HomeMy WebLinkAboutPW Citywide Bicycle and Pedestrian Plan Update ServicesAGREEMENT FOR PROFESSIONAL SERVICES BY AND BETWEEN THE CITY OF SAN RAFAEL AND PARAMETRIX, INC. FOR CITYWIDE BICYCLE AND PEDESTRIAN PLAN UPDATE SERVICES This Agreement is made and entered into as of _Dec 10, 2024 (the "Effective Date"), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter "CITY"), and PARAMETRIX, INC, a Washington corporation (hereinafter "CONSULTANT"). CITY and CONSULTANT may be referred to individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement." RECITALS A. CITY desires to secure professional services more fully described in this Agreement, at Exhibit A, entitled "SCOPE OF SERVICES"; and B. CONSULTANT represents that it, and its subcontractors, if any, have the professional qualifications, expertise, and necessary licenses and desire to provide certain goods and/or required services of the quality and type which meet objectives and requirements of CITY; and C. The Parties have specified herein the terms and conditions under which such services will be provided and paid for. NOW, THEREFORE, the parties hereby agree as follows: AGREEMENT 1. SERVICES TO BE PROVIDED. Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall furnish all technical and professional services, including labor, material, equipment, transportation, supervision and expertise (collectively referred to as "Services") to satisfactorily complete the work required by CITY at its sole risk and expense. Services to be provided to CITY are more fully described in Exhibit A entitled "SCOPE OF SERVICES." CONSULTANT acknowledges that the execution of this Agreement by CITY is predicated upon representations made by CONSULTANT in that certain proposal, dated October 21, 2024 ("Proposal") set forth in F.xliibit .k, which constitutes the basis for this Agreement. 2. COMPENSATION. In consideration for CONSULTANT's complete performance of Services, CITY shall pay CONSULTANT for all materials provided and services rendered by CONSULTANT at the unit rates and rates per hour for labor, as set forth in I'xhihit 1, for a total amount not to exceed Rev 08 22 $236,710. CONSULTANT will bill City on a monthly basis for Services provided by CONSULTANT during the preceding month, subject to verification by CITY. CITY will pay CONSULTANT within thirty (30) days of City's receipt of invoice. TERM OF AGREEMENT. Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of this Agreement shall begin on the Effective Date of this Agreement and terminate two (2) years from the Effective Date. 4. PROJECT COORDINATION. A. CITY'S Project Manager. Kelly Abey is hereby designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Jimmy Jessup is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. v 08 22 2 6. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONSULTANT in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 7. INSPECTION AND AUDIT. Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection. 8. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 9. INSURANCE REQUIREMENTS. During the term of this Agreement, and for any time period set forth in Exhibit B, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in Exhibit B. 10. INDEMNIFICATION. A. Except as otherwise provided in subparagraph B of this section, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S performance of its obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONSULTANT's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULTANT'S performance of or operations under this Agreement, 08.22 CONSULTANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 11. NONDISCRIMINATION. CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 12. COMPLIANCE WITH ALL LAWS. CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 13. NO THIRD PARTY BENEFICIARIES. CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. X0822 4 14. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: To CITY's Project Manager: Kelly Abey, Dean Allison Intern 111 Morphew Street San Rafael, CA 94901 15. INDEPENDENT CONTRACTOR. To CONSULTANT's Project Director: Jimmy Jessup 6001 Shellmound Ave, Suite 500 Emeryville, CA 94608 For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 16. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULTANT and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 17. SET-OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, 0822 agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 18. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant ofthis Agreement or any applicable law, ordinance or regulation. 19. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 20. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code, and CONSULTANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 21. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective successors and assigns. 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 23. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed by electronic signature and in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. 0822 6 [Signatures are on the following page.] v 08 22 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL: Chi tr`he AtWo Vick Ci istine Alilovich (Dec 10,202423:08 PST) CRISTINE ALILOVICH, City Manager APPROVED AS TO FORM: Office of the City Attorney Rob&,4 F. Ens�ein Robert F ED,I Nn (Dec 9. .212 L2l PST) _ By: ROBERT F. EPSTEIN, City Attorney ATTEST: City Clerk Sr-At�Nursyu. /Fnr- Btenni Nwml l(0t110ec 11-20240 _ LINDSAY LARA, City Clerk X0822 8 CONSULTANT: Ckah, &W110jr 5!' Aron rDtc 2, 202413:55 PST) By: Parametrix Name: Craig Shannon Title: Vice President [If CONSULTANT is a corporation, add signature of second corporate officer] 4��� By: Parametrix Name: Nathan Johnson Title: Senior Vice President EXHIBIT A SCOPE OF SERVICES The Services to be performed for CITY by CONSULTANT under this Agreement are more fully described in CONSULTANT's proposal, which is attached to this Exhibit A. Rev 08.22 A-1 ParametrikExh ibit A Scope of Work let's create tomorrow, together City of San Rafael Citywide Bicycle and Pedestrian Plan Update Scope of Work Introduction Parametrix and Alta will assist the City of San Rafael in updating its Citywide Bicycle and Pedestrian Plan (CBPP). Our Project Team's overall approach to this scope of work is to provide a focused update to the 2018 Bicycle & Pedestrian Master Plan, and to springboard off of the existing data and successful outreach methods from this work, and to update, sharpen and fill in gaps from the previous plan. Our cost proposal and fee for this work are as follows: 'bask 01 - Project Management & Quality Assurance Objectives The objective of this task is to provide overall project management of the consultant contract with the City of San Rafael. This task includes general management functions that include the following: ■ Project Planning - Document and communicate the scope of work, budget, and schedule as a road map for the project team, produced as part of a Project Management Plan. ■ Facilitation of a project kick-off meeting to review the project schedule and planned execution plan. ■ Coordinate project team and issues throughout the project. ■ Budget and Schedule Tracking - Track the project budget using Parametrix in-house tools to verify that progress is keeping pace with spending. ■ Monthly (and as -needed) team meetings with an issues list to document project decisions. ■ Monthly Progress Reports - Prepare a monthly progress report including schedule updates, key decisions and milestones, and invoice for services performed by Parametrix. ■ Correspondence - Prepare written correspondence as needed to document project management issues and/or concerns. ■ Quality Control - conduct independent quality reviews by in-house planners and engineers with recent active transportation experience Deliverables Deliverables for this task include: ■ Project Management Plan summarizing scope of work, deliverables, budget, schedule, quality, and communication protocols ■ Kick -Off Meeting including agenda and summary notes City of San Rafael Citywide Bicycle and Pedestrian Plan Update 1 November 2024 Scope of Work Parametrik ■ Miscellaneous correspondence to document project management issues. ■ Monthly progress reports enclosed with invoices. Assumptions Assumptions for this task include: ■ Budget assumes 12 monthly and as -needed project team meetings. City of San Rafael Citywide Bicycle and Pedestrian Plan Update Scope of Work Scope of Work November 2024 Parametrik Scope of Work Task 02 - Existing Document Review and Data Collection Objective The objective of this task is to perform a review of related adopted plans and policies that will influence the development of the Citywide Bicycle and Pedestrian Master Plan. Approach The Project Team will perform a review of existing adopted plans and policies, including but not limited to, the City's current Bicycle and Pedestrian Master Plan, San Rafael General Plan 2040, Local Road Safety Plan, Downtown Precise Plan, Canal Community Based Transportation Plan, and current Bicycle and Pedestrian Plans from neighboring communities. In particular, crashes involving pedestrians and bicyclists over the more recent 6 -year period from 2018-2023 will be investigated in detail for identification of trends related to collision factors, geographic area, types of infrastructure, and land use adjacency. Vehicle and traffic -related data from available sources such as the City's Miovision cameras and recent studies will also be investigated for relation to existing conditions of bicycle and pedestrian infrastructure and needs. Informative policies, planned active transportation infrastructure projects, or data insights will be noted in a memorandum for incorporation by the project team throughout the remainder of project phases. The Project Team will develop a memorandum summarizing the existing documents and data collection, and will respond and incorporate up to one (1) round of consolidated comments from City staff. Deliverables ■ Memorandum summarizing document and data review, including list of all sources and key findings to inform subsequent tasks City of San Rafael Citywide Bicycle and Pedestrian Plan Update 3 November 2024 Scope of Work Parametrik Scope of Work Task 03 - Infrastructure Gap and Needs Assessment Objective The objective of this task is two -fold: to align on shared goals for pedestrian and bicycle networks in San Rafael, and to identify remaining gaps and infrastructure needs based on an agreed description of a completed network. Approach The Project Team will begin by working with the City and stakeholders (Task 6) to develop an overall vision and specific goals for active transportation. These high-level goals will draw upon existing plans and policy guidance, and will be crafted to reflect shared community values - which could include things like safe streets and mobility for all ages. Emphasizing these core shared values will minimize points of disagreement during the project and help keep our larger objectives in focus. In parallel, the team will conduct a review of existing active transportation networks. As part of this effort, the City is developing and will provide an inventory of completed bicycle and pedestrian projects that have been implemented since the 2018 Bicycle and Pedestrian Master Plan. Our team will perform a review of this update from the City, and identify remaining gaps, as practical, in accordance with the draft shared active transportation goals. As Parametrix and Alta developed the existing Bicycle and Pedestrian Master Plan, our team will leverage the relevant map layers and data files, and incorporate the updated information into depicting existing pedestrian and bicycle networks, key destinations, safety conditions, and connectivity/gaps. The Project Team will develop a memorandum summarizing the CBPP goals, and will submit proposed pedestrian and bicycle network maps and respond and incorporate up to one (1) round of consolidated comments from City staff. Deliverables ■ Memorandum summarizing CBPP goals ■ Maps depicting existing pedestrian and bicycle networks, key destinations, safety conditions, connectivity needs, and infrastructure gaps ■ Proposed CBPP pedestrian and bicycle networks including maps, tables, and descriptions of facility types Assumptions Assumptions for this task include: City provides updated inventory of the bicycle and pedestrian network reflecting changes since the 2018 Bicycle and Pedestrian Master Plan. City of San Rafael Citywide Bicycle and Pedestrian Plan Update 4 November 2024 Scope of Work Parametrik Scope of Work Task 04 - Project Identification and Prioritization Objective The objective of this task is to develop a list of discrete projects to address the network gaps identified in Task 03, and to update project prioritization criteria in order to establish a slate of upcoming projects that transparently reflects City needs and priorities. Approach The Project Team will review the list of projects included in the 2018 Bicycle and Pedestrian Master Plan, and re -scope, consolidate, or provide further project definition as appropriate to reflect the shared active transportation goals developed in Task 03. Our first approach will be to retain the geographical categorization of projects in City sub -areas as exists in the existing plan. Parametrix will engage with City staff to establish a set of prioritization criteria that closely reflects the City's values and aligns infrastructure need with feasibility. We will work with City staff to evaluate the expected benefits and costs of each project based on evaluation criteria such as gap closure, safety needs, equity factors, sustainability metrics, and estimated cost. This evaluation will inform an implementation program of short- and long-term projects, with the shop: -term projects emphasizing many of the City's highest priorities as well as "low -hanging fruit" that can be implemented more easily. We will develop concepts for the tier of the City's 10 highest -priority projects: detailed project definitions, design guideline and policy application, planning -level cost estimates, implementation considerations such as Caltrans encroachment permit and environmental requirements, and funding opportunities. This will prepare the highest -priority projects for the design phase and provide the necessary elements for competitive funding applications. Deliverables ■ Updated project prioritization criteria ■ Evaluation matrix showing results of project prioritization ■ Project list with project description and prioritization score ■ Concept description, planning -level costs, assessment of regulatory requirements, and implementation and funding consideration table for the 10 highest -priority projects City of San Rafael Citywide Bicycle and Pedestrian Plan Update 5 November 2024 Scope of Work Parametrik Scope of Work Task 05 - City Design Guidelines and Policies Approach The Project Team will leverage our work on numerous local, state, and national Design Guidelines to prepare a general set of guidelines for the development and implementation of on -street bicycle facilities, off-street paths, trailheads, and pedestrian facilities. These guidelines will be based on current Caltrans standards along with best practice recommendations from PROWAG, NACTO, FHWA, AASHTO, and other resources. The Design Guidelines will be aligned with project recommendations, with emphasis on streamlining implementation of high-priority projects. Building off of the document and policy review conducted in Task 2, the Design Guidelines will include Policy Recommendations meant to not only keep the City in-line with recently adopted guidelines and legislation, but also to create project lifecycle efficiencies that will lead to clearer pathways to project implementation. The Project Team will develop a memorandum summarizing these design guidelines and policies and respond and incorporate up to one (1) round of consolidated comments from City staff. Deliverables ■ Memorandum summarizing general set of guidelines for development and implementation of bicycle and pedestrian facilities City of San Rafael Citywide Bicycle and Pedestrian Plan Update 6 November 2024 Scope of Work Parametrik Scope of Work Task 06 - Community Outreach Objective The objective of this task is to perform engagement with community that reaches diverse audiences and gathers meaningful input that moves the project forward. Approach The Project Team will provide information to the City for inclusion in the public -facing project website, which will be administered by the City, throughout development of the project. We propose to conduct two phases of active public outreach as follows: ■ Outreach Phase 1: CBPP goals and existing conditions, challenges, and opportunities ■ Outreach Phase 2: Draft CBPP including input from Outreach Phase 1 incorporated into goals and network design, design guidelines, prioritized projects The Project Team will develop two sets of content - one for each phase of engagement - such as slides, maps, and/or display boards to be used during engagement activities. All content will include a draft version, one round of review, and a final version. For each phase, the Project Team will facilitate an in-person workshop during which user input will be gathered on large posterboards and maps at workshop 'stations' at the meeting facility. For each phase, the Project Team will also present at a virtual meeting on a telecommunications platform, where the same materials used for the in-person meetings will be presented to gather input. Meeting facilities, invitations, and promotion of the events will be led by the City and will leverage City communication channels such as the city website newsroom and events calendar, social media, and physical messaging at locations such as City Hall, the Library, and Community Centers. For each public meeting, Consultant shall attend one online preparation meeting with City staff. In addition, the Project Team will develop a parallel online webmap/webtool input and simple online survey component based on the previous plan's web input tools. The Project Team will develop the webmap interface and survey questions, and it is assumed that these will be accessed via the project website/engagement platform any time during each outreach period phase. The Project Team will summarize web input received and survey results at the end of each outreach phase. The Project Team will also attend and table alongside City Staff for up to four pop-up or similar events organized by the City or coinciding with ongoing programming being led by community-based organizations to garner support for the project and to gather input from hard -to -reach groups. Parametrix will prepare materials for pop-up events, based on those used for the in-person workshops. The Project Team will develop slidepacks and present on three occasions to the Bicycle and Pedestrian Advisory Committee (BPAC) and to a Stakeholder Working Group (SWG) convened by the City during each of the two outreach phases to update on the CBPP and solicit input on the development of goals, policies and projects, and again prior to adoption of the final CBPP to ensure that gathered input has been incorporated appropriately. City staff will manage communications with the BPAC and SWG, including scheduling meetings and conducting focused follow-ups with BPAC and SWG members for any detailed coordination required outside the larger BPAC and SWG meetings. For each meeting, the Project Team will develop technical content/slides and attend one online preparation meeting with City Staff. City of San Rafael Citywide Bicycle and Pedestrian Plan Update 7 November 2024 Scope of Work Parametrik Scope of Work The Project Team will present at up to two meetings of the City Council (one for each engagement phase listed above). For each meeting, the Project Team will develop technical content/slides and attend one online preparation meeting with City Staff. All printed outreach materials will be developed in English and Spanish. The two in-person workshops and two virtual meetings will include attendance by a bilingual member of the Project Team. Deliverables ■ Outreach plan summarizing engagement objectives and activities ■ Community workshops (2) including physical meeting materials and summary notes ■ Online webmap input and summary of webmap responses (2) ■ Online survey and summary of survey responses (2) ■ Pop-up events (4) ■ Presentations to BPAC (3) including agenda, meeting materials, and summary notes ■ Presentations to SWG (3) including agenda, meeting materials, and summary notes • Presentations to City Council (2) including agenda, meeting materials, and summary notes Assumptions Assumptions for this task include: ■ The public -facing website will be managed by the City throughout the project duration. ■ The City will reserve facilities for the in-person workshops, and will advertise outreach events and the webtool input/online survey by sending mailers, posting on the City website and social media channels. ■ The City will organize the online meeting logistics and host the online meeting on a telecommunications platform. ■ Pop-up event set-up and logistics will be organized by other parties. ■ The City will organize logistics for BPAC and SWG meetings. City of San Rafael Citywide Bicycle and Pedestrian Plan Update 8 November 2024 Scope of Work Parametrik Scope of Work Task 07 - Final Plan Development Objective The objective of this task is to develop an effective CBPP document that documents the data gathering and analysis that informed development of goals, policies, and networks, reflects the plan development and outreach process, and demonstrates a clear path forward of design guidelines and prioritized projects for implementation. Approach The Project Team will develop a draft and final CBPP document that is visually pleasing and accessible to diverse audiences. We will use colors, photos, and graphically intuitive figures and maps to present the concepts in an easy, engaging way. Appendices will provide the design guidelines and more detailed data for technical audiences. The CBPP document will be developed in English and in Spanish. The Project Team will respond and incorporate up to one (1) round of consolidated comments from City staff. Deliverables ■ Draft and final CBPP document ■ Electronic transmittal of all working files including documents, graphics, datasets, and mapping/GIS City of San Rafael Citywide Bicycle and Pedestrian Plan Update 9 November 2024 Scope of Work Parametrik FEE PROPOSAL & HOURLY RATE SCHEDULE City of San Rafael Citywide Bicycle and Pedestrian Plan Update aTEM EXHIBIT B INSURANCE REQUIREMENTS During the term of this Agreement, and for any time period set forth below, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in this Exhibit B. A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies: 1. Commercial general liability. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. Automobile liability. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence. 3. Professional liability. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per claim/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not required to have a professional license, CITY reserves the right to require CONSULTANT to provide professional liability insurance pursuant to this section. 4. Workers' compensation. If it employs any person, CONSULTANT shall maintain workers' compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONSULTANT's workers' compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONSULTANT in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance or workers' compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage under CONSULTANT's insurance policies shall be "primary and noncontributory" with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as Rev 08 22 B-1 ISO form CG20 0104 13. 3. Except for professional insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or workers' compensation in their text or by endorsement, coverage for 4. By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. Ifthe insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the Effective Date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the CONSULTANT under this Agreement. 9. CONSULTANT agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT, except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the performance of Services will be submitted to CITY for review. 10. CONSULTANT agrees to be responsible for ensuring that no contract used by any party involved in any way with the Services reserves the right to charge CITY or CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any 08 22 B-2 such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against CITY for payment of premiums or other amounts with respect thereto. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONSULTANT's insurance policies must be declared to and approved by the CITY and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by the CITY. 08.22 B-3 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 Kelly Abey) 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 11/14/2024 City Attorney Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑XSM 2 a. Review, revise, and comment on draft agreement 11/15/2024 and return to Project Manager 11/15/2024 ❑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 11/15/2024 © AM contractor 4 Project Manager Forward three (3) originals of final agreement to 11/19/2024 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 ❑X Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 12/2/2024 PRINT Date of City Council approval 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 PSA -CBPP Final Audit Report Update - Parametrix - v2 Created: 2024-12-02 By: Shannon Mackle (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAN8kQYR5m_OK4Fgis UHlgfquHbVMtQNx 2024-12-11 "PSA - CBPP Update - Parametrix - v2" History Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-12-02 - 9:49:19 PM GMT- IP address: 199.88.113.8 P-. Document emailed to Craig Shannon (cshannon@parametrix.com) for signature 2024-12-02 - 9:51:39 PM GMT Email viewed by Craig Shannon (cshannon@parametrix.com) 2024-12-02 - 9:54:29 PM GMT- IP address: 104.63.253.160 iSo Document e -signed by Craig Shannon (cshannon@parametrix.com) Signature Date: 2024-12-02 - 9:55:34 PM GMT - Time Source: server- IP address: 104.63.253.160 L--' Document emailed to Nathan Johnson (njohnson@parametrix.com) for signature 2024-12-02 - 9:55:36 PM GMT Email viewed by Nathan Johnson (njohnson@parametrix.com) 2024-12-10 - 0:27:50 AM GMT- IP address: 146.75.154.1 &o Document e -signed by Nathan Johnson (njohnson@parametrix.com) Signature Date: 2024-12-10 - 0:30:00 AM GMT - Time Source: server- IP address: 174.208.163.98 E41 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-12-10 - 0:30:02 AM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-12-10 - 1:04:29 AM GMT- IP address: 104.47.65.254 6© Document approved by Laraine Gittens(laraine.gittens@cityofsanrafael.org) Approval Date: 2024-12-10 - 1:05:55 AM GMT - Time Source: server- IP address: 199.88.113.8 Document emailed to rob.epstein@cityofsanrafael.org for signature 2024-12-10 -1:05:57 AM GMT SAN RAFAEL I Powered Adobe Acrobat Sign Email viewed by rob.epstein@cityofsanrafael.org 2024-12-10 - 5:25:49 AM GMT- IP address: 24.5.134.43 bo Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-12-10 - 5:26:03 AM GMT- IP address: 24.5.134.43 6o Document e -signed by Robert F. Epstein(rob.epstein@cityofsanrafael.org) Signature Date: 2024-12-10 - 5:26:05 AM GMT - Time Source: server- IP address: 24.5.134.43 E'► Document emailed to city.clerk@cityofsanrafael.org for approval 2024-12-10 - 5:26:07 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-12-10 - 3:31:32 PM GMT- IP address: 104.47.65.254 b© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-12-10 - 3:31:41 PM GMT- IP address: 199.88.113.8 &0 Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-12-10 - 3:31:43 PM GMT - Time Source: server- IP address: 199.88.113.8 E'y Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-12-10 - 3:31:47 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-12-11 - 7:08:01 AM GMT- IP address: 104.47.64.254 G d© Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-12-11 - 7:08:12 AM GMT- IP address: 71.198.110.147 6© Document e -signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-12-11 - 7:08:14 AM GMT - Time Source: server- IP address: 71.198.110.147 P'+ Document emailed to city.clerk@cityofsanrafael.org for signature 2024-12-11 - 7:08:16 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-12-11 - 3:39:38 PM GMT- IP address: 104.47.65.254 &o Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-12-11 - 3:39:50 PM GMT- IP address: 199.88.113.8 6© Document e -signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2024-12-11 - 3:39:52 PM GMT - Time Source: server- IP address: 199.88.113.8 Agreement completed. 2024-12-11 - 3:39:52 PM GMT $��• SAN RAFAEL f Adobe _}. ".'r" : „"5 I Acrobat Sign