HomeMy WebLinkAboutAlta Planning + Design Safe Routes to School Plan 2012-03-05AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
This Agreement, made and entered into this ,2i" day of /)&4 -;'2012 ("Effective
Date"), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and ----
Alta Planning + Design, a corporation, organized and in good standing under the laws of the
state of California, hereinafter referred to as "Consultant".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to preparation of a Safe Routes to School Plan.
b. Consultant represents that it has the qualifications, skills, experience and properly
licensed to provide these services, and is willing to provide them according to the terms
of this Agreement.
C. City and Consultant agree upon the Scope -of -Work and Work Schedule attached hereto
as Attachment "A", describing contract provisions for the project and setting forth the
completion dates for the various services to be provided pursuant to this Agreement.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project is described in detail in the attached Scope -of -Work (Attachment "A").
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A".
2.2. Additional Services. Additional services, if any, shall only proceed upon written
agreement between City and Consultant. The written Agreement shall be in the form of
an Amendment to this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required
by the Scope -of -Work upon receipt of a Notice to Proceed from City. Consultant shall
complete the work to the City's reasonable satisfaction; even if contract disputes arise or
Consultant contends it is entitled to further compensation.
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this
Agreement, Consultant shall be compensated on a time and expense basis not to
exceed a maximum dollar amount of $49,939. Labor charges shall be based upon
hourly billing rates for the various classifications of personnel employed by Consultant to
perform the Scope of Work as set forth in the attached Attachment "B", which shall
include all indirect costs and expenses of every kind or nature, except direct expenses.
The direct expenses and the fees to be charged for same shall be as set forth in
Alta — ProfSvcsAgreement- February, 2012
PAGE I OF 7
Attachment B. Consultant shall complete the Scope of Work for the not -to -exceed
guaranteed maximum, even if actual time and expenses exceed that amount.
4.2 Changes. Should changes in compensation be required because of changes to the
Scope -of -Work of this Agreement, the parties shall agree in writing to any changes in
compensation. "Changes to the Scope -of -Work" means different activities than those
described in Attachment "A" and not additional time to complete those activities than the
parties anticipated on the date they entered this Agreement.
4.3 Sub -contractor Payment. The use of sub -consultants or other services to perform a
portion of the work of this Agreement shall be approved by City prior to commencement
of work. The cost of sub -consultants shall be included within guaranteed not -to -exceed
amount set forth in Section 4.1.
4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of the invoice less any amount already paid to Consultant,
which amounts shall be due and payable thirty (30) days after receipt by City. The
invoices shall provide a description of each item of work performed, the time expended
to perform each task, the fees charged for that task, and the direct expenses incurred
and billed for. Invoices shall be accompanied by documentation sufficient to enable City
to determine progress made and to support the expenses claimed.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely
responsible for its acts or omissions. Consultant (including its agents, servants, and
employees) is not the City's agent, employee, or representative for any purpose.
It is the express intention of the parties hereto that Consultant is an independent
contractor and not an employee, joint venturer, or partner of City for any purpose
whatsoever. City shall have no right to, and shall not control the manner or prescribe the
method of accomplishing those services contracted to and performed by Consultant
under this Agreement, and the general public and all governmental agencies regulating
such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in City have been
inserted solely to achieve compliance with federal and state laws, rules, regulations, and
interpretations thereof. No such provisions and no other provisions of this Agreement
shall be interpreted or construed as creating or establishing the relationship of employer
and employee between Consultant and City.
Consultant shall pay all estimated and actual federal and state income and self-
employment taxes that are due the state and federal government and shall furnish and
pay worker's compensation insurance, unemployment insurance and any other benefits
required by law for himself and his employees, if any. Consultant agrees to indemnify
and hold City and its officers, agents and employees harmless from and against any
claims or demands by federal, state or local government agencies for any such taxes or
benefits due but not paid by Consultant, including the legal costs associated with
defending against any audit, claim, demand or law suit.
Alta— ProfSvcsAgreement-February, 2012
PAGE 2 OF 7
Consultant warrants and represents that it is a properly licensed professional or
professional organization with a substantial investment in its business and that it
maintains its own offices and staff which it will use in performing under this Agreement.
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely
to City. Consultant has no interest and will not acquire any direct or indirect interest that
would conflict with its performance of the Agreement. Consultant shall not in the
performance of this Agreement employ a person having such an interest. If the City
Manager determines that the Consultant has a disclosure obligation under the City's
local conflict of interest code, the Consultant shall file the required disclosure form with
the City Clerk within 10 days of being notified of the City Manager's determination.
6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maintains for
the full period of time allowed by law, surviving the termination of this Agreement
insurance against claims for injuries to persons or damages to property, which may arise
from or in connection with its performance under this Agreement.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
Insurance Services Office ("ISO) Commercial General Liability Coverage
Form No. CG 20 10 10 01 and Commercial General Liability Coverage —
Completed Operations Form No. CG 20 37 10 01.
2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1
"any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3. Worker's Compensation Insurance as required by the Labor Code of the
State of California and Employers Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the consultant's
profession. Architects' and engineers' coverage is to be endorsed to
include contractual liability.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
General Liability: $1,000,000 combined single limit per occurrence for
bodily injury, personal injury and property damage including operations,
products and completed operations. If Commercial General Liability
Insurance or other form with a general aggregate limit is used, the
general aggregate limit shall apply separately to the work performed
under this Agreement, or the aggregate limit shall be twice the prescribed
per occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for
bodily injury and property damage.
Alta — ProfSvcsAgreement- February, 2012
PAGE 3 OF 7
3. Worker's Compensation and Employers Liability: Worker's compensation
limits as required by the Labor Code of the State of California and
Employers Liability limits of $1,000,000 per accident.
4. Errors and Omissions liability: $1,000,000 per claim.
C. Deductibles and Self -Insured Retentions
Any deductibles or self-insured retentions 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 retentions as respects to the City, its officers,
officials, employees and volunteers; or the Consultant shall procure a bond
guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
General Liability and Automobile Liability Coverages
a. The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; liability arising out of
activities performed by or on behalf of the Consultant, products
and completed operations of the Consultant, premises owned,
occupied or used by the Consultant, or automobiles owned, hired
or borrowed by the Consultant for the full period of time allowed by
law, surviving the termination of this Agreement. The coverage
shall contain no special limitations on the scope -of -protection
afforded to the City, its officers, officials, employees or volunteers.
b. The Consultant's insurance coverage shall be primary insurance
as respects to the City, its officers, officials, employees and
volunteers. Any insurance or self-insurance maintained by the
City, its officers, officials, employees or volunteers shall be in
excess of the Consultant's insurance and shall not contribute with
it.
C. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its officers, officials,
employees or volunteers.
d. The Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect
to the limits of the insurer's liability.
2. Worker's Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the City,
its officers, officials, employees and volunteers for losses arising from
Consultant's performance of the work, pursuant to this Agreement.
Alta — ProfSvc Agreeinent- February, 2012
PAGE 4 OF 7
3. Professional Liability Coverage
If written on a claims -made basis, the retroactivity date shall be the
effective date of this Agreement. The policy period shall extend for the
duration of the work being performed.
4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled by either party,
reduced in coverage or in limits except after thirty (30) days prior written
notice by certified mail, return receipt requested, has been given to the
City.
E. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's
rating of no less than A- for financial strength, AA for long-term credit rating and
AMB -1 for short-term credit rating.
F. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. 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. The Certificates and
Endorsements are to be on forms provided or approved by the City. Where by
statute, the City's Workers' Compensation - related forms cannot be used,
equivalent forms approved by the Insurance Commissioner are to be substituted.
All Certificates and Endorsements are to be received and approved by the City
before Consultant begins the work of this Agreement. The City reserves the right
to require complete, certified copies of all required insurance policies, at any
time. If Consultant fails to provide the coverages required herein, the City shall
have the right, but not the obligation, to purchase any or all of them. In that
event, the cost of insurance becomes part of the compensation due the
contractor after notice to Consultant that City has paid the premium.
G. Subcontractors
Consultant shall include all subcontractors or sub -consultants as insured under
its policies or shall furnish separate certificates and endorsements for each sub-
contractor or sub -consultant. All coverage for sub -contractors or sub -consultants
shall be subject to all insurance requirements set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant agrees, for the full period of time allowed by law, surviving the
termination of this Agreement, to indemnify the City for any claim, cost or liability that
arises out of, or pertains to, or relates to any negligent act or omission or the willful
misconduct of Consultant in the performance of services under this contract by
Consultant, but this indemnity does not apply to liability for damages for death or bodily
injury to persons, injury to property, or other loss, arising from the sole negligence, willful
misconduct or defects in design by the City, or arising from the active negligence of the
City.
Alta — ProfSvcsAgreement- Febniaiy, 2012
PAGE 5 OF 7
"Indemnify," as used herein includes the expenses of defending against a claim and the
payment of any settlement or judgment arising out of the claim. Defense costs include
all costs associated with defending the claim, including, but not limited to, the fees of
attorneys, investigators, consultants, experts and expert witnesses, and litigation
expenses.
References in this paragraph to City or Consultant, include their officers, employees,
agents, and subcontractors.
7.0 CONTRACT PROVISIONS
7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or
reports and supportive data prepared by Consultant under this Agreement are owned
and become the property of the City upon their creation and shall be given to City
immediately upon demand and at the completion of Consultant's services at no
additional cost to City. Deliverables are identified in the Scope -of -Work, Attachment "A".
All documents produced by Consultant shall be furnished to City in digital format and
hardcopy. Consultant shall produce the digital format, using software and media
approved by City.
7.2 Governing Law. Consultant shall comply with the laws and regulations of the United
States, the State of California, and all local governments having jurisdiction over this
Agreement. The interpretation and enforcement of this Agreement shall be governed by
California law and any action arising under or in connection with this Agreement must be
filed in a Court of competent jurisdiction in Mendocino County.
7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments
set forth the entire understanding between the parties.
7.4 Severability. If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement
of both parties in writing.
7.6 Assignment. Consultant's services are considered unique and personal. Consultant
shall not assign, transfer, or sub -contract its interest or obligation under all or any portion
of this Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement
shall be a waiver of any other or subsequent breach of the same or any other covenant,
term or condition or a waiver of the covenant, term or condition itself.
7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of
the Agreement; 2) because funds are no longer available to pay Consultant for services
provided under this Agreement; or 3) City has abandoned and does not wish to complete
the project for which Consultant was retained. A party shall notify the other party of any
alleged breach of the Agreement and of the action required to cure the breach. If the
breaching party fails to cure the breach within the time specified in the notice, the
contract shall be terminated as of that time. If terminated for lack of funds or
abandonment of the project, the contract shall terminate on the date notice of
termination is given to Consultant. City shall pay the Consultant only for services
Alta — ProfSvcsAgreement- February, 2012
PAGE 6 OF 7
performed and expenses incurred as of the effective termination date. In such event, as
a condition to payment, Consultant shall provide to City all finished or unfinished
documents, data, studies, surveys, drawings, maps, models, photographs and reports
prepared by the Consultant under this Agreement. Consultant shall be entitled to
receive just and equitable compensation for any work satisfactorily completed
hereunder, subject to off -set for any direct or consequential damages City may incur as
a result of Consultant's breach of contract.
7.9 Duplicate Originals. This Agreement may be executed in duplicate originals, each
bearing the original signature of the parties. When so signed, each such document shall
be admissible in administrative or judicial proceedings as proof of the terms of the
Agreement between the parties.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when
personally delivered or deposited in the mail (certified or registered) addressed to the
parties as follows:
CITY OF UKIAH ALTA PLANNING + DESIGN
DEPT. OF PUBLIC WORKS 2560 9T" STREET, SUITE 212
300 SEMINARY AVENUE BERKELEY, CA 94710
UKIAH, CALIFORNIA 95482-5400
9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
CONSULTANT
BY::TA W
Dae
PRINT NAME:
0% C)
IRS IDN Number
CITY OF UKIAH
JANE A. CHAMBERS Date
Y
CITY MANAGER
ATTEST
n �' Q -Ia - I,.
ANNE CURRIE, CITY CLERK Date
Alta— ProtSve Agreement- February, 2012
PAGE 7 OF 7
Wt 3.3.. �r� .4rh�.`t t�i�Yk�1Mr Y �•)i .` • ��N. i ' � ` r _' ''(-:_
Pit �/ �rt,+�[�.��1. ����e• tv .%7 a' � •/r .
Ir
t t+i
_..,..�'t tts�i +'1, \r �_ .• :Ft , t. 'e -fit;• a ��, �,,i• .- .. .. - s t., .
y r s c
QT
:,{i�r \1:-'t x•,i-_ ,-}'_ ri Yl - � �� >. ``iii,
t
t /
J r
L ,.ate
1
Y pC•
? t
-. ✓� / r, ' \t
} a �/... t + s+
Alta Planning + Design Team
Ukiah Safe Routes to School Project
Scope of Work
Alta Planning + Design will manage the Ukiah Safe Routes to School Plan project, with GHD providing local
support and base mapping, school walk audit, and conceptual engineering assistance. Successful initiation of
this project will include an expedited contract approval and kickoff, a final schedule based on availability and
access to schools, and a final scope that confirms overall expectations and task deliverables (specifically for
route map generation, plan promotion, and capital project delivery). Alta will employ a three-tier quality
control program, including review of all materials by the Project Manager, Principal -in -Charge, and a peer
reviewer prior to sending to the City of Ukiah, and will work efficiently to meet invoicing and progress
reporting obligations and deadlines as identified by the City.
Alta will provide a revised scope, schedule, and budget (as necessary) based on a project kickoff call and
subsequent correspondence. Over the course of the project, we will provide monthly status updates and
regular check -ins to ensure that the project is moving ahead on track.
Task 1 Deliverables:
Kickoff Conference Call &s Notes/Action Summary
Final Scope, Schedule and Budget
Monthly invoicing and progress reports; Bi -monthly check -ins with City staff (as necessary)
Taslt 2 Existing Conditions Survey
Task 2.1 Review and Summarize Existing Plans and Documents
The Alta Team will review and summarize transportation and land use plans, asset inventories, and other
documents made available by the City that may contribute to the Safe Routes to School Plan. The review will
include, but not be limited to the following:
City of Ukiah Bicycle and Pedestrian Plan (1999)
GIS Curb Ramp &z Storm Drain Inventory (2008)
City of Ukiah ADA Manual (1998)
2006 Mendocino County Regional Bikeway Plan
City of Ukiah SRTS/SR2S grant applications
The Alta team will prepare an existing conditions memorandum for City staff surmnarizing the relationship of
these plans to the SRTS planning process, and include pedestrian/bicycle network information from these
documents on school base maps and improvement plans as identified in Tasks 3 and 4.
Task 2.2 Student Hand Tallies and Parent Surveys
Student hand tallies are typically conducted by participating Safe Routes schools in the fall and spring each
year to evaluate program impacts, and can be a requirement of Safe Routes to School grant programs. These
tallies consist of asking students in classrooms how they arrived to school and how they plan to leave school
in the afternoon. Students raise their hand as specific travel modes are called out, and teachers record the
results on a simple handout. The handouts are then collected and tabulated, producing comprehensive mode
split data by school/grade and a basis of analysis for project and program development.
Parent surveys are also a common and effective strategy to garner direct parent feedback on travel behavior,
perceived travel barriers, and interest in volunteering for various Safe Routes to School programs or events.
Alta will prepare an online parent survey for the Ukiah Safe Routes Plan outreach process and will coordinate
with schools to administer the survey simultaneously with the student hand tallies.
Alta will lead the scheduling, teacher training, and promotion of student hand tallies and parent surveys for
up to 11 Ukiah schools. We will provide technical and logistical assistance to collect and tabulate hand tally
and parent survey results for inclusion in the final SRTS Plan, and will ensure reporting to the National
Center for Safe Routes to School national database.
Task 2.3 Form SRTS Committee
To facilitate program implementation and encourage participation from key stakeholders, we recommend
developing a citywide Safe Routes to School Committee or `task force'. Committee members should include
parent and staff representatives from participating schools, a school district risk manager, public information
officer or other representative, and City representatives from the public works department, police
department, and planning and community development department.
Two task force meetings will be scheduled to assist project success and completion, one at the beginning of
the project to confirm priorities and scope, and a second meeting to review the draft SRTS plan, including the
proposed priority projects and draft route to school maps. If possible these meetings will be scheduled to
coincide with the two public workshops. Email communication with Task Force members will also be used to
publicize and organize project events, receive input on individual draft deliverables, and to help formulate
strategies for sustaining a Safe Routes to School program over time.
Task 2 Deliverables:
Existing Conditions memorandum
Final survey forms, logistics coordination and training, and completed survey tabulation/analysis
Safe Routes to School Committee — member contact list, Meeting #1 notes and summary
'ask g School Walk Audits & Outreach
Task 3.1 Project Promotion/Website
Outreach and promotion are critical elements for building interest, excitement and participation in the Ukiah
SRTS planning process, as Well as for any longer-term SRT S program ilatlative. Alta has a Bull team of graphic
designers on staff to ensure that all outreach materials are attractive, compelling, and age-appropriate.
The Alta Team recommends developing a project website for the Ukiah Safe Routes to School Plan process.
The Ukiah website and potential integration of social media will help focus and promote outreach and
education materials, document workshops and public events, and include important links such as the parent
survey and draft/final SRTS plan elements for review. It will also promote excitement among interested
stakeholders and potentially remain as an ongoing resource for a potential Ukiah SRTS program. The website
and Facebook pages could be linked to the City's current webpage.
Alta can arrange to host the website, and manage all ongoing technical support related to website
maintenance and regular updates. If desired by the City, we can acquire a custom web address such as
http://www.UkiahSafeRoutes.org and link complementary "new media" tools such as a Facebook page and
Flickr/Picasa account. At the conclusion of the project, Alta would shift the website maintenance to the
appropriate entity, as identified by the City.
Task 3.2 Data Collection and Base Mapping
The Alta Team will prepare a memorandum that requests specific GIS and other data features that are
important for assessing and displaying school location, physical conditions, and travel information. We will
list which of these features may already be in hand and the date of last revision (if known) to ensure files are
the most current. The Alta team will collect and incorporate data provided by the Ukiah Unified School
District such as enrollment boundaries, yellow school bus routes and ridership, school site improvement
plans, and crossing guard locations (if relevant). The Alta team will also collect and display pedestrian and
bicycle crash information (frequency and location) utilizing the Statewide Integrated Traffic Record System
(SWITRS) database.
Using GIS -information, aerial photography, and other features collected during this task, the Alta team will
produce school site base maps for all 11 Ukiah schools for use during school walk audits (Task 3.2). These
maps Rill be the basis for uploading information from the walk audits and for developing Suggested Route to
School Maps in Task 4.
Task 3.3 Conduct Walk Audits
Alta will lead interested stakeholders and participants on a walking audit of up to 11 school sites during the
morning or afternoon drop off/pick up period to observe peak activity and circulation. During the audit,
participants will observe conditions and behaviors and identify challenges or impediments that currently limit
walking and bicycling. The Alta team will facilitate a discussion with participants to brainstorm
programmatic and infrastructure improvements that address these challenges and/or take advantage of
identified opportunities.
Alta will provide large-scale aerial maps of the surrounding school area to mark up, and will document the
audit through photos, notes, and the use of GPS -enabled Tablet PCs loaded with ArcPad GIS software. This
hardware/software package combines the powerful data management and analysis tools of GIS with the on -
the -ground locational capabilities of GPS. In essence, we will create a mobile GIS lab that allows our team to
rate the deficiencies and assets of existing pedestrian/bicycle conditions, intake site-specific comments and
concerns from stakeholders, and produce geographically -referenced preliminary site plans during or
immediately after the walk audit. In our experience, this system greatly increases the efficiency and
effectiveness of site evaluations and ensures a high level of data precision.
Alta staff who will lead the audits are familiar with the resources and tools provided by the National Center
for Safe Routes to School, including Engineering Guiding Principles, PEDSAFE, BIKESAFE, Walkability
Checklists and Bikeability Checklists. These or other similar tools will be used during the walking/biking
audits.
Task 3.4 Community Workshop #1
The Alta team will facilitate a public workshop after substantial completion of school walk audits, preferably
as the culmination of a "Safe Routes to School Week" or similar promotion to maximize informational reach
and participation. Beyond general promotion to members of the public, specific invitations will be sent to
stakeholder representatives from the Ukiah Unified School District, California Highway Patrol, Caltrans,
Mendocino COG, and City of Ukiah.
To begin the workshop, the Alta team will present a PowerPoint presentation based on the National Center
for Safe Routes to School Training Course that introduces participants to the concept of Safe Routes to School
and ways to support walking and bicycling to school. After the presentation, participants can follow up with
general questions or move to a series of boards and maps to review and comment on the specific concerns and
issues as identified through the school walk audits (traffic, speeds, sidewalk condition, crime, etc.). Because
we will be using GPS -enabled Tablet PC's in the field, the maps and other visuals for this workshop will be
able to effectively communicate results from the prior days' data collection.
The public SRTS Plan Workshop will be designed to engage new ideas and issues while helping focus
consensus around opportunity areas and identify potential suggested routes to school. Topics to be covered
will include:
• Ukiah Safe Routes to School Plan project goals and timeline
• Benefits of school travel behavior change (e.g. traffic, health, environmental)
• Review of school site circulation patterns, issues, and suggested/possible improvements and routes
• Potential SRTS education, encouragement, and enforcement activities
• Project prioritization approaches
• Implementation responsibilities, strategies, barriers, and opportunities
The Alta team has conducted parent/public workshops at dozens of schools for our Safe Routes to School
programs, and we will work with City staff to design the outreach event to produce meaningful feedback and
engagement on the needs and priorities of the plan.
Task 3 Deliverables:
• Project website/promotion and online documentation
• GPS Tablet PC -enabled walk audits at up to 11 school sites
• Facilitated public workshop, summary notes and photos
• School site area base maps (30" x 40" plotted for walk audit), annotated and revised -With walls
audit/workshop observations and outcomes (large format PDF)
Task . Prepare f Safe Routes to School Plan
In Task 4, the Alta team will compile existing data collection, plan review, walk audit and outreach results
into a single, coherent draft SRTS plan document. Alta will provide an administrative draft plan for the City
of Ukiah staff, and will produce a public review draft based on one set of consolidated and internally
consistent set of comments from the City.
Task 4.1 School Route Improvement Plans
Using walls audit summaries, field work, information provided by schools, and GIS, aerials and parcel data,
Alta will develop a graphical school site improvement plan (annotated map with recommendations) for up to
11 schools in the City of Ukiah. These planning -level conceptual designs can be used in grant applications to
apply for infrastructure grant money to design and construct the projects.
For a subset of these plans that include high priority projects identified in Task 4.4, the Alta team will refine
improvement concepts through additional feasibility testing and engineering as budget allows.
Task 4.2 Suggested Route to School Maps
Alta will develop Suggested Route to School maps for up to 11 schools as part of the Ukiah SRTS Plan. Maps
will be designed to inform parents and children on the safest, most convenient, and most accessible walking
and bicycling routes to school. They will include traffic control devices, sidewalks, bikeways, crossing guard
locations, crosswalks, safe walking and bicycling tips, and approximate walking and bicycling times to school.
Alta will seek input from PTA/PTO groups and the Safe Routes to School Task Force during map
development, so that maps will reflect the needs and concerns of the school community. Alta will develop
maps in English and can include up to one other language. Maps can be reproducible in black and white, and
made available on the project website and as electronic PDF files. New and/or revised ArcGIS data files for the
route maps will also be developed and provided to the City.
Task 4.3. Safe Routes to School Toolkit/Programs Guide
After reviewing the public workshop comments/ideas and results from the Task 2.2 surveys, Alta will develop
a Safe Routes to School Toolkit that will be included in the draft and final SRTS plan. The intent of the toolkit
is to serve as a resource for those interested in learning about SR2S, and as a way to kick start and promote
future Safe Routes organizing and activities. The Toolkit will cover:
® Description and brief history of Safe Routes to School Movement.
e Safe Routes to School's "Five E's" (Education, Encouragement, Enforcement, Engineering, Evaluation)
with discussion of the `Sixth E' of engagement
® Description of programs already in place in Ukiah (if applicable)
• Common issues associated with school -related travel
® Solutions for improving school -related travel (Engineering and Enforcement)
• Methods for encouraging students to walk and bike to school (Education, Encouragement).
• Review and summary of evaluation methods and results
@ Local, state and national resources for more information
Print copies of the draft Safe Routes to Schools Toolkit will be distributed at the 2'd public workshop and
SRTS Task Force as part of the plan review and finalization process (Task 5).
Task 4.4 Project Prioritization & Cost Estimation
Our team will use the information gathered in earlier tasks and in additional conversations with City staff and
the SRTS Task Force to help prioritize and cost estimate potential SRTS projects and corridors.
Alta will use established criteria for Federal and State SR2S funding programs, along with other criteria
developed by the City of Ukiah to develop a prioritization approach and criteria matrix for Safe Routes to
School infrastructure projects in the city. We will recommend a ranking process that (a) funds the best and
most ready projects first, (b) provides equitable geographic distribution, (c) identifies the likely impact to
walking/bicycling safety and mode share (d) considers potential funding shortfalls that may be covered by
other sources, such as planned school district improvements, other city projects or private developments, or
local general funds. The ultimate approach will ensure that Ukiah maximizes the amount and competitiveness
of potential Safe Routes to School grant fund opportunities, the impact of projects on walking/biking demand,
and strategic coordination with other citywide priorities and projects.
Where project costs have already been estimated, we will utilize those costs. For projects identified during
the walking audit process, we will develop planning -level cost opinions based on the most recent and
comparable unit costs from the Alta team's project database and/or from information provided by the City.
We will escalate all costs to 2012 dollars, and provide the City of Ukiah with a total estimate for Safe Routes
to Schools capital funding based on high priority improvement corridors.
Task 4 Deliverables:
• Draft School Route Improvement Concept Plans (up to 11 individual school administrative and public
review drafts, 11 x 17" PDF maps)
• Draft Suggested Routes to School Maps (up to 11 individual schools, 8 x 11" PDF)
• Safe Routes to School Toolkit/Program Guide (Admin Draft and Public Review Draft, PDF)
e SRTS project prioritization approach summary and planning matrix (Admin Draft and Public Review
Draft, PDF)
® SRTS prioritized project list with cost estimate summary for up to ten (10) priority corridors (Admin
Draft and Public Review Draft)
Task 5 resent and rinalize SRTS Plan
In Task 5, Alta will bring together and refine all of the work that has taken place in Tasks 1-4 to produce the
Final Updated SRTS Plan, including the Prioritized Project List, Program Toolkit, Suggested Routes to School
Maps, and final ArcGIS data layers. For all draft documents/maps, we will respond to one set of consolidated,
internally consistent, comprehensive comments. We assume the City of Ukiah staff will collect, consolidate,
and review the comments prior to delivering to the Alta team.
Task 5.1 Community Workshop #2
After City approval of a SRTS Plan public review draft, we will present the draft findings, maps, and projects
at a second SRTS public workshop. Specific stakeholder representatives and attendees from the previous
workshop (Task 3.3) will be personally invited. The focus of this meeting will be on (a) reviewing and
confirming the prioritization method and project list (b) reviewing and confirming Suggested Route to School
Maps, and c.) refining the SRTS program guide/toolkit to reflect the most relevant, Ukiah -specific
opportunities and needs. All draft materials will be posted on the project website in advance of the meeting to
encourage review and participation, and a short comment window will remain open after the workshop to
allow for additional input.
The specific approach, location, and format of the second public workshop will be confirmed with the City of
Ukiah and the SRTS Committee (as needed) prior to its scheduling.
Task 5.2 SRTS Committee Review
It will be critical for the final SRTS plan and its elements to have broad-based support from Ukiah Unified
School District, parent/staff representatives, and City of Ukiah staff and officials. Concurrent with the release
of the public re -,view draft plan and second community workshop (or prior to these activities, depending on
scheduling needs and potential sensitivities), the Alta team will facilitate a review by members of the SRTS
Committee formed as part of Task 2.3. This review could be combined with Task 5.1 or can be scheduled as a
separate meeting depending on need and member availability.
Task 5.3 Finalize SRTS Plan
Based on specific feedback gathered from the second public workshop, SRTS Committee review, and
additional online or City -generated comments, Alta will prepare a final draft City of Ukiah SRTS Plan for
adoption by City Council. GIS street centerline and other relevant shapefiles will be revised to include data
and descriptions for final suggested routes to school, and all source materials for the plan (Word document,
Excel spreadsheets, Al graphic files, GIS shapefiles, and MXD files) will be provided to the City during project
closeout or upon request.
Task 5.4 City Council Presentations
The Alta Team will coordinate with City staff and develop/lead a presentation of the final draft SRTS Plan to
City Council for adoption.
Task 5 Deliverables:
® Final SRTS Plan, including School Route Improvement Concept Plans, Suggested Routes to School
Maps, Program Guide/Toolkit, Outreach/Survey Summary, Priority Projects List, and Cost Estimates
(PDF and source files)
® City Council presentation materials (Powerpoint, 30" x 40" plotted boards, or similar formats)
® Final ArcGIS data shapefiles and/or geodatabase file
® Administrative access/controls to SR2S website and/or social media sites (if requested)
City of Ukiah
12 1 alta planning + design )
Project Schedule
The schedule has been carefully organized to sequence key tasks, meetings, and deliverables, providing an efficient process
and early and thorough review of all products as they are developed and made public. 1
Task l:. Pro'ect.1nitiation :
-
2012
Estimated
Staff
20
Task 2: Existing Conditions Survey
66
2.1 Existing Conditions Review
20
2.2 Student and Parent Surveys
-�'��
28
2.3 Form SRTS Committee
18
Task 3: Walk Audits and Outreach
145
3.1 Website/Promotion
-
30
3.2 Data Collection &t Base Mapping
19
3.3 Conduct Walk Audits
72
3.4 Community Workshop #1
"`
24
Task 4: Pre are Draft SRTS Plan
165
4.1 School Route Improvement Plans
5
62
4.2 Suggested Routes to School Maps
-, , r,
m 43
4.3 Prepare Program Guide/Toolkit
44
4.4 Project Prioritization &x Cost Estimates
., ,
16
Task 5: Finalize and Present Final SRTS Plan
87
5.1 Community Worksho #2
*°.
29
5.2 SRTS Committeee Review
8
5.3 Prepare Final SRTS Plan
-`
46
5.4 City Council Presentation/Adoption
4
Monthly Progress Meetings / Conterence CaHs
• •
• v •
ATTACHMENT "B"
Safe Routes to Schoo[plan
alta Planning i design 123
Fee Proposal
A proposed fee breakdown by task is presented below. We are flexible in developing an allocation of work effort and
budget that best meets the needs of the City df Ukiah. Alta's standard hourly rate schedule is on the following page,
Yii' jNi3 ti'.F. v'. d 'A.W.. �
�s; ':r:
++c��• .T'J.J�N 2 .. �}., �a�' j.i � , I. .f'� i ���, �
Tom'};;Pro i@hiltjaill,Qt�r:;
<.a9, •]3'PCojCCtIU .Q.:,. ' •. •..,
?`•
;.t::•• ..;:.: ...
A;
.
'$I
r 1.2PmjectPin ScapefxA rtifnlatratlom
..2 2
2
10
92
8
10
$1,25
LIMs
2 Rcview an SummpLtin Existing P ens U
FY,
2 6 4 8
2;2 to ht an T IlesfdPermSurvey'
193
00s
Tae-Z3IWmsRTSCofmWttec
IO' G 14
28$2,450
pe �. $C Ub•,�•.1L U 1�8'�OnttCAClI''�
6
�. :: -
is
I926
4Task
31 PropctWe sit romotibn
2—
4 4
Tas ' b
3.2DAtaectl6nUlinseMapping
4 16
30
30
$2610
Taa 3 3 Gan uct W Audits '
3 4 l2
1991
• .
:rRsh 3:4 Comrituhity Wbr s op
40 8 24
72
W44
TOe4;Y!tgPatD R ..R . :;,.v ;.;
2 8 10 4 24$2A641
r•,5 t, , ,
"t -
'4JSchool. Route 1111pT0YCmQAt Flans
sa '4:2 Suggeate R6uto to 8c oo spa'
4'"
10 2 24 2 4 16
62
6322
Tae 43 rogtaJris ,uJ c• oo kit
Z 8 $ 16 g
43
3
Tas '4.4Procct riarltiza on 6t CostEatJmatca
2 16 8 18
2
qq
3
. 4 6 q
�aq : Pr4Eti; Plnq l~ c. ari '16
77
$1,844
as 5,1 CoftftubitywousboprA2~
O k 5.28RTC,+ C b n m dtteorevlew
Task 5.2 Prepare PJ SRTS 'Plan
2 '0 2
8
$830
Task ty Copnoil Ptcsente.timi
2 6 16 4 8 2 2 6
461
$4.6401
q
4
440
Labor Hours
20 128 103 ]8 ]6 104 4 36 • 34
483
IA6C011t
$3,700 $14,080 $9,785 $1,710. $1,2oo $6,760 $504 $6,496 $3,774
$48,089
Relmburanble Weer Costs
Trave
! 890
Dodging
$800
Meat
4800
Print Materials
$150
Project Total (Esse labor + Direct Costa)
I00
men MA
00
City of Ukiah
241 alta planning + design
alts
W.
Alta Planning + Design Standard Billing Rates
C18sification`
"We
Principal I
$260
Principal II
$185
Principal 111
$155
Senior Associate
$120
Associate I
$115
Associate II
$105
Senior Planner
$95
Planner I
$85
Planner II
$70
Assistant Planner
$60
Senior Designer
$90
Designer 1
$80
Designer II
$65
Program Manager
$95
GIS Planner
$75
Engineer
$75
Intern 1
$60
Intern II
$45
Admin I
$65
Admin I1
$50
The charges per hour shown are effective through December 31, 2012 and subject to revision annually thereafter.
Subconsultant fees shall be charged at actual cost.
Expenses:
Reimbursable expenses shall be charged at actual cost.
Mileage on project tasks shall be charged at the IRS standard rate.
Reproduction Costs:
Color copies
$0.50 /page
Black and white copies
$0.10 /page
24'x 36" large format plot
$15.00 /sheet
36° x 48" large format plot
$30.00 /sheet
r