ALTA PLANNING & DESIGN 2-2015 - Laserfiche WebLink

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can be purchased instead of reflective bands. (The Alta Team will procure reflective arm bands, bicycle lights, and /or bicycle helmets for this project from Custom Gift Creations, a registered Disadvantaged Business Enterprise, for a value of at least 12% of the overall project budget.) The ten events will be held at undisclosed loca- tions that have been identified as having high numbers of people riding bicycles, and each distri- bution will last two hours or until all supplies are exhausted (100 -150 of each Item, depending on expected turnout per location). At least 3 SAAS members, including at least 1 female member, will be present at each distribution to intercept riders and show them how to properly use the safety items. SAAS members will also offer the intercepted bicycle riders a spoke card with the project name and logo along with night riding laws and safety tips. Alta will design both English and Spanish versions of the custom spoke card, with support from SAAS. Task 3 Deliverables: • Ten (10) "Light Up the Night" street distribu- tions of lights, helmets, and reflective bands • Design and production of 1 English- and 1 Spanish - language informational spoke card *The name "Operation Firefly" is copyrighted by LACBC and cannot be used by other organizations. We propose this name, but can generate other ideas if desired. Alta and SAAS will organize and conduct ten nighttime distributions of bicycle lights, reflective material, and bicycle helmets to passing bicycle riders. TASK 4: PROJECT INITIATION AND MANAGEMENT Task 4A: Kickoff Meeting The Alta Team will prepare a plan of action and schedule for implementing the Bicycle Safety Education and Outreach Campaign by September 30, 2016. To begin this process, we will hold a kickoff meeting at the start of the project with representatives from the City of Santa Ana. The goal of the kickoff meeting will be to: • Review project goals and objectives • Review scope of services • Confirm project and meeting schedules • Establish staff communication and coordina- tion protocol After the kickoff meeting, key action items will be identified, and the project schedule will be revised (if needed). Alta will provide meeting notes detailing major decisions and action items resulting from the kickoff meeting. Task 413: Ongoing Project Meetings Overall project management will be provided by Alta Planning + Design, with Jim Shanman leading the bicycle education classes and SAAS supporting the education classes and LCI Seminar as well as conducting the "Light Up the Night" activities. Alta's Project Manager, Ryan Johnson, will be in regular contact with the City to coor- dinate staff, keep parties informed of project efforts, and seek input on key decision points. Alta will schedule monthly calls with the City project manager to review progress and make decisions. Task 4C: Invoicing Alta will submit monthly invoices to keep the City updated and Informed. Direct costs incurred for LCI seminar fees, educational collateral procure- ment, and Light Up the Night supplies will be included in invoices to the City. Task 411l Debrief Meeting At the end of the project, the Alta Team will hold a debrief meeting with City staff to discuss the results of the campaign. We will document key discussions and incorporate lessons learned for future campaigns into the project Final Report, discussed as follows. 0