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Home My WebLink AboutCC Resolution 11415 (Vehicle Fee Impact Analysis; HF&H)RESOLUTION NO. 11415 A RESOLUTION AUTHORIZING AN AMENDMENT TO AN AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND HILTON, FARNKOPF AND HOBSON, LLC FOR VEHICLE FEE IMPACT ANALYSIS SERVICES (Term of agreement for additional 9 months commencing on April 1, 2003 and ending on December 31, 2003.) THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: The CITY MANAGER and CITY CLERK are authorized to execute, on behalf of the City of San Rafael, an amendment to an agreement with :11 M4110ARMTE 1. of hereby attached and by this reference made a part hereof. I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Mondaj[ the 15fh_day of September 2003, by the following vote, to wit: AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips and Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None JEANNE M. LEONCINI, City Clerk WAManagement Services- WorkFile\Finance- WorkFile\Council Material\Resolutions\2003\City\HFH iimapct fee amendment reso.doc AMENDMENT TO AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND HILTON, FARNKOPF AND HOBSON, LLC FOR VEHICLE IMPACT FEE ANALYSIS SERVICES This Amendment to Agreement is made and entered into this 15th day of September 2003 by and between the CITY OF SAN RAFAEL (hereinafter "CITY'), and Hilton, Farnkopf and Hobson, LLC (hereinafter "CONTRACTOR"). WHEREAS, the CITY and the CONTRACTOR entered into an Agreement dated September 17, 2002 by which CONTRACTOR agreed to provide CITY with certain professional services; and, WHEREAS, the CITY has determined that consulting services continue to be required to determine the refuse impact analysis in non-residential areas and the construction vehicle impacts in all areas of the City; and WHEREAS, the CONTRACTOR has expertise and experience in the impact fee field of professional services; and WHEREAS, the CONTRACTOR has offered to continue such services in connection with this Project; and WHEREAS, pursuant to paragraph 4 of the original Agreement, the parties can, upon their mutual consent, extend the Agreement for an additional $20,000 and pursuant to paragraph 5, extend the term of the Agreement; NOW, THEREFORE, the parties hereby agree as follows: Paragraph 4 of the Agreement is amended to read as follows: "The amount of additional compensation paid to the Contractor shall be $20,000 (as defined in Exhibits A and B attached to this Amendment) for a total compensation of $37,500." 1 C®py 2. Paragraph 5 of the Agreement is amended to read as follows: "The term of this Agreement shall be for an additional nine months, commencing on April 1, 2003 and ending on December 31, 2003." 3. All other covenants, terms and conditions of the original Agreement remain in full force and effect for the term of the Amended Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL ?OD GOULD, City Manager ATTEST: A. Jrllzv�M. LEON 'INL City Clerk ney CONTRACTOR W:\Management Services- WorkFileTinance- WorkFile\Agreement and ContractsTrofessional Contracts\2003\hfh amendment -impact fees.doc 2 E X H I B I T A HILTON FARNKOP- TOBSON, LLQ. Northern California Advisory Services to Southern California Municipal Management Central California 2175 N. California Boulevard, Suite 990 Walnut Creek, California 94596 Telephone: 925/977-6950 Fax: 925/977-6955 www.hfh-consultants.com July 18, 2003 Mr. Kenneth A. Nordhoff Assistant City Manager/ Director of Management Services City of San Rafael P.O. Box 151560 San Rafael, CA 94915-1560 Subject: Proposal to Expand Vehicle Impact Fee Analysis Reference Number: S1927 Dear Mr. Nordhoff: Robert D. Hilton, CMC John W. Farnkopf, PE Laith B. Ezzet, CMC JU! w a lnn", i Hilton Farnkopf & Hobson, LLC (HF&H) was engaged by the City of San Rafael (City) to perform a Residential Refuse Vehicle Impact Fee Analysis. We issued a Draft Report of our findings on June 30. The City has requested that HF&H expand the analysis presented in the Draft Report to include an analysis of the impact of construction vehicles on residential street maintenance costs. This letter presents our proposed scope of work and fee. WORK SCOPE Task 1 Revise and Expand Analvsis HF&H will revise its draft Refuse Vehicle Impact Fee Analysis to include .an analysis of the impact of construction vehicles. The analysis will be revised to be consistent with the form and format developed by the City. HF&H will make its best effort to obtain information from Marin Sanitary Services (Company) related to he weights of its co1_lection vehicles (tare_ and payload) and axle configurations. (If we cannot obtain such information from the Company in a timely manner, we will use appropriate standard industry data.) The City will be responsible for providing HF&H with the assumed weights for construction vehicles (tare and payload) and their axle configurations. HF&H will be responsible for the subsequent calculation of the impacts of both Refuse Vehicles and construction vehicles. Task 2 Issue Revised Report HF&H will revise its Draft Report to reflect the results of the additional analysis conducted as part of Task 1. HF&H will issue a revised draft report to the City for review and comment. HF&H will then prepare a Final Report incorporating comments received from the City. HILTON FARNKOPF & HOBSON, LLC Mr. Kenneth A. Nordhoff July 18, 2003 Page 2 of 2 FEES FOR SERVICES We propose to complete the above work scope for a fixed fee of $10,000 including expenses. Should you have any questions regarding this submittal, please call William Schoen at (530) 759-1651 or me directly at (925) 977-6952. Very truly yours, HILTON FARNKOPF & HOBSON, LLC Robert D. Hilton, CMC President cc: William Schoen, HF&H Senior Manager Please indicate the City's acceptance of these arrangements by signing on behalf of the City below. Hilton Famkopf & Hobson, LLC Robert D. Hilton, CMC President Approved by: City of San Rafael Kenneth A. Nordhoff Assistant City Manager S:\Clients\S\San Rafael\2002\S1927 Vehicle Impact Fee\Proposals\Expanded Scope 071803.doc E X H I B I T P HILTON FARNKOPt .: HOBSON, LLC Advisory Services to Municipal Management 2175 N. California Boulevard, Suite 990 Walnut Creek, California 94596 Telephone: 925/977-6950 Fax: 925/977-6955 www.hfh-consultants.com August 15, 2003 Via e-mail Mr. Kenneth A. Nordhoff Assistant City Manager/ Director of Management Services City of San Rafael P.O. Box 151560 San Rafael, CA 94915-1560 Northern California Southern California Central California Robert D. Hilton, CMC John W. Farnkopf, PE Laith B. Ezzet, CMC Subject: Proposal to Expand Vehicle Impact Fee Analysis to Address Impact of Refuse Vehicles and Construction Vehicles on Commercial Street Maintenance Costs Reference Number: S1927 Dear Mr. Nordhoff: Hilton Farnkopf & Hobson, LLC (HF&H) was engaged by the City of San Rafael (City) to perform a Residential Refuse Vehicle Impact Fee Analysis. We issued an initial Draft Report of our findings on April 25. The City subsequently requested that HF&H expand the analysis presented in the Draft Report to include an analysis of the impact of construction vehicles on residential street maintenance costs. A draft of that analysis was provided to the City on July 31. The City has requested that HF&H further expand our review to include an analysis of the impact of refuse and construction vehicles on the City's commercial street maintenance costs. This letter presents our proposed scope of work and fee. WORK SCOPE Task 1 Revise and Expand Analvsis HF&H will revise its July 31 Refuse Vehicle Impact Fee Analysis to include an analysis of the impact of commercial Refuse Vehicles and Construction Vehicles on the City's commercial street maintenance costs. The analysis will be consistent with the form and format presented in the July 31St analysis. The analysis is not intended to address the impact of roll -off vehicles directly, which we understand is a non -franchised service. Much of the impact of the roll -off - HILTON FARNKOPF & HOBSON, LLC Mr. Kenneth A. Nordhoff August 15, 2003 Page 2 of 3 vehicles, however, is assumed to be captured through the analysis of the Construction Vehicle impact. To complete the analysis the City will need to provide the same information it provided for the City's residential streets for its commercial streets, including: • Number of miles of commercial streets • Average number of vehicles per day • Percentage of total vehicles that are trucks • Percentage of trucks that are construction -related vehicles • Value of commercial building permits The City will also be responsible for providing HF&H with updated information for the assumed weights for construction vehicles (tare and payload) and their axle configurations. To the extent that information is not available, HF&H will rely on information that has been developed to date, supplemented with additional research to be conducted. Marin Sanitary Service (Company) will also need to provide the same information it provided for its residential Refuse Vehicles for its commercial Refuse Vehicles, specifically: • The type of vehicles • The number of axles • The average vehicle tare weight • The average vehicle payload HF&H will make its best effort to obtain information from the Company related to the weights of its collection vehicles (tare and payload) and axle configurations. (If we cannot obtain such information from the Company in a timely manner, we will use appropriate standard industry data.) HF&H will be responsible for the subsequent calculation of the impacts of both Refuse Vehicles and Construction Vehicles. Task 2 Issue Revised Report HF&H will revise its July 31St Report to reflect the results of the additional analysis conducted as part of Task 1. HF&H will issue a revised draft report to the City for review and comment. HF&H will then prepare a Final Report incorporating comments received from the City. HILTON FARNKOPF & HOBSON, LLC Mr. Kenneth A. Nordhoff August 15, 2003 Page 3 of 3 FEES FOR SERVICES We propose to complete the above work scope for a fixed fee of $10,000 including expenses. Should you have any questions regarding this submittal, please call William Schoen at (530) 759-1651 or me directly at (925) 977-6952. Very truly yours, HILTON FARNKOPF & HOBSON, LLC Robert D. Hilton, CMC President cc: William Schoen, HF&H Senior Manager S:\Clients\S\San Rafael\2002\S1927 Vehicle Impact Fee\ Proposals\ Expanded Scope #2 081503.doc Please indicate the City's acceptance of these arrangements by signing on behalf of the City below. Hilton Farnkopf & Hobson, LLC Robert D. Hilton, CMC President W:\Management Services- WorkFile\Finance- Contracts\2003\HFH Expanded Scope #2 081503.doc Approved by: City of San Rafael Kenneth A. Nordhoff Assistant City Manager WorkFile\Agreement and Contracts\Professional ACORD CERTIFICATE:-' OFl-LIAEOLITY INSURAPl-E OP ID DATE(MM/DD/YYYy) n AlHILTOjqF I 08/29/03 PRODUCER o THIS CERTIFICATI ISSUED AS A MATTE OF INFORMATION ISU Concal Insurance Services w y ONLY AND CONFEkS NO RIGHTS UPON THE CERTIFICATE www.concal.com ►s HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR PO Box 2 905 �o, ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Dublin CA 94568-0905o r Ir Phone: 925-803-2200 Fax: 925-803-2225 - INSURERS AFFORDING COVERAGE NAIC # INSURED INSURER A: Preferred Employers Ins Co I HILTON, FARNKOPF & HOBSON INSURER B: Lloyd's of London Kathleen Catton I INSURER C: Hartford Casualty Insurance ICo 2175 N California Ste 990 Walnut Creek CA 91596 INSURER D: INSURER E: COVERAGES BODILY INJURY $ SCHEDULED AUTOS THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING X HIRED AUTOS ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR X NON -OWNED AUTOS MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH PROPERTY DAMAGE S POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. (Per accident) GARAGE LIABILITY man AUUy LTR NSR q TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICYEXPIRATION DATE (MM/DD/YY) DATE (MM/DD/YY LIMITS OTHER THAN EA ACC I $ AUTO ONLY: GENERAL LIABILITY EACH OCCURRENCE $ 1000000 C X X COMMERCIAL GENERAL LIABILITY 57SBAG136653 UAMAUt- 1 U Kt:N I tU 12/15/02 12/15/03 PREMISES(Ea I S 300000 CLAIMS MADE rX] OCCUR I MED EXP (Any one person) I $ 10000 I I $ PERSONAL &ADV INJURY I S 1000000 WORKERS COMPENSATION AND GENERAL AGGREGATE I $2000000 GEN'L AGGREGATE LIMIT APPLIES PER: I PRODUCTS - COMP/OP AGG I S 2 0 0 0 0 0 0 7 POLICY n PR F LOC it yes, describe under I E.L. DISEASE POLICYLIMIT I AUTOMOBILE LIABILITY C ANY AUTO 57SBAGB6653 12/15/02 12/15/03 COMBINED SINGLE LIMIT (Ea accident) S 1000000 ALL OWNED AUTOS BODILY INJURY $ SCHEDULED AUTOS (Per person) X HIRED AUTOS BODILY INJURY $ X NON -OWNED AUTOS (Per accident) _ PROPERTY DAMAGE S (Per accident) GARAGE LIABILITY I AUTO ONLY - EA ACCIDENT I S ANY AUTO OTHER THAN EA ACC I $ AUTO ONLY: AGG $ EXCESSAIMBRELLA LIABILITY EACH OCCURRENCE S OCCUR CLAIMS MADE I AGGREGATE $ S DEDUCTIBLE I I $ RETENTION $ I $ WORKERS COMPENSATION AND YY�. b1Al u- FI - UI X ITORY LIMITS I I ER EMPLOYERS' LIABILITY p' WKN1121422 09/06/03 09/06/04 E.L. EACH ACCIDENT Is 1000000. ANY PROPRIETOR/PARTNEWEXECUTNE OFFICER/MEMBEREXCLUDED? I E.L. DISEASE - FA EMPLOYEE] S 1000000. it yes, describe under I E.L. DISEASE POLICYLIMIT I SPECIAL PROVISIONS below - $1000000. OTHER B Professional Liab 01002001272A 06/01/03 06/01/04 Per Claim 1000000 Aggregate 1000000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS This insurance shall be primary with respect to any insurance or coverage maintained by City and shall not call upon City's insVrance for coverage or contribution. The city and their officers, agents, employees and volunteers are included as additional insured under the policy. *10 day notice of cancellation for non-payment of premium. CERTIFICATE HOLDER CANCELLATION SANRAFC SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATIOl' City of San Rafael DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30* DAYS WRITTEN Attn : Mike -Risk Mangement NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL 415-459-5296 IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR P.O. Box 151560 San Rafael CA 94915 REPRESENTATIVES. r AUTHORIZED REPRESENTATIV ACORD 25 (2001108 Ir,@ ACORD CORPORATION 198 *10