HomeMy WebLinkAboutPW Canal District Traffic Calming; L8.0039.T108.3
v. Feb 2025 Page 1
City of San Rafael
SERVICE LEVEL AGREEMENT
DATED ____________________
WITH __________________________________________
TASK ORDER NO. _____
(Amendment to Task Order No. ____ Executed on___________________)
Subject Title: __________________________________________________
Amendment Amount: $___________
THIS AMENDMENT TO TASK ORDER No. ____ is effective on
___________________, between the City of San Rafael, a municipal corporation
("City"), and _____________________________________, ("Contractor").
AGREEMENT TO AMEND TASK ORDER
1. Section 1 entitled “Scope of Work” (as may be referred to as “Scope of Services”
in the original Task Order), is hereby amended as set forth in Exhibit A-__ of this Task
Order Amendment.
2. Section 2 entitled “Date of completion; Work hours estimate; Cost estimate and
budget; Fee schedule” is hereby amended to include the additional work, work hours
estimate, cost estimate and budget set forth in Exhibit A-___, for an amount not to exceed
$______________, changing the total not to exceed amount under the Task Order to
$___________________.
3. Except as specifically amended herein, all of the other provisions, terms and
obligations of the Task Order shall remain valid and shall be in full force.
4. Signatures. The parties have executed this Amendment as of the date first
written above.
63,000
FEHR & PEERS
0
108
108
108.3
3
Canal District Traffic Calming
March 22, 2024
0
3
AUGUST 29, 2023
Fehr & Peers
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
August 31, 2025
L8.0039.T108.3
City of San Rafael Service Level Agreement
Amendment to Task Order
v. Feb 2025 Page 2
CITY OF SAN RAFAEL:
_________________________________
________________________________,
_________________________________
Executed on:_______________________
APPROVED AS TO FORM:
Office of the City Attorney
_________________________________
________________________________,
_________________________________
ATTEST:
City Clerk
_________________________________
________________________________,
_________________________________
CONTRACTOR:
__________________________________
By: _______________________________
Name: ____________________________
Title: ____________________________
[If Contractor is a corporation, second
corporate officer signature required]
__________________________________
By: _______________________________
Name: ____________________________
Title: _____________________________
Exhibits:
A-__ – Scope of Work Amended 3
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Geoff Rubendall
Principal
Geoff Rubendall
Fehr & Peers
Principal
Bob Grandy
Chief Assistant City Attorney
Andrea Visveshwara
Cristine Alilovich
City Manager
August 31, 2025
Lindsay Lara
City Clerk
EXHIBIT A - 3
SCOPE OF WORK AMENDED
The Parties hereby agree to amend the Scope of Work to replace the Tasks of the
Second Amendment to the Agreement with the Tasks below, and to perform the
following work:
1. Additional or Amended Services:
Based on the Contractor’s proposal submitted on May 1, 2025, Contractor shall
perform the following:
1.1 Task 1 – Traffic Calming Improvements:
“Before” Data Collection: Fehr & Peers will conduct comprehensive data collection and
analysis to establish a baseline understanding of current transportation conditions along
Spinnaker Point Drive. Fehr & Peers work will include gathering "Before" data th rough
collecting 7 days of 24-hour volume, speed, and classification data at two mid -block
locations, and performing a yielding assessment at two uncontrolled pedestrian
crossings. Fehr & Peers will review the last 5 years of documented crash data.
Additionally, Fehr & Peers will procure big data to identify trends in speed, hard braking,
and travel time.
Develop Recommendations and Initial Feasibility: Fehr & Peers will review the "Before"
data collected to assess current transportation conditions. Using traffic calming best
practices from MUTCD, FHWA, Caltrans, and other relevant guidelines, Fehr & Peers will
develop draft recommendations to address safety, efficiency, and mobility challenges.
Fehr & Peers team will present the findings and draft recommendations to the City for
initial feedback. Following this, Fehr & Peers will finalize the graphics to effectively
communicate our recommendations.
Finalize Recommendations and Design Plans/Exhibits: Fehr & Peers will finalize
recommendations and design plans/exhibits to ensure the successful implementation of
proposed improvements. This includes developing a detailed set of drawings, similar to
the approach used for Spinnaker Point Blvd, to guide City forces and/or their on -call
striping contractors to install materials in the field based on our recommendations.
Field Refinements: Fehr & Peers team will conduct two field visits with a city crew to mark
out specific locations and details of treatments. Additionally, Fehr & Peers will carry out
follow-up field visits and refine graphics or create supplemental materials as needed to
adjust and optimize improvements based on community input, field observations, or other
relevant feedback.
Evaluate Treatments for Effectiveness: Fehr & Peers will review community feedback on
the implemented traffic circle to determine treatment effectiveness and potential
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
opportunities for improvement. Fehr & Peers will use traffic calming best practices from
MUTCD, FHWA, Caltrans, and other relevant guidelines, to draft recommendations to
address safety, efficiency, and mobility challenges.
1.2 Task 2 – Post Installation Assessment:
“After” Data Collection: Fehr & Peers will conduct “After” data collection to evaluate the
effectiveness of implemented recommendations and measure changes in transportation
conditions. This will include collecting 7 days of 24-hour volume, speed, and classification
data at two mid-block locations, and performing a yielding assessment to determine the
number and percentage of motorists yielding to pedestrians at two uncontrolled crossings.
Fehr & Peers will procure big data to uncover trends related to spee d, hard braking, and
travel time, providing a comprehensive understanding of the impacts of the implemented
changes.
Final Assessment: Fehr & Peers will conduct a final assessment to summarize the
findings from the overall study and communicate the outcomes effectively. This will
include creating a comprehensive slide deck and a series of infographics that visually
highlight key results and insights. Fehr & Peers will present these findings to two
designated city groups, council, committees, or boards to ensure thorough dissemination
of the study’s conclusions. Additionally, Fehr & Peers will develop materials suitable fo r
publication on the City’s website, including a series of infographics and a narrative
outlining the study’s process, recommendations, and final outcomes, ensuring
accessibility and transparency for the community.
1.3 Task 3 – Additional Meetings & Coordination:
This task includes additional support of the data collection analysis, and potential
recommended traffic calming improvements. The exact scope for this additional effort is
yet to be determined, but Fehr & Peers will work with the City to determine appropriate
scope of work for this task.
DELIVERABLES
The Scope of Work is amended to add the following:
1. Project Deliverables:
2.1 Task 1: Provide recommendations as a set of detailed drawings to
be used for in-field installation.
2.2 Task 2: Create a comprehensive slide deck with findings and
present at two designated City groups. Development of materials to be
posted on the City's website.
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CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown
below.
All following documents are attached as reference material.
RESPONSIBLE PARTY DESCRIPTION COMPLETED
City Attorney’s Office Review, revise as needed, and approve agreement as to
form
Department Director Review and approve agreement
Risk Management
Email PINS insurance request to Contractor
Confirm insurance documentation is complete
Finance Review and sign off on funding availability
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department:
Project Manager:
Contractor Name:
Contractor’s Contact: Contact’s Email:
City Council Date: ☐ ___________________ or ☐ Not applicable
☐ FPPC: Check if Contractor must file Form 700
Public Works
Fehr & Peers
Geoff Rubendall
X
g.rubendall@fehrandpeers.com
Shannon Mackle (for Kelly Abey)
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City of San Rafael Master Consultant Services Agreement
Rev. Jan. 2023 Page 1 of 8
MASTER CONSULTANT SERVICES AGREEMENT
BY AND BETWEEN
THE CITY OF SAN RAFAEL
AND
FEHR & PEERS
For Professional Services
THIS AGREEMENT is entered into as of ______________ (“Effective Date”) between the City
of San Rafael, a California municipal corporation (“City”), and Fehr & Peers (“Consultant”). The City
and Consultant may be referred to individually as a “party” or collectively as the “parties”.
RECITALS
A. The City wishes to contract for the provision of professional services, as described in
individual “Task Orders” to be issued by the City during the Term of this Agreement.
B. Consultant represents that it, and its subcontractors, if any, have the professional
qualifications, expertise, and necessary licenses and desire to provide professional services of the quality
and type which meet objectives and requirements of the City and that are within the scope of services to
be performed under this Agreement.
NOW, THEREFORE, in consideration of the terms and conditions contained in this Agreement,
the City and Consultant agree as follows:
AGREEMENT
1. Services. Subject to the terms and conditions set forth in this Agreement, Consultant shall
provide the professional services, to include electrical design and transportation design and review
services, as requested and described in a Task Order issued for such services by the City, and shall
coordinate activities so the project that is the subject of each Task Order is completed according to the
City’s requirements.
a. Task Orders. It is understood and agreed that each Task Order shall list the scope
of services to be performed, the schedule for performance, any special conditions, and the form,
amount, and conditions of compensation for services. A Task Order is effective only when
signed by authorized representatives of Consultant and the City. The City shall designate a
Project Manager who shall be fully acquainted with the project and have authority within the
limits of City policy to render decisions promptly. Each Task Order, when issued, shall become a
part of and incorporated into this Agreement.
The City will cooperate with Consultant and provide reasonable access to the site. Upon
written request, the City shall provide all reasonably available information including reports,
preliminary plans, maps, surveys, and other related information regarding its requirements for a
project that is the subject of a Task Order. Consultant may reasonably rely on the accuracy and
completeness of the information provided.
Aug 29, 2023
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City of San Rafael Master Consultant Services Agreement
Rev. Jan. 2023 Page 2 of 8
b. Performance. Consultant shall perform the services described in the Task Order.
The time of performance of the services under this Agreement is important to the City, and all
time deadlines identified in the Task Order shall be strictly construed.
2. Compensation and Payment.
a. Compensation. As consideration for services, City agrees to pay Consultant, and
Consultant agrees to accept from City as full compensation for the services, a fee that does not
exceed the total budgeted amount detailed in each Task Order. Each Task Order may reflect
either a fixed fee amount or an hourly rate. The rates shall include all direct and indirect charges
to each Task Order, except as noted in the Task Order. Consultant may not adjust their hourly rate
schedule more than once annually, such adjustment to be approved by the City in Task Order(s).
b. Payment. Consultant shall bill City monthly, and City agrees to pay the invoice
within 30 days of receipt. Each payment shall be for the invoiced amount, with no retention.
3. Term; Termination.
a. Term. The term of this Agreement shall be three (3) years beginning on the
Effective Date of this Agreement.
b. Termination. Either party may terminate the Agreement by giving seven days
written notice to the other party. If City sends a termination notice, Consultant shall stop work at
the stage directed by the City, and shall deliver all drawings, specifications, and documentation
developed as of that time. Consultant shall accept as full payment either: (i) if the Task Order
indicated an hourly rate, payment based on the hours worked up to the time of termination; or (ii)
if the Task Order indicated a fixed fee, a pro-rata share of the total Agreement based on the
portion of work actually performed.
4. Professional Efforts; Responsible Personnel. Consultant shall perform all services
required under this Agreement in the manner and according to the standards observed by a competent Bay
Area practitioner of the profession in which Consultant is engaged. All products that Consultant delivers
to City shall conform to the standards of quality normally observed by a person practicing in Consultant’s
profession. The City shall be the sole judge as to whether the product of the Consultant is satisfactory.
Consultant shall be liable and, upon demand, shall reimburse City for additional costs incurred by the
City as a result of Consultant’s errors or omissions. Consultant makes no other warranty, express or
implied.
Consultant represents that it and its employees are fully qualified to perform the services under
this Agreement. Consultant represents and warrants to the City that Consultant has, and at all times during
the performance of this Agreement shall maintain, all licenses, permits, qualifications, and approvals that
are required for Consultant to practice Consultant’s profession. Consultant shall assign only competent
personnel to perform services under this Agreement. If the City, in its sole discretion, at any time, desires
the removal of any person or persons assigned by Consultant to perform services under this Agreement,
Consultant shall remove any such person immediately upon receiving notice from the City.
Consultant shall, at its sole cost, expense, and liability, furnish all facilities and equipment that
may be required for furnishing services under this Agreement.
5. Independent Contractor. Consultant, its agents, employees and independent contractors are
and shall at all times remain, as to the City, wholly independent contractors. Neither the City nor any of
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City of San Rafael Master Consultant Services Agreement
Rev. Jan. 2023 Page 3 of 8
its officers or employees shall have any control over the manner by which the Consultant performs this
Agreement and shall only dictate the results of the performance. Consultant shall not represent that
Consultant, or its agents, employees or independent contractors, are agents or employees of the City.
Consultant is responsible for the payment of all taxes, workers’ compensation insurance and
unemployment insurance. Consultant shall obtain no rights to retirement benefits or other benefits that
accrue to City’s employees, and Consultant hereby waives any claim it may have to any such rights.
Except as the City may specify in writing, Consultant shall have no authority, express or implied,
to act on behalf of the City or to bind the City to any obligation.
6. Interest of Consultant. Consultant (including principals, associates and professional
employees) covenants and represents that it does not now have any investment or interest in real property
and shall not acquire any interest, direct or indirect, in the geographical areas likely to be covered by this
Agreement, or any other source of income, interest in real property or investment that would be affected
in any manner or degree by the performance of Consultant’s services under this Agreement. Consultant
further covenants and represents that, in the performance of its duties, no person having any such interest
shall perform any services under this Agreement.
If Consultant is determined to be a “Consultant” or a “designated employee” within the meaning
of the Political Reform Act, Consultant will comply with the requirements of that Act by submitting a
Statement of Economic Interest Form 700. (2 Cal. Code of Regs.§18701(a)(2).)
7. Accounting Records. The Consultant agrees to maintain all records and other evidence
pertaining to costs incurred and work performed under this Agreement and shall make them available at
the Consultant’s office during the Agreement period and thereafter for a period of three years from the
date of receipt of final payment.
8. Ownership of Documents and Data. All data, maps, photographs, and other material
collected or prepared under this Agreement, and all documents of any type developed or obtained by
Consultant in the performance of this Agreement, shall become the property of the City. Any re-use of
designs without Consultant's written authorization will be at the City's risk.
9. Indemnification.
a. Except as otherwise provided in subparagraph b., 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 “Liabilities”), 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, Consultant shall provide a defense to the City Indemnitees or at
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City of San Rafael Master Consultant Services Agreement
Rev. Jan. 2023 Page 4 of 8
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
Indemnitees from and against any Liabilities, 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.
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.
10. Insurance. Consultant shall procure and maintain at its sole cost for the duration of this
Agreement the following insurance:
a. Minimum Scope of Insurance. Coverage shall be at least as broad as:
(1) Insurance Services Office Commercial General Liability coverage
(“occurrence” form CG 0001).
(2) Insurance Services Office form number CA 0001 covering Automobile
Liability, code 1 (any auto).
(3) Workers’ Compensation insurance as required by the Labor Code of the
State of California and Employers Liability insurance.
(4) Errors and omissions/Professional liability insurance for all design
professionals such as architects, landscape architects or engineers.
b. Minimum Limits of Insurance. Consultant shall maintain policy limits of no less
than:
(1) Commercial General Liability: $1,000,000 per occurrence/$2,000,000
aggregate, for death, bodily injury, personal injury, or property damage.
(2) Automobile Liability: $1,000,000 combined single limit per accident for
bodily injury and property damage.
(3) Workers’ Compensation and Employers Liability: 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
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City of San Rafael Master Consultant Services Agreement
Rev. Jan. 2023 Page 5 of 8
insurance shall be specifically endorsed to waive any right of subrogation against
the City.
(4) Errors and Omissions/Professional Liability: $1,000,000 per
occurrence/$2,000,000 aggregate.
c. Deductibles and Self-Insured Retention. Any deductibles or self-insured
retention must be declared to and approved by the City. At the option of the City, either: the
insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City, its
officers, officials, employees and volunteers; or Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration and defense expenses.
d. Other Insurance Requirements. The insurance coverage required of Consultant
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 ISO form CG20 01 04 13.
(3) Except for professional liability insurance or workers’ compensation
insurance, the insurance policies shall include, in their text or by endorsement,
coverage for contractual liability and personal injury.
(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) If the 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.
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City of San Rafael Master Consultant Services Agreement
Rev. Jan. 2023 Page 6 of 8
(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.
e. Acceptability of Insurers. Insurance is to be placed with insurers with a Best’s
rating of no less than A: VII.
f. Verification of Coverage. Consultant shall furnish the City with certificates of
insurance and with original endorsements effecting coverage required by this clause. The
certificates and endorsements for each insurance policy are to be signed by a person authorized
by that insurer to bind coverage on its behalf. All certificates and endorsements are to be
received and approved by the City before work commences. The City reserves the right to
require complete certified copies of all required insurance policies, at any time.
11. Miscellaneous provisions.
a. Notice. Any notice to be given under this Agreement shall be given by enclosing
it in a sealed envelope, first-class postage prepaid, and depositing it in the United States mail,
addressed to the party at the following address. Notice shall be deemed received three business
days after mailing, or upon personal delivery.
CITY: City of San Rafael
Attn: Joanna Kwok, Senior Civil Engineer
111 Morphew Street
San Rafael, CA 94901
CONSULTANT: Fehr & Peers
Attn: Geoff Rubendall
345 California Street, Suite 450
San Francisco, CA 94104
b. Assignment. This Agreement contemplates the personal services of Consultant
and its employees and it is understood by both parties that a substantial inducement to City for
entering into this Agreement was, and is, the professional reputation and competence of
Consultant. Consultant shall not assign or otherwise transfer any rights or obligations under this
Agreement without the prior written consent of the City.
c. Business License. Consultant shall obtain a City business license before
beginning work under this Agreement.
d. Prohibited Interests. No officer or employee of the City shall have any direct
financial interest in this Agreement. This Agreement shall be voidable at the option of the City if
this provision is violated.
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City of San Rafael Master Consultant Services Agreement
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e. Governing Law; Litigation Expenses. California law shall govern this
Agreement. Any action to enforce or interpret this Agreement shall be brought in a court of
competent jurisdiction in the County of Marin, California.
f. Incorporation. The Preamble, the Recitals, Exhibits, and Task Orders issued
hereunder are incorporated into this Agreement by this reference. If there is a conflict between
the body of this Agreement and an exhibit prepared by Consultant, the body of the Agreement
shall control.
g. Severability. Should any part of this Agreement be declared unconstitutional,
invalid, or beyond the authority of either party to enter into or carry out, such decision shall not
affect the validity of the remainder of this Agreement, which shall continue in full force and
effect; provided that, the remainder of this Agreement can, absent the excised portion, be
reasonably interpreted to give effect to the intentions of the parties.
h. Authority. All parties executing this Agreement represent and warrant that they
are authorized to do so.
i. Entire Agreement; Amendments. This Agreement is the entire Agreement
between the parties and supersedes all prior negotiations, representations, or agreements, whether
written or oral. This Agreement may be amended only by written agreement signed by both
parties.
j. Non-waiver. A party's waiver of any term shall not be deemed a continuing
waiver or a waiver of any other term.
k. Counterparts. This Agreement may be executed in counterparts.
[Signatures are on the following page.]
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City of San Rafael Master Consultant Services Agreement
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year
first above written.
CITY OF SAN RAFAEL:
_________________________________
CRISTINE ALILOVICH, City Manager
APPROVED AS TO FORM:
Office of the City Attorney
_________________________________
By: GENEVIEVE COYLE,
Assistant City Attorney
ATTEST:
City Clerk
_________________________________
LINDSAY LARA, City Clerk
CONSULTANT:
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
[If CONSULTANT is a corporation, add signature
of second corporate officer]
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
Chris Mitchell (Aug 21, 2023 14:19 PDT)
Chris Mitchell
Fehr & Peers
Chris Mitchell
President
Fehr nd Peers Ass*ci tes
4s *ll rd
Chie! Fin nci l !!icer
Cristine Alil*1ich (Aug 29, 2023 19:32 PDT)
renn ur(i (!*r) (Aug 30, 2023 0ч:02 PDT)
(reQQD 4XrPi IRr
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CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
Step RESPONSIBLE
DEPARTMENT
DESCRIPTION COMPLETED
DATE
REVIEWER
Check/Initial
1 Project Manager
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
Click here to
enter a date.
7/27/2023
☐
☒NT
2 City Attorney
a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
7/27/2023
7/27/2023
☒ NT
☒ NT
3 Department Director Approval of final agreement form to send to
contractor
7/31/2023 ☒ AM
4 Project Manager
Forward three (3) originals of final agreement to
contractor for their signature
8/17/2023 ☒
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
$75,000; and for Public Works Contracts that exceed $175,000
Date of City Council approval
☒ N/A
Or
Click here to
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
7 City Attorney Review and approve hard copy of signed
agreement
8 City Attorney Review and approve insurance in PINS , and bonds
(for Public Works Contracts)
9 City Manager / Mayor Agreement executed by City Council authorized
official
10 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: Nataly Torres (for Joanna Kwok) Extension: 3353
Contractor Name: Fehr & Peers
Contractor’s Contact: Geoff Rubendall Contact’s Email: g.rubendall@fehrandpeers.com
☐ FPPC: Check if Contractor/Consultant must file Form 700
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Fehr & Peers - 2023 Master Services
Agreement -Electrical, Transportation
Final Audit Report 2023-08-30
Created:2023-08-17
By:Nataly Torres (nataly.torres@cityofsanrafael.org)
Status:Signed
Transaction ID:CBJCHBCAABAAu5VgOj2kjYJKRkZGeeMpx31jf4Nn4nLI
"Fehr & Peers - 2023 Master Services Agreement -Electrical, Tr
ansportation" History
Document created by Nataly Torres (nataly.torres@cityofsanrafael.org)
2023-08-17 - 5:29:45 PM GMT
Document emailed to c.mitchell@fehrandpeers.com for signature
2023-08-17 - 5:35:23 PM GMT
Email viewed by c.mitchell@fehrandpeers.com
2023-08-17 - 5:55:46 PM GMT
Signer c.mitchell@fehrandpeers.com entered name at signing as Chris Mitchell
2023-08-21 - 9:19:31 PM GMT
Document e-signed by Chris Mitchell (c.mitchell@fehrandpeers.com)
Signature Date: 2023-08-21 - 9:19:33 PM GMT - Time Source: server
Document emailed to Lysa Wollard (l.wollard@fehrandpeers.com) for signature
2023-08-21 - 9:19:36 PM GMT
Email viewed by Lysa Wollard (l.wollard@fehrandpeers.com)
2023-08-21 - 10:33:46 PM GMT
Document e-signed by Lysa Wollard (l.wollard@fehrandpeers.com)
Signature Date: 2023-08-23 - 2:45:17 PM GMT - Time Source: server
Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval
2023-08-23 - 2:45:19 PM GMT
Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org)
2023-08-29 - 9:12:25 PM GMT
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org)
Approval Date: 2023-08-29 - 9:13:13 PM GMT - Time Source: server
Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature
2023-08-29 - 9:13:15 PM GMT
Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org)
2023-08-29 - 9:52:04 PM GMT
Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org)
Signature Date: 2023-08-29 - 9:52:33 PM GMT - Time Source: server
Document emailed to city.clerk@cityofsanrafael.org for approval
2023-08-29 - 9:52:34 PM GMT
Email viewed by city.clerk@cityofsanrafael.org
2023-08-29 - 10:20:07 PM GMT
Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi
2023-08-29 - 10:20:59 PM GMT
Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org)
Approval Date: 2023-08-29 - 10:21:01 PM GMT - Time Source: server
Document emailed to cristine.alilovich@cityofsanrafael.org for signature
2023-08-29 - 10:21:02 PM GMT
Email viewed by cristine.alilovich@cityofsanrafael.org
2023-08-29 - 11:04:17 PM GMT
Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich
2023-08-30 - 2:32:39 AM GMT
Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org)
Signature Date: 2023-08-30 - 2:32:41 AM GMT - Time Source: server
Document emailed to city.clerk@cityofsanrafael.org for signature
2023-08-30 - 2:32:43 AM GMT
Email viewed by city.clerk@cityofsanrafael.org
2023-08-30 - 3:02:29 PM GMT
Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for)
2023-08-30 - 3:02:47 PM GMT
Document e-signed by Brenna Nurmi (for) (city.clerk@cityofsanrafael.org)
Signature Date: 2023-08-30 - 3:02:49 PM GMT - Time Source: server
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Agreement completed.
2023-08-30 - 3:02:49 PM GMT
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Rev. March 2024
City of San Rafael
SERVICE LEVEL AGREEMENT
DATED AUGUST 29, 2023
WITH FEHR & PEERS
TASK ORDER NO. 108
Subject title: Canal District Traffic Calming
Task Order Amount: $15,000
THIS TASK ORDER is entered into on ____________________ between the City of San Rafael,
a municipal corporation ("City"), and Fehr & Peers, ("Contractor").
RECITALS
A. Whereas Master Consultant Services Agreement is hereby renamed Service Level Agreement;
and
B.
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
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.
Geoff Rubendall 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 Nhat Phan 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
3/22/24
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
City of San Rafael Service Level Agreement
Task Order
Rev. March 2024
2
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.
3. 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.
5. 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.
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
City of San Rafael Service Level Agreement
Task Order
Rev. March 2024
3
CITY OF SAN RAFAEL
By: _____________________________
Cristine Alilovich, City Manager
Reviewed By
By: ______________________________
Genevieve Coyle, Assistant City Attorney
CONTRACTOR
By: __________________________
Name: ________________________
Title: _________________________
(if Contractor is a corporation, add signature
of second corporate officer)
By: __________________________
Name: ________________________
Title: _________________________
Exhibits:
A Scope of work
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
Step RESPONSIBLE
DEPARTMENT
DESCRIPTION COMPLETED
DATE
REVIEWER
Check/Initial
1 Project Manager a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
Click here to
enter a date.
3/11/2024
SM
2 City Attorney a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3/13/2024
3/13/2024 NT
NT
3 Department Director Approval of final agreement form to send to
contractor
3/13/2024 AM
4 Project Manager Forward three (3) originals of final agreement to
contractor for their signature
Click here to
enter a date.
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
$75,000; and for Public Works Contracts that exceed $175,000
Date of City Council approval
N/A
Or
Click here to
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
7 City Attorney Review and approve hard copy of signed
agreement
8 City Attorney Review and approve insurance in PINS , and bonds
(for Public Works Contracts)
9 City Manager / Mayor Agreement executed by City Council authorized
official
10 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: Shannon Mackle (for Nhat Phan) Extension: 3353
Contractor Name: Fehr & Peers
Geoff Rubendall Contact Email: g.rubendall@fehrandpeers.com
FPPC: Check if Contractor/Consultant must file Form 700
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
City of San Rafael
SERVICE LEVEL AGREEMENT
DATED AUGUST 29, 2023
WITH FEHR & PEERS
TASK ORDER NO. 108.1
(Amendment to Task Order No. 108)
Canal District Traffic Calming
Amendment Amount: $8,000
THIS AMENDMENT TO TASK ORDER No. 108.1 is entered into on -------~
between the City of San Rafael, a municipal corporation ("City"), and Fehr & Peers, ("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 August 29, 2023 under which
Contractor has agreed to perform certain contract services for the City; and
C. Pursuant to the Agreement, on March 22, 2024, the City and Contractor entered into
"Task Order No. 108" under which Contractor agreed to perform contract services in connection with
City's Canal District Traffic Calming (the "Project"), for a total not to exceed $15,000; and
D. City now requires additional services for the Project, and the Contractor is willing to
provide such services.
NOW, THEREFORE, City and Contractor agree to amend Task Order No. 108 as follows:
AGREEMENT TO AMEND TASK ORDER
1. Section 1 entitled "Scope of Services," is hereby amended to include the additional services set
forth in Exhibit A of this Task Order Amendment.
2. Section 2 entitled "Date of completion; Work hours estimate; Cost estimate and budget; Fee
schedule" is hereby amended to include the additional services, work hours estimate, cost estimate and
budget set forth in Exhibit A, for an amount not to exceed $8,000, changing the total not to exceed to
$23,000.
3. Except as specifically amended herein, all of the other provisions, terms and obligations of Task
Order No. 108 shall remain valid and shall be in full force.
4. Signatures. The parties have executed this Amendment as of the date first written above.
Rev. May 2013
September 18, 2024
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
City of San Rafael Service Level Agreement
Amendment to Task Order
CITY OF SAN RAFAEL
� AMwd By: Cristine Alilovich (Sep 18, 202414:36 PDT)
Cristine Alilovich, City Manager
Reviewed By
84Pef 'A £� By: Robert F. Epstein (Sep 16, 202414:27 PDT)
Robert F. Epstein, City Attorney
Exhibits:
A -Scope of Work
Rev. Jan 2019
2
CONTRACTOR
By:��
Name: Geoff Rubendall
Title: Pri nci pal
(if Contractor is a corporation, add
signature of second corporate officer)
13-t-� By: __________
Name: Bob Grandy
Title: Pri nci pal
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
Step RESPONSIBLE
DEPARTMENT
DESCRIPTION COMPLETED
DATE
REVIEWER
Check/Initial
1 Project Manager a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
Click here to
enter a date.
8/2/2024
SM
2 City Attorney a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
9/10/2024
9/10/2024 NT
NT
3 Department Director Approval of final agreement form to send to
contractor
9/11/2024 AM
4 Project Manager Forward three (3)originals of final agreement to
contractor for their signature
9/12/2024
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
$75,000; and for Public Works Contracts that exceed $175,000
Date of City Council approval
N/A
Or
Click here to
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
9/16/24 SM
7 City Attorney Review and approve hard copy of signed
agreement
8 City Attorney Review and approve insurance in PINS , and bonds
(for Public Works Contracts)
9 City Manager / Mayor Agreement executed by City Council authorized
official
10 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: Shannon Mackle (for Joanna Kwok) Extension: 3353
Contractor Name: Fehr & Peers
Contractor’s Contact: Geoff Rubendall Contact’s Email: G.Rubendall@fehrandpeers.com
FPPC: Check if Contractor/Consultant must file Form 700
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Rev. May 2013
City of San Rafael
SERVICE LEVEL AGREEMENT
DATED AUGUST 29, 2023
WITH FEHR & PEERS
TASK ORDER NO. 108.2
(Amendment to Task Order No. 108)
Canal District Traffic Calming
Amendment Amount: $40,000
THIS AMENDMENT TO TASK ORDER No. 108 is entered into on _________________,
between the City of San Rafael, a municipal corporation ("City"), and Fehr & Peers, ("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 August 29, 2023 under which
Contractor has agreed to perform certain contract services for the City; and
C. Pursuant to the Agreement, on March 22, 2024, the City and Contractor entered into
“Task Order No. 108” under which Contractor agreed to perform contract services in connection with
City’s Canal District Traffic Calming (the “Project”), for a total not to exceed $15,000; and
D. Pursuant to the Agreement, on September 18, 2024, the City and Contractor entered into
“Task Order No. 108.1” under which Contractor agreed to perform additional services in connection with
the Project, as specified in Exhibit A attached to and included in Task Order 108.1, for a total not to
exceed $8,000, changing the total of Task Order 108 not to exceed $23,000.
D. City now requires additional services for the Project, and the Contractor is willing to provide
such services.
NOW, THEREFORE, City and Contractor agree to amend Task Order No. 108 as follows:
AGREEMENT TO AMEND TASK ORDER
1. Section 1 entitled “Scope of Services,” is hereby amended to include the additional services set
forth in Exhibit A of this Task Order Amendment.
2. Section 2 entitled “Date of completion; Work hours estimate; Cost estimate and budget; Fee
schedule” is hereby amended to include the additional services, work hours estimate, cost estimate and
budget set forth in Exhibit A, for an amount not to exceed $40,000, changing the total not to exceed to
$63,000.
Dec 10, 2024
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
City of San Rafael Service Level Agreement
Amendment to Task Order
Rev. Jan 2019
2
3. Except as specifically amended herein, all of the other provisions, terms and obligations of Task
Order No. 108, as amended by Task Order 108.1, shall remain valid and shall be in full force.
4. Signatures. The parties have executed this Amendment as of the date first written above.
CITY OF SAN RAFAEL
By: _____________________________
Cristine Alilovich, City Manager
Reviewed By
By: ______________________________
Robert F. Epstein, City Attorney
CONTRACTOR
By: __________________________
Name: ________________________
Title: _________________________
(if Contractor is a corporation, add
signature of second corporate officer)
By: __________________________
Name: ________________________
Title: _________________________
Exhibits:
A – Scope of Work
Geoff Rubendall
Principal
ob Grand4
Principal
Rober/ ѵ p./ein җec хѶ спсу срѷсу PҘ
Robert F. Epstein
ri./ine lilo1ic# җec рпѶ спсу стѷтт PҘ
)ristine 'OiOoYiFK
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Exhibit A
Scope of Work: Task Order 108 – Canal District Traffic Calming
Work Done to Date: $23k
Additional Scope: Data Collection: $40k
“Before” Data Collection ($20k)
• Intersection Turning Movement Counts (AM and PM peak period multi-modal turning
movement counts at 7 locations)
• 7 days 24 hours of volume, speed and classification (7 mid-block locations)
• Yielding Assessment (reviewing number and percentage motorists yield to pedestrians at
uncontrolled crossings (there are 4)
• Review of last 5 years of documented crash data
• Transit reliability (download GTFS over course of several weeks to determine average and range
of transit travel time through neighborhood)
• Big Data (purchase data to determine more trends related to speed, hard braking, travel time)
Develop Recommendations and Initial Feasibility ($20k)
• Review “before” data described above
• Develop slides summarizing existing data
• Apply traffic calming best practices (MUTCD, FHWA, Caltrans, etc.)
• Develop Draft Recommendations
• Present findings and draft recommendations to City
• Finalize slide deck and graphics
• Present results to PBAC or another city committee/board/council
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Fehr & Peers reserves the right to change these rates at any time with or without advance notice.
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.
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
Step RESPONSIBLE
DEPARTMENT
DESCRIPTION COMPLETED
DATE
REVIEWER
Check/Initial
1 Project Manager
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
Click here to
enter a date.
12/3/2024
☐
☒SM
2 City Attorney
a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
12/4/2024
12/4/2024
☒ NT
☒ NT
3 Department Director Approval of final agreement form to send to
contractor
12/6/2024 ☒ AM
4 Project Manager
Forward three (3) originals of final agreement to
contractor for their signature
12/6/2024 ☒
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
$75,000; and for Public Works Contracts that exceed $175,000
Date of City Council approval
☒ N/A
Or
Click here to
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
7 City Attorney Review and approve hard copy of signed
agreement
8 City Attorney Review and approve insurance in PINS , and bonds
(for Public Works Contracts)
9 City Manager / Mayor Agreement executed by City Council authorized
official
10 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: Shannon Mackle (for Joanna Kwok) Extension: 3353
Contractor Name: Fehr & Peers
Contractor’s Contact: Geoff Rubendall Contact’s Email: G.Rubendall@fehrandpeers.com
☐ FPPC: Check if Contractor/Consultant must file Form 700
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
TO 108.2 Canal District Traffic Calming - F&P
Final Audit Report 2024-12-11
Created:2024-12-06
By:Shannon Mackle (shannon.mackle@cityofsanrafael.org)
Status:Signed
Transaction ID:CBJCHBCAABAAa1oI5bE4C3e0w9I8vi9L7ERTGNUiyjk6
"TO 108.2 Canal District Traffic Calming - F&P" History
Document created by Shannon Mackle (shannon.mackle@cityofsanrafael.org)
2024-12-06 - 10:54:27 PM GMT- IP address: 199.88.113.8
Document emailed to Geoff Rubendall (g.rubendall@fehrandpeers.com) for signature
2024-12-06 - 10:55:46 PM GMT
Email viewed by Geoff Rubendall (g.rubendall@fehrandpeers.com)
2024-12-07 - 0:09:02 AM GMT- IP address: 104.47.55.254
Document e-signed by Geoff Rubendall (g.rubendall@fehrandpeers.com)
Signature Date: 2024-12-07 - 0:09:18 AM GMT - Time Source: server- IP address: 67.188.253.94
Document emailed to Bob Grandy (b.grandy@fehrandpeers.com) for signature
2024-12-07 - 0:09:20 AM GMT
Email viewed by Bob Grandy (b.grandy@fehrandpeers.com)
2024-12-07 - 0:20:04 AM GMT- IP address: 104.47.66.126
Document e-signed by Bob Grandy (b.grandy@fehrandpeers.com)
Signature Date: 2024-12-07 - 0:20:25 AM GMT - Time Source: server- IP address: 23.125.135.75
Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval
2024-12-07 - 0:20:27 AM GMT
Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org)
2024-12-07 - 0:39:45 AM GMT- IP address: 104.47.65.254
Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org)
Approval Date: 2024-12-07 - 0:42:36 AM GMT - Time Source: server- IP address: 199.88.113.8
Document emailed to rob.epstein@cityofsanrafael.org for signature
2024-12-07 - 0:42:38 AM GMT
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Email viewed by rob.epstein@cityofsanrafael.org
2024-12-07 - 5:23:26 AM GMT- IP address: 24.5.134.43
Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein
2024-12-07 - 5:24:00 AM GMT- IP address: 24.5.134.43
Document e-signed by Robert F. Epstein (rob.epstein@cityofsanrafael.org)
Signature Date: 2024-12-07 - 5:24:02 AM GMT - Time Source: server- IP address: 24.5.134.43
Document emailed to city.clerk@cityofsanrafael.org for approval
2024-12-07 - 5:24:04 AM GMT
Email viewed by city.clerk@cityofsanrafael.org
2024-12-09 - 3:55:07 PM GMT- IP address: 104.47.65.254
Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi
2024-12-09 - 3:55:15 PM GMT- IP address: 199.88.113.8
Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org)
Approval Date: 2024-12-09 - 3:55:17 PM GMT - Time Source: server- IP address: 199.88.113.8
Document emailed to cristine.alilovich@cityofsanrafael.org for signature
2024-12-09 - 3:55:19 PM GMT
Email viewed by cristine.alilovich@cityofsanrafael.org
2024-12-11 - 7:33:18 AM GMT- IP address: 104.47.65.254
Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich
2024-12-11 - 7:33:29 AM GMT- IP address: 71.198.110.147
Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org)
Signature Date: 2024-12-11 - 7:33:31 AM GMT - Time Source: server- IP address: 71.198.110.147
Agreement completed.
2024-12-11 - 7:33:31 AM GMT
Docusign Envelope ID: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548
Certificate Of Completion
Envelope Id: E0D1AE0E-0E0D-48CA-AE50-DAF93C64A548 Status: Completed
Subject: DocuSign: Task Order Amendment with Fehr & Peers for Canal District Traffic Calming
Source Envelope:
Document Pages: 39 Signatures: 5 Envelope Originator:
Certificate Pages: 5 Initials: 4 Shannon Mackle
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
111 Morphew St
San Rafael, CA 94901
shannonm@cityofsanrafael.org
IP Address: 199.88.113.8
Record Tracking
Status: Original
6/9/2025 9:13:44 AM
Holder: Shannon Mackle
shannonm@cityofsanrafael.org
Location: DocuSign
Signer Events Signature Timestamp
Nataly Torres
Nataly.Torres@cityofsanrafael.org
Legal Assistant
City of San Rafael
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 8/14/2025 3:14:59 PM
Viewed: 8/14/2025 3:15:43 PM
Signed: 8/14/2025 3:15:47 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
April Miller
aprilm@cityofsanrafael.org
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 199.88.89.34
Sent: 8/14/2025 3:14:59 PM
Viewed: 8/14/2025 3:24:35 PM
Signed: 8/14/2025 3:26:45 PM
Electronic Record and Signature Disclosure:
Accepted: 8/14/2025 3:24:35 PM
ID: 2f15958f-e3da-4d46-bf08-6e0687f448a2
Van Bach
vanb@cityofsanrafael.org
Signing Group: Finance
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 8/14/2025 3:14:59 PM
Viewed: 8/18/2025 2:09:20 PM
Signed: 8/22/2025 9:20:34 AM
Electronic Record and Signature Disclosure:
Accepted: 8/22/2025 9:20:17 AM
ID: d8ba7fb8-0f3d-4810-89ad-ce0cc5eb9b80
Geoff Rubendall
g.rubendall@fehrandpeers.com
Principal
Geoff Rubendall
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 174.160.30.30
Sent: 8/22/2025 9:20:38 AM
Viewed: 8/22/2025 10:25:16 AM
Signed: 8/22/2025 10:25:48 AM
Electronic Record and Signature Disclosure:
Accepted: 8/22/2025 10:25:16 AM
ID: e24dec0b-69c7-49c5-b5a1-86f794e17f59
Signer Events Signature Timestamp
Bob Grandy
b.grandy@fehrandpeers.com
Principal
Fehr & Peers
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address:
2600:1700:a7ae:1010:d06a:db69:9106:7eed
Sent: 8/22/2025 10:25:51 AM
Viewed: 8/22/2025 10:37:42 AM
Signed: 8/22/2025 10:38:39 AM
Electronic Record and Signature Disclosure:
Accepted: 8/22/2025 10:37:42 AM
ID: df37067c-55fd-4712-9991-17206e7feafa
Andrea Visveshwara
Andrea.Visveshwara@cityofsanrafael.org
Chief Assistant City Attorney
City of San Rafael
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 8/22/2025 10:38:42 AM
Viewed: 8/22/2025 10:41:43 AM
Signed: 8/22/2025 10:41:51 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Nataly Torres
Nataly.Torres@cityofsanrafael.org
Legal Assistant
City of San Rafael
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 8/22/2025 10:38:42 AM
Viewed: 8/29/2025 2:01:58 PM
Signed: 8/29/2025 2:02:06 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Cristine Alilovich
Cristine.Alilovich@cityofsanrafael.org
City Manager
City of San Rafael
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address:
2601:645:e82:6d80:a1ea:22b0:5207:750b
Sent: 8/29/2025 2:02:10 PM
Viewed: 8/31/2025 9:57:23 AM
Signed: 8/31/2025 9:57:31 AM
Electronic Record and Signature Disclosure:
Accepted: 8/8/2025 5:50:59 PM
ID: 92734b64-c5dc-4308-af7f-b0f4b9ffd306
Lindsay Lara
Lindsay.Lara@cityofsanrafael.org
City Clerk
City of San Rafael
Signing Group: City Clerk
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 8/31/2025 9:57:35 AM
Viewed: 9/2/2025 10:11:47 AM
Signed: 9/2/2025 10:13:01 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Editor Delivery Events Status Timestamp
Nataly Torres
Nataly.Torres@cityofsanrafael.org
Legal Assistant
City of San Rafael
Security Level: Email, Account Authentication
(None)
Using IP Address: 199.88.113.8
Sent: 7/23/2025 10:23:22 AM
Resent: 7/23/2025 1:48:50 PM
Viewed: 8/12/2025 3:10:03 PM
Completed: 8/14/2025 3:14:57 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Nataly Torres
Nataly.Torres@cityofsanrafael.org
Legal Assistant
City of San Rafael
Security Level: Email, Account Authentication
(None)
Using IP Address: 199.88.113.8
Sent: 8/14/2025 3:15:01 PM
Resent: 8/14/2025 3:35:11 PM
Viewed: 8/14/2025 3:36:48 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Carbon Copy Events Status Timestamp
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 7/23/2025 10:23:22 AM
Envelope Updated Security Checked 7/23/2025 1:51:07 PM
Envelope Updated Security Checked 7/23/2025 1:51:07 PM
Envelope Updated Security Checked 7/23/2025 1:51:07 PM
Envelope Updated Security Checked 7/23/2025 1:51:07 PM
Envelope Updated Security Checked 7/23/2025 1:51:07 PM
Envelope Updated Security Checked 7/23/2025 1:51:07 PM
Envelope Updated Security Checked 8/5/2025 8:31:59 AM
Envelope Updated Security Checked 8/14/2025 3:35:10 PM
Envelope Updated Security Checked 8/14/2025 3:35:10 PM
Certified Delivered Security Checked 9/2/2025 10:11:47 AM
Signing Complete Security Checked 9/2/2025 10:13:01 AM
Completed Security Checked 9/2/2025 10:13:01 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of San Rafael (we, us or Company) may be required by law to provide to you certain written
notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures
electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can
access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure
(ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and
signatures’ before clicking ‘CONTINUE’ within the DocuSign system.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available electronically to you by us.
You will have the ability to download and print documents we send to you through the DocuSign system during and
immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a
limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to
send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may
request delivery of such paper copies from us by following the procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us
that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your
decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and
disclosures electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can
complete certain steps in transactions with you and delivering services to you because we will need first to send the
required notices or disclosures to you in paper format, and then wait until we receive back from you your
acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the
DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from
us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you
through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents
that are required to be provided or made available to you during the course of our relationship with you. To reduce the
chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and
disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the
disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with
this process, please let us know as described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures electronically from us.
How to contact City of San Rafael:
You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies
of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as
follows: To contact us by email send messages to: city.clerk@cityofsanrafael.org
To advise City of San Rafael of your new email address
To let us know of a change in your email address where we should send notices and disclosures electronically to you, you
must send an email message to us at city.clerk@cityofsanrafael.org and in the body of such request you must state: your
Electronic Record and Signature Disclosure created on: 5/22/2025 12:46:43 PM
Parties agreed to: April Miller, Van Bach, Geoff Rubendall, Bob Grandy, Cristine Alilovich
previous email address, your new email address. We do not require any other information from you to change your email
address.
If you created a DocuSign account, you may update it with your new email address through your account preferences.
To request paper copies from City of San Rafael
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically,
you must send us an email to city.clerk@cityofsanrafael.org and in the body of such request you must state your email
address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with City of San Rafael
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:
i. decline to sign a document from within your signing session, and on the subsequent page, select the check-box
indicating you wish to withdraw your consent, or you may;
ii. send us an email to city.clerk@cityofsanrafael.org and in the body of such request you must state your email, full name,
mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The
consequences of your withdrawing consent for online documents will be that transactions may take a longer time to
process..
Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The current system
requirements are found here: https://support.docusign.com/guides/signer-guide-signing-system-requirements.
Acknowledging your access and consent to receive and sign documents electronically
To confirm to us that you can access this information electronically, which will be similar to other electronic notices and
disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on
paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to
an email address where you will be able to print on paper or save it for your future reference and access. Further, if you
consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check-
box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.
By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm that:
You can access and read this Electronic Record and Signature Disclosure; and
You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and
Disclosure to a location where you can print it, for future reference and access; and
Until or unless you notify City of San Rafael as described above, you consent to receive exclusively through
electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required
to be provided or made available to you by City of San Rafael during the course of your relationship with City of
San Rafael.