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HomeMy WebLinkAbout20A - AA - AGMT - SAFE MOBILITYREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 17, 2015 TITLE: AMEND AGREEMENT WITH NELSON\ NYGAARD CONSULTING ASSOCIATES, INC., FOR THE SAFE MOBILITY SANTA ANA STUDY (PROJECT 15 -6845) (NON- GENERAL FUND) {STRATEGIC PLAN NO. 5,61211 CITY MANA R� RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: . •:r y ❑ As Recommended ❑ As Amended ❑ Ordinance on 1 ®' Reading ❑ Ordinance on 2 "d Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER 1. Authorize the City Manager and the Clerk of the Council to amend an agreement with Nelson \Nygaard Consulting Associates, Inc., subject to nonsubstantive changes approved by the City Manager and City Attorney, to provide additional transportation /traffic planning and engineering services in the amount of $80,000 for a revised total amount not to exceed $360,000. 2. Approve an appropriation adjustment recognizing an additional $80,000 in Residential Street Improvement revenue and appropriating the same amount into the Residential Street Improvement expenditure account. DISCUSSION Addressing the safety of our transportation system has been identified as a priority and immediate necessity for the City of Santa Ana. To advance this objective, on April 7, 2015, the City Council approved an agreement with Nelson \Nygaard Consulting Associates, Inc., (Nelson \Nygaard) for the Safe Mobility Santa Ana study to evaluate citywide traffic safety. The Scope of Work focused on identifying engineering solutions to collision patterns with location -based enforcement recommendations and education outreach best practices. As the consultant worked with staff to analyze the collision data, it became clear that the enforcement and education analysis needed to be expanded. The additional Scope of Work tasks include an assessment of the operations and staffing levels of the Santa Ana Police Department Traffic Division and development of a robust education outreach strategy tailored specifically to the types of collisions that are occurring in the city. Staff recommends amending the agreement with Nelson \Nygaard to include these additional Scope of Work tasks that will result in a more comprehensive safety plan for the City of Santa Ana. 20A -1 Agreement Amendment with Nelson \Nygaard for the Safe Mobility Santa Ana Study November 17, 2015 Page 2 STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #5 for 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). 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. FISCAL IMPACT Funds are available in the Residential Street Improvement account. An appropriation adjustment will be required, recognizing the additional $80,000 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). Public Works Agency Carlos Rojas Chief of Police Santa Ana Police Department FM /EWG /CW Exhibit: 1. Agreement APPROVED AS TO FUNDS AND ACCOUNTS: %--�A' .V Francisco Gutierrez Executive Director Finance & Management Services Agency 20A -2 FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT BETWEEN CITY OF SANTA ANA AND NESLON \NYGAARD This AMENDMENT made and entered into this 18 °i day of November, 2015 by and between NelsonANygaard Consulting Associates, Inc. (" Consultant"), and the City of Santa Ana ( "City "). RECITALS A. City and Consultant entered into Agreement A -2015 -042 on April 7, 2015 to perform Transportation Planning for aTraffic Safety Study. B. In accordance with the terms and conditions of the original Agreement, the City desires supplementary work to enhance the original scope of work and include an Education and Enforcement component to the Study. 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: 1. Section I- -SCOPE OF SERVICES, shall be amended by adding the supplementary work described in Supplementary Scope of Services No. 1 - Exhibit Al, attached hereto and incorporated by reference. 2. Section 2— COMPENSATION shall be amended by adding the following language: City agrees to pay, and Consultant agrees to accept as total payment for its supplementary services, an amount not to exceed $ 80,000 in accordance to rates and charges identified in Supplementary Compensation No. 1 - Exhibit BI, attached hereto and incorporated by reference. Accordingly, the Section 2a is amended to reflect that the total sum to be expended under this Agreement shall not exceed $360,000 during the tern of this agreement. 3. TERM – The Amendment shall run concurrent with the original Agreement with no other extension provisions except as originally provided. 4. FULL FORCE - Except as expressly set forth herein, the Agreement shall remain unmodified and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALF10 City Attorney B i .' San oval C re ssista.nt City Attorney DAVID CAVAZOS City Manager CONSULTANT 0 20A -3 Exhibit Al - Supplementary Scope of Services No. l Task 1.1 Confirm Main Relevant Safety Issues We will work with the project management team to confirm which collision types and collision factors in Santa Ana would benefit from an enforcement and education campaign educational activities. Task 1.2 Best Practice Review of Non- Motorized Transportation Safety Messaging and Enforcement Campaigns We will conduct a best practices review of safety messaging and enforcement campaigns related to bicycle, pedestrian, and transit user safety to identify methods, content, and effectiveness of street safety outreach and enforcement programs. Potential resources to review include, but are not limited to: • Massachusetts `Same Roads. Same Rules.' Campaign • Minneapolis `Safety Starts with All of Us' bicycle safety campaign • PHWA Pedestrian Safety Campaign Resources • National Highway Traffic Safety Administration (NHTSA Bike Enforcement Resources) • International Police Mountain Bike Association — 'Police Cycling Course' • People for Bikes `Travel with Care' campaign • Los Angeles County Metropolitan Transportation Authority `Watch the Road' campaign • Chicago `Be Safe, Be Alert' campaign • SFMTA'Safe Streets SF' and'STOP for Pedestrians' campaigns • Various Diversion Programs • Various Saturation and Directed Patrol Programs Task 1.3 School Traffic Safety Education Best Practices Review and Presentation The team will present up to five example comprehensive school traffic safety education programs, including nationally available curricula and those from peer districts for review by the Task Force. The review will show how other districts address large class sizes, teacher proficiency, volunteers, equipment, and compliance with state standards. The Task Force will be asked to review the memo in advance and to provide guidance on the model that best suits Santa Ana. Task 1.4 Stakeholder Interviews — Education and Enforcement Assessment We will conduct up to four stakeholder focus groups to understand the landscape of current and historic education campaigns and to document concerns regarding the sustainability of education programs related to traffic safety. A major purpose of these 20A -4 Santa Ana Safe Mobility Plan Enforcement, Education and Outreach Expanded Scope City of Santa Ana meetings is to ascertain media and community resources most appropriate to influence behavior of people driving, using transit, bicycling, and walking in Santa Ana. Multiple stakeholders will be invited to a single meeting to maximize participation and a common understanding of the current conditions. The list of stakeholders will be determined in consultation with the client, but might include: • Santa Ana Police Department — so participants can understand existing activities around training, targeted enforcement, etc. to inform development of a police education course module. • Santa Ana staff from multiple departments (e.g., planning, traffic engineering) — to understand existing planning and messaging efforts, regulations, maintenance practices, non - motorized transportation conflicts with other transportation modes in Santa Ana, etc. • Local advocacy groups — to confirm various non - motorized transportation safety issues expressed by their constituents, as well as goals for an education campaign, related to partnership, outcome, and messaging. Deleted Task 1.9 Monthly Task Farce Meetings f�'ta91civree made- i'p-4--8ehBOl-.4-19't_'t . +,.rF F...,. 1+., --A Inv. r . Pe� i ntn,.wn�..r-r:... a... .. :.t., +1.:,. .. ,. +. ��ciac alca..t. ..f- 4'.... .w: «,.. +4... +ask force will visioned (e g year ante ust } Thetasle€oeee wtill No p. mide .: a , e to the eenstultafft -as-ie Districts meetings, will provide work flor review in advanee ef the Task 1.6 Program Charter The tasks above will result in a program charter describing the types of outreach campaign, education and enforcement programs suitable for Santa Ana, including goals, potential media, desired outcomes, viable partners, and performance measures. Task 1.7 Program Management This task includes biweekly project management team meetings, project reporting and maintenance of schedule, budget and workload. Deliverables • Ongoing Prglect Management Team Meetings NelsonVNygaard Consulting Associates, Inc. 12 20A -5 Santa Ana Safe Mobility Plan Enforcement, Education and Outreach Expanded Scope City of Santa Ana • Outreach Campaign Best Practices Presentation • Education Program Best Practices Presentation •— SYalceheklerAd§istrry n e.astrnel� t slF � 2iage-W • Program Charter including goals; potential media, desired outcomes and performance measures o• •• m m• a s Nelson \Nygaard will review the current operations of the Santa Ana Police Department Traffic Division including the number of officers allocated to the division and the total hours worked. We will make an objective assessment of the operational statistics in the context of the citywide traffic collision data collected in Task 2 and analyzed in Task 4.1. The intention of this assessment will be to identify any gaps between the current traffic operations and the staff hours necessary to address the existing collision patterns. This assessment shalt include any recommendations identified in Task 6; such as saturation patrols and targeted enforcement activities. We will also review current programs in peer cities and legal and procedural requirements and willingness to offer a diversion program for youth and /or adults. In addition, we will review the current database systems and processes used by the City for managing and tracking collisions and citations. We will assess the these systems and practices; identifying opportunities for increased efficiencies, simplified data sharing between agencies, and improved evaluation of targeted enforcement activities. Task 21 Santa Ana Police Department Interviews We will conduct interviews with Santa Ana Police Department Traffic Division and Records to review current and potential future operations (including number of officers allocated to the division by time of day and total hours worked) by task. We will also inquire about desired organizational and procedural strategies to improve safety. We will use the interviews to inform the potential enforcement recommendations and needed framework for establishing a council priority to fund additional enforcement efforts. We expect that the interviews will also provide the opportunity to increase sensitivity in the use of language towards the end of developing a common vocabulary when talking about collisions in Santa Ana. Task 2.2 Review Collision Reporting and Data Management Procedures. Through interviews and observations, we will document current practices for transferring collision report forms to the collision database; based on the collision analysis findings, we will walk through the challenges in understanding primary collision factors from a sampling of collision reports and discuss opportunities to improve the collision database to allow for enhanced vulnerable roadway user collision analyses, opportunities to improve consistency of collision reporting, and opportunities for NelsonlNygaard Consulting Associates, Inc. 13 20A -6 Santa Ana Safe Mobility Plan Enforcement, Education and Outreach Expanded Scope City of Santa Ana enhancements to the collision report form. We will conclude this task with recommendations for process improvements in the transmittal of information into the database. At the moment, our work suggests the following potential improvements: • Educate officers on proper use of entering traffic MPC • Add `Special Information field from collision report form to database • Revise form to include field for wrong way and sidewalk riding, respectively Task 2.3 Review Current Database Systems and Processes We will review data collection, storage and management practices related to collisions and citations and operations conditions. We will identify opportunities for increased efficiencies, simplified data sharing between agencies, and improved evaluation of targeted enforcement activities. Task 2.4 Compare Traffic Enforcement Practices with Citywide Collision Analysis We will compare traffic enforcement practices with citywide collision analysis (including enforcement recommendations) to identify any gaps between the current traffic operations practices, staff hours necessary to address the existing collision patterns through directed or targeted enforcement The bullets below describe our recommendations for enforcement of primary Santa Ana collision trends related to the vehicle code, and we will also explore other communities' success stories related to enforcement in the interviews. Potential Bicycle Enforcement Actions: • Wrong way and sidewalk riding, focused on high collision corridors where adequate facilities are present Potential Pedestrian Enforcement Actions • Yield compliance to pedestrians in crosswalk at high collision intersections (especially for turning movements) • Speed enforcement on high collision corridors during night and off peak hours Task 2.5 Diversion Program Feasibility Nelson \Nygaard will collect information from five model traffic diversion programs to describe the impact of traffic diversion programs on peer agencies. This review will also describe the administrative and legal challenges to implementing a program in Santa Ana and the anticipated outcomes, should the Santa Ana Police Department and Santa Ana Unified School District Police Department offer a diversion program for youth and /or adults. Nelson\Nygaard Consulting Associates, Inc 14 20A -7 Santa Ana Safe Mobility Plan Enforcement, Education and Outreach Expanded Scope City of Santa Ana Trask 2.6 Enforcement Recommendation; Based on the work in Task 2, above (New Task 4.5), we will develop specific enforcement recommendations related to 1) process /system improvements; 2) directed patrols; and 3) diversion programs, The recommendations will assume three levels of investment for each improvement category, and estimate the needed additional staffing resources, budget and relative collision reduction outcomes. We will review the recommendations, and confirm estimated costs with a focus group of enforcement personnel and revise in accordance with their concerns. Deliverables: • Summary of opportunities and constraints to changing current practices related to enforcement, data collection and data storage. • Enforcement recommendations related to 1) process /system improvements; 2) directed patrols; and 3) diversion programs This scope of work will develop a recommendation for a school curriculum that can be taught by school or city personnel. This curriculum will build on the current efforts and support the development of confident cyclists, better future adult drivers, and a culture of tolerance for alternative transportation. The Stakeholder interviews in Task 1.4 will identify which curricula the traffic safety program should comply with. If they use the SPARK physical education curriculum, which is flexible to add bike safety education material, we will work to comply with that. The curriculum must be approachable to a wide variety of teachers so that it will be taught regardless of staffing changes. An optional scope of work could be undertaken to develop Santa Ana specific Lesson Plan materials for incorporation in an existing prototypical traffic safety program. We recommend that the materials be developed the fall of 2015, with test teaching taking place late in 2015 -16, and that the materials can be revised for adoption by the district in the 16 -17 school year. We have budgeted time as optional tasks for the development, and revision, assuming our work would otherwise be dark on this project between February and June. Optional Task 3.1 Curriculum Review Subsequent to developing a shared understanding with the stakeholders of the target audiences, the potential instructors, and the important messages, we will review sample programs for their flexibility in meeting those goals and recommend a program best suited to Santa Ana. We will also review sample education programs for their ability to meet California Physical Education Standards and for their performance against criteria NelsonWygaard Consulting Associates, Inc. 15 20A -8 Santo Ana Safe Mobility Plan Enforcement, Education and Outreach Expanded Scope City of Santa Ana outlined by the stakeholder committee, such as how they meet the Centers for Disease Control and Prevention's recommendations, using the Physical Education Curriculum Analysis Tool (PECAT). The results of these activities will be summarized for review by the Task Force, and a decision made about how which existing curricula best suits the local needs and how it will need to be refined in order to meet Task Force goals related to sustainability, flexibility, California State content standards, and research -based best practices in health and physical education. Optional Task 3.2 Education Recommendations Based on the work in Task 1.4 and 3.1, we will develop specific education recommendations related to 1) target markets; 2) potential curricula and suggested local customizations; and 4) delivery options. The recommendations will assume three levels of investment for each improvement category, and estimate the needed additional staffing resources, budget and relative collision reduction outcomes. We will review the recommendations, and confirm estimated costs with a focus group of enforcement personnel and revise in accordance with their concerns. Optional Task 3.3: Draft Curriculum Development Based upon the outcome of Task 3, a curriculum will be graphically designed and a list of all equipment needed will be provided for test teaching in the Spring of 2015. The materials are budgeted at the moment for English only, with the City of Santa Ana or another partner providing Spanish language translation. Optional Task 3.4: Test Teaching Training The Task Force will recruit up to four District teachers or community partners to test teach the material developed in Task 3.2. The consultant will brief the teachers, assist with logistics, and provide evaluation forms for teachers to describe revisions necessary to the draft curriculum. The city, district, and Task Force members will share the responsibility for observing the test teaching. We have riot budgeted ours to participate in this instruction, assuming that our work will otherwise be complete on this project. Optional Task 3.5: Final Curriculum Development Depending upon scheduling, based upon staff and others observations and teacher and student feedback, the draft curriculum will be revised. We will provide an estimate of instructional resources required. Optional Task 3.8: Implementation Promotional Material The consultant will develop materials to engage school administrators, teachers, staff, students, and parents in future instructional opportunities. The audience will be identified by the task force. The materials will serve as informational sheets about the curriculum. The material will describe how the curriculum aligns with standards. Neison\Nygaard Consulting Associates, Inc 16 20A -9 Santa Ana Safe Mobility Plan Enforcement, Education and Outreach Expanded Scope City of Santa Ana Materials will be graphically designed to be easily understandable. The materials will be produced in English only as PDFs. Optional Task 3.7 Police Department Educational Modules Depending upon the conclusions of Task 2, the city may wish to develop a set of slides or brochure for Traffic Enforcement to assist in retention of new practices and procedures for collision reporting. Deliverables • Presentation describing up to five existing programs for customization • Education recommendations related to 1) target markets; 2) potential curricula and suggested local customizations; and 4) delivery options. • Optional: Draft and Final Ten lesson traffic safety curriculum with targeted behavioral outcomes aligned to state content standards, with scoring rubrics for assessments • Optional: Evaluation forms for review of test teaching • Optional: One curriculum cut sheet describing the Bike Ed curriculum • Optional: Up to three slides or one brochure with tatking points for new PD practices and procedures related to communications on collisions and collision reporting nUTREACH CAMPAIGN ANE This task will build on the tasks above, the current Travel Safe, Share the Space Campaign and the crash analysis. Our talented creative services staff has developed many effective and graphical transportation campaigns, and will focus their attention on a marketing plan that creates behavior that will impact actual and perceived safety. We will develop targeted messages that relate specifically to what matters most — reducing the number of collisions involving non- motorized transportation users and increasing enforcement against behaviors that actually pose a safety risk. Task 4.1 Prepare and Select Safety Outreach Campaign Messages We will prepare four safety messages for the top contributing factors to non - motorized collisions. These will be presented to the Task Force to select the message that resonates best from their local experience, and to develop the appropriate outreach /marketing plan for each selected message. The template for the strategy /marketing campaign will include Initiative Goahs), Strategic Communications Objectives, Audience, Messages, and Tactics. Based on our analyses of vulnerable road user crashes in Santa Ana, the messages will be focused on the following: Bicycle Campaign Messages NelsonlNygoard Consulting Associates, Inc 17 20A -10 Santa Ana Safe Mobility Plan Enforcement, Education and Outreach Expanded Scope City of Santa Ana • Dangers of wrong way riding • Dangers of sidewalk riding • Ride on the street and with traffic; (when there are bicycle facilities present) • Enter x -walk at walling speed (and on right side of road) to avoid collisions w turning vehicles • Education that bicycles mast follow rules of the road (obey traffic signals and stop signs) • Dangers of erratic /opportunistic riding Pedestrian Campaign Messages • Look before crossing (even when you have the walls signal) • Drivers look in your blind spot before turning • Remind transit users to utilize crossings • Campaign to slow down for our kids • Gateway treatments when entering SA • Speed kills campaign (in general) W • After presenting 12 potential messages (3 options for each of four messages) to the task force, we propose to subcontract with at polling firm to test them. Optional Task 4.3 Develop Marketing Plan Citywide marketing and outreach strategies will include but not be limited to the use of bus stop advertising, bus vehicle advertising, light pole banners, public service announcements, billboards, social media campaigns, and /or changeable message signs. Each recommendation will include costs and staffing implications for the design of materials and the implementation. The City shall be responsible for scheduling and purchasing space as well as printing costs. Deliverables: • Four Draft and Final Marketing Messages • Draft and Final Marketing Plan The consultant will provide a multi scenario -based rollout strategy for all engineering, enforcement, and education recommendations. The strategy should prioritize high impact /low cost solutions for early rollout with additional phases based upon multiple funding scenarios. NelsonlNygaard Consulting Associates, Inc 18 20A -11 Santa Ana Safe Mobility Plan Enforcement, Education and Outreach Expanded Scope City of Santa Ana Nelson \Nygaard will work with city staff and the task force to identify up to three rollout strategies that differ based on the amount of available funding. For each investment scenario, we will identify a phased approach to implementing engineering, enforcement and educational strategies. High impact /low cost solutions will be prioritized for early roll out. Deliverable: • Matrix of High, Medium and Low Impact engineering, enforcement and education strategies including costs for implementation (staff' resources and budget) • Recommendation for early rollout NelsonNygaard Consulting Associates, Inc 19 20A -12 E:�hibit l31 - Supplcmniary Cmnpensntiun No. I 20A -13 _..._._ .. _.._ I Li i g, RRUi rig ,xaui� I aww w x s: a �rcnttk ri a �R iS s p I A x ets� � nS A II I xx I � mN I I 34 I I •,,, I n �� I l i s r gyp i lu 8 �s a, �� @ I. a I Ii 20A -13 20A -14