Geoff Smick Name: Title: CEO Reviewed By By: Y�`µ"°�`� ''A (if Contractor is a corporation, add signature Genevieve Coyle, Assistant City Attorney of second corporate officer) Exhibits: A Rev March 2024 Scope of work By: Kok UA,.6a.< Y Name: Kirk Uhrlaub Title: Secretary Exhibit A wra ,� 1� Environmental Consultants Strategic Support Services for the Tiscornia Marsh Restoration Project Scope of Work and Estimated Cost Prepared for: Theo Sanchez, PE City of San Rafael Department of Public Works 111 Morphew Street San Rafael, CA 94903. Theo.Sanch ckC j ' vofsanrafaef.ora January 5,2923 2024 WRA PROJECT NO. 330006-1 PURPOSE WRA, Inc. (WRA), is pleased to submit this proposal to the City of San Rafael Department of Public Works (City) to provide strategic support services related to the Tiscornia Marsh Restoration Project (Project) proposed by the Marin Audubon Society. WRA understands the Project would modify existing levees and create new levees on City property in the City's Canal District and that the City is seeking guidance on what would be required to have the Project's levees accredited by the Federal Emergency Management Administration (FEMA). In addition, WRA understands the City is seeking general strategic support services regarding the design of the Project. This Scope of Work describes WRA's approach to assisting the City with these two tasks. WORK PRODUCTS Draft and Final FEMA Accreditation Process Memo SCOPE OF WORK TASK 1: FEMA Accreditation Process Memo Under this task, WRA will prepare a memorandum describing the requirements, process, and anticipated timeline for obtaining FEMA accreditation for the levees proposed by the Tiscornia Marsh Restoration Project. The process outlined in the memorandum will be based on WRA's 2169-G East Francisco Blvd, San Rafael, CA, 94901 nl . Ph: 415 454 8868 1 wra-ca.conn experience with the FEMA accreditation process as well as relevant federal, State, and regional guidelines. to the memo will also cover levee design requirements relevant to other local and federal regulatory agencies, such as the Morin County Flood Control District and the U.S. Army Corps of Engineers. This task includes one round of revisions to the memorandum following City review. Meetings and coordination with the City regarding this memorandum are included under Task 2, below. The following assumptions apply to this task: This task does not include any field visits; if required, field visits would be covered under Task 2, below. This memorandum will provide WRA's understanding of the FEMA accreditation process based on WRA's experience and available resources; however, WRA cannot guarantee the process and timelines of regulatory entities and other third parties. TASK 2: Strategic Support Services Under this task, WRA will provide the City with various strategic support services related to the Tiscornia Marsh Restoration Project. These services may include, but are not limited to: • Review of Project plans and recommendations for revisions focused on levee accreditation and long term maintenance; A memorandum detailing WRA's recommended plan revisions; • Attendance of meetings with the City, Project proponents, and/or regulatory entities (assumed at four meetings); Preliminary assessment of costs for long term levee maintenance and operations; Review and recommendations for comments on the Monitoring and Adaptive Management Plan; and Field assessment (assumed at one visit). WRA's effort under this task will be billed on a time and materials basis up to the authorized amount; no specific deliverables are guaranteed under this task. WRA will use the budget authorized under this task at the direction of City staff. SCHEDULE Work can begin upon execution of this Scope of Work. WRA can prepare a draft FEMA Accreditation Process Memo (Task 1) within 6 weeks of execution of this Scope of Work. STAFFI NG Justin Semion will be the principal in charge of the Project. Liz Allen will be the Project manager. Andrew Smith will be the consulting engineer on the Project (license #C82643; professional engineers are licensed by the State of California). Other staff will be assigned to the Project as necessary. ASSUMPTIONS The following assumptions have been made in the preparation of this Scope of Work: Any previous correspondence between Client or the Project owner and government agencies that relates to WRA's proposed work will be provided to WRA. Tiscornia Strategic Scope of Wok IJanuarry�ort I WRA #30006-1 2024 City will provide WRA with a summary its goals and concerns at a Project kickoff meeting prior to WRA completing work on deliverables. City will provide WRA with a summary of its engineering design approval process (if any) for the Tiscornia Marsh project. Cost assessments for future levee maintenance work (if desired) will be made on a Net Present Value basis. WRA cannot guarantee schedules or costs for actions taken by regulatory and other third -party entities, which are outside of WRA's control. ESTIMATED COST The cost for the services described in this Scope of Work is provided below. This cost is based on the assumptions above and normal working conditions. Costs may be reallocated between tasks that are based on time and materials, but the total cost shown below will not be exceeded without authorization. Fixed -fee tasks will be billed as shown. 1. FEMA Accreditation Process Memo 2. Strategic Support Services TOTAL: n Tiscornia Strategic Support I WRA #30006-1 �'/�`I` Scope of Work I January 2024 $9,900 $23,000 $32,900 3 Scope off Wok I9JanSarryp2024WRA #30006-1 wra RATE SCHEDULE Landscape Restoration Effective: January 1, 2024 nf CSLB #1068767 Rates shown are per hour and subject to an annual adjustment each January 1s` Necessary project expenses and subconsultants are billed at cost plus ten percent. STANDARDJZgT -S RESTORATION TECHNICIAN $82 ASSISTANT RESTORATION CREW SUPERVISOR $87 RESTORATION CREW SUPERVISOR $92 RESTORATION PROJECT MANAGER $92 SENIOR RESTORATION PROJECT MANAGER $102 SENIOR RESTORATION MANAGER $143 SENIOR RESTORATION CONTRACTOR $143 CLERICAL $80 TREE TRIMMER $90-105 SENIOR TREE TRIMMER $95-115 LABORER (GROUP 4) $130 LABORER (GROUP 3) $135 TEAMSTER $145 OPERATING ENGINEER $145-155 All workers employed on public works projects must be paid the prevailing wage determined by the Director of the Department of Industrial Relations, according to the type of work and location of the project. Additional travel and subsistence fees may apply based on the project location. Rates for crafts other than those above will be determined as needed. Rates are for the current year only and remain subject to mandatory increases required by the Department of Industrial Relations. 2169-G East Francisco Blvd, San Rafael, CA, 94901 Phone: 415.454.8868 1 info@)wra-ca.com I wra-ca.com RAFq�C F wITH Pt�' 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 Mackle (for Theo Sanchez) Extension: 3353 Contractor Name: WRA, Inc Contractor's Contact: Geoff Riley Contact's Email: reilly@wra-ca.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 4/23/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org ®SM 2 City Attorney a. Review, revise, and comment on draft agreement 4/29/2024 and return to Project Manager 4/29/2024 ® 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 4/29/2024 © AM contractor 4 Project Manager Forward three (3) originals of final agreement to Click here to O 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 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 Review and approve insurance in PINS, and bonds 8 City Attorney (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager Task Order 117 - WRA - Support Services for Tiscornia Marsh Final Audit Report 2024-05-02 Created: 2024-04-30 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAOIMmovwOrFkdC-gwTdDs2jz74JbuTg8s "Task Order 117 - WRA - Support Services for Tiscornia Marsh" History Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-04-30 - 3:57:51 PM GMT El Document emailed to Geoff Smick (smick@wra-ca.com) for signature 2024-04-30 - 4:06:22 PM GMT Email viewed by Geoff Smick (smick@wra-ca.com) 2024-04-30 - 4:24:44 PM GMT 4o Document e-signed by Geoff Smick (smick@wra-ca.com) Signature Date: 2024-04-30 - 4:43:24 PM GMT - Time Source: server P* Document emailed to Kirk Uhrlaub (uhrlaub@wra-ca.com) for signature 2024-04-30 - 4:43:26 PM GMT Email viewed by Kirk Uhrlaub (uhrlaub@wra-ca.com) 2024-04-30 - 4:44:45 PM GMT b© Document e-signed by Kirk Uhrlaub (uhrlaub@wra-ca.com) Signature Date: 2024-04-30 - 4:45:02 PM GMT - Time Source: server C'-. Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-04-30 - 4:45:03 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-04-30 - 5:04:05 PM GMT 4 Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-04-30 - 5:06:58 PM GMT - Time Source: server Q Adobe Acrobat Sign U'y Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2024-04-30 - 5:07:00 PM GMT 1L Document shared with Jonathan Schellin Qonathans@cityofsanrafael.org) by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-04-30 - 5:26:29 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2024-05-02 - 9:02:19 PM GMT 60 Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-05-02 - 9:02:56 PM GMT - Time Source: server L'► Document emailed to city.clerk@cityofsanrafael.org for approval 2024-05-02 - 9:02:58 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-05-02 - 9:51:49 PM GMT do Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-05-02 - 9:51:57 PM GMT do Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-05-02 - 9:51:59 PM GMT - Time Source: server P+ Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-05-02 - 9:52:01 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-05-02 - 10:48:39 PM GMT 6o Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-05-02 - 10:49:35 PM GMT do Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-05-02-10:49:37 PM GMT - Time Source: server Agreement completed. 2024-05-02 - 10:49:37 PM GMT a Adobe Acrobat Sign