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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 99.2 Northgate Plan ReviewCity of San Rafael SERVICE LEVEL AGREEMENT DATED NOVEMBER 3, 2023 WITH PARAMETRIX, INC. TASK ORDER NO. 99.2 (Amendment to Task Order No. 99) Northgate Plan Review Amendment Amount: $7,650 THIS AMENDMENT TO TASK ORDER No. 99 is entered into on Sep 4, 2024 between the City of San Rafael, a municipal corporation ("City"), and Parametrix, 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 November 3, 2023, under which Contractor has agreed to perform certain contract services for the City; and C. Pursuant to the Agreement, on November 27, 2023, the City and Contractor entered into "Task Order No. 99" under which Contractor agreed to perform contract services in connection with City's Northgate Plan Review (the "Project"), for a total not to exceed $9,940; and D. Pursuant to the Agreement, on May 27, 2024, the City and Contractor entered into "Task Order No. 99.1" under which Contractor agreed to perform additional services in connection with the Project, as specified in Exhibit A attached to and included in Task Order No. 99.1, for a total not to exceed $8,780, changing the total of Task Order No. 99 not to exceed $18,720. E. City now requires additional services for the Project, and the Contractor is willing to provide such services. NOW, THEREFORE, City and Contractor agree to amend Task Order No. 99 as follows: AGREEMENT TO AMEND TASK ORDER 1. Section 1 entitled "Scope of Services," is hereby amended to include the additional services set forth in Exhibit A of this Task Order Amendment. 2. Section 2 entitled "Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule" is hereby amended to include the additional services, work hours estimate, cost estimate and budget set forth in Exhibit A, for an amount not to exceed $7,650, changing the total not to exceed to $26,370. Rev May 2013 City of San Rafael Service Level Agreement Amendment to Task Order 3. Except as specifically amended herein, all of the other provisions, terms and obligations of Task Order No. 99, as amended by Task Order 99.1, shall remain valid and shall be in full force. 4. Signatures. The parties have executed this Amendment as of the date first written above. CITY OF SAN RAFAEL CONTRACTOR ::�: a _ Daviol By: CristMn All MZ6 (Sep4, 202420:30 PDT) BY: David Parisi (Aug 13, 202411:38 PDT) Cristine Alilovich, City Manager David Parisi Name: Reviewed By R,4 rf P. E j&gj' By: Robert F. Epstein(All g3 f,202420:43 PDT) Robert F. Epstein, City Attorney Exhibits: A — Scope of Work 2 Rev Jan 2019 Title: Principal Consultant (if Contractor is a corporation, add signature of second corporate officer) By: ct Name: Nathan Johnson Title: Senior Vice President Exhibit A From: Jimmy Jessup <JJessup@parametrix.com> Sent: Monday, July 29, 2024 5:05 PM To: Sarah Teplitsky <Sarah.Teplitsky@cityofsanrafael.org> Subject: RE: Northgate - Circulation and Emergency Access Plan Review Hi Sarah, No problem —thanks for coordinating all the input, I know how that goes! I've incorporated input from the Fire Chief and removed meetings with the fire department. I'll assume that I should not further follow-up with Chief Sinnott at this time. Please see below our proposed scope and fee: Parametrix is excited for the opportunity to: 1) Perform first round of peer review of the Northgate Town Square Redevelopment Fire Access Plan and Latest set of comments from the City and from the San Rafael Fire Department. As part of this task, we will: a. Perform a plan check review against the 2022 edition of the CA Fire Code sections 503, Appendix D, and any other standards relating to emergency access. The review will be performed on the Fire Access Plan anticipated to be received by the City on Wednesday, Ju131, 2024. b. Review all potential intersections for which fire apparatus turning analysis should be performed and identify any locations not analyzed on the Fire Access Plan c. Verify fire apparatus turning radii at all indicated locations on the applicant Fire Access Plan is correctly applied and displayed. It is assumed that the Pierce Turning Performance Analysis parameters and calculated turning radii reflect the San Rafael Fire Department's desired design vehicle. d. Identify any potential fire access shortfalls, and make recommendations for additional parking restrictions or measures to ensure access remains sufficient. e. Provide a draft memorandum to the City summarizing the review method, findings, and recommendations. The memorandum will state whether the latest Fire Access Plan conforms with the minimum requirements set forth in the CA Fire Code sections 503 and Appendix D, and will identify any specific areas that do not meet the minimum code requirements. f. Update the draft memorandum after incorporating comments from the outcome in Task 2) below. Final memorandum will be issued within one week of issuing final meeting minutes from 2) below. 2) Participate in a 1.5-hour meeting to discuss the draft memorandum from Task 1) above together with City and Fire Department staff, the project applicant, or other interested parties. As part of this task, we will: a. Draft a meeting agenda b. Issue draft meeting minutes within three working days of the meeting c. Incorporate comments to the draft meeting minutes and issue final meeting minutes within one week of receiving comments d. Assumption: This task assumes that City staff will coordinate schedules of meeting invitees and arrange for distribution of the meeting invite. 3) After applicant adjustments are executed to the Fire Access Plan if requested, Perform a second round of peer review of the Northgate Town Square Redevelopment Fire Access Plan. This review will incorporate the same steps as Task 1) above. 4) Participate in a 1.5-hour meeting to discuss the draft memorandum from 1) above together with City and Fire Department staff, the project applicant, or other interested parties. Services will be the same as included in 2) above. Parametrix will complete the above items for a fee not to exceed $7,650. We will conduct the tasks on a time and materials basis in accordance with our existing billing rates. We will complete Task 1 within three weeks of Notice to Proceed, and we will complete Task 3 within two weeks of receipt of an updated Fire Access Plan. The timing for Tasks 2 and 4 are dependent on eventual arrangement of meeting dates. We are excited to serve the City of San Rafael in this important matter. Please do not hesitate to contact me if you have any questions. Regards, Parametrik Jimmy Jessup he/him Engineer III 510.343.6512 1 direct We're Moving! We're Moving! Find us at our new location starting August 1. 6001 Shellmound Avenue, Suite 500, Emeryville, CA 94608 Parametrik 1= TRANSPORTATION (ONSULTING HOURLY SERVICE RATES FOR PROFESSIONAL SERVICES October 1, 2023 - September 30, 2024 Principal Consultant $390.00 Sr Consultant $250.00 Sr Planner $240.00 Engineer IV $185.00 Engineer III $160.00 Planner III $160.00 Sr Graphic Designer $160.00 Sr Project Accountant $155.00 Sr Project Controls Specialist $155.00 Engineer 1 $135.00 Planner II $130.00 Planner 1 $125.00 Notes: Hourly service rates are effective through September 30, 2024 Reimbursable charges include, but are not limited to, transportation charges, reproduction services, shipping expenses and subconsultant fees. Mileage charges will be charged at the prevailing IRS rate per mile. Monthly invoices are due withing 30 days from the date of the invoice. 800 Bancroft Way, Suite 203 • Berkeley, CA 94710 1 510.343.6400 1 Parametrix.com TO Amendment 99.2 Northgate Plan Review Final Audit Report 2024-08-29 Created: 2024-08-13 By: Shannon Mackie (shannon.mackie@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAiRNyODnFVrJjWv1dpYpgSdogRB8FM4f "TO Amendment 99.2 Northgate Plan Review" History Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-08-13 - 6:22:54 PM GMT- IP address: 199.88.113.8 C'; Document emailed to David Parisi (dparisi@parametrix.com) for signature 2024-08-13 - 6:24:20 PM GMT Email viewed by David Parisi (dparisi@parametrix.com) 2024-08-13 - 6:37:41 PM GMT- IP address: 104.47.73.126 6o Document e-signed by David Parisi (dparisi@parametrix.com) Signature Date: 2024-08-13 - 6:38:01 PM GMT - Time Source: server- IP address: 47.209.40.127 �., Document emailed to Nathan Johnson (njohnson@parametrix.com) for signature 2024-08-13 - 6:38:03 PM GMT Email viewed by Nathan Johnson (njohnson@parametrix.com) 2024-08-29 - 11:31:01 PM GMT- IP address: 104.47.73.126 do Document e-signed by Nathan Johnson (njohnson@parametrix.com) Signature Date: 2024-08-29-11:31:48 PM GMT - Time Source: server- IP address: 174.193.195.224 ® Agreement completed. 2024-08-29 - 11:31:48 PM GMT ( SAN RAFAEL POt9L" e ` � Adobe Acrobat Sign r1 WITH 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: Shannon Mackle (for Sarah Teplitsky) Extension: 3353 Contractor Name: Parametrix, Inc Contractor's Contact: Jimmy Jessup Contact's Email: Bessup@parametrix.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 7/31/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X SM 2 City Attorney a. Review, revise, and comment on draft agreement 8/9/2024 and return to Project Manager 8/9/2024 ® 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 8/12/2024 M AM contractor 4 Project Manager Forward three (3) originals of final agreement to 8/13/2024 —211 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ® N/A agendized for City Council approval * *City Council approval required for Professional Services 1X 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 8/30/24 SM 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. 99.2 - Parametrix Inc. - Northgate Plan Review Final Audit Report 2024-09-05 Created: 2024-08-30 By: Nataly Torres(nataly.torres@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAA33cicxgC1fLTWJ8tbmUw_eWtuMKoPE7j "Task Order No. 99.2 - Parametrix Inc. - Northgate Plan Review" History Document created by Nataly Torres (nataly.torres@cityofsanrafael.org) 2024-08-30 - 5:18:01 PM GMT- IP address: 99.145.194.25 E-14 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-08-30 - 5:21:39 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-08-30 - 6:38:03 PM GMT- IP address: 104.47.65.254 6o Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-08-30 - 6:40:19 PM GMT - Time Source: server- IP address: 199.88.113.8 E'y Document emailed to rob.epstein@cityofsanrafael.org for signature 2024-08-30 - 6:40:21 PM GMT Email viewed by rob.epstein@cityofsanrafael.org 2024-09-01 - 3:43:00 AM GMT- IP address: 104.28.85.165 6o Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-09-01 - 3:43:18 AM GMT- IP address: 104.28.85.164 6© Document e-signed by Robert F. Epstein (rob.epstein@cityofsanrafael.org) Signature Date: 2024-09-01 - 3:43:20 AM GMT - Time Source: server- IP address: 104.28.85.164 E-y Document emailed to city.clerk@cityofsanrafael.org for approval 2024-09-01 - 3:43:22 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-09-03 - 2:38:39 PM GMT- IP address: 104.47.64.254 SAN PAFAEL Powered by � Adobe "'` "s'` Acrobat Sign d© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-09-03 - 2:38:54 PM GMT- IP address: 199.88.113.8 b© Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2024-09-03 - 2:38:56 PM GMT - Time Source: server- IP address: 199.88.113.8 C'y Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-09-03 - 2:38:58 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-09-05 - 3:30:32 AM GMT- IP address: 174.249.146.169 60 Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-09-05 - 3:30:46 AM GMT- IP address: 174.249.146.169 rS© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-09-05 - 3:30:48 AM GMT - Time Source: server- IP address: 174.249.146.169 �B Agreement completed. 2024-09-05 - 3:30:48 AM GMT SAN RAFAEL I Adobe by TIE ' III G' Acrobat Sign