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HomeMy WebLinkAboutBikePlanContractAmendmAlta City of Palo Alto (ID # 2485) City Council Staff Report Report Type: Consent Calendar Meeting Date: 4/9/2012 April 09, 2012 Page 1 of 3 (ID # 2485) Council Priority: Land Use and Transportation Planning Summary Title: Bicycle and Pedestrian Plan Contract Modification Title: Approval of a Contract Modification for $10,510 for Alta Planning and Design to Complete the Bicycle and Pedestrian Transportation Plan Update From: City Manager Lead Department: Planning and Community Environment Recommendation Staff recommends that Council approve and authorize the City Manager to execute Amendment Number One (Attachment A) with Alta Planning + Design for an additional amount not to exceed $10,510.00 for the Bicycle and Pedestrian Transportation Plan Update project to provide Support Services including Document revisions and Community Outreach. Background In December, 2009, City Council directed staff to proceed with the update to the 2003 Bicycle Transportation Plan with an added pedestrian element. In September 2010, Alta Planning + Design was awarded a contract through an open bidding process to update the 2003 Bicycle Transportation Plan. The original contract was for the amount of $77,830.00 with an additional $4,490 approved for contingencies, for a total of $82,320. Throughout 2011, staff initiated outreach to the community and coordinated with other City departments to develop the Draft Bicycle and Pedestrian Transportation Plan and released the document for public comment on July 26, 2011. The public comment period on the Draft Report was open from July 26, 2011 through September 7, 2011. On September 14, 2011, the Planning and Transportation Commission (PTC) discussed and voted unanimously to recommend adoption of the Draft Plan. The PTC also recommended that staff provide additional information related to the policy April 09, 2012 Page 2 of 3 (ID # 2485) language in relation to the Comprehensive Plan Update and provide additional criteria to further rank priority projects identified within the Plan. The Draft Report was updated to incorporate comments from the PTC as well as other changes based on input during the comment period. On November 7, 2011, the City Council considered the adoption of the Draft Bicycle and Pedestrian Transportation Plan. City Council requested additional modifications to the plan to address comments from the Parks & Recreation Commission and to allow for additional community input from residents of South Palo Alto. Discussion The City held a South Palo Alto focused meeting to solicit input on the bike plan on January 12th, at which the City received comments and support for the Plan. A focused subcommittee of the Palo Alto Bicycle Advisory Committee (PABAC) has also provided additional review. The Draft Bicycle and Pedestrian Transportation Plan will be considered by the Parks & Recreation Commission and the Planning & Transportation Commission on February 28th and February 29th respectively. This Contract Amendment Number One, for Alta Planning + Design provides for expenditures realized as part of the additional plan modifications, community meeting participation, and other support services in the development of the revised Draft Plan. Staff is requesting the approval of a $10,510 amendment bringing the contract value from $82,320 ($77,830 Base Contract + $4,490 Contingencies) to a total of $92,830. The original contract was not brought to City Council for approval because it was for an amount less than $85,000 requiring only City Manager Authorization. City Staff and Alta Planning + Design worked together to develop an amendment to the original project scope based on the recommendations and findings from the November 2011 City Council Meeting. The additional tasks identified include two (2) additional revisions to the Plan, attendance at one additional community workshop and four (4) additional community meeting s/public hearings. Timeline The Parks and Recreation Commission and the Planning and Transportation Commissions discussed the revised Draft Bicycle & Pedestrian Transportation Plan April 09, 2012 Page 3 of 3 (ID # 2485) on February 28th and March 28th respectively. The City Council will consider the plan in May. Policy Implications The update to the Bicycle and Pedestrian Transportation Plan is being implemented at the direction of the City Council and will follow policies consistent with the most current Comprehensive Plan and/or update the policies identified in the 2003 Bicycle Transportation Plan. The Plan specifically implements Palo Alto Comprehensive Plan Goals: T-1, Less Reliance on Single Occupant Vehicles; T-3, Facilities, Services and Programs that Encourage and Promote Walking and Bicycling; T-6, a High Level of Safety for Motorists, Pedestrians and Bicyclists on Palo Alto streets. Resource Impact The update of the Bicycle and Pedestrian Transportation Plan is funded in part through a grant from the the Metropolitan Transportation Commission (MTC) - Transportation Development Act (TDA) program in the amount of $80,000. The remainder of the project is funded by the Capital Improvement Program (CIP) in the amount of $12,830. Attachments: Attachment A: Contract Amendment with Alta Planning and Design (PDF) Prepared By: Rafael Rius, Traffic Engineer Department Head: Curtis Williams, Director City Manager Approval: ____________________________________ James Keene, City Manager AMENDMENT NO. 1 TO CONTRACT NO. Sl0136649A BETWEEN THE CITY OF PALO ALTO AND ALTA PLANNING AND DESIGN This Amendment No. 1 to Contract No. S10136649A ("Co ntractN ) is entered into April ,2012 by and between the CITY OF PALO ALTO, a charter city and a municipal corporation of the State of California ("C ITyN), and ALTA PLANNING AND DESIGN, a California Corporation, located at 2560 9th Street, Suite 212, Berkley, California 94710, Telephone Number (5 10) 540-5008 ("CONTRACTOR N) . R E CIT A L S: WHEREAS, the Contract was entered into parties for the provision of Bicycle Transportation evaluation and consulting services and between the plan review, WHEREAS, the parties wish to amend the Contract; NOW , THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION 1. Section 2 is hereby amended to read as follows: "SECTION 2. TERM. "The tenn of this Agreement shall be from the date of its full execution through October 31,2012, unless tenninated earlier pursuant to Section 19 of this Agreement." SECTION 2. section 4 is hereby amended to read as follows: "SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for perfonnance of the Services described in Exhibit "A", Tasks I through 18, including both payment for professional services and reimbursable expenses, shall not exceed Ninety Three Thousand Three Hundred Forty Dollars ($93,340.00), and compensation to be paid to CONSULTANT for performance of the "optional" Tasks 10 through 14, if authorized, shall not exceed Sixteen Thousand One Hundred Eighty Dollars ($] 6, 180.00). Total compensation to be paid CONSUTANT for perfonnance of ALL Tasks, including Tasks I through] 8, shall not exceed One Hundred Thousand Five Hundred Twenty Dollars ($]09,520.00). In the event Additional Services a~ authorized, the total compensation for services and reimbursable expenses shall not exc ed One Hundred {ho.usand Five Hundred Twenty Dollars ($109,520.00). N' ....1\ \. N It'\ <-~ tnt-V\k I ProJessional Serviees Rev. June 2. 2010 S:\ASD\PURCH\SOLICiTA TIONS\CURRENT BUYER·eM FOLDERS\OTHERS· ADR IAN\('ontrael Amendmcnls\SIOIJ6649A Aila Planning & Design\S IOI )6649A Amendmenl No.1 Rev 03192012.doc Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit "C". CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described in Exhibit "A"." SECTION 3. The following exhibit (s) to the Contract i s/are hereby amended to read as set forth in the attachment(s) t o this Amendment, which are incorporated in full by this ref e r en ce: a. Exhibit "A" entitled "Scope of Service s ". b. Exhibit "B" entitled "Schedule of Performan ce ". c. Exhibit "e" entitled "Compensation". SECTION 4. Except as herein modified, all other provisions of the Contract, inCluding any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. APPROVED: City Manager APPROVED AS TO FORM: Senior Asst . City Attorney Dated : Attachments: ALTA PLANNING AND DESIGN Name : 1)y e \:: \; /-lllY\dov I? Ti tle: Z r~Y\c.A.?o..l EXHIBIT "A": EXHIBIT "B": EXHIBIT "C": SCOPE OF SERVICES SCHEDULE Of PERFORMANCE COMPENSATION 2 120319smOlO EXHIBIT “A” SCOPE OF SERVICES Work Scope (Basic Tasks 1-9, Optional Tasks 10-14, Additional Tasks 15 - 18) Task 1. Prepare Detailed Work Plan and Strategy The Alta Team will meet with the City of Palo Alto Project Manager to refine the work plan. Key topics to be covered at this initial meeting include the following:  Review project and task objectives  Determine approach to updating the Bicycle Transportation Plan component  Determine elements and outline for Pedestrian Plan component  Review scope of services and data collection methodology  Collect available data and published materials  Establish meeting and presentation schedule  Establish communication channels with other departments  Review and list all applicable design and planning standards Changes to the Scope of Work will be made if necessary at the conclusion of this effort, and an amended Scope of Work and Schedule will be published. Task 1 Deliverables  Final project scope  Detailed meeting schedule ● Documentation of the meetings, findings, written comments Task 2. Review Existing Bicycle and Pedestrian Policy and Program Documents Task 2.1 Bicycle Transportation and Pedestrian Plan Framework Alta will review the Bicycle Transportation Plan and prepare a framework memorandum presenting how the 2003 Palo Alto Bicycle Transportation Plan will be updated. The memorandum will include a strategy to update bicycle related elements and to incorporate pedestrian elements. Alta assumes the following general approach: 2003 BTP Chapter Name Data Sources Strategy 1. Introduction and Background Task 2; Background planning documents and public outreach Rewrite in response to new information since 2003 Include review of pedestrian background planning documents 2. Existing Conditions Task 3; U.S. Census, American Community Survey, Historical Bicycle Counts, SWITRS, City information on programs, City GIS Data Insert new data/information into existing chapter structure/outline Insert pedestrian existing conditions information into existing structure/outline 3. Needs Assessment and Analysis Task 3; Task 5; Field work, Public outreach, Alta demand model(s) Insert new data/information into existing chapter structure/outline Insert pedestrian data and information into existing chapter structure/outline 4. Recommended Bicycle Network Task 6; Task 7; Existing recommended facilities not yet constructed, Public input, Field work, Prioritization matrix Insert new recommendations and revisions into existing chapter structure/outline Recommended Pedestrian Improvements Task 6; Task 7; Public input, Field work, Prioritization matrix Insert pedestrian recommendations into new chapter 5. Bicycle Support Facilities and Programs Task 3; Palo Alto Municipal Code, Caltrain, VTA, MTC, Palo Alto PTA, Palo Alto Unified School District, Field work Revise title to Support Facilities and Programs Insert new bicycle and pedestrian recommendations and revisions into existing chapter structure/outline 6. Implementation Plan Task 8; Grant program descriptions/current cycle information, Existing secured/programmed funding, Documentation of city resources Rewrite in response to new information since 2003 and inclusion of pedestrian improvements 7. Appendices Task 2; Task 7; Public input, Background planning documents, Field work, Rewrite in response to new information since 2003 and inclusion of pedestrian improvements Task 2.2 Review Existing Bicycle & Pedestrian Policy and Program Documents Alta will review the City of Palo Alto Comprehensive Plan (CP) with specific emphasis on the Transportation Element, Goal T-3: Facilities, Services, and Programs that Encourage and Promote Walking and Bicycling. Alta will identify where the identified Policies and Programs have been implemented since 2007, are consistent with the existing 2003 BTP, and where Policies and Programs need to be carried forward into in this Bicycle Transportation and Pedestrian Plan. Alta will also review Chapter 2: Land Use and Design and identify where specific Policies and Programs need to be carried forward into the Bicycle Transportation and Pedestrian Plan. Alta will review conduct a strategic review of the City of Palo Alto Zoning Code in order to identify specific standards influencing pedestrian and bicycle accommodations at the site and building level including but not limited bicycle end of trip facilities, bicycle parking, bicycle site access, pedestrian site access, pedestrian amenities in private property setbacks and other elements. Alta will rely on Planning and Community Environment Staff to direct this review. Alta will not conduct a review of individual Area Plans, community planning programs, or other City of Palo Alto detailed background information influencing other aspects of community planning. Any review individual Area Plan will be conducted by City of Palo Alto Community Development in order to identify specific standards and relevant policies directly influencing the Bicycle and Pedestrian Plan. Such Plans are not limited to but include: 1. Baylands Master Plan 2. Alma Street Mixed Use Project Draft EIR 3. South Forest Area Coordinated Plan 4. Stanford Medical Building Project EIR Task 2.3 Regional and Countywide Plan and Policy Review Alta will review the MTC Regional Bicycle Plan, VTA Countywide Bicycle Plan and supporting technical program documents, and adjacent city bicycle plans including Los Altos, Menlo Park, East Palo Alto and Mountain View. Alta will identify Regional Bicycle Network, Countywide Bicycle Network and connecting community facilities in order to aid in prioritization of recommended facilities. Alta will also review the Bay Trail and Ridge Trail Master Plans, Santa Clara County Countywide Trails Master Plan, High Speed Rail documents, and Caltrain documents. Alta will review related project environmental documents provided by City Staff. Alta will also review regional best practices documents from VTA, MTC and ITE regarding bicycle and pedestrian facilities. Task 2 Deliverables  Bicycle Transportation and Pedestrian Plan Framework Memorandum (electronic copy)  Plan and Policy Review Memorandum including review of the Comprehensive, Regional and Countywide Plans (electronic copy) Task 3. Inventory Existing Bicycle Facility Conditions Task 3.1. Bicycle Existing Conditions Alta will update the inventory of existing and proposed facilities and programs identified in the current Bicycle Transportation Plan. Alta will rely on existing data provided by the City of Palo Alto and partner agencies to document existing bicycle facilities (Class I, II and III), bicycle support facilities, and bicycle parking locations. Alta will work with the City project manager and PABAC to identify areas where existing bicycle facilities are substandard and require modification to meet current standards. Alta will develop comprehensive existing bikeway and support facilities in a GIS and database format. Task 3.2. Pedestrian Existing Conditions Alta will identify deficiencies in unique or major pedestrian facilities based on guidance from City staff, the PABAC and CSTSC. Alta will review existing City of Palo Alto crossings, sidewalk and curb ramp inventory data and prepare a GIS map illustrating existing deficiencies and gaps, based on existing data. The inventory of existing conditions will note major geographical and infrastructure barriers and will identify Americans with Disabilities Act (ADA) complaints relative to bicycle and pedestrian issues. Task 3.3. Bicycle and Pedestrian Programs Inventory Alta will work with Planning and Community Environment staff, Palo Alto Police Department staff, Palo Alto PTA, Palo Alto Unified School District, and VTA to document existing bicycle and pedestrian programs information. Alta will prepare program documentation including lead agency or organization, target audience, staffing and budget information (where available), program resources including websites and published materials, and long-term program sustainability. Based on this compilation and review of information, Alta will be prepared to recommend continuation of existing programs and initiation of new programs where required to address unmet education, enforcement, and evaluation needs. Task 3 Deliverables ● Existing Bicycle and Pedestrian Conditions Memorandum including existing facility inventory maps and tables and programs inventory (electronic copy) Task 4 Assessment of Needs Task 4.1. Collision and Safety Analysis The Alta team will review pedestrian and bicycle collision data compiled by Palo Alto or California Highway Patrol (from the SWITRS database) for the most recent available five years. Alta will review collision volume and location. Information derived from this analysis will be used to identify specific locations for field review that require improvement, and possible enhancements in motorist and bicyclist awareness and educational programs. Alta will prepare separate thematic maps, as available data allows, illustrating bicycle collision history and pedestrian collision history. Task 4.2. Future Activity Levels and Benefits Analysis Alta will project existing and future bicycle commuter volumes based on our National Bicycle & Pedestrian Documentation Project Bicycle Demand Model methodology that has been accepted nationally. Alta will incorporate the pedestrian and bicycle count data from Task 4 (Optional) and other existing available count data provided by the City of Palo Alto. Using local, regional and national data, Alta will estimate the number of people bicycling in Palo Alto, the bicycle commute mode share, and describe any trends. Data sources may include:  2000 Census  American Community Survey  National Household Travel Survey (2008) for California  Freiker/Boltage bike to school data  Any additional local bicycle counts Using data from the National Bicycle and Pedestrian Documentation Project, and experience from other communities that have implemented bicycle projects and programs, we will estimate the potential future activity levels. These future activity levels will be used to estimate future benefits of investments in bicycle facilities, including economic, environmental, and health benefits. We will estimate the reductions in air pollutants resulting from increased bicycling, including avoided greenhouse gas equivalents. Task 4.3. Field Review of Barriers, Constraints and Site Specific Hazards Alta will follow up with targeted field work to verify existing conditions and to analyze key barriers and gaps in the existing bicycle and pedestrian network. Alta will document significant barriers using a combination of base mapping, digital photography, site measurements and important safety characteristics/criteria in order to aid in later prioritization for improvement. Task 4 Deliverables Assessment of Needs Memorandum (electronic copy) including: ● Bicycle and pedestrian collision history maps ● Existing and future demand model outputs and narrative ● Field review data Task 5. Community Outreach The following staff meetings, community meetings and presentations provide for staff-consultant team interaction, structured community input, and formal adoption of the Bicycle Transportation Plan and Pedestrian Master Plan. Task 5.1. City Staff Meetings Alta will conduct stand alone meeting with City staff at the City of Palo Alto offices up to three (3) times in order to review key deliverables, conduct project management strategy sessions, and in order to prepare for PABAC, CSTSC, Planning and Transportation Commission and City Council meetings as required. In addition to these in person meetings, Alta will conduct weekly or biweekly (as desired by the City project manager) scheduled conference calls as described under the project management task. Task 5.2. Bicycle Advisory Committee and City School Traffic Safety Committee Alta will attend up to three (3) joint meetings of the Bicycle Advisory Committee and City School Traffic Safety Committee. Alta assumes that CSTSC members will be appointed to attend up to three PABAC meetings. These meetings will facilitate structured input from these two groups at the following key junctures in the project: existing conditions and needs, candidate project list, and prioritized project list and program recommendations. Task 5.3. Public Meeting Materials, Agendas, Summaries Alta will prepare the public meeting presentations, display boards, maps, and other materials such as agendas, handouts, questionnaires, sign-in sheets, and comment cards. We will provide these materials prior to the workshops for City review and input. Alta will also prepare written bullet point summaries of each public meeting. Alta will invite members of the area advocacy and bicycling groups including Silicon Valley Bicycle Coalition and other recommended organizations. Task 5.4. Community Meetings and Notification Alta will collaborate with City staff on a press release advertising the Bicycle Transportation and Pedestrian Plan process and inviting public participation. One press release will be prepared for each public outreach event. Palo Alto may choose to notify the community in other manners, such as with sandwich boards located at key destinations around the city. Community Meeting #1 Community Meeting #1 will occur early in the planning process and will focus on describing the project purpose, goals, scope, schedule, bicycle/pedestrian planning and design concepts; and identifying strengths/weaknesses of the current bicycling and walking network, and opportunities for system improvements. Alta will prepare meeting materials including PowerPoint and poster presentations, prepare the meeting format and agenda, provide two (2) staff for the meeting, lead and facilitate the meeting, and provide meeting summary and documentation. Community Meeting #2 Community Meeting #2 will occur following development of the Draft Plan(s), and will provide an opportunity for public review and comment. This meeting will include a presentation summarizing Plan recommendations, with supporting maps and display boards highlighting infrastructure and programmatic recommendations. Alta will prepare meeting materials including Powerpoint and poster presentations, prepare the meeting format and agenda, provide two (2) staff for the meeting, lead and facilitate the meeting, and provide meeting summary and documentation. Planning and Transportation Commission Alta will present to the Planning and Transportation Commission at two (2) meetings. Meeting #1 will be a kickoff meeting to introduce the project, project goals and the approach. Meeting #2 will follow development of the Draft Bicycle Transportation and Pedestrian Plan. This meeting will include a brief presentation summarizing Plan recommendations, with supporting maps and display boards highlighting infrastructure and programmatic recommendations. If feasible in the context of the overall meeting agenda, public attendees will have the opportunity to walk around the meeting space in an open house format to view boards with the Plan’s infrastructure and programmatic recommendations. Alta will support City staff in preparation of a staff report prior to this meeting. City Council Meeting Draft Plan Alta will present to the City Council at one (1) meeting following development of the Draft Bicycle Transportation and Pedestrian Plan. This meeting will include a brief presentation summarizing Plan recommendations, with supporting maps and display boards highlighting infrastructure and programmatic recommendations. City Council Meeting Final Draft Plan Alta will present the Final Draft Bicycle Transportation Plan and Pedestrian Master Plan to City Council at one (1) meeting for adoption. Task 5 Deliverables • Attendance at up to three (3) City staff meetings and preparation of agendas and minutes • Attendance at up to three (3) PABAC/CSTSC meeting agendas and minutes • Press release for each community workshop (electronic copy) • Community workshop agendas, sign-in sheets, handouts, presentations, maps, display boards, comment cards (electronic copies) • Attendance at Community Meeting #1 and preparation, attendance, and facilitation • Attendance at Community Meeting #2 and preparation, attendance, and facilitation • Community workshop written bullet point summaries (electronic copy) • Memorandum summarizing stakeholder community input (electronic copy) • Project kickoff at one (1) Planning and Transportation Commission • Presentation of the Draft Plan at one (1) Planning and Transportation Commission • Presentation of the Draft Plan at one (1) City Council meeting • Presentation of the Final Draft Plan at one (1) City Council Meeting Task 6 Develop Pedestrian Network and Bicycle Network Enhancements Alta will develop a recommended citywide bicycle and pedestrian network based on selection criteria generally consisting of needs, connectivity, safety, and meeting the objectives as outlined in the City’s Comprehensive Plan and directed by City Council. The criteria will consist of a list of metrics recommended by Alta and finalized by City Staff. The following subtasks outline the required steps to arrive at the recommended network. Task 6.1. Recommended Polices and Best Practices Alta will develop a set of recommended policies supportive of an enhanced bicycling and pedestrian friendly environment. Alta will incorporate a review of design best practices for bicycle and pedestrian facilities. The best practices will include specific technologies including detection at signalized intersections and pedestrian crossing signals. Task 6.2. Bikeway System Development Alta will develop a bikeway system designed to move Palo Alto from its status as a Gold Level Bicycle Friendly Community to a Platinum Bicycle Friendly Community as designated by the League of American Bicyclists (LAB). Alta will assist the City of Palo Alto in specifically responding to the criteria outlined by the LAB for Platinum ranked communities. The existing bikeway conditions evaluation, PABAC and CSTSC meetings, public meeting events and user needs assessment will inform development of the proposed Palo Alto bikeway network. The recommended system will also be based on a comprehensive review and analysis of available infrastructure data provided by City staff and the roadway corridor concepts. Network development will also take into account issues such as directness of route, barriers, and system connectivity. The network will include a variety of bikeways for various skill levels and ages, sidewalk improvement projects, and other bicycle capital improvement projects (e.g., traffic calming, bicycle parking, etc.). The network will incorporate previously proposed and planned facilities and residential neighborhoods and bicycle and pedestrian attractors. Task 6.3. Pedestrian Guidelines Alta will define representative pedestrian districts with City Staff, PABAC, CSTSC and community input. Alta will identify and map Pedestrian districts areas based on a combination of inputs including: Specific Plan and other area plan definitions, neighborhood boundaries, and based on specific input provided during the development of this Bicycle and Pedestrian Plan. Pedestrian improvement zones may be defined as prototype corridors, locations (such as intersections), or districts (such as Downtown or Neighborhood improvement projects). Typical pedestrian district types include:  Downtown Palo Alto  Commercial/Corridor Area  Neighborhood Area  Safe Routes to School Area For each pedestrian district Alta will develop a design guideline incorporating a range of pedestrian infrastructure improvements and pedestrian environment enhancements. Based on our findings from the existing conditions analysis and needs analysis, Alta will develop specific infrastructure and amenities to improve and enhance the representative pedestrian environments in Palo Alto. Recommendations may include such intersection enhancements as, but not limited to:  New crosswalks ● Enhanced crosswalks  Refuge islands ● Accessible signals  Improved signage or pavement markings ● Curb extensions  In-pavement flashing markers ● Countdown signals  Changes to sidewalk width, zones and amenities ● ADA curb ramps standards  Pedestrian wayfinding Task 6.4. Bikeway System Map Alta will develop a map depicting Palo Alto’s existing and recommended bikeway network. The network will be classified by Caltrans facility types (shared use paths, bike lanes, and bike routes) as well as by bicycle boulevards. Task 6.5. Project List and Cost Opinions Alta will develop a project list with planning-level cost opinions for the recommended bikeway system and for typical pedestrian improvements. The bikeway cost opinions will include estimated construction costs, planning, design, engineering and contingency costs (typically reflected as a proportion of the original project cost). Alta will use the latest unit costs available from Palo Alto together with the most recent figures from comparable communities in California. Each bikeway project segment will be evaluated according to an estimated cost-per-mile and estimated ongoing maintenance and operation costs by implementation phase based on comparable experiences. Alta will present cost data for pedestrian and infrastructure and amenities in a cost table format, providing current cost data for key infrastructure items identified as priorities for the pedestrian districts and associated guidelines under Task 5.2. Alta will not provide cost estimates for specific pedestrian improvement projects. Task 6.6 Bikeway Project Evaluation/Prioritization Criteria Alta will rank the recommended bicycle improvements according to the criteria and developed in conjunction with City staff. Alta will provide the draft prioritization criteria to the PABAC and CSTSC as directed by City staff. City staff will review any comments on criteria selection, criteria definition, and criteria methodology generated by the PABAC and CSTSC and provide Alta with specific guidance on response in order to finalize the project prioritization methodology. Alta will weight criteria as required in order to establish priority of the most important considerations for Palo Alto. Criteria may consist of those listed below and others developed with City staff, the PABAC, and CSTSC. • Closure of critical gap • Improvement that addresses an existing safety concern/need • Destinations served • Geographic distribution of City coverage • Estimated use • Provides a safe route to school • Connects to areas of regional significance • Current availability and/or suitability of right-of-way • Interface with transit • Local political and community support Alta will provide the draft project ranking for joint review by PABAC, CSTSC and City staff. City staff will provide a single set of consolidated internally consistent comments to Alta for incorporation into the Draft plan. Additional revisions to the project prioritization or restructuring of the project prioritization methodology will require a contract modification and will be billed on a time and materials basis. Task 6.7. Support Facility Recommendations Alta will develop recommendations for bicycle support facilities. Support facilities for non- motorized systems include signal detection, lighting, signing, bicycle racks and lockers, bike racks on buses, shower facilities, and staging areas at trailheads. Support facility types will be described and classified whenever possible. Our recommendations will also include actions such as improved access to transit, bike racks on buses, bike storage areas in parking lots, and recommended designs for bike racks and lockers. Task 6.8. Education, Encouragement, and Outreach Programs Alta’s Programs Team will recommend changes to improve bicycle education, encouragement, enforcement and public outreach efforts. These recommendations will be based both on results of the previous tasks that identified problem areas plus experience gained in communities around the United States. Task 6 Deliverables Recommended Policies and Best Practices Memorandum (electronic copy) Recommendations Memorandum (electronic copy) including: o Bikeway/walkway system development o Bikeway/walkway system mapping o Support facility recommendations o Program recommendations Implementation Memorandum (electronic copy) including o Project list with planning-level cost opinions o Project evaluation criteria and decision matrix Task 7 Implementation and Funding Strategies Alta will rank and phase the recommendations and include provisions for costs, monitoring, maintenance and security. Alta will prepare a discussion of financial constraints and implementation challenges such as completion of environmental review, project construction, and retrofitting infrastructure should be included. Alta will work with the City to develop materials and needed data to meet pertinent funding related requirements and provide information regarding the applicability of relevant funding sources and programs. Task 7.1. Implementation Phasing of Recommended Projects Alta will work with City staff to identify local funding mechanisms and applicability to specific projects such as site specific development agreements and mitigations, the Charleston- Arastradero Corridor Pedestrian and Bicyclist Safety Impact Fee, and other applicable impact fees in place in Palo Alto. Alta will prepare a memorandum identifying potential matching and major funding sources, associated criteria and requirements. Costs of the phased improvements will be compared with funding needs, so that long term programming for local matching funds can be accomplished. Task 7 Deliverables  Memorandum describing project ranking, phased system, potential funding sources and opportunities (electronic copy) Task 8 Bicycle and Pedestrian Plan Document The Plan will be developed such that it meets the requirements put forth by the VTA, Caltrans, and MTC, in order to qualify for grant funding. Task 8.1. Administrative Draft Bicycle Transportation and Pedestrian Plan Alta will prepare an Administrative Draft Bicycle Transportation and Pedestrian Plan composed of tasks and deliverables completed up to this point, including review of existing plans and legislation, existing conditions inventory and assessment, user needs assessment, recommended walkway and bikeway network, project development and prioritization, cost opinions, and implementation plan. This plan will enable the City to apply for BTA, TDA and other funds. Alta will submit an electronic copy of the Administrative Draft Plan to City staff. City staff will provide a consolidated list of internally consistent comments to be integrated into the Draft Bicycle Transportation and Pedestrian Plan. Alta will revise the Administrative Draft based on the single set of consolidated, internally consistent comments and produce a Draft Bicycle Transportation and Pedestrian Plan. Task 8.2. Draft Bicycle Transportation and Pedestrian Plan Alta will prepare and submit one electronic copy, up to six (6) bound hard copies and one (1) unbound hard copy of the Draft Bicycle Transportation and Pedestrian Plan for review by City staff, the PABAC, CSTSC, the Planning and Transportation Commission, City Council and the public. City staff will provide a consolidated list of internally consistent comments to be integrated in Final Bicycle Transportation and Pedestrian Plan. Alta will revise the Draft Plan based on the single set of consolidated internally consistent comments and produce a Final Bicycle Transportation and Pedestrian Plan. Task 8.3. Final Bicycle Transportation and Pedestrian Plan Following the City’s review and approval of the Draft Plan, Alta will make revisions and prepare the final version of the Plan to be presented to elected officials and to be made available to the public. Alta will provide up to 6 hard copies of the plans, including 1 unbound reproducible copy; an electronic copy (MS Word and PDF) for future duplicating needs and all related electronic files (graphics, excel files and GIS files). Final revision cycle based on a single, consolidated set of internally consistent comments from review meetings, a public workshop, and comments received from public hearings. Task 8 Deliverables • Administrative Draft Bicycle Transportation and Pedestrian Master Plan (electronic copy) • Draft Bicycle Transportation and Pedestrian Master Plan (electronic copy, up to six (6) bound hard copies, and one (1) unbound hard copy) • Final Bicycle Transportation and Pedestrian Master Plan (MS Word and PDF electronic copies, related graphic, excel and GIS electronic files, up to six (6) bound hard copies and one (1) unbound hard copy) Task 9 Project Management and Oversight Alta will provide expert staff to work with the City and stakeholder groups in managing this project and will follow the project management and communication protocols outlined below in order to guarantee client satisfaction. Project Management Procedures Alta will manage the development of the Palo Alto Bicycle Transportation Plan and Pedestrian Master Plan effectively so that each team member has a common expectation of the project outcome. The following outlines Alta’s procedures for managing a project. This task is to provide additional weekly check-ins and up to one additional meeting with City staff to coordinate on-going revisions to the updated Report. Communicate Effectively Alta’s project manager will be in regular contact with City staff through in-person meetings, e- mails, telephone calls, and written documents. We will produce monthly reports summarizing tasks completed. At the completion of each major task, Alta will produce a working paper with maps and graphics. These working papers will serve as the basis for the final plan. Quality Control Alta employs a three-tier quality control system that includes (1) a professional editor, (2) review by principals, and (3) in-house scheduling and management tools. Technical Knowledge Alta is familiar with Metropolitan Transportation Commission (MTC), Caltrans Local Assistance, and Bay Area Air Quality Management District (BAAQMD) approval processes and CEQA compliance requirements. In addition, Alta possesses market leading expertise in bicycle and pedestrian facility planning, design, program development, funding, operations and maintenance, geographic information systems, and related traffic safety engineering. Task 9 Deliverables  Weekly project manager communications  Monthly task summary reports  Schedule updates, as required  Technical communications/consultations, as required Task 10 Manual Counts (Optional Task) Alta will work with the City of Palo Alto Project Manager to develop a manual count methodology. The methodology will include manual count locations, count times, data collected and count recording methodology. Additional data including observed trip purpose, gender, helmet use, or wrong way riding will be discussed in the memorandum. Alta will develop the proposed methodology based on the National Bicycle and Pedestrian Documentation Project and the MTC standards for data collection. Alta will assist the City in review of current Stanford University and MTC count data and planned count data acquisition for 2010/11 in order to determine appropriate locations for City of Palo Alto counts. The City of Palo Alto has the option of using a volunteer count data collection team or contracting with a traffic data firm. In the event that the City elects to use volunteers it will be the City’s responsibility to identify and coordinate the volunteers. Alta will provide training of City coordinated volunteers based on an existing count training methodology developed for Marin County. The site, equipment and other arrangements for the training will be coordinated by the City of Palo Alto. In the event that the City elects to use a professional contract traffic data collection firm, Alta will assist with scope development and review. The estimate hours for either option are equal. Alta assumes that counts at up to 20 locations will be conducted as per the approved methodology. Task 10 Deliverables  Data collection Recommendations Memorandum (electronic copy)  Manual count volunteer team training; or, Traffic data firm scope and contract review Task 11 Conduct Automatic Counts (Optional Task) Alta will provide the City of Palo Alto with guidance on selection, purchase and location/placement of automatic counters for the purpose of counting bicycle and pedestrians. Alta will review a list of potential locations with City staff, provide recommendation on appropriate technology and placement for specific locations, and assist in identification or appropriate vendors. Acquisition (purchase or lease) and installation of the automatic count technology will be completed by the City of Palo Alto from an appropriate vendor. Task 11 Deliverables  Automatic Count Technology Communications and Memorandum Task 12 Count Data Analysis and Summary Memorandum (Optional Task) Alta will analyze the pedestrian and bicycle count data developed under Task 10 and/or 11. The memorandum will include the summary count data by location, count totals, and analysis. The analysis will include discussions of observational data including observed trip purpose (recreation or transportation), gender, helmet use or wrong-way riding. Alta requires that all count data provided be in an electronic format usable in MS Excel. Task 12 Deliverables:  Data Collection Results and Summary Memorandum (electronic copy) Task 13 Community Survey (Optional Task) Alta will develop a survey (with City review) to determine the community’s general needs and concerns surrounding walking and bicycling. Alta will provide the City with a copy of the survey so that it may be sent out to residents via the project website, electric bills or other citywide mailings. Alta will make copies of the survey available for posting at all workshops, in civic locations, and in local bicycle shops and public spaces by City staff. The expected results of this component of the project are an understanding of specific community needs. This survey will ask specific questions such as how often do you/would you bike and/or walk, what are your chief concerns, and what types of improvements would you like to see in the community. The survey will also ask for current areas of deficiency; public awareness of bicycle and pedestrian safety issues; knowledge and opinion of existing conditions for bicycle and pedestrian travel; and self categorization of bicycling confidence and ability levels. Alta will use several survey methods including email tree surveys, intercept surveys, mail out surveys, bike shop surveys, and on-line surveys. A less costly alternative to creation of a new detailed survey is to actively direct participants in the planning process to Palo Alto’s existing Bicycle Improvement Request form on the City’s website. A simple flier prepared as a part of the Bicycle Transportation and Pedestrian Plan effort and strategically distributed could result in an increased volume of input. A similar form could be structured to solicit input on pedestrian specific improvements. Task 13 Deliverables:  Community survey, respondent data and summary of responses memorandum (electronic copy, optional deliverable) Task 14 Prepare Environmental Document (Optional Task) This task will include assistance to City of Palo Alto staff who will lead preparation of an appropriate environmental document under the California Environmental Quality Act for the Bicycle Transportation and Pedestrian Plan. Using the CEQA Appendix G (2010) Alta will provide discussion for the City staff prepared Initial Study. Alta assumes that no “Potentially Significant Impacts” will be identified and that a Negative Declaration will be the appropriate environmental document. If specific project recommendations require new traffic analysis in order to determine potential environmental impacts under the City of Palo Alto’s existing Level of Service (LOS) policies, a contract amendment will be required to accommodate this work. Any requirement to prepare more intensive environmental documentation, inclusive of specific technical analysis and formulation of any unique mitigation strategies, will require a contract amendment. Task 14 Deliverables:  Bicycle Transportation and Pedestrian Plan Initial Study Checklist, Appendix G 2010 (electronic copy)  Bicycle Transportation and Pedestrian Plan Negative Declaration (electronic copy) Task 15 Draft Final Report Revisions (#2): Additional report revision cycle based on existing City Council feedback from the November 7, 2011 hearing (as outlined in Attachment A) and reasonable additions from Tasks 16 and 17 below. This report will then be distributed to the Parks and Recreation Commission, Planning Transportation Commission, and City Council for additional review and commenting. Note: this Task was previously approved under “Task 10 – Contingencies” of the original contract, not exceeding the total value of $85,000. Task 16 Additional Meetings Attend, prepare materials for, present at, and incorporate findings from four additional review meetings:  One (1) PABAC meeting  One (1) Planning and Transportation Commission  One (1) Parks and Recreation Commission  One (1) City Council Task 17 South Palo Alto Community Workshop Alta will attend, help facilitate, prepare materials, and document latest findings for one (1) additional community workshop. The workshop will focus on South Palo Alto neighborhoods and connections to neighboring jurisdictions. Task 18 Additional Contingencies: Complete additional, ad hoc tasks, as requested by the City. EXHIBIT B SCHEDULE OF PERFORMANCE CONSULTANT shall perform the Services so as to complete the required Services according to the following schedule: :l~' ~:::,:;~:~": and Pedestrian Transportation Plan Oelilln Team Professional Services Rev June 2, 2010 18 S:\ASD\PURCH\SOLICITATIONS\CURRENT BUYER-CM FOLDERS\OTHERS - ADRIAN\Contract Amendments\S10136649A Alta Planning & Design\S10136649A Exhibits A - C Amend No 1 FINAL.doc EXHIBIT “C” COMPENSATION The CITY agrees to compensate the CONSULTANT for professional services performed in accordance with the terms and conditions of this Agreement, and completed to the reasonable satisfaction of the CITY. The compensation to be paid to CONSULTANT under this Agreement for all services described in Exhibit “A” (“Basic Services”) and reimbursable expenses shall not exceed One Hundred Thousand Five Hundred Twenty Dollars ($109,520.00). CONSULTANT agrees to complete all Basic Services, including reimbursable expenses, within this amount. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY.