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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 135; 2024 RCP & RM3 Grant Application SupportCity of San Rafael SERVICE LEVEL AGREEMENT DATED NOVEMBER 3, 2023 WITH PARAMETRIX, INC. TASK ORDER NO. 135 Subject title: 2024 RCP & RM3 Grant Application Support Task Order Amount: $50,720 THIS TASK ORDER is entered into on Sep 23, 2024 a municipal corporation ("City"), and Parametrix, Inc., ("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 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. 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 April Miller, 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 I(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 By: Cristine Alilovich (Sep 23, 2024 17:53 EDT) Cristine Alilovich, City Manager Reviewed By Robert- P. f4gge . By: Robert F. Epstein (Sep 2 , 202413:33 PDT) Robert F. Epstein, City Attorney Exhibits: A Rev March 2024 Scope of work CONTRACTOR Z�qV10( Tarisl By David Parisi (Sep 12, 2024 10:32 PDT) Name: David Parisi Title: Principal Consultant (if Contractor is a corporation, add signature of second corporate officer) By: 4WWC1� Name: Nathan Johnson Title: Senior Vice President Parametrik Scope of Work let's create tomorrow, together Exhibit A City of San Rafael 2024 RCP 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 US Department of Transportation Reconnecting Communities Pilot Grant Program (RCP), and for the MTC Regional Measure 3 (RM3) Safe Routes to Transit & Bay Trail (SR2TBT) grant program. It is anticipated that the Transportation Authority of Marin ("TAM") will be co -applicants with the City on both applications. The applications will be prepared for the following projects: RCP: A planning grant application to fund community engagement activities, feasibility planning studies, and conceptual design activities associated with the US 101-1580 Multimodal & Local Access Improvement Project. It is the opinion of Parametrix that this project demonstrates many of the characteristics for grant funding prioritization, including equity and Justice40 benefit, access, community -based stewardship, climate change mitigation, and planning integration. • RM3 SR2TBT: The "Canal Neighborhood Bellam Gateway Local Access Improvement Project" will be proposed for this grant program. The application will reflect the same project concept for which a Complete Streets Checklist was developed for review by the TAM BPAC's September 2024 meeting. Assuming that Notice to Proceed is received from the City on September 3, 2024, our proposed scope of work, which will satisfy the requirements of the RCP and RM3 applications, will consist of the following: Task 1 - USDOT RCP Grant Application The objective of this subtask is to prepare and submit a complete USDOT RCP grant application for the US 101-1580 Multimodal & Local Access Improvement Project. The deadline for grant submission is September 30, 2024. This subtask will include the following activities: Project management, progress reports and administration. Parametrix will coordinate with City and TAM representatives to align on background documents and to gather inputs required for inclusion in the grant application. Parametrix will ensure that a Unique Entity Identifier from SAM.gov is available for use, and will ensure function of its ValidEval account for eventual grant submission. Parametrix will coordinate to provide biweekly (once every two weeks) progress check -ins via email and video call with City and TAM staff, and will prepare invoices on a monthly basis. One Harbor Dr Suite 300 • Sausalito, CA 94965 1 415.649.6000 1 Parametrix.com Parametrik Scope of Work • Develop RCP application materials. Parametrix will compile all information into a sufficient grant application, including the following components: o Grant narrative - Parametrix will leverage the prior cycle's project narrative where applicable; some of the project overview and merit criteria responses and justification will be similar to last year's capital construction grant application, though some material will be updated to reflect the current planning application. Areas for improvement as understood in last year's debrief with the DOT will also be incorporated. o Budget - Parametrix will work with the City and TAM to ensure the application reflects properly assumed budget and funding use, including identification of other funding sources. o Project location file - Parametrix will develop the project location file in accordance with the DOT grant requirements. o Letters of support - Parametrix will identify a list of interested parties, draft a form letter response for solicitation of letters of support, and track support letter responses for compilation into the application. o All necessary forms - Parametrix will ensure full and complete development of all necessary federal funding application forms. • OA/OC and submission of Grant application. An in-depth review of all grant application materials will be performed by the Parametrix federal grant assistance team to ensure completeness and that all materials are sufficient for final grant submission. Parametrix will submit the application in the ValidEval portal (note that grants are no longer submitted through grants.gov). Task 2 - RM3: Development of Grant Application The objective of this task is to prepare and submit a complete RM3 SR2TBT grant application for the Canal Neighborhood Bellam Gateway Local Access Improvement Project. The deadline for grant application submission is October 14, 2024. This task includes the following: Develop project conceptual olans. Parametrix will prepare conceptual roadway striping plans for a two-way bikeway on the north side of Bellam Boulevard between Playa Del Rey and Andersen Drive, and continuing south along Andersen to Jacoby Street. No improvements will be proposed between the 1-580 interchanges or under the freeway overpass, as the sidewalk is considered a shared use facility for this stretch. Existing available topographic and right-of- way information will be referenced in development of the conceptual plan. The concept plan will be produced as a strip map, and a draft progress update will be shared with the City and TAM for comments three weeks after receipt of notice to proceed. • Preparation of the RM3 SR2TBT grant application. Parametrix will prepare one RM3 SR2TBT grant application by filling out the narrative questions and preparing necessary application attachments that include: City of San Rafael 2 Sept 2024 2024 RCP and RM3 Grant Application Preparation Parametrik Scope of Work 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 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. 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. p. Multimodal Improvements. Description of benefits to various 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. • OA/OC and submission of grant application. An in-depth review of all grant application materials will be performed by Parametrix to ensure completeness and that all materials are sufficient for final grant submission. Parametrix will submit the Complete Streets Checklist and the full RM3 application on the appropriate two MTC platforms. City of San Rafael 3 Sept 2024 2024 RCP and RM3 Grant Application Preparation Parametrik Hers �reatP InmU:row. •�s�l�er Budget and Schedule Scope of Work Para metrix will conduct all work on a time -and -materials basis, with a cast not to exceed the total for each of the tasks below Param etrix will invoice monthly in accordance with the City's requirements. Payments are to be recelved 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 either five percent (5 h), or an increase equal to actual adjusted labor rates, whichever is lower. Parametrik a NI a o f E E E San Rafael and TAM - Co -Applicants m 2024 US DOT Reconnecting Communities Pilot and 2024 MTC RM3 ARMT Grant Applications c s ` 2 FEE PROPOSAL and SCHEDULE Mou.lr{Isls 539000 tlSem S160ro slspm 51Wm St35ro fla El r .I. P.vam 1— ease Fee Pro al Tool S so 77D kOne Harbor Or Suite 300.5... It. CAV965141564960001 P--trix.— 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 One Harbor Dr Suite 300 • Sausalito, CA 94965 1 415.649.6000 1 Parametrix.com TO 135 - RCP & RM3 Grant Application Final Audit Report 2024-09-20 Created: 2024-09-12 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAthS2P7Dlg8LZudyXOzXixuEbVzVHYTJW "TO 135 - RCP & RM3 Grant Application" History Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-12 - 4:53:00 PM GMT- IP address: 199.88.89.34 2+ Document emailed to David Parisi (dparisi@parametrix.com) for signature 2024-09-12 - 4:53:44 PM GMT Email viewed by David Parisi (dparisi@parametrix.com) 2024-09-12 - 5:32:34 PM GMT- IP address: 104.47.74.126 60 Document e-signed by David Parisi (dparisi@parametrix.com) Signature Date: 2024-09-12 - 5:32:54 PM GMT - Time Source: server- IP address: 12.219.157.70 L—' Document emailed to Nathan Johnson (njohnson@parametrix.com) for signature 2024-09-12 - 5:32:56 PM GMT Email viewed by Nathan Johnson (njohnson@parametrix.com) 2024-09-20 - 7:10:29 PM GMT- IP address: 104.47.73.126 dm Document e-signed by Nathan Johnson (njohnson@parametrix.com) Signature Date: 2024-09-20 - 11:53:17 PM GMT - Time Source: server- IP address: 99.112.28.226 Agreement completed. 2024-09-20-11:53:17 PM GMT g(R, SAN RAFAEL Adobe DY Acrobat Sign 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 April Miller) 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 L COMPLETED REVIEWER DEPARTMENT DATE Check/Initial a. Email PINS Introductory Notice to Contractor 1 Project Manager Click here to -_ enter a date. b. Email contract (in Word) and attachments to City 9/9/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X SM 2 City Attorney 9/11/2024 a. Review, revise, and comment on draft agreement and return to Project Manager 9/11/2024 ❑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 _ J contractor 9/12/2024 4 Project Manager Forward three (3) originals of final agreement to 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 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 Review and approve hard copy of signed 7 City Attorney 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 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager TO 135 - RCP and RM3 (Bellarn Gateway) Grant Application Prep Final Audit Report 2024-09-23 Created: 2024-09-23 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAKAKeMpobHzSWXaxFboRiprlr23DKAkC_ "TO 135 - RCP and RM3 (Bellam Gateway) Grant Application Pr ep" History f!I Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-23 - 6:09:22 PM GMT- IP address: 199.88.89.34 C'' Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-09-23 - 6:11:47 PM GMT �. Document shared with Jonathan Schellin Qonathans@cityofsanrafael.org) by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-23 - 6:16:43 PM GMT- IP address: 199.88.89.34 ZL Document shared with Nataly Torres(nataly.torres@cityofsanrafael.org) by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-09-23 - 6:16:45 PM GMT- IP address: 199.88.89.34 Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-09-23 - 6:25:51 PM GMT- IP address: 104.47.65.254 6o Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-09-23 - 6:29:09 PM GMT - Time Source: server- IP address: 199.88.113.8 C'► Document emaiied to rob.epstein@cityofsanrafael.org for signature 2024-09-23 - 6:29:13 PM GMT Email viewed by rob.epstein@cityofsanrafael.org 2024-09-23 - 8:33:26 PM GMT- IP address: 104.28.124.178 do Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-09-23 - 8:33:44 PM GMT- IP address: 104.28.124.178 (� SAN RAFAEL PONebe �1 �� Adobe Acrobat Sign Ae Document e-signed by Robert F. Epstein (rob. epstei n@cityofsanrafael.org) Signature Date: 2024-09-23 - 8:33:46 PM GMT - Time Source: server- IP address: 104.28.124.178 C'► Document emailed to city.clerk@cityofsanrafael.org for approval 2024-09-23 - 8:33:48 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-09-23 - 8:50:34 PM GMT- IP address: 104.47.64.254 &e Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-09-23 - 8:50:47 PM GMT- IP address: 199.88.113.8 6® Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2024-09-23 - 8:50:49 PM GMT - Time Source: server- IP address: 199.88.113.8 E', Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-09-23 - 8:50:50 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-09-23 - 9:52:51 PM GMT- IP address: 174.242.35.50 iSo Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-09-23 - 9:53:19 PM GMT- IP address: 174.242.35.50 d© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-09-23 - 9:53:21 PM GMT - Time Source: server- IP address: 174.242.35.50 ® Agreement completed. 2024-09-23 - 9:53:21 PM GMT SAN RAFAEL Adobe Acrobat Sign