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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 132; Update to Tranportation Fee Nexus ReportCity of San Rafael SERVICE LEVEL AGREEMENT DATED AUGUST 29, 2023 WITH FEHR & PEERS TASK ORDER NO. 132 Subject title: Update to Transportation Fee Nexus Report Task Order Amount: $10,000 THIS TASK ORDER is entered into on _S between the City of San Rafael, a municipal corporation ("City"), and Fehr & Peers, ("(Jontra or"). 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 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 l . 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. Bob Grandy 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 Sarah Teplitsky, 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. 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. Rev March 2024 City of San Rafael Service Level Agreement Task Order CITY OF SAN RAFAEL CONTRACTOR � ' ���� By: By: April Miller, Public Works Director Geoff Ru bend a 11 Name: Reviewed By Rv6ert P. E j&ik By: Robert F. Epstein (Sep 2 , 202410:26 PDT) Robert F. Epstein, City Attorney Exhibits: A Rev March 2024 Scope of work Title: Principal (if Contractor is a corporation, add signature of second corporate officer) By: Name: Bob Grandy Title: Principal Exhibit A August 12, 2024 Sarah Teplitsky, P.E. Department of Public Works City of San Rafael 111 Morphew Street San Rafael, CA 94901 FEHR�'PEERS Subject: Proposal to Prepare Update to Transportation Fee Nexus Report (June 2021) Dear Sarah: Fehr & Peers appreciates the opportunity to submit this proposal to provide a focused update of the City of San Rafael Transportation Fee Nexus Report (June 2021) prepared in conjunction with San Rafael General Plan 2040. WORK PLAN Fehr & Peers will prepare a focused update of the nexus study by reviewing the 2021 report and verifying that the study is still up to date. Key variables that influence the transportation fee amount are the project list, growth projections, project costs, the share of project cost that are cost eligible for the citywide traffic mitigation fee (TMF), the total funds from other revenue sources, and the net cost of projects to be funded by the TMF program. The project list is included in the General Plan Transportation Element and will not change for this focused update. It is not anticipated that any of the other variables will change, except for project costs if any recent project development reports have been completed for the projects on the TMF list. We will consult with City staff to identify whether any project initiation documents with new project cost estimates have been completed since 2021 and update accordingly. Fehr & Peers will also consult on two implementation items for the nexus study as follows Identification of an alternate inflation index to the Leland Saylor Cost Index (i.e., as addressed in the 2021 City Council resolution for the fee adoption, but not in the supporting nexus study) such as the FHWA National Highway Construction Cost Index (NHCCI). Identification of the process for how credits should be applied to existing uses when calculating the traffic mitigation fees, including how to determine the ITE trip generation land use category for the existing use and how duration of vacancy impacts this. After an initial consultation process and nexus study review, Fehr & Peers will prepare an updated Draft Transportation Fee Nexus Report for review by City staff. Based on comments provided by City staff, we will prepare a Final Nexus Report for presentation at a subsequent City Council hearing on adoption of the updated fee program. 345 California Street I Suite 4S0 I San Francisco, CA 94104 1 (41 S) 345-0300 1 Fax (415) 773-1790 www fehrandpeers corn Sarah Teplitsky, P E FTCity of San Rafael ,T August 12, 2024 Page 2 of 2 This work plan does not include developing new travel forecasts, preparing project cost estimates, or attending any public hearings. FEE AND SCHEDULE Fehr & Peers will prepare a focused update of the Transportation Fee Nexus Report as described in the above work plan on a time -and -materials basis up to a maximum budget of $10,000. This includes approximately 24 hours of staff time. Invoices will be submitted monthly on a time -and - materials basis. This work would be conducted as a new task order under the Master Consultant Service Level Agreement by and between the City of San Rafael and Fehr & Peers dated August 29, 2023. We will complete the consultation and updated Draft Nexus Report within four weeks of notice to proceed and Final Nexus Report within two weeks of receipt of staff comments. The study budget assumes all work would be completed within a six-month period. We appreciate the opportunity to submit this proposal. Please call me at (415) 426-2520 if you have any questions. Sincerely, FEHR & PEERS Bob Grandy, TE Principal SF23-7332 FEHR�' PEERS 2024-2025 (July 2024 through June 2025) Hourly Billing Rates Classification Hourly Rate Principal $280.00 $400.00 Senior Associate $210.00 $325.00 Associate $185.00 $285.00 Senior Engineer/Planner $160.00 $235.00 Engineer/Planner $130.00 $190.00 Senior Engineering Technician $150.00 $240.00 Senior Project Accountant $125.00 $190.00 Senior Project Coordinator $125.00 $185.00 Project Coordinator $125.00 $175.00 Technician $145.00 $190.00 Intern $100.00 $130.00 • Other Direct Costs / Reimbursable expenses are invoiced at cost plus 10% 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. Task Order 132 - Update Transportation Fee Nexus Report Final Audit Report Created: 2024-09-12 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAApyERk XKQZki-pnFfRNYaFFl8woj9lgH 2024-09-16 "Task Order 132 - Update Transportation Fee Nexus Report" His tory Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-12 - 9:48:58 PM GMT- IP address: 199.88.89.34 C'y Document emailed to Geoff Rubendall (g.rubendall@fehrandpeers.com) for signature 2024-09-12 - 9:50:01 PM GMT Email viewed by Geoff Rubendall (g.rubendall@fehrandpeers.com) 2024-09-15 - 9:26:18 PM GMT- IP address: 104.47.66.126 bq Document e-signed by Geoff Rubendall (g.rubendall@fehrandpeers.com) Signature Date: 2024-09-15 -am oc:mqa PM GMT - Time Source: server- IP address: ono .ion .189.°Q Document emailed to Bob Grandy (b.grandy@fehrandpeers.com) for signatui 2024-09-15 - 9:26:35 PM GMT Email viewed by Bob Grandy (b.grandy@fehrandpeers.com) 2024-09-16 - 0:15:16 AM GMT- IP address: 104.47.66.126 CSa Document e-signed by Bob Grandy (b.grandy@fehrandpeers.com) Signature Date: 2024-09-16 - 0:15:57 AM GMT - Time Source: server- IP address: 23.125.135.7 Q Agreement completed. 2024-09-16 - 0:15:57 AM GMT g�'• SAN RAFAEL Adobebv I Acrobat Sign RAF,q�` ►1 s 2 m y /ry wITH p, 10 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 Sarah Teplitsky) Extension: 3353 Contractor Name: Fehr & Peers Contractors Contact: Bob Grandy Contact's Email: b.grandy@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 8/13/2024 City Attorney Attorney c/o Laraine.Gittens@cityofsanrafael.org ©SM 2 a. Review, revise, and comment on draft agreement 9/10/2024 and return to Project Manager 9/10/2024 ❑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 9/11/2024 © AM contractor 4 Project Manager Forward three (3) originals of final agreement to 9/12/2024 IX7 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑X 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 CONTINUE ROUTING PROCESS WITH HARD COPY enter a date. PRINT 6 Project Manager Forward signed original agreements to City 9/16/24 SM 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 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 TO 132- F&P - Update Transportation Fee Nexus Report Final Audit Report Created: 2024-09-18 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAWQxYun4iHgm4wPmaFaTRohbFNziX4Hxv 2024-09-23 "TO 132- F&P - Update Transportation Fee Nexus Report" Histo ry Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-18 - 9:40:36 PM GMT- IP address: 69.181.69.46 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-09-18 - 9:42:17 PM GMT ZL Document shared with Nataly Torres(nataly.torres@cityofsanrafael.org) by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-18 - 9:42:38 PM GMT- IP address: 69.181.69.46 Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-09-19 - 11:23:55 PM GMT- IP address: 104.47.64.254 6© Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-09-19 - 11:25:06 PM GMT - Time Source: server- IP address: 199.88.113.8 P+ Document emailed to rob.epstein@cityofsanrafael.org for signature 2024-09-19 - 11:25:08 PM GMT Email viewed by rob.epstein@cityofsanrafael.org 2024-09-21 - 5:26:12 PM GMT- IP address: 104.28.85.202 6© Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-09-21 - 5:26:27 PM GMT- IP address: 104.28.85.201 6© Document e-signed by Robert F. Epstein(rob.epstein@cityofsanrafael.org) Signature Date: 2024-09-21 - 5:26:29 PM GMT - Time Source: server- IP address: 104.28.85.201 d��. SAN RAFAEL Adobe Acrobat Sign C, Document emailed to city.clerk@cityofsanrafael.org for approval 2024-09-21 - 5:26:31 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-09-23 - 2:35:55 PM GMT- IP address: 104.47.65.254 60 Signer city.clerk@cityofsanrafael.org entered name at signing as B 2024-09-23 - 2:36:28 PM GMT- IP address: 199.88.113.8 6© Document approved by B(city.clerk@cityofsanrafael.org) Approval Date: 2024-09-23 - 2:36:30 PM GMT - Time Source: server- IP address: 199.88.113.8 El Document emailed to APRIL MILLER (april.miller@cityofsanrafael.org) for signature 2024-09-23 - 2:36:32 PM GMT Email viewed by APRIL MILLER (april.miller@cityofsanrafael.org) 2024-09-23 - 3:18:31 PM GMT- IP address: 104.47.64.254 de Document e-signed by APRIL MILLER (april.miller@cityofsanrafael.org) Signature Date: 2024-09-23 - 3:18:51 PM GMT - Time Source: server- IP address: 199.88.89.34 Agreement completed. 2024-09-23 - 3:18:51 PM GMT �; SAN PAFAEL Adobe I -T- I � 1-1' `° I Acrobat Sign