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Agenda Item No:
Meeting Date:
10
March 1, 2010
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by:
Director of Public Works
City Manager Approval:
File No.: 16.01.241.05
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ALTA
PLANNING + DESIGN, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF
THE NTPP PUERTO SUELLO HILL PATH TO TRANSIT CENTER CONNECTOR PROJECT
TO INCLUDE ADDITIONAL ENVIRONMENTAL DOCUMENTATION FOR A NOT TO
EXCEED AMOUNT OF $10,803, INCREASING THE TOTAL NOT TO EXCEED AMOUNT
UNDER THE AGREEMENT TO $206,268, AND TO EXTEND THE TERM OF THE
AGREEMENT TO JUNE 30, 2010.
Adopt resolution.
BACKGROUND:
On April 21, 2008 the City Council adopted Resolution No. 12477, and authorized the Director of Public
Works to enter into an Agreement with Alta Planning + Design, Inc. to design the Non -Motorized
Transportation Pilot Program (NTPP) funded Puerto Suello Path -Transit Center Connector Project. Since
this project is federally funded, Caltrans oversees all phases of the project. Subsequent to submittals of
the environmental assessment documents, Caltrans required a cultural resources study and a biological
resources report regarding nesting birds not in the original scope of work under the Agreement with Alta
Planning + Design, Inc.
Due to the highly technical resources required for such study, Alta Planning + Design, Inc. has retained a
qualified firm to perform the cultural resources study. The need for biological resources is anticipated
and the proposal also includes the cost to obtain a specialist to conduct and prepare the biological study if
required. Alta Planning + Design, Inc.'s proposal is attached as Exhibit "A" to the proposed Amendment
to the Agreement attached to this Report.
In addition, Article IV, Section A of the original professional services agreement with Alta Planning &
Design, Inc. states that "the contract shall end on December 31, 2009, unless extended by contract
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 2
amendment." In order to finalize the design, and complete the above mentioned extra work the contract
end date needs to be extended to June 30, 2010.
ANALYSIS:
The additional scope of work and services, as well as extension of the end date of the professional
services agreement with Alta Planning + Design, Inc. are necessary to obtain environmental clearance for
the project and proceed with final design and construction.
FISCAL IMPACT:
The previously approved design contract authorized was for $195,465.00, and the additional
environmental work described in Exhibit `A' of the Amendment to the Agreement is for an amount not to
exceed $10,803, increasing the total not to exceed amount for the Project to $206,268.00. There are
sufficient monies in the budget to cover this additional expenditure.
ACTION REQUIRED: Adopt Resolution
Enclosures (2)
1. Resolution
2. Amendment to Agreement (with Exhibit "A" Proposal)
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL APPROVING AND AUTHORIZING THE CITY MANAGER TO
.EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES
AGREEMENT WITH ALTA PLANNING + DESIGN, INC. TO EXPAND
THE SCOPE OF WORK FOR THE DESIGN OF THE NTPP PUERTO
SUELLO HILL PATH TO TRANSIT CENTER CONNECTOR PROJECT
TO INCLUDE ADDITIONAL ENVIRONMENTAL DOCUMENTATION
FOR A NOT TO EXCEED AMOUNT OF $10,803, INCREASING THE
TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO
$206,268, AND TO EXTEND THE TERM OF THE AGREEMENT TO
JUNE 30, 2010.
WHEREAS, pursuant to Council adopted Resolution No. 12477 adopted on April 21,
2008, the City entered into a Professional Services Agreement with Alta Planning + Design, Inc.
for the design of the NTPP Puerto Suello Hill Path to Transit Center Connector Project
improvements for an amount not to exceed $195,465.00; and
WHEREAS, an additional $10,803 is needed for Alta Planning + Design, Inc. to do
additional environmental documentation now being required by Caltrans in connection with the
NTPP Puerto Suello Hill Path to Transit Center Connector Project, which amount of money has
already been budgeted for this Project; and
WHEREAS, Alta Planning + Design, Inc. has submitted a proposal for an Amendment
of the existing Agreement to expand the scope of work of the Agreement to cover the required
additional environmental documentation in an amount not to exceed $10,803.00, to be completed
within a period of time not to exceed 30 days (Exhibit A to the Amendment); and
WHEREAS, Public Works staff has reviewed the proposal from Alta Planning + Design,
Inc. and found it to be complete and within industry standards.
NOW THEREFORE, BE IT RESOLVED that City Council of the City of San Rafael
hereby approves and authorizes the City Manager to execute the Amendment to the Professional
Services Agreement between the City and Alta Planning + Design, Inc. in the form attached
hereto, expanding the scope of services to cover additional required environmental
1
documentation for an amount not to exceed $10,803, increasing the total cost under the
Agreement to an amount not to exceed $206,268.00, and extending the term of the Agreement to
June 30, 2010.
I, ESTHER C. BEIRNE, 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
Council of said City on the 1 s` day of March, 2010, by the following vote, to wit:
AYES:
COUNCILMEMBERS:
NOES:
COUNCILMEMBERS:
ABSENT:
COUNCILMEMBERS:
W
ESTHER C. BEIRNE, City Clerk
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH
ALTA PLANNING + DESIGN, INC. TO EXPAND THE SCOPE OF WORK
FOR THE DESIGN OF THE NTPP PUERTO SUELLO HILL PATH TO
TRANSIT CENTER CONNECTOR PROJECT TO INCLUDE ADDITIONAL
ENVIRONMENTAL DOCUMENTATION FOR A NOT TO EXCEED AMOUNT
OF $10,803, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER
THE AGREEMENT TO $206,268, AND EXTENDING THE TERM OF THE
AGREEMENT TO JUNE 30, 2010.
This Amendment to the Professional Services Agreement by and between the CITY OF
SAN RAFAEL (hereinafter "CITY"), and ALTA PLANNING + DESIGN, INC., a corporation
(hereinafter "CONSULTANT"), is made and entered into as of the 1st day of March, 2010.
RECITALS
WHEREAS, pursuant to City Council Resolution No. 12477 adopted on April 21, 2008,
the CITY and CONSULTANT entered into a Professional Services Agreement for the design of
the NTPP Puerto Suello Hill Path to Transit Center Connector Project improvements for an
amount not to exceed $195,465.00, with the term of the Agreement ending on December 31,
2009; and
WHEREAS, an additional amount not to exceed $10,803 is needed for Alta Planning +
Design, Inc to do additional environmental documentation now being required by Caltrans in
connection with the NTPP Puerto Suello Hill Path to Transit Center Connector Project, and the
term of the Agreement needs to be extended to complete this work.
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to an Amendment to the Professional
Services Agreement for the Puerto Suello Path to Transit Center Connector Project between the
parties as follows:
1
1. The Statement of Work (Scope of Work) referenced in Article H and attached as
Attachment I to the Agreement is amended to include the CONSULTANT's proposal dated
February 9, 2010 attached hereto as Exhibit "A".
2. The second sentence in Article IV, Section A of the Agreement is amended to
read as follows:
"This Agreement shall end on June 30, 2010, unless the parties agree to an
extension by an amendment to this Agreement, which may be approved by the
City Manager in writing for a period up to an additional six (6) months."
3. All of the other provisions, terms and obligations of the Agreement between the
parties shall remain valid and shall be in force after this amendment.
IN WITNESS WHEREOF, the parties have executed this Amendment of the day,
month, and year first above written.
CITY OF SAN RAFAEL
ALTA PLANNING + DESIGN, INC.
KEN NORDHOFF, City Manager Name:
Title:
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, City Attorney
2
February 9, 2010
511 First Street
Benicia, CA 94510
(707)746-1948
(707)746-7269 fax
www.altaplanning.com
Transportation 1 Recreation ) Innovation
Nader Mansourian
Assistant Public Works Director
City of San Rafael
Department of Public Works
111 Morphew Street
San Rafael, CA 94901
Re: Out -of -Scope Services on Mahon Creek Path to Transit Center Connector Project (NTPP Project
# 2015), Puerto Suello to Transit Center Connector Project (NTPP Project # 2007)
Dear Mr. Mansourian:
Along with other aspects, Alta is under contract to provide basic environmental documentation for the
Puerto Suello and Mahon projects. The contract scope and budget assumed that a straightforward
Categorical Exemption would be prepared for these sidewalk/pathwayexpansion and extension projects.
Due to additional Caltrans environmental documentation requirements beyond the anticipated basic
forms, we have exhausted the contract budget for these tasks, and require additional budget to complete
Caltrans requirements. Environmental work that has been completed includes:
For the Mahon Creek Path to Transit Center Connector Project:
1. Background environmental research by LSA Associates
2. Categorical Exemption/ Categorical Exclusion Determination Form with narrative and map
3. Summary Floodplain Encroachment Report
4. Location Hydraulic Study -Form
5. Natural Environmental Study (including, research, narrative, impacts, mitigations, photos)
For the Puerto Suello to Transit Center Connector Project:
1. Background environmental research by LSA Associates
2. Categorical Exemption/ Categorical Exclusion Determination Form with narrative and map
3. Traffic Studies including parking removal information
4. Initial Site Assessment Checklist and related research, maps and, photos and documentation for
potential hazardous waste
5. Draft Area of Potential Effect Map for Cultural Resources Studies
Environmental work that remains to be completed, per the attached emails from Caltrans environmental
division, includes:
For the Puerto Suello Project:
EXHIBIT "A"
1. A Cultural Resources Study JVSR and ASR) including amendment of the existing draft APE
map. The estimated cost for this map revision, study and report is $6,803. per the attached
proposal. North Coast Resource Management has committed to a schedule of completing the
study for submittal to Caltrans within a minimum of 15 days, and a maximum of 30 days, and is
very motivated to expedite it. This will be reflected in their subconsultant agreement.
2. Biological study regarding potential impact on nesting birds (pre -construction survey by a
biologist). The estimated cost for this survey and report is $4,000.
The total estimated out-of-pocket cost to Alta for the additional environmental tasks is $10,803.
We request a budget amendment in this amount to cover the additional tasks. Please let me know if you
have questions or comments.
Sincerely,
Randy Anderson
Principal
Alta Planning + Design I Page 2
September I Ith, 2009
Mr. Jude Dicado
Associate Engineer
Department of Public Works
City of San Rafael
111 Morphew St.
P.O. Box 151560
San Rafael, Ca 94915-1560
Re: Proposal to Complete a Cultural Resources Survey for the Puerto Suello Path Transit
Connector Project, City of San Rafael, Marin County, California
Dear Mr. Dicado,
North Coast Resource Management is proud to submit the attached scope of work and
cost estimate to complete a cultural resources inventory in association with the Suello
Path Transit Connector Project. This study will comply with the requirements of Section
106 of the National Historic Preservation Act (36 CFR 800), and the California
Environmental Quality Act (CEQA). The Not -to -Exceed amount for the project is
$6,803.25 (six thousand eight hundred three dollars and twenty five cents). The project is
expected to be complete within 55 calendar days.
Thank you for considering NCRM for your cultural resource management needs. Please
don't hesitate to contact us with any questions or comments.
Sincerely,
Alex DeGeorgey
North Coast Resource Management
125 Junior Street
Santa Rosa, CA 95404
(707) 542-6591 voice
Enclosures:
(1) Proposal
WE HELP YOU MANAGE YOUR WORLD
PO $Ox435. CALPELLA., CA 95418 707 485 7211 IrvTIF 707 491 9962 =;;x WIWW.NCRM. CC A
North Coast Resource
PROPOSAL TO COMPLETE A CULTURAL RESOURCE SURVEY FOR THE
PUERTO SUELLO PATH TRANSIT CENTER CONNECTOR PROJECT, CITY
OF SAN RAFAEL, MARIN COUNTY, CALIFORNIA
North Coast Resource Management (NORM) is proud to submit the following technical
proposal to the City of San Rafael, Department of Public Works. For over 25 years
NCRM has provided professional consulting services to Federal, State, local, and tribal
governments engaged in the management of natural and cultural resources. NCRM is a
leader creating innovative approaches to resource management. We provide our clients
with cost effective assistance for compliance with environmental regulations.
CONTRACTOR IDENTIFICATION
North Coast Resource Management
125 Junior Street
Santa Rosa, CA 95404
Contact Person: Alex DeGeorgey
Alex@NCRM.com
(707) 542-6591 direct
(707) 485-8962 fax
TECHNICAL CAPABILITIES
NCRM provides independent scientific evaluations of natural and historical resources.
Our services include all aspects of conventional cultural resources management, biology,
botany, forestry, Global Information Systems, cartography, and environmental planning.
With three branch offices located in Calpella, Santa Rosa, and Walnut Grove, NCRM is
capable of mobilizing a large field crew on short notice within all areas of northern
California.
NCRM's technical staff has experience with a wide range of Global Information Systems
(GIS) software, utilities, and techniques such as ArcView, Arc/GIS; including extensions
Spatial Analyst and 3D Analyst and AutoCAD software. NORM has the necessary
equipment available for completing digital mapping projects. We use map grade Trimble
products for GPS data collection and post processing. Our office has large format design
jet plotters for cartographic output.
Our administrative support services include automated project budget and payroll
tracking that make project management clear and organized. NCRM is capable of
successfully managing multiple concurrent field operations. We are dedicated to keeping
projects on track and on time while maintaining the highest level of professional quality.
NCRM is fully licensed and bonded. NCRM presently carries high limit Professional
Liability and General Liability insurance coverage. Proof of insurance is available upon
request.
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PROPOSAL TO COMPLETE A CULTURAL RESOURCE SURVEY FOR THE PUERTO SUELLO
PATH TRANSIT CENTER CONNECTOR PROJECT, CITY OF SAN RAFAEL, MARIN COUNTY,
CALIFORNIA
KEY PROJECT PERSONNEL
North Coast Resource Management will use
cultural resource investigation for the Puerto
Project. Mr.. Alex DeGeorgey will serve as
overseeing the cultural resources investigation.
Alexander DeGeorgey, M.A., RPA
Principal Investigator, Archaeologist
North Coast Resource Management
fulltime staff employees to complete the
Suello Path Transit Center Connection
the Principal Investigator responsible for
Alexander DeGeorgey'sprofessional career spans 15 years with both public agencies and
the private sector engaged in the management of cultural resources. Mr. DeGeorgey has
logged more than 12,000 hours as a project archaeologist participating in over 200 studies
in northern California. The range of projects he has completed includes archaeological
surveys, test excavations, construction monitoring, large-scale data recovery mitigation
programs, and National Register Evaluations.
Mr. DeGeorgey completed a Master's degree at the California State University, Chico.
He is registered as a qualified archaeologist in good standing with the Register of
Professional Archaeologists. He meets the Federal standards for cultural resource
specialists involved in historic preservation activities at all levels of government. Mr.
DeGeorgey keeps current of legislative changes and their applications pertinent to the
management of cultural resources.
WORK PLAN
The following provides information on specific cultural resource study methods to be
implemented during the cultural resource investigations of the Puerto Suello Path Transit
Center Connection Project. This study will comply with the requirements of Section 106
of the National Historic Preservation Act (NHPA, 36 CFR 800), and the California
Environmental Quality Act (CEQA), The proposed work plan has been divided into four
sequential tasks. Each task requires specific methodologies and builds upon the preceding
step. The four tasks are: (1) archive research, (2) Native American consultation, (3) field
survey, and (4) preparation of an Archaeological Survey Report (ASR) and a Historic
Properties Survey Report (HPSR).
Task One- Archive Research
NCRM will perform a records search at the California Historical Resources Information
System (CHRIS), Northwest Information Center (NWIC) located on the campus of
Sonoma State University. The NWIC is the primary repository of archaeological site
information for a 16 -county area that includes Marin County. The purpose of archival
research is to identify any previously conducted archaeological surveys or known
archaeological sites located on the subject property and within a one-half mile radius of
the project area. In addition, ethnographic and historic literature will be reviewed to
create background contextual information relevant to the project area.
PROPOSAL TO COMPLETE A CULTURAL RESOURCE SURVEY FOR THE PUERTO SUELLO
PATH TRANSIT CENTER CONNECTOR PROJECT, CITY OF SAN RAFAEL, MARIN COUNTY,
CALIFORNIA
North Coast Resource Management
Task Two: Native American Consultation
NCRM will consult with the Native American Heritage Commission (NAHC) to request
a check of the Sacred Lands files in order to identify any sensitive cultural resources
present within the project area and to identify the appropriate Native American groups
and individuals relevant to the project. NCRM will contact in writing all Native
American groups and individuals identified by the NAHC to provide an opportunity for
them to comment regarding the proposed undertaking. Comments and information
provided by the Native American community and government agencies will be provided
in the final reports.
Task Three: Field Inventory
NCRM staff will conduct an on-site field reconnaissance of the project area that
conforms to the standards for an intensive archaeological inventory. The field crew will
survey the entire project area by walking transects spaced no greater than 10 meters apart,
inspecting the ground surface for any cultural materials, and conducting limited sub-
surface testing with hand tools to identify subsurface or near surface archaeological
materials. All cultural resources observed during the survey will be documented using the
standard Department of Parks and Recreation site recording forms. No artifacts will be
collected as part of this project.
Task Four: Preparation of ASR and HPSR
NCRM will author an Archaeological Survey Report (ASR) and a Historic Property
Survey Report (HPSR), in accordance with the standards established in Caltrans
Environmental Handbook, Volume 2 (July 2001). These reports will include a summary
of the identification efforts undertaken in the study, consultation with agencies and tribal
governments, provide a summary of archaeological findings, and make preliminary
recommendations for appropriate treatment and/or evaluation of resources.
TIME LINE
The project is expected to be complete within 55 business days of receiving a written
notice to proceed. The estimated timeline breakdown is shown in the following.
Task 1 & 2: Archive Research and Native Consultation 20 days
Task 3: Field Survey 10 days
Task 4: Preparation of ASR HPSR and HRER 25 days
Total 55 days
BUDGET
The Not -to -Exceed amount for the project is $6,803.25 (Six thousand eight hundred three
dollars and twenty five cents), This estimate includes 75 hours of labor and $578.25 in
expenses.
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PROPOSALTO COMPLETER CULTURAL RESOURCE SURVEY FOR THE PUERTO SUELLO
PATH TRANSIT CENTER CONNECTOR PROJECT, CITY OF SAN RAFAEL, MARIN COUNTY,
CALIFORNIA
BUDGET SUMMARY
Total Project Expenditures
Labor
Project Administrator
Expenses
North Coast Resource Management
Rate
Hrs
Expend.
85
70
5,950.00
55
5
275,00
Total Labor
75
6,225.00
Item
Rate
Use
Total
Field Supplies
Misc.
n/a
50.00
Postage
Varies
n!a
45.00
Photocopy
0.15
380
57.00
Telephone/Fax
0.1
270
27.00
Travel -Mileage
0,65
245
159.25
Records Search
120.00
2
240.00
Total 578.25
Labor Total
6,225.00
Expenses Total
r_U.25
Grand Total
6,803.25
4of8
PROPOSAL TO COMPLETE A CULTURAL RESOURCE SURVEY FOR THE PUERTO SUELLO
PATH TRANSIT CENTER CONNECTOR PROTECT, CITY OF SAN RAFAEL, MARIN COUNTY;
CALIFORNIA
North Coast Resource Management
Task It Pre -Field Research
Labor
Project Specific Position
Rate
Hrs
Expend.
Principal Investigator 1
85
8
680.00
Project Administrator
55
1
55.00
Photocopy
Total Labor
9
735.00
Expenses
Item
Rate
Use
Total
Field Supplies
Misc.
n/a
0.00
Postage
Varies
n/a
5.00
Photocopy
0.15
100
15.00
Telephone/Fax
0.1
30
3.00
Travel -Mileage
0.65
25
16.25
Records Search
120.00
2
240.00
Total 279.25
Labor Total
735.00
Expenses Total
279.25
Grand Total
1,014.25
5of8
PROPOSAL TO COMPLETE A CULTURAL. RESOURCE SURVEY FOR. THE PUERTO SUELLO
PATH TRANSIT CENTER CONNECTOR PROJECT, CITY OF SAN RAFAEL, MARIN COUNTY,
CALIFORNIA
North Coast Resource Management
Task 2: Native American
Consultation
Labor
Principal Investigator 1
85
4
340.00
Project Administrator
55
1
55.00
Postage
Total Labor
5
395.00
Expenses
Item
Rate
Use
Total
Field Supplies
Misc.
n/a
0.00
Postage
Varies
n/a
5.00
Photocopy
0.15
30
4.50
Telephone/Fax
0.1
30
3.00
Travel -Mileage
0,65
0
0.00
Records Search
120.00
0
0.00
Total 12.50
Labor Total
395.00
Expenses Total
12.50
Grand Total
40750
6of8
PROPOSAL TO COMPLETE A CULTURAL RESOURCE SURVEY FOR THE PUERTO SUELLO
PATH TRANSIT CENTER CONNECTOR PROJECT, CITY OF SAN RAFAEL, MARIN COUNTY,
CALIFORNIA
North Coast Resource Management
Task 3: Field Inventory
Labor
Project Specific Position
Rate
Hrs
Expend.
Principal Investigator I
85
8
680.00
Project Administrator
55
l
55.00
Photocopy
Total Labor
9
735.00
Expenses
Item
Rate
Use
Total
Field Supplies
Misc.
nla
20.00
Postage
Varies
n/a
5.00
Photocopy
0.15
50
7.50
Telephone/Fax
0,1
60
6.00
Travel -Mileage
0.65
100
65,00
Records Search
120.00
0
0.00
Total 103.50
Labor Total
735.00
Expenses Total
103.50
Grand Total
838.50
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PROPOSAL TO COMPLETE A CULTURAL RESOURCE SURVEY FOR THE PUERTO SUELLO
PATH TRANSIT CENTER CONNECTOR. PROTECT, CITY OF SAN RAFAEL, MARIN COUNTY,
CALIFORNIA
North Coast Resource Management
Task 4: Technical Reports
Labor
ProjectSpecific Position
Rate
Hrs,
Expend.
Principal Investigator I
85
50
4,250.00
Project Administrator
55
2
110.00
Photocopy
Total Labor
52
4,360.00
Expenses
Item
Rate
Use
Total
Field Supplies
Misc.
n/a
15.00
Postage
Varies
n/a
30.00
Photocopy
0,15
200
30.00
Telephone/Fax
0.1
150
15.00
Travel -Mileage
0,65
120
78.00
Records Search
120.00
0
0.00
Total 168.00
Labor Total
4,360.00
Expenses Total
168.00
Grand Total
4,528.00
-- - 8of8
PROPOSAL TO COMPLETE A CULTURAL RESOURCE SURVEY FOR THE PUERTO SUELLO
PATH TRANSIT CENTER CONNECTORPROJECT, CITY OF SAN RAFAEL, MARIN COUNTY,
CALIFORNIA