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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 131; 2024 HSIP & RM3 Grant Application SupportCity of San Rafael SERVICE LEVEL AGREEMENT DATED NOVEMBER 3, 2023 WITH PARAMETRIX, INC. TASK ORDER NO. 131 Subject title: 2024 HSIP & RM3 Grant Application Support Task Order Amount: $49,070 THIS TASK ORDER is entered into on Sep 23, 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 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. Jimmy Jessup 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 Mariana 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. 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 C-91 TaV4 Takiri By: Gistine ALIovich (Sep 23, 2024 17:52 EDT) By: David Parisi (Sep 12, 2024 10:32 PDT) Cristine Alilovich, City Manager David Parisi Name: Reviewed By Rvherf F. Ensfai� By: Poca[F Exton(Sec) .102413 P4 P011 Robert F. Epstein, City Attorney Exhibits: A Rev March 2024 Scope of work Title: Principal Consultant (if Contractor is a corporation, add signature of second corporate officer) %;LAK By: Name: Nathan Johnson Title: SeniorVice President Exhibit A Parametr ik Scope of Work let's create tomorrow, together City of San Rafael 2024 HSIP and RM3 Grant Application Preparation Introduction Parametrix is pleased to provide a workplan for preparing grant applications on behalf of the City of San Rafael ("City") for the Caltrans Local Highway Safety Improvement Program (HSIP) Cycle 12 grant, and for the MTC Regional Measure 3 (RM3) Safe Routes to Transit & Bay Trail (SR2TBT) grant program. The applications will be prepared for the following projects: HSIP: Lincoln Avenue from Mission Avenue to 2^d Street. The conceptual designs to be developed will add intersection safety improvements that will include reconfiguration of the vehicle lanes on Lincoln to incorporate dedicated left -turn pockets at all intersection approaches, upgrades to traffic signal equipment (e.g., new mast arm poles, protected left - turn phase with left -turn arrows, vehicle detection and full signal system upgrades), and other signing and striping improvements. Application deadline is September 9, 2024. • RM3 SR2TBT: The Downtown San Rafael North -South Greenway Gap Closure Project will be proposed for this grant program. The application will reflect the same project concept for which an Active Transportation Program grant application was prepared in June 2024. Application deadline is September 30, 2024. Our proposed scope of work, which will satisfy the requirements of the HSIP and RM3 applications, will consist of the following: Task 1.1- HSIP: Development and Assessment of Potential Project The objective of this subtask is to produce initial plan view concept drawings and perform traffic operations analysis sufficient to determine feasibility of the HSIP grant application for Lincoln Avenue. This subtask will conclude with an agreement by the City and Parametrix to either proceed with preparing a grant application or to cease work progression due to identification of an unanticipated fatal flaw relating to potential project impact on traffic operations, on -street parking, or other factor. This subtask will include the following activities: Project management, progress reports and administration. Parametrix will attend one kick-off conference call to summarize the project scope and receive background studies from the City, including existing base mapping, signal as-builts, traffic counts from Miovision cameras, and existing improvement plans, if any. Parisi will coordinate to provide biweekly (once every two weeks) progress check -ins via email and video call with City staff and invoices on a monthly basis. J 800 Bancroft Way, Suite 203 • Berkeley, CA 94710 1 510.343.6400 1 Parametrix.com Parametrik Scope of Work • Develop project conceptual plans. Parametrix will prepare conceptual plans for the Lincoln Avenue downtown corridor improvements showing existing conditions and proposed improvements on an aerial photo base. Right of way will be approximated using Marin Map or other publicly available sources. Topographic and/or boundary surveys will not be collected. Feasibility evaluation. Parametrix will apply available traffic counts and signal timing information to perform a PM peak hour intersection operations analysis using Synchro software. The analysis will compare existing conditions and planned improvements at each intersection alongthe Lincoln Avenue corridor. Potential impacts to PM peak hour vehicle travel metrics such as average delay and queue length will be summarized. Parametrix will calculate the amount of on -street parking that would be removed by the plan improvements, and will also identify other potential negative impacts of the proposed improvements to users of the circulation network. • Go / No-go decision. Parametrix will present the results of the feasibility evaluation in a meeting with the City. The purpose of this meeting is to collectively determine if the potential impacts of the proposed improvements would negatively influence any circulation network user to the extent that an HSIP grant application should not be prepared for the downtown Lincoln corridor. If no 'showstoppers' are identified, the team will agree to proceed to the next subtask. Assumptions • Budget and schedule forecast assumes notice to proceed is received before August 2, 2024, and that all signal timing sheets and traffic count inputs are received by August 2, 2024. Task 1.2 - HSIP: Development of Grant Application The objective of this subtask is to identify the application approach and to successfully prepare and submit all HSIP Cycle 12 grant application materials for final submittal. This subtask will include the following activities: • Identify HSIP application approach. Parametrix will work with the City to identify whether the HSIP application will be prepared under either the Benefit Cost Ratio (BCR) or Funding Set - aside (SA) categories. Based on our preliminary review, the proposed project would likely be most competitive under the BCR category, which may apply a combination of countermeasures within the HSIP toolkit. Maximum HSIP funds under the BCR category is $10 million. The City may submit multiple funding applications for the same project with modifications to project extent and scope (e.g., expanding or reducing project extents for different BCRs and budgets) and/or under both the BCR and SA funding categories. Parametrix' proposed scope and cost assumes an initial baseline of one application; additional grant applications for the same project would be subject to additional cost. • Crash history analysis. Parametrix will identify the issues at each project location by drawing from previously prepared reports, including the San Rafael Local Road Safety Plan (2024), recent collision records, and recent traffic studies. City of San Rafael 2 July 2024 2024 HSIP and RM3 Grant Application Preparation Parametrik Scope of Work • Develop project cost estimate: Parametrix will identify applicable HSIP countermeasures in the plans and develop a cost estimate with City input on planning -level costs and non - construction (soft) costs according to HSIP guidelines. • Prepare HSIP application. Parametrix will prepare one HSIP application for the Lincoln Avenue downtown intersections by filling out the narrative questions and preparing necessary application attachments that include: a. Local Roadway Safety Plan (LRSP Certification). Parametrix will complete the LRSP certification form indicating that the San Rafael Local Road Safety Plan is less than five years old. b. Engineer's Checklist. David Parisi of Parametrix will be the engineer of "responsible charge" of the preparation of the HSIP application. c. Vicinity map. Exhibits showing the proposed project locations in relation to the City limits. d. Project plans and maps. Conceptual plans will follow the HSIP Engineer's Checklist criteria in showing the improvements at an appropriate scale to allow verification of the project and construction limits. The plans will show ■ the full scope of the proposed project, ■ the influence area for each safety countermeasure, • changes to existing lanes and shoulder widths, ■ limits of roadway excavation / demolition, • City, State, railroad and other approximate agency rights of way, ■ Project cross -sections, if applicable. e. Collision diagrams. Exhibit to demonstrate patterns of collisions and whether proposed countermeasures would address such collisions. f. Collision list. Table matching the collisions shown in the collision diagram and used for the BCR calculation in the HSIP analyzer form. g. Detailed Engineer's Estimate and Project Cost Estimate for all likely construction costs. Main project elements broken out into separate construction items. HSIP analyzer. Fillable form relating to site conditions and proposed countermeasures. i. Pictures of existing conditions. Photos showing existing safety concerns to be altered by the proposed project. j. Letter of support from Caltrans. Required when projects encroach on State right of way, are subject to joint funding with Caltrans, or propose changes to intersections on State highways (not applicable for this application). City of San Rafael 3 July 2024 2024 HSIP and RM3 Grant Application Preparation Parametrik Scope of Work Task 2.1- RM3: Development of Grant Application The objective of this task is to prepare and submit a complete RM3 SR2TBT grant application for the Downtown San Rafael North -South Greenway Gap Closure Project. Parametrix will apply the same project materials for the recently -submitted Active Transportation Program grant application, including local jurisdiction grant eligibility verification, concept design plans, cost estimate, letters of recommendation, complete streets checklist, etc. Parametrix will prepare one RM3 SR2TBT grant application by filling out the narrative questions and preparing necessary application attachments that include: a. Project Map. Parametrix will prepare a scaled map showing the proposed project location in relation to nearby active transportation facilities, transit facilities, locations of interest, and regional connections. b. Cover Letter. Letter on application agency letterhead signed by an authorized official authorizing the application submittal. c. Project Status and Schedule. An overview of the project's phasing, and identification of potential obstacles that may affect project delivery and risk mitigation strategies. d. Project Funding Information. The funding plan for each project phase. e. Project Screening Criteria. Consistency with One Bay Area Grant (OBAG) 3 local land -use linkages, complete streets checklist, and determination of qualification for transformative project status. f. Safety Countermeasures. Description of the project's scope for improving real and perceived safety for active transportation users. g. Demonstrated Project Need. Demonstration of the degree to which the project's scope has the potential to increase active transportation travel. h. Support of the Bay Trail and Gap Closure Implementation Plan. Description of how the project either connects to or closes a gap in the Bay Trail alignment. i. State -Owned Toll Bridge Corridor Congestion Relief. How the project would increase carrying capacity of nearby state-owned toll bridges. j. Public Transportation Accessibility. Description of the project's enhancements to improve access to public transportation facilities. k. Design Alternatives Analysis. Description of potential design solutions and why the proposed project was chosen as the selected concept. I. Consistency with Regional Planning Priorities and Efforts. How the project meets Plan Bay Area goals and objectives. m. Demonstrated Local Engagement and Support. Local public participation and engagement efforts to develop the project scope. n. Benefit to MTC Equity Priority Communities. How the project would benefit an identified EPC. o. Leveraged Funding. Depiction of funding sources planned for the project. City of San Rafael 4 July 2024 2024 HSIP and RM3 Grant Application Preparation Parametrik Scope of Work p. Multimodal Improvements. Description of benefits to various active transportation users. q. Completion of Approved Environmental Document. Note: CEQA exemption for the project has already been filed with the County Clerk. r. Multi -Jurisdictional Project Sponsorship. Description of all local agencies involved in the inception and delivery of the project. Assumptions • Budget no changes to the Downtown San Rafael North -South Greenway Gap Closure Project extents, plans, and estimate, that were applied in the Active Transportation Program grant application submitted in June 2024. City of San Rafael 5 July 2024 2024 HSIP and RM3 Grant Application Preparation Parametrik Hers emale ramp„vw, •ns�,��„ Budget and Schedule Scope of Work Para metrix will conduct all work on a time -and -materials basis, with a cost not to exceed the total for each of the tasks below, Parametrix will invoice monthly in accordance with the City's requirements. Payments are to be received within 30 days of receipt. The rates outlined in the table below are effective from October 1, 2023, through September 30, 2024. After September 30, 2024, the remaining contract balance will be subject to an annual escalation increase of eitherfive percent (5%)• or an increase equal to actual adjusted labor rates, whichever is lower. Parametrik ! E San Rafael 2024 HSIP Cycle 12 Grant Application and M"* IMmbualM [rnrn ArunetrCr ltfe fee Prop wlrotal S tl,070 k800 Banriolt Way, Suite 203• Berkeley, cA 9471 1510.343.e4001 Pa—.Wx,com Parametrik Scope of Work let's create tomorrow, together In Closing We look forward to serving the City of San Rafael on this important project. If you have any questions, please do not hesitate to contact me. Sincerely, David Parisi, PE, TE Principal Consultant 800 Bancroft Way, Suite 203 • Berkeley, CA 94710 1 510.343.6400 1 Parametrix.com TO 131 - HSIP & RM3 Grant Application (1)- combined Final Audit Report Created: 2024-09-12 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAZRD02RWIBbzJByIJhEYxwNjooGzGl3ut 2024-09-20 "TO 131 - HSIP & RM3 Grant Application (1)-combined" History Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-12 - 4:51:00 PM GMT- IP address: 199.88.113.8 C,7'-► Document emailed to David Parisi (dparisi@parametrix.com) for signature 2024-09-12 - 4:51:59 PM GMT Email viewed by David Parisi (dparisi@parametrix.com) 2024-09-12 - 5:31:58 PM GMT- IP address: 104.47.74.126 &Q Document e-signed by David Parisi (dparisi@parametrix.com) Signature Date: 2024-09-12 - 5:32:21 PM GMT - Time Source: server- IP address: 12.219.157.70 E'-r Document emailed to Nathan Johnson (njohnson@parametrix.com) for signature 2024-09-12 - 5:32:23 PM GMT Email viewed by Nathan Johnson (njohnson@parametrix.com) 2024-09-20 - 8:22:46 PM GMT- IP address: 104.47.73.254 41 Document e-signed by Nathan Johnson (njohnson@parametrix.com) Signature Date: 2024-09-20 - 11:52:59 PM GMT - Time Source: server- IP address: 99.112.28.226 Pd Agreement completed. 2024-09-20 - 11:52:59 PM GMT �I1R SAN RAFAEL Adobe """` ^ I bY Acrobat Sign apt, RAP s 2 TyVVITH 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 Mariana Sanchez) Extension: 3353 Contractor Name: Parametrix Inc Contractor's Contact: Jimmy Jessup Contact's Email: jjessup@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 8/5/2024 City Attorney Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X SM 2 a. Review, revise, and comment on draft agreement 9/11/2024 and return to Project Manager 9/11/2024 ❑X NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 9/11/2024 0 NT © AM 3 Department Director Approval of final agreement form to send to contractor 9/12/2024 4 Project Manager Forward three (3) originals of final agreement to Z contractor for their signature ❑X N/A _ 5 Project Manager When necessary, contractor -signed agreement 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 Forward signed original agreements to City 6 Project Manager 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 Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager TO 131 - HSIP & RM3 Grant App (Greenway Gap Closure) Final Audit Report Created: 2024-09-23 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAA1wJNrwt2gerwBIKKZsuMIDmEVK5TORTJ 2024-09-23 "TO 131 - HSIP & RM3 Grant App (Greenway Gap Closure)" His tory Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-23 - 6:04:53 PM GMT- IP address: 199.88.89.34 C'-► Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-09-23 - 6:06:46 PM GMT ZZ Document shared with Jonathan Schellin Oonathans@cityofsanrafael.org) by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-23 - 6:15:58 PM GMT- IP address: 199.88.89.34 :L Document shared with Nataly Torres(nataiy.torres@cityofsanrafael.org) by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-23 - 6:15:59 PM GMT- IP address: 199.88.89.34 Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-09-23 - 6:17:55 PM GMT- IP address: 104.47.65.254 do Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-09-23 - 6:25:14 PM GMT - Time Source: server- IP address: 199.88.113.8 C'y Document emaiied to rob.epstein@cityofsanrafael.org for signature 2024-09-23 - 6:25:17 PM GMT Email viewed by rob.epstein@cityofsanrafael.org 2024-09-23 - 8:33:54 PM GMT- IP address: 104.28.124.178 6© Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-09-23 - 8:34:09 PM GMT- IP address: 104.28.124.178 '' SAN RAFAEL I Adobe "' ""` Acrobat Sign cS© Document e-signed by Robert F. Epstein (rob.epstein@cityofsanrafael.org) Signature Date: 2024-09-23 - 8:34:11 PM GMT - Time Source: server- IP address: 104.28.124.178 E'. Document emailed to city.clerk@cityofsanrafael.org for approval 2024-09-23 - 8:34:16 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-09-23 - 8:51:16 PM GMT- IP address: 104.47.64.254 630 Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-09-23 - 8:51:30 PM GMT- IP address: 199.88.113.8 b© Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-09-23 - 8:51:32 PM GMT - Time Source: server- IP address: 199.88.113.8 E'4 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-09-23 - 8:51:34 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-09-23 - 9:51:57 PM GMT- IP address: 174.242.35.50 6m Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-09-23 - 9:52:41 PM GMT- IP address: 174.242.35.50 6© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-09-23 - 9:52:43 PM GMT - Time Source: server- IP address: 174.242.35.50 ® Agreement completed. 2024-09-23 - 9:52:43 PM GMT SAN RAFAEL Adobe Acrobat Sign