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PW Master Services Agreement; Task Order No. 53 Intersection ImprovementCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED FEBRUARY 10, 2020 WITH FEHR & PEERS TASK ORDER NO. 53 Intersection Improvement Planning and Design Services Contract Amount: $56,400 THIS TASK ORDER is entered into on , 2021 between the City of San Rafael, a municipal corporation ("City"), and Fehr Peers, ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated February 10, 2020 under which Consultant has agreed to perform certain professional consulting services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain tasks as set forth in this Task Order, which constitute the Project; NOW, THEREFORE, City and Consultant agree as follows: AGREEMENT 1. Scope of services. Consultant shall provide any and all of the services set forth in Exhibit A of this Task Order, titled "Task Order Proposal for Intersection Improvement Planning and Design Services", as directed by the City. Geoff Rubendall shall be the Project Manager for Consultant for this Task Order. Additional professional services may be performed by other Consultant 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 the project plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Lauren Davini as the person at the City responsible for monitoring performance under this Task Order. b.Consultant duties. The Consultant will: (1) Provide and perform tasks identified in Exhibit A, Scope of Services. (2) Provide miscellaneous consulting and other services related to the Project and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Task Order budget. Rev. May 2021 City of San Rafael Master Consultant Services Agreement Task Order 2. Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule. With regard to each project given to Consultant that is subject to this Task Order, the time of completion, work hours estimate, cost estimate and budget and fee schedule are set forth in Exhibit B to this Task Order. The City will pay the Consultant $46,400 and the City may by specific authorization agree to changes funded by a contingency of up to $10,000 for a total not -to -exceed $56,400. Authorization to proceed. The City will give Consultant authorization to proceed with the work specified in this Task Order only after Consultant submits updated insurance certificates and endorsements, in accordance with Section 10 of the Agreement. Master Agreement terms; Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Consultant in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. Amendment of Task Order; Conflicts. Except as provided in Section 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. 5. Signatures. The parties have executed this Task Order, as of the date first written above. CITY OF SANKAFAEL CONSULTANT By: r44 W By: Jim Schutz, City Manager Contents approved: By: Bill Guerin, Public Works Director 2 Rev. May 2021 Name: Chris Mitchell Title: President (if Consultant is a corporation, add signature of second corporate officer) By: AVou,' City of San Rafael Alaster Consultant Services Agreement Task Order Reviewed By By_Q . --A 6 ka.� : beojRobert F. Epstein, City AtVrney Name: Lysa Wollard Title: Chief Financial Officer Exhibits: A Scope of work titled "Task Order Proposal for Intersection Improvement Planning and Design Services", time of completion, work hours estimate, cost estimate and budget, and fee schedule (Consultant's current hourly rate) 3 Rev. May 2021 Exhibit A July 27, 2021 Lauren Davini City of San Rafael 111 Morphew Street San Rafael, CA 94901 FEHR�PEERS Subject: Task Order Proposal for Intersection Improvement Planning and Design Services Dear Lauren: Fehr & Peers appreciates the opportunity to submit this proposal to provide planning and engineering support in the development of construction documents for intersection improvements at the following four intersections in San Rafael: • D Street/First Street • Lincoln Avenue/Pacheco Street • Terra Linda Community Center/Del Ganado Road • Smith Ranch Road/Yosemite Road The intent of this project will be to develop a set of recommended improvements at each intersection, including but not limited to new rectangular rapid flashing beacon (RRFB) systems, street lighting, and possibly other quick -build improvements to address the desire for pedestrian crossings at each intersection. Our work will include reviewing data (collected by others), developing recommended improvements, and preparing construction documents (plans, specifications, and estimates, or PS&E) for the recommended improvements. To provide a complete set of construction documents, including roadway, paving, and curb ramp improvements, we have brought on Mark Thomas to support our team. Mark Thomas will provide surveying support and provide civil engineering design as part of this task order. Our detailed scope of work, fee, and anticipated schedule for executing this work, is described below. 345 California Street I Suite 450 1 San Francisco, CA 94104 1 (415) 348-0300 1 Fax (415) 773-1790 www.fehrandpeers.com Lauren Davini July 27, 2021 Page 2 of 4 Scope of Work J6 Task 1: Project Management, Meetings & Coordination We will prepare for and attend one kick-off meeting with the City to discuss project scope, schedule, roles, and responsibilities. We have included an allowance for approximately 24 hours for meetings and coordination, either in person or via conference call, as part of this task and for administrative and project management tasks, such as monthly invoicing and project budgeting. Task 2: Data Collection & Analysis Fehr & Peers will work with the City to develop a data collection strategy to collect appropriate data to evaluate and select a set of improvements at each intersection to address potential traffic and safety concerns, including but not limited to pedestrian crossing, bicycle access and circulation, or other multimodal improvements. Collect Traffic Data (By City) The City has confirmed that they are able to collect traffic data to support this effort. For each location, we assume the City will be able to collect and provide the following data to support this effort: • Hose Counts (volume, speed, and vehicle classification) at two locations upstream and downstream from the crossing for a 7 -day period. • Collision Data • Peak period intersection turning movement counts (if readily available) • Record As-Builts of the roadway and drainage facilities (where applicable, if available) • Right -Of -Way records and maps (if available) Fehr & Peers will observe traffic at each of the four study intersections during two periods to inform our work. We will not collect traffic data, but will make qualitative notes about general operating conditions, and note observed multimodal conflicts with the existing intersection geometric and traffic control configuration. Fehr & Peers will review the traffic count data collected by the City and determine how speed, volume, and vehicle classification may inform potential traffic calming and crossing improvements at each location. Fehr & Peers will review collision data provided by the City to determine the type, severity, and location of documented collisions, t inform potential improvements to address these types of collisions. Lauren Davini July 27, 2021 Page 3 of 4 Fehr & Peers will visit each intersection during the nighttime hours and document existing lighting levels. We will review the suggested lighting levels for unsignalized crossings from the American National Standard Practice for Design and Maintenance of Roadway and Parking Facility Lighting Recommended Practice 8 Manual (RP -8) to determine if roadway safety lighting improvements are recommended at each location. Mark Thomas will support this effort by conducting site visits and reviewing existing curb ramp conditions, and will summarize their findings and recommendations. Their detailed scope of work for this effort is included in Attachment A. We will document the results of our analysis and recommendations for each location in a memorandum. We will prepare a draft memorandum and provide to the City for review. We will finalize the document after one round of comments from the City. Our recommendations will include a discussion of opportunities for quick -build improvements, which typically include striping, markings, and other treatments that can be implemented with considerable design, topographic survey, or equipment that typically has long lead time to procure. This memorandum will serve as a basis for final design scope of work needed to implement improvements at each location. Task 2 Deliverables: • Summary notes, including photos where applicable, from field visits Draft and final memorandum summarizing results of our data analysis and description of our recommended improvements at each location Task 3: Concept Development Based on the data collected and reviewed as part of Task 2, Fehr & Peers will develop a set of graphics to illustrate the issues, opportunities, and potential improvements at each intersection, based on industry guidance and applicable design standards. We assume one round of revisions to our recommendations based on a set of consolidated comments from the City. For the preferred set of improvements, Fehr & Peers will develop a rough order of magnitude cost estimate for City review. Mark Thomas will provide a peer review of our proposed improvements to identify civil or structural engineering considerations, including providing input into strategies for quick build solutions or feasibility of phasing the improvements for a near- and longer-term solution. Task 3 Deliverables: 0 Draft and final concept plans for each location Lauren Davini July 27, 2021 Page 4 of 4 Fee & Schedule We propose to execute Tasks 1 through 3 above for a time and materials basis in the amount of $46,400, included in Attachment B, which is summarized by task as follows: Task 1: Project Management, Meetings & Coordination ................... 40 hours 1 $7,800 Task 2: Data Collection & Analysis ..................................................... 98 hours $19,500 Task 3: Concept Development ..........................................................106 hours $19,100 We will schedule the formal kick-off and site visits upon receipt of written authorization to proceed. Invoices will be submitted monthly for services rendered and are due and payable upon receipt. We propose to perform this work using the master service agreement between City of San Rafael and Fehr & Peers, included as Attachment C, and our current billing rates schedule, included as Attachment D. If the above scope and fee are acceptable to you, this letter can serve as our authorization to proceed if you sign below and return this letter to us. We look forward to working with you on this project. If you have any questions or comments, please contact Geoff Rubendall at (415) 426-2522. Sincerely, FEHR & PEERS Geoff Rubendall, PE TE Senior Associate P21 -2210 -SF Attachments: ACCEPTED BY: Signature: Name: Title: Company: Date: • Att A: Mark Thomas Proposal • Att B: Fee Proposal • Att C: Master Agreement dated August 18, 2020 • Att D: Current Billing Rates for Fehr & Peers t�,A MARK Attachment A San Rafael Crossing Improvements THOMAS Fehr &Peers SCOPE OF SERVICES- SAN RAFAEL CROSSING IMPROVEMENTS UNDERSTANDING As a subconsultant to Fehr & Peers, Mark Thomas will provide engineering support for development of crossing safety and accessibility improvements in the City of San Rafael. Our scope includes conducting field reviews and technical reviews of conceptual plans and estimates to be prepare by Fehr & Peers at four (4) locations including: • Del Ganado Road at the Terra Linda Community Center • Smith Ranch Road and Yosemite Road • Lincoln Avenue and Pacheco Street • D Street and 15C Street Anticipated improvements to be considered with the design include: • Crosswalk signing and striping improvements with new Rectangular Rapid Flashing Beacons (RRFBs) or Pedestrian Hybrid Beacons (PHBs) that will be designed by Fehr & Peers, • Curb ramp improvements to comply with Americans with Disabilities Act (ADA) design standards, • Curb bulb outs to shorten crossing distances and increase visibility, and • Relocation of drainage inlets. As optional tasks, to be completed for additional budget, Mark Thomas will conduct topographic surveys, prepare Draft Final (90%) and Final Design (100%) Plans, Specifications and Estimates (PS&E), and coordinate with utilities for relocations and for bidding and constructing the improvements. The Scope of Services below describes the tasks and deliverables envisioned to complete the above items of work. TASK 1. PROJECT MANAGEMENT AND MEETINGS Task 1.1. Project Management and Meetings Mark Thomas' Project Manager will plan, organize, direct and monitor project work activities and resources in accordance with contracted scope, schedule and budget. This task includes performing ongoing general project management with the client and City of San Rafael, including preparing contract paperwork, memo's, letters and emails, making phone calls and maintaining project files. This activity commences with receiving notice to proceed and continues through submittal of key project deliverables. Mark Thomas will attend the project kick-off �5� J MARK THOMAS San Rafael Crossing Improvements Fehr & Peers meeting at the City of San Rafael and up to two (2) regular project coordination meetings conducted via conference call or web -based meeting software. Deliverable(s): L Monthly progress reports and invoices ➢ Meeting attendance (up to 3 meetings) ➢ All deliverables to be submitted in pdf format TASK 2. DATA COLLECTION AND ANALYSIS Task 2.1. Review Existing Documentation and Site Visits Mark Thomas will review the existing as -built plans, documentation, and other readily available information for the four (4) locations provided by the City of San Rafael and Fehr & Peers. In addition, Mark Thomas will conduct site visits at each location. The site visits will seek to confirm constraints identified during the initial review of existing documentation, including potential conflicts with existing structures and utilities and make observations regarding potential ADA compliance for existing sidewalks, curb ramps and crossings, and right of way impacts such as grading limits and private facilities that may be impacted by the construction, including retaining walls, fences, drainage facilities, or landscape improvements. A photo log of existing conditions will be prepared to document observed conditions during the field review. An email summary with markups of potential ADA compliance issues and design constraints will be submitted to Fehr & Peers. Deliverable(s): y Photo Log in digital format Email summary of field notes ➢ All deliverables to be submitted in pdf format TASK 3. CONCEPT DEVELOPMENT Task 3.1. Review Concept Plans and Cost Estimates Based on conceptual drawings and cost estimates prepared by Fehr & Peers, Mark Thomas will conduct one (1) review and prepare markups on the concept plans and estimates with comments on the design and recommendations to reduce construction cost and time. Deliverable(s): 1 Review of Concept Plans and Cost Estimates (1 round) All deliverables to be submitted in pdf format r�,,A MARK THOMAS TASK 4. FINAL DESIGN [OPTIONAL TASK] Task 4.1. Topographic Surveys and Base Mapping San Rafael Crossing Improvements Fehr & Peers As an optional task, Mark Thomas will conduct up to four (4) days of topographic field surveys for the project locations to capture potential improvement/conform areas, existing sidewalks, edge of pavement, roadside signs, drainage features and surface utilities. Topographic surveys will include ground survey shots sufficient for design of new curb ramps or bulb outs, connecting sidewalks, drainage facilities, and crosswalk signing and striping. Storm and sewer will be dipped to determine invert elevations and pipe diameters. It is assumed an encroachment permit to conduct topographic surveys from the City of San Rafael is not needed. An electronic base map will be compiled for each project location using AutoCAD Civil3D. This will include a digital terrain model (DTM) that blends our supplemental topographic data with the existing design files. The topographic survey will be drafted at a scale of 1" = 20' with a one -foot contour interval (unless otherwise directed). Inter -visible local project horizontal control (NAD83) and vertical control (NAVD88) will be established based on existing monument networks and benchmarks. The datums will be based upon GPS ties to the CSRC network, 2017.50 epoch for horizontal and vertical. It is assumed, existing Right of Way mapping shown on the project plans will be based on available City GIS Right of Way files and no right of way or boundary will be conducted as part of this scope of services. Task 4.2. Prepare 90% PS&E As an optional task, based on conceptual design plans and estimates provided by Fehr & Peers, Mark Thomas will prepare Draft Final (90% PS&E) and Final (100% PS&E) design documents for the City's use in bidding and constructing the project improvements. For estimating purposes, it is assumed Final design documents will be prepared for each of the four (4) project locations identified above. The PS&E will include the following anticipated plan sheets: Description Title Sheet, Location Map and General Notes N/A 1 Layout and Grading Plans 1" 20' 4 Construction Details Varies 2 Utility and Drainage Plans 1"=20' 3 Water Pollution Control Plans 1" 20' 4 Total 14 Mark Thomas will coordinate with Fehr & Peers for the design of RRFB and PHB systems and submit our plans for incorporation to the full plan set to be compiled and submitted to the City by Fehr & Peers. Special provisions will be prepared based on boilerplate construction documents provided by the City and the current Marin County or Caltrans Standard Specifications. The appropriate State Standard Specifications will be referenced adjacent to the contract item. Stricken text will be shown, to be hidden with the final specifications. MARKSan Rafael Crossing Improvements THOMAS Fehr & Peers Mark Thomas will coordinate with Fehr & Peers to prepare an itemized engineer's estimate for the 90% submittal. The unit costs shall be determined by reviewing similar recent project bid summaries and the most current Caltrans Contract Cost Data book. Prior to submittal of the 90% PS&E, Mark Thomas will perform, with a senior engineer, an in-house quality control check of the product. Task 4.3. Prepare 100% PS&E After reconciling comments on the 90% PS&E submittal, Mark Thomas will make the requested changes to the project PS&E. A comment resolution table will be prepared to document all the comments received and responses given. The Special Provisions will be edited into their final format to include the bid quantities, proposal and contract. Mark Thomas will coordinate with Fehr & Peers to prepare the final itemized engineer's estimate for the 100% submittal. Mark Thomas will sign and submit original copies of the 100% PS&E to Fehr & Peers to incorporate to the Final design documents and for use by the City in bidding and constructing the project improvements. Preparation of survey file and the RE Pending File for the project would be provided with the bidding and construction management services tasks and are not included in this scope of work. Task 4.4. Coordination with Utilities As an optional task, Mark Thomas will be responsible for utility coordination throughout the project development. This will follow the "A, B, C" Utility Process, including but not limited to: Obtaining utility facility maps and identifying utility conflicts Facilitating relocation designs (by others); and Obtaining commitments for relocation schedules. Mark Thomas will perform a SUE Quality Level D (QL-D) survey at each project location. This will consist of using USA North to retrieve a list of utilities that may be affected by the project. Based on the list and available utility contacts provided by the City, Mark Thomas will send out utility request letters ("A" letters). Mark Thomas will then create and update a utility matrix for the project to track the status of record requests. Provided mapping will be forwarded and the matrix will be provided to the City 30 days after the "A" letter. Mark Thomas will follow up once with utility companies that have not responded and provide additional mapping received 60 days after the "A" letters. Mark Thomas will take the provided utility mapping and compile it into a utility base map. Underground utility mark out and detection is excluded under this scope of work. Significant private utility relocations are not anticipated for this project, and the intent of the design will be to protect existing facilities in place or provide for minor adjustments of utility lids and covers. We have assumed positive identification of the existing underground utilities will be performed during construction and the Agencies involved will provide the best available maps or as-builts of storm drain, sanitary sewer, and water facilities. Should any relocations of private utility facilities be required, it is assumed that these decisions be provided by the private utility company. Deliverable(s): ➢ Survey Base Mapping (AutoCAD format) — Up to 4 locations 'San Rafael Crossing Improvements MARK THOMAS Fehr & Peers ➢ PS&E at 90%, and 100% levels (hard copies and PDF) 1 Final (100%) Plans in AutoCAD 2018 and PDF formats. y Copies of correspondence with utilities and Utility Coordination Matrix Project Assumptions: This scope of services is based on the following assumptions: • No Project Initiation Document (PID) or Project Report will be required. • The project will be advertised, awarded, and administered by the City and the City will coordinate reproductions of the bid package. • This scope does not include an RE file or design services during construction. • No utility as-builts or locating service will be obtained by Mark Thomas. • Mark Thomas will identify survey monuments on the plans if any are encountered during the topographic survey. Mark Thomas will not be responsible for preserving and perpetuating survey monuments. • City of San Rafael will lead the effort and will provide rights of entry to private property. • Detailed right of way delineation will not be done within the project limits, approximate right of way and property lines will be developed using available GIS Mapping. • A Record of Survey is not included in this scope of work. COST PROPOSAL FOR PROJECT SCOPE: Fehr & Peers - San Rafael Crossing Improvements ►/ MARK THOMAS m M CA C t; d $242 M N C d ~ $242 F c 0pto W tJ d $173 ,y C � $147 C C $68 m cm C T 7 VI $215 m V1 L.' d $180 e W, H ? 7 IA $120 M C N N $295 M h d O VI $165 Y as « d O VI $154 Total Hours Total MT Cast 1.0 PROJECT MANAGEMENT & MEETINGS 1.1 Project Management & Meetings 6 4 6 16 $3,036 Subtotal Phase 1 6 0 0 0 0 0 0 0 0 4 6 16 $3,036 2.0 DATA COLLECTION AND ANALYSIS 2.1 Review Existing Documentation/Site Visits 20 1 20 40 $7,780 Subtotal Phase 2 20 0 01 20 01 0 0 0 0 0 0 40 $7,78 3.0 CONCEPT DEVELOPMENT 3.1 Review Concept Plans & Cost Estimates 8 8 16 $3,320 Subtotal Phase 3 8 0 8 0 0 0 0 0 0 0 a 16 $3,32 TOTAL HOURS 1 341 0 81 201 01 01 01 01 al 41 61 72 OTHER DIRECTCOSTS I I I I I I I I I $2D0 TOTALCOST $8,228 $0 $1,384 $2,940 $0 $0 $0 $0 $0 660 $924 $14,336 4.0 FINAL DESIGN (OPTIONAL) 4.1 Topo Survey/Base Mapping 8 32 60 50 4 154 $30,046 4.2 Prepare 90% PS&E 48 16 40 160 60 8 16 348 $53,792 4.3 Prepare 100% PS&E 16 8 24 80 40 168 $24,440 4.4 Coordination w/Utilities 1 81 1 41 241 161 1 1 52 $7,244 Subtotal Optional Tasks 1 721 241 681 2641 116 81 32 60 501 81 201 722 $115,522 TOTAL HOURS- OPTIONAL 1 721 241 681 2641 1161 81 321 601 501 81 201 722 TOTALCOST -OPTIONAL 1$17,4241 $5,8081 $11,764138,808 7,8881 $1,7201 $5,7601 $7,2130114,750 1,320 3,080 115,522 Attachment B Fee Proposal for San Rafael Intersection Crossing Improvements Project Associate- Sr- Graphics ProJect Manager In -Charge Pl9sneer /GISS/CA C' o in 5185 5270 S160 S150 5146 Data Collection & iuest & Review and Constraints Project PrcEngineer e e Design Sr wn"nect Coordl Manager Engineer EngineerR Accountant rotor S242 5173 $147 $165 $1S4 10% Notes: This fee proposal is wlid for a period of g0 days /ram the proposal submittal date. Actual billing rate at the time of senice may wrydepending on the (mal staffing plan at the time the project stain; the overolt fee will not be exceeded. Mileage is billed at the IRS rate plus 10% handling fee Rotes and non key staflore subject to change at any tinie, udthout norice, and wethin the total budget shown 40 Attachment C City of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED FEBRUARY 10, 2020 WITH FEHR & PEERS TASK ORDER NO. 21 Transportation Discipline Project title: Preparation of Traffic Impact Analysis Guidelines THIS TASK ORDER is entered into on 61AS UJf l8%`', 20vtween the City of San Rafael, a municipal corporation ("City"), and FEHR & PEERS, ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated February 10, 2020 under which Consultant has agreed to perform certain professional consulting services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain tasks as set forth in this Task Order, which constitute the Project; NOW, THEREFORE, City and Consultant agree as follows: AGREEMENT I . Scope of services. Consultant shall provide any and all of the services set forth in Attachment A of this Task Order, dated August 5, 2020, as directed by the City. Bob Grandy shall be the Project Manager for Consultant for this Task Order. Additional professional services may be performed by other Consultant 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 Attachment A. (2) Make available the project plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Rafat Raie as the person at the City responsible for monitoring performance under this Task Order. b.Consultant duties. The Consultant will: (1) Provide and perform tasks identified in Attachment A, Scope of Services. (2) Provide miscellaneous consulting and other services related to the Project and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Task Order budget. Rcv. May 2013 Cily of San Rafael Master Consultant Ser7pices Agreement Task Order Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule. The work hours estimate, cost estimate and budget and fee schedule are set forth in the attachments to this Task Order, as follows: Date of completion: Attachment A Work hours estimate: Attachment A Cost estimate and budget: Attachment A Fee schedule (Consultant's current hourly rate): Attachment B With regard to each project given to Consultant that is subject to this Task Order, the time of completion, work hours estimate, cost estimate and budget and fee schedule are set forth in Attachment A to this Task Order. Authorization to proceed. The City will give Consultant authorization to proceed with the work specified in this Task Order only after Consultant submits updated insurance certificates and endorsements, in accordance with Section 10 of the Agreement. 4. Master Agreement terms; Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Consultant in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. Amendment of Task Order; Conflicts. Except as provided in Section 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. CITY OF SAN RAFA L CONSULTANT By:_ N�- ��- By: Jm S hutz, Cit M nager Name: Marion Donnelly Contents approved: Title: Chief Financial Officer 2 Rcv. Ian 2019 City of San Rafael Master Consultani Services Agreement Task Order By: !O`V►--� Bill Guerin, Public Works Director Reviewed By By: LL ,6-1—Robert F. Epstein, Cit Attorney (if Consultant is a corporation, add signature of second corporate officer) By: Name: Chris Mitchell Title: President Attachments: A Scope of work, Time of completion, work hours estimate, cost estimate and budget B Fee schedule (Consultant's current hourly rate) 3 Rvv. Jan 2019 Attachment D FEHRtPEERS 2021-2022 (July 2021 through June 2022) Hourly Billing Rates Classification Principal Senior Associate Associate Senior Engineer/Planner Engineer/Planner Senior Engineering Technician Senior Project Accountant Senior Project Coordinator Project Coordinator Technician Intern Hourly Rate $220.00 - $350.00 $195.00 - $290.00 $160.00 - $245.00 $145.00 - $195.00 $115.00 - $170.00 $135.00 - $200.00 $165.00 - $170.00 $120.00 - $175.00 $105.00 - $140.00 $120.00 - $155.00 $90.00 - $110.00 • 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 (56 cents per mile as of Jan 2021). • Voice & Data Communications (Telephone, fax, computer, e-mail, etc.) are invoiced at cost as a percentage of project labor. Fehr & Peers reserves the right to change these rates at any time with or without advance notice. XA RAFq�! y 2 F y0 wITH CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: ]man Kayani for LD Extension: 3352 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 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City 8/16/2021 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑x IKK 2 City Attorney a. Review, revise, and comment on draft agreement 8/16/2021 ❑X LG and return to Project Manager 8/16/2021 ❑X LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to 8/16/2021 ❑X BG contractor 4 Project Manager Forward three (3) originals of final agreement to 8/16/2021 ❑X IKK contractor for their signature 5 Project Manager When necessary, contractor -signed agreement 0 N/A agendized for City Council approval * *City Council approval required for Professional Services ❑x IKK Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 8/18/2021 IKK Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed 41tfAt 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 41z— cly- 10 City Clerk Attest signatures, retains original agreement and p �D / N forwards copies to Project Manager