HomeMy WebLinkAbout20A - AA - SAFE MOBILITYCITY COUNCIL MEETING DATE:
APRiL 7, 2015
TiTLE:
APPROPRIATION ADJUSTMENT AND
CONTRACT AWARD FOR SAFE MOBILITY
SANTA ANA TRANSPORTATION /TRAFFIC
PLANNING AND ENGINEERING SERVICES
(PROJECT 16.6845) (NON - GENERAL FUND)
(STiS6IG -P AN NO. 5, B)
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1. Approve an appropriation adjustment recognizing $280,000 in Residential Street
Improvement revenue and appropriating the same amount into the Residential Street
Improvement expenditure account,
2. Authorize the City Manager and the Clerk of the Council to execute an agreement with
Nelson \Nygaard, subject to nonsubstantive changes approved by the City Manager and
City Attorney, to provide transportation /traffic planning and engineering services for the
one -year period expiring April 6, 2016, with a provision for one one -year extension
exercisable by the City Manager and City Attorney, in a total amount not to exceed
$280,000.
DISCUSSION
Addressing the transportation system safety has been identified as a priority and immediate
necessity for the City of Santa Ana. On January 20, 2015, the City Council directed staff to
proceed with the Safe Mobility Santa Ana (SMSA) plan to evaluate citywide traffic safety. The
intent of SMSA is to analyze traffic collisions, identify contributing factors or patterns, recommend
improvements, develop cost estimates, and prioritize recommended improvements. The services
of a transportatlon /traffic planning and engineering professional are needed for the timely
achievement of these goals. Additionally, the selected consultant will coordinate with City staff
and other local agencies; participating in weekly and /or daily project meetings as the SMSA plan
Is developed,
A Request for Proposals (RFP) for transportation /traffic planning and engineering services was
released and distributed to qualified firms on February 2, 2015, The City received five proposals,
The proposals were reviewed by a committee comprised of Planning and Building Agency, Public
Works Agency, and Police Department staff, Proposal ratings were based on experience,
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Agreement for Safe Mobility Santa Ana Plan
April 7, 2015
Page 2
qualifications, project understanding, ability to meet the schedule, and familiarity with
local/regional/state guidelines and regulations. The top three available firms were asked to
participate in the interview process with the review committee and Executive Director of Public
Works. The three firms were evaluated based on their presentation, methodology, and schedule.
The scores were combined with the proposal score. The following table summarizes the proposal
scores out of 150:
FIRM SCORE
1. NelsonlNygaard 134
2. Stantec 124
3. KOA
122
Staff recommends that NelsonlNygaard be retained for an amount not to exceed $280,000 for
transportation /traffic planning and engineering services. This firm has demonstrated they have
the experience and resources needed to provide the required services.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action. Individual environmental reviews
will be conducted for each recommended improvement at the time of implementation. These
types of projects typically qualify for Categorical Exemptions.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #5 Community Health, Livability,
Engagement & Sustainability, Objective #6 (focus projects and programs on improving the health
and wellness of all residents), Strategy B (incorporate the improvement of walking and biking
lanes as well as the development of a citywide bike master plan into the Circulation Element of
the City's General Plan).
FISCAL IMPACT
Funds are available in the Residential Street Improvement account. An appropriation adjustment
will be required, recognizing $280,000 in the Residential Street Improvement revenue account
(No. 05817002 - various) and appropriating the same amount into the Residential Street
Improvement expenditure account (No. 05817660- 66220, Project 15- 6845).
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Agreement for Safe Mobility Santa Ana Plan
April 7, 2015
Page 3
Public Works Agency
FM /EWG /ZK/CW
Exhibit 1: Agreement
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
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CONSULTANT AGREEMENT
THIS AGREEMENT is made and entered into this 7th day of Aoril, 2015, by and between
Nelson \Nygaard Consulting Associates, Inc., a California Corporation (hereinafter "Consultant "), and the
City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution
and laws of the State of California (hereinafter "City ").
RECITALS
A. The City desires to retain a consultant having special skill and knowledge in the field of
transportation /traffic planning and engineering services.
B. Consultant represents that Consultant is able and willing to provide such services to the City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this Agreement
will be performed in compliance with such standards as may reasonably be expected from a
professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms
and conditions hereinafter set forth, the parties agree as follows;
SCOPE OF SERVICES
Consultant shall perform those services as set forth in Exhibit A to this Agreement.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the
rates and charges identified in Exhibit B. The total sum to be expended under this
Agreement shall not exceed $280,000.00 during the term of this Agreement.
b. Payment by City shall be made within forty -five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth in
the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above and terminate on April 6, 2016,
unless terminated earlier in accordance with Section 15, below. The term of this Agreement may be
extended for one one -year extension upon a writing executed by the City Manager and the City
Attorney.
d. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent
contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to
create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise
discretion or control over the professional manner in which Consultant performs the services which are
the subject matter of this Agreement; however, the services to be provided by Consultant shall be
provided in a manner consistent with all applicable standards and regulations governing such services.
Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance
and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.
EXHIBIT 1
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5. OWNERSHIP OF MATERIALS
This Agreement creates a non - exclusive and perpetual license for City to copy, use, modify,
reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans,
specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any
tangible medium of expression, including but not limited to, physical drawings or data magnetically or
otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant
under this Agreement ( "Documents & Data "). Consultant shall require all subcontractors to agree in
writing that City is granted a non - exclusive and perpetual license for any Documents & Data the
subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has
the legal right to license any and all Documents & Data. Consultant makes no such representation and
warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not
be limited in anyway in its use of the Documents and Data at any time, provided that any such use not
within the purposes intended by this Agreement shall be at City's sole risk.
f�17F��17ehC
Prior to undertaking performance of work under this Agreement, Consultant shall maintain and
shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial general
liability insurance naming the City, its officers, employees, agents, volunteers and
representatives as additional insured(s) and shall include, but not be limited to protection
against claims arising from bodily and personal injury, including death resulting
therefrom and damage to property, resulting from any act or occurrence arising out of
Consultant's operations in the performance of this Agreement, including, without
limitation, acts involving vehicles. The amounts of insurance shall be not less than the
following: single limit coverage applying to bodily and personal injury, including death
resulting therefrom, and property damage, in the total amount of $1,000,000 per
occurrence, with $2,000,000 in the aggregate. Consultant shall supply City with a fully
executed additional insured endorsement in substantially the form attached hereto as
Exhibit C upon execution of this Agreement and shall be approved in form by the City
Attorney.
b. Business automobile liability insurance, or equivalent form, with a combined single limit
of not less than $1,000,000 per occurrence. Such insurance shall include coverage for
owned, hired and non -owned automobiles, as applicable to Consultant's use of
automobiles.
c. Worker's Compensation Insurance. In accordance with the provisions of Section 3700
of the Labor Code, Consultant, if Consultant has any employees, is required to be
insured against liability for worker's compensation or to undertake self- insurance. Prior
to commencing the performance of the work under this Agreement, Consultant agrees to
obtain and maintain any employer's liability insurance with limits not less than
$1,000,000 per accident.
If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit of not
less than $1,000,000 per claim with $2,000,000 in the aggregate.
The following requirements apply to the insurance to be provided by Consultant pursuant
to this section:
(i) Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
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(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
Certificates and policies shall state that the policies shall not be canceled
or reduced in coverage or changed in any other material aspect without
thirty (30) days prior written notice to the City.
If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has been
procured and is in force and paid for, the City shall have the right, at the City's election,
to forthwith terminate this Agreement. Such termination shall not affect Consultant's
right to be paid for its time and materials expended prior to notification of termination.
Consultant waives the right to receive compensation and agrees to Indemnify the City for
any work performed prior to approval of insurance by the City.
i. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, consultants, special counsel, and representatives from liability: (1) for personal injury,
damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal
injury, including death, and claims for property damage, which may arise from the direct or indirect
operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons
acting on their behalf which relates to the services described In section 1 of this Agreement; and (2) from
any claim that personal Injury, damages, just compensation, restitution, judicial or equitable relief is due
by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless
agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief
suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by
reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to
indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for
special counsel to be selected by the City, regarding any action by a third party challenging the validity
of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or
equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from
this Agreement. City may make all reasonable decisions with respect to its representation in any legal
proceeding.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, Its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States' letters
patent, trademark, or copyright infringement, including costs, contained in the work product or
documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed under
this Agreement. Consultant shall maintain complete and accurate records with respect to the costs
incurred under this Agreement and any services, expenditures, and disbursements charged to the City
for a minimum period of three (3) years, or for any longer period required by law, from the date of final
payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable.
Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of
such records and any other documents created pursuant to this Agreement during regular business
hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related
to this Agreement for a period of three (3) years from the date of final payment to Consultant under this
Agreement.
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10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such information is
reasonably understood to be confidential and /or proprietary, Consultant agrees that it shall not use or
disclose such information except in the performance of this Agreement, and further agrees to exercise
the same degree of care it uses to protect its own information of like Importance, but in no event less
than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential
information includes not only written information, but also information transferred orally, visually,
electronically, or by other means. Confidential information disclosed to either party by any subsidiary
and /or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and
nondisclosure shall not apply to any information that (a) has been disclosed in publicly available
sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in
rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be
disclosed by operation of law; or (e) is independently developed by the Consultant without reference to
information disclosed by the City.
11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12, NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall
be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or
certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner
provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M -30)
P.O. Box 1988
Santa Ana, CA 92702 -1988
Fax 714- 647 -6956
With courtesy copies to:
and
Executive Director — Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M -21)
P.O. Box 1988
Santa Ana, California 92702
Fax 714 - 647 -5622
City Attorney
City of Santa Ana
20 Civic Center Plaza (M -29)
P.O. Box 1988
Santa Ana, California 92702
Fax 714- 647 -6515
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To Consultant: Drusilla van Mengel
Nelson \Nygaard
116 New Montgomery Street, Suite 500
San Francisco, CA 94105
dvanhengel @nelsonnygaard.com
503 -488 -2231
A party may change its address by giving notice in writing to the other party. Thereafter, any
communication shall be addressed and transmitted to the new address. If sent by mail, communication
shall be effective or deemed to have been given three (3) days after it has been deposited in the United
States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent
by fax, communication shall be effective or deemed to have been given twenty -four (24) hours after the
time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set
forth above. For purposes of calculating these time frames, weekends, federal, state, County or City
holidays shall be excluded.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the
event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this
Agreement shall prevail. This Agreement may not be modified except by written instrument signed by
the City and by an authorized representative of Consultant. The parties agree that any terms or
conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the
terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this
Agreement acknowledges that no representations, inducements, promises or agreements, orally or
otherwise, have been made by any party, or anyone acting on behalf of any party, which are not
embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written
consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior
written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit
the City's ability to have any of the services which are the subject to this Agreement performed by City
personnel or by other consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of termination,
subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver
to the City all work product completed as of such date, and in such case such work
product shall be the property of the City unless prohibited by law, and Consultant
consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance
specified in the Recitals of this Agreement.
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16. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable
law, in the recruitment, selection, training, utilization, promotion, termination or other employment related
activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable
federal, state and local laws and regulations.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that Orange
County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in
connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and
required by the laws and regulations of the United States, the State of California, the City of Santa Ana
and all other governmental agencies. Consultant shall notify the City immediately and in writing of its
inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability
shall be cause for termination of this Agreement.
19, MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power,
authority and right to bind their respective parties to each of the terms of this Agreement,
and shall indemnify City fully, including reasonable costs and attorney's fees, for any
injuries or damages to City in the event that such authority or power is not, in fact, held
by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set
forth in the body of this Agreement.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIAA CAR LHO
City o e�
By:
Ryan
RECOMMENDED FOR APPROVAL:
FRED MOUSAVIPOUR
Executive Director — PWA
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
NELSON \NYGAARD CONSULTING ASSOCIATES, INC.
PAUL JEWEL
President and COO
11111'1"E
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EXHIBIT A
SCOPE OF SERVICES
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•,
TASK 1. PROACT MANAGEMENT
Excellent project management is the key to a successful project. Drusilla van Hengel routinely
manages large active transportation projects, such as the Santa Monica Pedestrian Action Plan
and the Seattle Bicycle Master Plan, while deputy project manager Mathew Berkow consistently
receives excellent client feedback for his organized, communicative management style, Principal -
in- Charge Paul Moore will actively contribute to the project, helping shape its direction, provide
agency insights, and conduct quality review in advance of all materials shared with the client.
1.1 Project Kickoff and Ongoing Project Management
Our framework for managing the project in an efficient and effective manner includes a kickoff
meeting to conduct introductions, refine the scope of services, and discuss the implementation
process. We will also discuss the formation of a technical advisory committee and establish
communication protocols. Throughout the planning process, we will prepare for and facilitate
weekly PDT meetings to review the project punch list and discuss risks and recommendations.
Documented progress will be provided in monthly reports accompanying invoices. Two (2) key
project management staff will travel to Santa Ana four (4) times for in- person project
management meetings.
Z2 Technical AdvismyCommittee
We will work with the designated City Project Manager to assemble a Technical Advisory
Committee (TAC) consisting of representatives of Public Works, Planning & Building, Santa Ana
Police Department, OCTA, Caltrans, and SAUSD. As these agencies and others will provide input
on project design, we propose their periodic input on the process, which will help inform
prioritization criteria, reveal concerns about suitability of likely countermeasures suggested by the
collision analyses, and provide initial feedback on the draft report. We will prepare and distribute
materials two weeks in advance of each of the following work sessions:
• Meeting 1: Introduce project and solicit early feedback on items such as preliminary
project prioritization criteria
• Meeting 2: Present crash analysis findings, discuss preliminary countermeasures for
design feedback, and potential concerns related to the consistency review task
• Meeting 3: Present and take feedback on the draft report
1.3 Community /StakehoiderMeetings and Council Meetings /Presentations
We will conduct up to five community /stakeholder meetings to understand issues and existing
agency practices that impact multi modal road safety. We will strive to be flexible in our
scheduling and can host stakeholder meetings at a city facility, attend already scheduled meetings
of key community based groups, or attend community events scheduled during the project
timeline. The list of stakeholders will be determined in consultation with the client, but might
include the Santa Ana Police Department, Bike it! Santa Ana, City of Santa Ana staff from
multiple departments, the Santa Ana Downtown Complete Streets Plan Community Advisory
Committee, the Santa Ana Active Streets Coalition, local walking and bicycling groups, or other
community -based organizations. In advance of presentations to the full Council, we recommend
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Santa Ana Safe Mobility Plan I Revised Scope of Work
City of Santa Ana, CA
providing a project update to the City Council Committee on Development and Transportation.
Due to the priority of the project, we anticipate the Council agenda to accommodate project
presentations but would value the opportunity for more detailed comments from the Committee.
Deliverables: Project Kickoff Meeting, Weekly PDT Meetings, Five Community /Stakeholder
Meetings, Two City Council Meetings /Presentations, Project Schedule
Management, Monthly Progress Reports and Monthly Cost Accounting, Quality
Assumptions and/ or exclusions to the scol2e of work
We assume that the City Project Manager will suggest and invite Steering Committee
mrmhars.
Assurance /Quality Control
TASK 2: DATA COLLECTION
The Nelson \Nygaard team will work with the Santa Ana data manager or other appropriate staff
to develop a database framework that prioritizes the acquisition of data that will be important to
understanding and reducing Santa Ana's historically high rate of collisions with vulnerable
roadway users. Based on our experience, the following data will be prioritized: traffic volumes,
five year collision history, including party and collision data, roadway speed limits and /or City
speed studies, lane geometries and roadway widths, street classification, traffic control type,
signal phasing, street lighting, pedestrian lighting, trees, transit stops with boarding and alighting
data and adjacent land uses. We will utilize available GIS data files from the City for a majority of
this information and will supplement with a verification of the data by engineering staff. Our goal
is to develop a database that connects collision data with environmental, roadway, and traffic data
specifically relevant to pedestrian and bicycle involved collisions which will allow for a detailed
analysis of trends and contributing factors and will set the foundation for project prioritization.
We will work with the city staff to update the data sets if we identify necessary additions to the
collision, roadway, or traffic data relevant to pedestrian and bicycle involved collisions. We expect
to do some post processing of the data to accurately identify which of the parties involved are
people walking or bicycling (to understand direction of travel, as the movements of bicyclists and
pedestrians are more fluid than motor vehicles) and to develop a decision rule for identifying
pedestrian crossing locations relative to crosswalks. Finally, the database will be sensitive to
changing roadway characteristics over time, so that the roadway conditions at the timo of the
collision are accurate.
Deliverable: Data request memo
lssurnptions a ndl or exclusions to the scope of work of
We assume the City of Santa Ana Police and Public Works Departments have
coordinated data that will be made available to the consulting team immediately.
A meeting with the Police Department to thoroughly understand standard practices for
completion of key collision report fields will be a high priority of the project kickoff.
NelsonlNygaard Consulting Associates, Inc. 12
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Santa Ana Safe Mobility Plan I Revised Scope of Work
City of Santa Ana, CA
TASK 3. COMMUNITY SURVEY
Community input will be key to developing project prioritization criteria. Building on the criteria
developed in the Complete Streets Plan and discussed at the first TAC meeting, a web -based
survey will be launched to confirm the level of importance of suggested and new criteria. We will
provide draft questions for review by City staff and administer via Survey Monkey, with City staff
leading survey distribution using invitations to participate through City Police, Complete Streets,
and other existing city and Facebook channels. Our team's bilingual staff will translate the study
into Spanish. City staff will work with local radio and city television to publicize the survey and
make print copies available through the library and City Hall. We will work with the city to
identify partners to publicize the survey, such as the Santa Ana Active Streets Coalition and its
member organizations as well as the Orange County Bicycle Coalition.'rhe survey questions will:
• Confirm the community's general needs and concerns surrounding automobile, bicycling,
walking, and transit safety
• Solicit resident input on how to improve mobility and access to important destinations
throughout the city, with an opportunity to define the relative importance of engineering,
education, enforcement, and encouragement measures
• Gauge support for multimodal transportation priorities and for how the City might invest
limited funds using a series of tradeoff-type questions that will inform the relative
importance of prioritization criteria
We will analyze and summarize the results in a brief summary memorandum, which will conclude
key findings to inform the project prioritization criteria for Task 9.
Deliverables: Community survey
Technical memorandmn: Summary of community survey results
Assampij(? gmdI or exclusions to the scope of work
It will be important to develop the survey instrument early in the planning process to give
the community sufficient time to respond and inform Task 9 prioritization criteria.
We will conduct a detailed review of citywide collision data for the last five years for which data
are available. We will provide a citywide analysis examining collision patterns by location and
collision type overall, and with a focus on bicycle- or pedestrian- involved collisions, a risk analysis
to identify factors that contribute to risk for vulnerable roadway users that may allow for
addressing high risk locations before crashes occur, and a hotspot analysis to identify high crash
locations and corridors.
4.1 Citywide Analysis
The citywide collision analysis will investigate trends including who is involved in collisions (e.g.,
age of involved parties), when collisions are happening (e.g., time of day or year), where crashes
are occurring (e.g., intersections vs. midblock or proximity to transit stops), as well as
contributing factors (e.g., movement preceding collision by traffic control type). Based on
available data, the review will include, but not be limited to, time of day, day of the week, night
time, age of parties, year by year trends, primary collision factors, type of collisions, severity of
injury, and fatalities. The analysis will also identify high crash locations and corridors, as well as
provide a comprehensive risk analysis to identify contributing factors as described below. Once
NelsonlNygaard Consulting Associates, Inc 13
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Santa Ana Safe Mobility plan I Revised Scope of Work
City of Santa Ana, CA
we have identified common crash types, we will review a sample of collision report narratives to
more fully understand the nature of each collision type. Of particular interest in this review will be
the role of transit access in the pedestrian- involved collisions.
4.2 Risk Analysis
The risk analysis will allow for the identification of risk factors that contribute to crashes
involving people walling and bicycling in Santa Ana. We will utilize industry standard walling
and bicycle crash types, such as those identified in I°Iow to Develop a Pedestrian Safety Action
Plan (FHWA), based on the available data, and will identify the relative prevalence of collisions
and types based on the roadway or intersection context. This "risk based" approach is particularly
important due to the somewhat random distribution of crashes. For example, a history of five
pedestrian involved collisions at a particular location is not necessarily predictive of future
collision types at that location, due to the small sample from which conclusions are being drawn.
Instead, it is critical to increase the sample size by
developing a typology of intersections and corridors
and comparing trends in collision types by location
type. While certain intersections or corridors may be
unique in their configuration (e.g., a alcewed
intersection), there is also a predictability of
conditions throughout the city, because land use
and transportation development typically follow
adopted city and state guidelines. An example
outcome may be that larger arterial intersections
have a prevalence of collisions involving a left -
turning motorist and a pedestrian in the crosswalk
as a result of drivers having the difficult task of
looking for a gap in multiple lanes of oncoming
traffic. Fewer collisions of this type may be evident
at intersections with fewer lanes, a left turn bay, or a
protected left turn signal phase. We will review the
available data and conduct additional data assembly
from available GIS layers and may create new layers
based on aerial imagery or field reviews to allow for
sufficient detail in the dataset to create categories
reflective of the differing conditions in the
transportation network that impact walking and
bicycling safety in Santa Ana. This informative and user friendly map, which we
Finally, this systemic analysis will look at collisions developed for the City of Rochester, MN identifies the
location and frequency of all crashes, with unique
citywide for all modes that have primary collision symbols for bicycle and pedestrian crashes, drawing
factors known to increase the probability of a severe attention to high crash corridors and intersection types.
or fatal collision with vulnerable roadway users --
notably, speeding, distraction, or redlight running. Generally speaking, the majority of collisions
involving pedestrians identify failure to yield as the primary collision factor, and sometimes
secondary collision factors such as these are missing. An analysis of motor vehicle involved only
collisions will help inform the risk analysis, calling to attention locations where these high risk
factors are at play.
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This systemic analysis will provide the basis for long term project development, as roadway
elements that have been over - represented in collisions can be gradually phased out of the Santa
Ana landscape, and replaced with facilities that protect people who walk, bicycle, or drive from
malting decisions that might cause a crash.
4.3 Hot Spot Analysis
We will conduct a hot spot analysis to identify high crash corridors and locations (intersections
and mid - block) throughout the city. A raster based GIS analysis which places a small buffer
around each collision and displays a darker color as more collisions overlap allows for an effective
visualization of crashes at particular intersections and at the corridor level. We will create a
summary table of high crash locations and corridors, with the location name, number of collisions
and fatalities, as well as a series of columns to identify each risk factor present (from the risk
analysis above) to inform the selection of appropriate countermeasures in Task 6. Many of these
locations are likely to rise to the top as locations to be reviewed as part of Task 5, which will allow
us to compare the risk factors with field observations and community feedback on conditions and
behaviors.
4.4 Preliminary Menu of Countermeasures
We will introduce a list of potential countermeasures for staff consideration and feedback prior to
developing the recommended countermeasures at individual locations in Task 6. Several
resources provide an up to date and comprehensive list of countermeasures. The concluding
section of our collision analysis report will identify the subset of countermeasures (including
engineering, enforcement and education activities) that apply to collision types identified in Santa
Ana. This task provides the opportunity for Santa Ana and other agencies involved in street
design to provide feedback on a variety of published design guides, including the National
Association of City Transportation Officials ( NACTO) guides for urban street design and
bikeways. Example resources we will draw from include:
• PEDSAFE Pedestrian Safety Guide and Countermeasure Selection System (FHWA)
• BIKESAFE Bicycle Safety Guide and Countermeasure Selection System (FHWA)
• Proven Safety Countermeasures (FHWA Office of Safety)
• Highway Safety Manual and Crash Modification Clearinghouse
• NACTO Urban Street Design Guide
• NACTO Urban Bikeway Design Guide
Deliverables: Draft and final Santa Ana Collision Analysis Report which will include a citywide
analysis, systemic risk analysis, hotspot analysis, and preliminary menu of
countermeasures.
Assunmdons and/or exclusions to the score o work
• We suggest the collision analysis include a risk -based approach to identify patterns and
possible over - representation of crash types based on attributes of the roadway network,
in order to develop a proactive response to conditions associated with collisions.
• Our experience with walling and biking collision analysis suggests that a xo -year
timefraine may he desirable, as sample size can be an issue.
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The purpose of this task is to evaluate locations that represent the greatest risk for pedestrian and
bicycle involved collisions. This task will allow the consultant team to more deeply understand on
the ground conditions, confirm issues identified in the collision analysis, and identify
contributing factors that may not be present in the data. We propose an analytical framework for
identifying and selecting a set of locations representative of safety issues throughout the
community and then conduct walk audits and field review with community member to discuss
the nature of the safety issues at each location.
5.1 location Prioritization: Pedestrian and Bicycle Demand/DeliciencyAna/ysis
Active transportation prioritization processes typically include measures that can be broadly
classified as reflective of demand (e.g., proximity to schools, parks, transit stops, population
density, employment density) and those reflective of network deficiency (e.g., collision history,
number of travel lanes, posted speed, AADT, availability or lack of traffic control). To inform the
selection of higher risk field review locations, we will
utilize a heat mapping exercise that identifies the
relative demand for walking and bicycling throughout
the city and compares it to the level of obstacle
presented by the roadway network. This analysis will rt
illuminate areas with both high demand and high
deficiency, which are frequently high priority areas. The
resulting map, overlaid with the risk based and hot spot
collision analyses, will allow our team to suggest a list
of high risk locations from different parts of the city,
reflective of the differing conditions facing people
walking and bicycling throughout Santa Ana. i '
A
5.2 Field Review.• CommunityWaiklbike
Audits , .
We will conduct community walls and /or bike audits at t "'a
a sub -set of the locations identified in Task s.1. These r
audits, conducted throughout the city, will provide
residents from different neighborhoods an opportunity
to share their perceptions of safety issues they
encounter when walking and bicycling. This task will
provide valuable information to complement the
consultant team's understanding of contributing This map overlays an assessment of walking
factors based on the collision data. In addition to demand with a measure of roadway conditions and
listening to the community, these audits will allow our infrastructure quality to highlight areas with a
team to observe vehicle, walking and bicycling mismatch of demand and supply,
behaviors or infrastructure elements that may be contributing to safety risk. The field reviews will
be conducted when school is in session. In addition to raising community understanding of the
Safe Mobility Plan issues, the mobile audit workshops will be used to confirm the relative
importance of the risk factors developed in Task 4.2 and Task 5.x,
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Deliverables: Pedestrian and Bicycle Demand /Deficiency Analysis
Preparation, facilitation, and documentation of 3 Community walk/
bike audits
Sugctestions or special concerns that the Qu should be aware of
• Community input into the Mobility Safety Plan is important to project prioritization as
well as for future support for street capital expenditures. However, the short timeline for
the project requires city staff support for a meaningful engagement.
TASK 4: RECOMMENDED COUNTERMWILIRES
In recognition of the need to balance the many objectives of the local transport system, including
travel time reliability, safety, and meeting the mobility needs of a variety of roadway users, we will
provide multiple alternatives where appropriate (which may vary by cost, ease of implementation,
impacts to other modes, etc.) for consideration by city staff. Recommendations will include
innovative and creative street improvement options and will note instances where any of the
proposed solutions are outside of existing guidelines (see Task 7). The improvements will range
from location specific capital improvement projects to systemic changes in operations that will
increase safety over time citywide. As important to the decisions about projects is the cultural
shift in street design and operations that will reduce speed and other factors contributing to Santa
Ana's safety record. There are a number of improvements that will be suggested with a range of
costs and impacts traffic operations, including:
• High visibility zebra crossing markings, with advanced warning signage
• Speed control measures, which are an essential element of a Vision Zero policy to
improve safety for all roadway users without compromising vehicular level of service.
Signal timing along a corridor, for example, can be set to allow for a smooth flow of traffic
at speeds that are safer for all roadway users
• Flashing beacons including HAWK signals or Rectangular Rapid Flash Beacons (RRFBS)
to increase yielding rates at mid -block crossing locations
• Protected bicycle lanes
• Median Refuge Islands, identified by FHWA as a proven safety measure, that can be
implemented on roadways with existing center turn lanes
• Traffic control modifications or bicycle traffic signals, to provide periods where walking
and bicycling movements are separated from vehicle turning movements (e.g., leading or
lagging pedestrian intervals); additional measures such as no right turn on red or
protected left turn phases may also be appropriate
• Green paint, which can be used to raise awareness at potential conflict points between
vehicles and people on bicycles (e.g., driveways or freeway entrance ramps)
• Bicycle boxes, which increase visibility of people on bicycles at signalized intersections
where collisions with right turning vehicles is likely common
• Road diets, an FHWA recognized proven safety countermeasure, offering the possibility
of also implementing median refuge islands and bike lanes
• Targeted enforcement at high crash locations or corridors
• Use of symbolic warning and regulatory signs for non - English language readers.
Other improvements can be implemented on a citywide basis, as future City standard practices, or
may be more long term in nature. These can guide the vision set forth in the Circulation Element
and Active Transportation. Plan, including:
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• Identifying roadways for potential reclassification can introduce flexibility in design that
recognizes walking and biking activity patterns and demand
• Ongoing educational activities that clarify roadway user behavior for multiple modes,
provided in multiple languages and /or utilizing recognizable symbols rather than words.
Outreach can also alert users to new facilities, such as bicycle boulevards parallel to
arterial corridors
• Corridor access management is a longer -term FHWA recognized proven strategy which
can be incorporated into the Circulation Element and Active Transportation Plan,
identifying corridors with excess driveways which serve as potential conflict points.
• Evaluation recommendations identifying opportunities for enhanced data collection for
future analyses
• Roadway design standards and guidelines based on any identified roadway factors that
are over - represented in the collision analysis
6.1 Memo and Table of Recommended Countermeasures
Recommended countermeasures will be informed by the data collection, field review, and
collision analyses tasks, and will build on the Preliminary Menu of Countermeasures identified in
the collision analysis memo. We will develop a set of engineering, education, and enforcement
recommendations to improve safety throughout Santa Ana, including in neighborhoods where
safety improvements will reduce health and income disparities. Based on the collision analysis
and field review, we will provide a preliminary list of up to 50 candidate project locations with
preliminary safety recommendations. Based on client feedback, we will develop a more detailed
project table for the top 40 priority locations and corridors.
6.2 Project Cut Sheets
We will develop project cut sheets for the highest priority locations, which will provide detail on
existing conditions, proposed solutions, cost, and other planning considerations. The sheets will
be suitable for including in applications for project funding. Based on anticipated immediate
grant applications, 20 project cut sheets are budgeted in this proposal. Additional cut sheets can
be provided for additional priority locations as an optional task.
6.3 Toolbox of Countermeasures
We will develop a toolbox of countermeasures with guidance that matches each to the appropriate
collision types, risk factors and roadway contexts. Thee will be a separate summary table for
pedestrian and bicycle collisions, though some countermeasures may appear in both.
Deliverables: Technical memorandum describing recommended countermeasures at an area or
citywide level (e.g. education or enforcement) as well cis or detailed project
table.
Project cut sheets for 20 priority projects.
Toolbox of countermeasures by risk factor, collision type, and applicable
roadway type
Assumptions and/ or exclusions to the scope of work
• Although potential project locations will be identified citywide, for the. purpose of
budgeting, countermeasure identification and project cut sheets are limited 30 and 5,
respectively,
• Additional locations for countermeasure identification and /or project out sheets can be
provided for an additional fee, as identified in the optional task portion of our budget.
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s
The Nelson \Nygaard team stays up -to -speed on all local, regional, and state guidelines, policies,
and regulations as this is important to our clients. Some potential solutions will involve multiple
agencies. For example, a roadway reclassification would involve not only the City of Santa Ana,
but may also impact the County Master Plan of Arterial Highways (MPAH) designation for a given
facility and would require. OCTA approval. The process to "downgrade" the designation of a
MPAH roadway would require additional analysis and submittal to OCTA to prove that the
reclassification would not impact the regional mobility goals maintained by OCTA. Additionally,
some types of funding provided to Orange County cities are calculated based on the number of
MPAH miles within a jurisdiction. The "downgrade" to non -MPAH status may impact future
funding to the City. Finally, should the recommendations impact freeway ramp intersections or
other Caltrans facilities, Caltrans approvals would likely be necessary as well.
Our team is aware of these processes and can help guide the City of Santa Ana on the associated
impacts. Early in the process, our team will perform a consistency review of relevant guidelines
and policies to identify potential obstacles or challenges to implement certain countermeasures.
We will review all proposed countermeasures for consistency with local, regional, and state
policies, regulations, and guidelines. We will highlight inconsistencies (we will not discard any
potential countermeasure based on this factor alone, but call it out for consideration in project
prioritization), and provide recommendations that could allow implementation.
Recommendations may include but are not limited to engineering surveys for speed limit
reductions, reclassification of streets, or obtaining approval for pilot /study projects.
Importantly; the Nelson \Nygaard team is providing guidance and leadership in many aspects of
CEQA reform, and is working closely with the California State Office of Planning and Research to
develop meaningful responses to the new policies and shifting priorities. As such, our team is well
positioned to provide support for environmental review of the plan, should a need be determined.
Deliverables: Technical memorandum reviewing consistency of proposed countermeasures with
local, region, and state policies, regulations, and guidelines.
A6sunru #ions an..d or avAusj„gtis to f e sco zeudlz aor
We suggest presenting preliminary findings of an initial consistency review as an early
confirmation during TAC meeting number 2 (see Task r.).
•
The Nelson \Nygaard team will prepare cost estimates for street improvement options at the street
segment or intersection level, The cost estimates will use local unit costs to provide a planning
level understanding of the cost implications of each improvement to allow for a cost constrained .
plan that the City to include cost as a measure of effectiveness. The cost information developed .
will be included in the prioritization system as an input to the ultimate ranking of the
countermeasures.
Deliverables: planning level cost estimates for projects identified in Task 6.1
Preliminary engineering cost opinions fo{ the 5 project cut sheets
Assuum tions nq/ or exclusions to the scope of work
No special concerts.
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Santa Ana Safe Mobility Plan 1 Revised Scope of Work
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To inform this task, we will develop a technical memorandum early in the project that proposes a
set of preliminary project prioritization criteria based on our experience conducting bicycle and
pedestrian plans in other cities as well as criteria used in other active transportation safety plans.
The draft criteria can be discussed with the TAC during the first meeting early in the planning
process. As discussed in Task 5, active transportation prioritization processes typically include
measures reflective of demand, network deficiency and feasibility. The criteria that will be used to
rank projects along street segments or intersections will be informed by the data collection,
community survey, field review, and collision analysis tasks. Criteria may include, but not be
limited to: demand factors (volumes of pedestrians and bicyclists, proximity to specific land -
uses), deficiency factors (traffic volumes, posted speed, number of lanes, number of
collisions /severity of injuries, collision patterns) as well as feasibility factors (ease of
implementation, cost). We can also add criteria that address health and equity, providing points
for example to projects in low income neighborhoods or areas of high transit dependency.
Deliverables: Technical memorandum of proposed evaluation criteria
Prioritized list of safety projects
Assumonons anai or excwsrons to me scope or worK
We suggest presenting preliminary draft prioritization criteria to TAC for feedback
during the first meeting early in the planning process.
TASK 10: FINAL PLAN REPORT
We will assemble the results from the above tasks into a highly graphic and easy -to- understand
final report that effectively conveys the study findings and decision - making framework that
results in the recommended projects and actions. In addition to the items identified in the RFP,
we will develop a concise executive summary to convey the process and key findings /outcomes
that can be shared with the public, elected officials, or other decision- makers.
Final report will include but not be limited to the following: i. Introduction, if. Relationship of this
document to existing documents, iii. Collision analysis, iv. Toolbox of potential street
improvements, v. Recommended improvements, vi. Cost estimates, vii. Prioritization, viii. Matrix
of proposed countermeasures, ix. Appendices (include all relevant data)
Deliverables: Draft and final Safe Mobility Santa Ana Plan
Executive summary
Assumptions andl or erusions to the scone of toork
• We suggest developing a concise, graphical executive summary to convey process and
key outcomes that can be shared with the public, elected officials or other decision -
makers.
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EXHIBIT B
FEE SCHEDULE
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EXHIBIT C
ADDITIONAL INSURED ENDORSEMENT
FOR COMMERCIAL GENERAL LIABILITY POLICY
Insurance Company
This endorsement modifies such insurance as is afforded by the provisions of Policy #
relating to the following;
1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its officers,
employees, agents, volunteers and representatives are named as additional insureds ( "additional
insureds ") with regard to liability and defense of suits arising from the operations and uses performed
by or on behalf of the named insured.
2. With respect to claims arising out of the operations and uses performed by or on behalf
of the named insured, such insurance as is afforded by this policy is primary and is not additional to or
contributing with any other insurance carried by or for the benefit of the additional insureds,
3. This insurance applies separately to each insured against whom claim is made or suit is
brought except with respect to the company's limits of liability. The inclusion of any person or
organization as an insured shall not affect any right which such person or organization would have as a
claimant if not so included.
4. With respect to the additional insureds, this insurance shall not be cancelled, or
materially reduced in coverage or limits except after thirty (30) days written notice has been given to the
City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701.
(Completion of the following, including countersignature, is required to make this endorsement effective.)
Effective
Policy # _
Issued to
this endorsement form as a part of
Named
Countersigned by
Authorized Representative
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