RESOLUTION NO. 2023-146
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING PROPOSALS AND AWARDING AN AGREEMENT TO
FEHR & PEERS TO PROVIDE TRANSPORTATION PLANNING, ENGINEERING DESIGN AND ENVIRONMENTAL ASSESSMENT SERVICES FOR THE 2023 SAFE ROUTES TO SCHOOL PROGRAM IN AN AMOUNT NOT TO EXCEED $125,270 WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to develop Safe Routes to School plans for the City of Carlsbad at three locations: Jefferson Elementary School, Aviara Oaks Elementary School and Aviara Oaks Middle School campus, and Sage Creek High School, or Project; and WHEREAS, on Feb. 15, 2023, staff posted a Request for Proposals for the Project; and WHEREAS, on March 15, 2023, staff received three proposals to develop Safe Routes to School plans; and
WHEREAS, during a subsequent review of the proposals based on best-value criteria consistent with Carlsbad Municipal Code Sections 3.28.050(0)(2) and 3.28.060, staff ranked Fehr & Peers as the most qualified consultant for the Project; and
WHEREAS, staff and Fehr & Peers negotiated the scope of work and associated fee in an amount not to exceed $125,270 to provide professional transportation planning, engineering design and environmental assessment services for the Project over an initial one-year term with one additional one-year extension as authorized by the City Manager; and WHEREAS, the Project is financed by the General Fund, and sufficient funding is available for the Project in the Transportation Department's fiscal year 2022-23 operating budget; and WHEREAS, Carlsbad Municipal Code Section 3.28.060(0)(5) requires the City Council to award procurement of services and professional services for which the value exceeds $100,000; therefore, the Project is subject to this requirement; and
WHEREAS, the City Planner has determined that in accordance with Public Resources Code Section 21065, the action to award a professional services agreement for transportation planning, engineering design and environmental assessment services does not constitute a "project" within the meaning of the California Environmental Quality Act in that it has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment and therefore does not require environmental review.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the best-value proposal of $125,270 submitted by Fehr & Peers for the Project is accepted, and the Mayor is authorized and directed to execute the agreement (Attachment A).
3. That the City Manager is authorized to amend the Agreement to extend the term for one (1) additional one (1) year period or parts thereof.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 6th day of June, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Luna.
None.
None.
None.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL)
ffev
OocuSign Envelope ID: FD624062-4BFB-4BO7-B96C-FA1A47CF58B8 Attachment A PSA23-2173TRAN
AGREEMENT FOR CITY OF CARLSBAD SAFE ROUTES TO SCHOOL
2023 PROGRAM SERVICES
FEHR & PEERS
s _J.1,-v THIS AGREEMENT is made and entered into as of the ______ day of _) kvY'.':1-::- , 2023, by and between the City of Carlsbad, California, a municipal corporation ("City") and Fehr & Peers, a California corporation ("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in study, assess and provide recommendations for three safe routes to school locations.
B. Contractor has the necessary experience in providing professional services and advice related to study, assess and provide recommendations for three safe routes to school locations.
C. Contractor has submitted a proposal to City under Request for Proposals No.
RFP23-2115TRAN and has affirmed its willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A," which is incorporated by this reference in accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California area and will use reasonable diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one (1) year from the date first above written. The City Manager may amend the Agreement to extend it for one (1) additional one (1) year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term shall not exceed one hundred twenty-five thousand two hundred seventy dollars ($125,270). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A." City Attorney Approved Version 12/28/2022
DocuSign Envelope ID: FD624062-4BFB-48D7-B96C-FA1A47CF5888 PSA23-2173TRAN
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A."
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys' fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an City Attorney Approved Version 12/28/2022
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insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an "occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City.
City Attorney Approved Version 12/28/2022
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10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement.
For City
Name Nathan Schmidt
Transportation Planning and
Title Mobility Manager
Department Public Works
City of Carlsbad
Address 1635 Faraday Ave
Carlsbad, CA 92008
Phone No. 442-339-2734
4 For Contractor
Name Kendra Rowley
Title Project Manager
Address 555 W Beech St. Ste #302
San Diego, CA 92101
Phone No. 619-234-3190
Email [email protected]
City Attorney Approved Version 12/28/2022
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Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories.
Yes D No�
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement.
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City may terminate this Agreement by tendering thirty (30) days written notice to Contractor.
Contractor may terminate this Agreement by tendering thirty (30) days written notice to City. In the event of termination of this Agreement by either party and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City.
Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms City Attorney Approved Version 12/28/2022
6 DocuSign Envelope ID: F0624062-4BFB-4B07-B96C-FA1A47CF58B8 PSA23-2173TRAN
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties.
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
FEHR & PEERS, a California corporation
By:
By:
(sign here)
Sarah Brandenberg,
Board Chair & Director
(print name/title)
(sign here)
Christine Shields, Secretary & Director
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
By:
lillV
"KelihBtackburn, Mayor
ATTEST:
for Sherry Freisinger, City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CINDIE K. McMAHON
BY: OvJ.i�k-�
City Attorney
City Attorney Approved Version 12/28/2022
PSA23-2173TRAN
City Attorney Approved Version 12/28/2022
8 EXHIBIT “A”
SCOPE OF SERVICES
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8
Figure 1
16 PROJECT APPROACH
Based on our field visits and understanding of the community, long vehicular queues, potential for conflicts between vehicles and bicycles and pedestrians, and vehicle speeds are among multiple factors which can affect safe access to schools for students, parents, and staff. Figures 1, 2, and 3 illustrate our initial observations of multimodal circulation at each of the school sites. We’ve noticed that e-bikes have a growing presence at the schools, used both by high school students as well as younger students and parents dropping children off at elementary schools. Bicyclists must compete with vehicles for space in the roadway, in particular near the entrance to Sage Creek High School. Crossing guards at all schools are positioned to ensure students walking to school can safely cross roadways. High pedestrian demand at signalized intersections and high vehicle demand contribute to long vehicle queues.
Major projects, such as a large housing development across from Jefferson Elementary as well as the future extension of College Boulevard near Sage Creek High School, will alter travel patterns around the schools and will be considered when developing each Safe Routes to School Plan.
Aviara Oaks
Existing Multimodal Context
Right-turn queueing
in bike lane (just
before 8am).
Elementary school
drop-off queue lane
Middle school
drop-off queue lane
Primary observed
pedestrian route.
Vehicles making
U-turn on Ambrosia
Lane to get through
signal.
Left-turn queueing
almost reaches next
signal.
Primary observed
pedestrian route.
7:50AM observed to be
busiest time during drop off
Middle School Bell Schedule
Start: 8am | End: 2:20pm
Elementary School Bell Schedule
Start: 8:20am | End: 2:45pm
Crossing guard helps
pedestrians cross at
this crosswalk
Parking along
Ambrosia Lane for
pick-up and drop-off
P
P
PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8 0 0 0
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0 0 0
Figure 2
17 Existing Multimodal Context
Some students and
parents use E-bikes to
get to and from
school, particularly
along Jefferson
Primary observed
pedestrian route.
Pedestrians crossing
every cycle at
Jefferson and
Tamarack signal
School traffic
exiting parking lot is
partially limited by
southbound queue
extending back from
Tamarack
Construction on
Harding Street
limits off-campus
locations for drop-
off and pick-up
Jefferson
Primary observed
pedestrian route
Crossing Guards help
pedestrians cross
and manage vehicles
entering the school
from two directions
SMP documented
congestion
SMP documented
congestion
PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8 0 0
L - - --- - - - - - ·•
I I
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Figure 3
18 Sage Creek
Existing Multimodal Context
2 1
Two drop-off and pick
up routes. Two
crossing guards work
this intersection to
balance outbound
path 1 vehicles and
inbound/outbound
path 2 vehicles.
Queue for path 1
extends back to
signal before drop-off
vehicles use path 2.
Crossing guard helps
pedestrians cross
from the student
parking area to
main campus.
North-south ped
crossing is a
ped-only phase.
Most students do not
use this crossing.
Could improve
operations by
allowing eastbound
left turns and
southbound right
turns during this
phase when called.
Queue during pick-up
for eastbound left
turn extends past
Hilltop Street. Shorter
signal phases due to
consistent pedestrian
demand and
westbound vehicle
demand increase
congestion during
peak pick-up time.
NCTD Bus Stop: Bus
was waiting for
students after school.
Students also waited
for a different NCTD
bus to arrive.
Peds cut across
student parking lot.
Common path for
bikes and e-bikes.
Common for 10+
bicycles in a row to
round the corner
after school,
squeezing between
vehicles and the curb.
Leading pedestrian
interval for north
crosswalk reduces
conflicts with
westbound right
turning vehicles.
Regularly observed
approximately 50
pedestrians per crossing
phase after school.
Three gated
pathways connect
this neighborhood to
College Boulevard.
The southern gate to
Arapaho Place was
used by many
students.
PSA23-2173TRAN
Exhibit "A" (Cont.)
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e 0 0
Work Plan and Project Approach
We are committed to completing the tasks listed in the
RFP and will focus on engagement, equity, engineering,
encouragement, education, and evaluation throughout
the implementation of this project. The work plan below describes our approach for developing a Safe Routes to
School Plan for each school, which we have organized
based on each component of the plan for ease of scoping.
We envision the approach below being generally the same for each school, with a special focus on e-bike safety and pick-up / drop-off traffic operations for Sage Creek High School.
TASK 1 PROJECT MANAGEMENT AND
COORDINATION
Kendra Rowley, our Project Manager, will oversee day-
to-day operations, reporting directly to the City’s Project Manager and coordinating with the Outreach Lead, Kristin Haukom. Kendra will ensure the scope of services for this project is completed in a comprehensive and high-quality manner that is within budget and on schedule with support from Miguel Nunez and Matt Benjamin, who will serve
as strategic advisors and provide hands-on input and
direction to ensure the project’s success. Our team will also have support from several Fehr & Peers’ internal Research & Development groups, known as Discipline Groups (DGs):
Community Engagement DG, Complete Streets DG, and
Multi-Modal Safety DG. Each of the DGs keep up to date
on best practices and can serve as independent reviewers to provide feedback on our engagement, outreach, and
analysis approach.
Throughout the project, bi-weekly project check-in calls will provide an opportunity for active team members to provide updates on their respective work and to discuss any issues with the full project team. Fehr & Peers will provide agendas and minutes for each meeting.
TASK 1 DELIVERABLES
• Kick-off meeting with agenda and minutes.
• Bi-weekly check-in calls/meetings with agenda and
minutes.
• Monthly invoices and progress reports.
F: Innovation
19 PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8 ( ___ ___ )
TASK 2 LISTENING SESSION AND
WALKABILITY ASSESSMENTS
The Fehr &Peers team will facilitate up to four listening sessions, one for each of the project schools. The listening sessions for Aviara Oaks Elementary School and Aviara
Oaks Middle School might be combined based on school
and school district preferences. The purpose of the
listening session is to understand safety concerns and
discuss ways to promote active travel to school. Our project team includes a National Safe Routes to School Instructor who will use these listening sessions as an opportunity to reinforce SRTS strategies with participants. We propose a hybrid approach to these listening sessions, which means that the listening sessions will be held in-person and
concurrently online using a video conferencing platform, such as Zoom. This approach better accommodates the
way most people interact and respond to information and provides greater flexibility for participants’ schedules.
The listening sessions will be complemented by walking
audits around each project school using the predetermined route as shown in the City’s existing Suggested Route
Maps or other preferred route. The purpose of the walk
audits is to continue building relationships with project schools in order to create a culture of safe walking and biking for the school commute, listen to and record
participants’ concerns related to school travel safety, provide opportunities for the Carlsbad Police Department, the City, and other stakeholders to participate in SRTS strategies, and obtain information that will set the City up for scalable SRTS programs and projects. In addition, the project team will conduct pick-up or drop-off observations (depending on school and district preference) to better understand travel behaviors. We propose conducting these observations on the same day as walk audits (for example:
in the morning, 30-60 minutes before a scheduled walk
audit) as a budget and schedule sensitive approach.
We will work with the schools, school district, and
City to notice these activities through regular school
communication channels or other preferred and agreed
upon methods.
The Fehr & Peers team will summarize findings from this task into school site assessment memos, which will be used to inform the design recommendations in Task 3. These
memos will also ultimately be folded into the Safe Routes to School Plan for each school in Task 5.
TASK 2 DELIVERABLES
• Up to four (4) listening sessions with school stakeholders • Up to four (4) walk audits at project schools
• Up to four (4) pick-up or drop-off observations to better understand travel behaviors
• Up to four (4) school site assessment summary memos
The Fehr & Peers team will observe current drop-off and dismissal procedures at each school as part of Task 2.
Based on those observations, input received from the City and during listening sessions, and the collision and citation data reviewed in Task 5, we will recommend modifications to roadway infrastructure and regulatory signage to
improve traffic circulation and safety around each school.
Proposed changes will initially be shown schematically in a map-based format with symbols and callouts depicting
potential improvements. We have also reserved budget
to conduct traffic operations analysis at up to three
intersections, as needed to help the City determine their level of comfort with proposed changes. This could include signal timing adjustments (such as additional green time) to address queueing and congestion during pick-up/drop- off, adding a leading pedestrian interval with protected left turn phasing as part of a safety recommendation, or otherwise modifying the lane configurations to address
traffic flow.
Once the City has determined that they are comfortable
with a set of school area improvements, Fehr & Peers will prepare a detailed conceptual design drawing - developed in CAD to verify space constraints - for each school. The extents of these concept drawings will be based on how
we are able to provide sufficient detail. For example, for a longer roadway segment we may focus on a typical and/
or constrained block to provide detailed recommendations where they are needed the most. We have assumed we
will also include a detailed diagram for each of the main signalized intersections that provide immediate access to the schools, where we observed most of the congestion
during our initial field visits. The concept drawings will be paired with planning-level cost estimates. We will also identify appropriate educational materials to support these changes such as new drop-off and dismissal circulation
maps that could be distributed to parents and staff
TASK 3 CONCEPTUAL DESIGN AND
OPERATIONS ANAL YSIS
F
A
20 PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8 ( _ _ _ )
The Fehr & Peers team understands the importance of
school Crossing Guards to help students safely cross the street at key locations and remind drivers of the presence of pedestrians. Our team includes leaders in Crossing
Guard assessment, prioritization, and training. With this expertise, we will help the City develop a methodology to prioritize the quantity and locations of Crossing Guards at each school that meets the needs and constraints of the City, schools, and school district. Using this methodology, the team will conduct an analysis of current locations
of Crossing Guards and make recommendations for
maintaining, changing, or adding Crossing Guard
locations. The team will use the California School Crossing Guard Training Guidelines developed by the California
Department of Public Health and Caltrans to identify and assess Crossing Guard training needs. The Guidelines will be referenced and included as a resource in the Crossing Guard Prioritization Memo.
TASK 4 DELIVERABLES
• Crossing Guard Prioritization Memo
TASK 4 CROSSING GUARD ANAL YSIS A
We will use what we learn and develop during Tasks 2, 3 and 4 to develop tailored Safe Routes to School plans. Fehr & Peers will prepare a draft summary report for each school that includes:
• Site assessment summaries for each school, with key
issues and walk audit observations (developed in Task 2) • Collision and citation trends
• Programmatic recommendations
• Infrastructure recommendations, with conceptual
design drawings and planning-level cost estimates
(developed in Task 3)
• Before/After Mode Share Survey
• OPTIONAL: Graphic illustrating top routes to school,
using big data
Collision and Citation Trends: Fehr & Peers will take
advantage of the successful partnership between the
city and the Carlsbad Police Department to improve
multimodal safety during the current State of Emergency, by engaging with traffic officers to review collision and citation trends near the school to understand collision patterns. We will synthesize the collision and citation analysis and findings from the walkability assessments
to identify three to five action items for Carlsbad Police officers to support safe routes to school and school arrival/ dismissal traffic operations, such as targeted enforcement and directing traffic. Recommendations will include a focus on e-bike safety to/from Sage Creek High School and along College Boulevard. As part of this effort, we will organize up to two meetings with the Carlsbad Police Department
to review collision and citation data and review findings and recommended actions. These meetings can be
paired with the walkability assessments in Task 2 to avoid overwhelming the Police Department with requests.
Programmatic Recommendations: The project team
will prepare engagement, equity, encouragement,
education, and evaluation program recommendations to
complement the infrastructure recommendations. These
recommendations may include, but are not limited to: park and walk drop-off locations; walking school buses; bicycle trains; walk/bicycle to school days; and/or in-classroom pedestrian/bicycle safety and encouragement education.
Programs will be informed by outreach as described in Task 2 and will consider projects the City and school district will be implementing that may affect recommendations.
TASK 5 SAFE ROUTES TO SCHOOL
REPORTS
F
TASK 3 DELIVERABLES
• Conceptual design drawings for each school with
planning-level cost estimates, draft and final
• Operations analysis to test one alternative at up to three intersections
• New pick-up/drop-off circulation maps for each school 21 PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8 ( _ _ _ )
( __ _ )
Before/After Mode Share Survey: Lastly, Fehr & Peers will coordinate with each of the three schools to develop a pre- and post-project survey program to assess the mode shift impacts of non-infrastructure program implementation,
such as pedestrian and bicycle safety workshops and
rodeos, International Walk to School Day and Bike to
School Month. First, we will work with the schools to
collect “pre-project” baseline pedestrian & bicycle tallies.
We propose to use the standardized Student Travel Tally developed by the National Center for Safe Routes to School to align with national efforts around Safe Routes to School programs. The pre-project pedestrian and bicycle tallies could be gathered as part of the pick-up / drop-off field assessments to build on the relationships developed and momentum built around conducting these assessments.
Fehr & Peers will coordinate with each school to either administer the surveys, with district/principal/teacher approval, or have school staff/teachers administer the
survey, depending on school and district protocols. The post-project mode share survey would be gathered by
the schools themselves, after implementing any of the
programmatic recommendations to gauge the success,
by following the protocols developed and documented
during the baseline survey collection. The pre-project
survey results will be summarized in one report along with guidance for the post-project survey collection.
A draft summary report will be compiled and submitted
electronically to the City of Carlsbad for review and one round of consolidated comments. Comments will be
incorporated into a final summary report that can be
shared with the School District and each school.
TASK 5 DELIVERABLES
• Collision and citation review, including up to two
meetings with Carlsbad Police Department to review
collision and citation data and review findings and
recommended actions
• Draft Safe Routes to School Report for each school (4) • Final Safe Routes to School Report for each school (4) (OPTIONAL) Top Route Graphics: As an optional task, Fehr & Peers could use big data source Streetlight Data to assess demand and inform areas for improvement. Streetlight
Data is an on-demand mobility analytics platform that
provides valuable information including origin-destination analysis, top routes analysis, volume, trip time, trip length, speed distributions, and trip circuit. The information
produced from Streetlight can aggregate outputs for any desired month, days, and time of day for a select segment or zone. Fehr & Peers is one of the few private entities that has an enterprise license for this data, allowing us extensive access at a reduced rate compared to other
firms. StreetLight Data could be used in a variety of ways to conduct the following analyses in support of an SRTS program:
• Determine travel behaviors, origin-destination patterns, and key destinations to/from a selected school
• Assess walking and biking potential in the vicinity of a school based on trip origins/destinations; and
• Provide pre-pandemic and post-pandemic data on
select roadways
22 PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8 ( ) - - -
SCHEDULE
TAS KS APR MAY JUN JUL AUG SEPT OCT NOV
1 PROJECT MANAGEMENT AND COORDINA TION
1 Project Management and Coordination
2 LISTENING SESSIONS AND WALKABILITY ASSESSMENTS
2 Listening Sessions and Walking Assessments
3 CONCEPTUAL DESIGN AND OPERA TIONS ANAL YSIS
3 Conceptual Design and Operations Analysis
4 CROSSING GUARD ANAL YSIS
4 Crossing Guard Analysis
5 SAFE ROUTES TO SCHOOL REPORTS
5 Safe Routes to School Reports
5.1 Coordination with Carlsbad Police Department
5.2 Before/After Mode Share Surveys
2023
The proposed project schedule is detailed below. The exact timing of the walkability assessments (Task 2) will be based on school availability, but the graphic below illustrates an estimated schedule for each activity.
Denotes execution of activity, such as Walkability Assessment or Meeting with Carlsbad Police Department 23 PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8
6 COST ESTIMATE
Matt
Benjamin,
AICP , RSP1
Principal-in-
Charge
Kendra
Rowley, PE
Project
Manager
Miguel
Nunez, AICP
SRTS
Outreach
Advisor
Claude
Strayer, PE
Lead
Engineer/
Complete
Streets
Design
Expert
Shane
Russell, EIT
Design
Engineer
Ali Ahmadi,
EIT
GIS/Collision
Analysis
Andrew
Scher, EIT
Lead Traffic
Operations
Analyst
Tamara
Zdvorak
Graphics
Zoe Rashid
Accounting,
Project
anagement
Support
Kristin
Haukom
Project
Manager
Hannah
Day-Kapell
Principal-in-
Charge
Devan Gelle
SRTS
Specialist
Administra-
tion
Project
Coordinator
LABOR
HOURS
DIRECT
COSTS TOTAL TOTAL
HOURS TOTAL COST
TASKS $320 $220 $240 $235 $160 $160 $170 $180 $140 $230 $250 $120 $110 1 PROJECT MANAGEMENT AND COORDINA TION 1 PROJECT MANAGEMENT AND COORDINA TION $13,360
1.1 Project Management and
Coordination 18 22 4 2 1.1 6 52 $640 $13,360 52 $13,360 2 LISTENING SESSIONS AND WALKABILITY ASSESSMENTS 2 LISTENING SESSIONS AND WALKABILITY ASSESSMENTS $37,730
2.1 Listening Sessions and Walking
Assessments
6 8 3 16 2.1 4 72 8 64 4 185 $3,370 $37,730 185 $37,730 3 CONCEPTUAL DESIGN AND OPERA TIONS ANAL YSIS 3 CONCEPTUAL DESIGN AND OPERA TIONS ANAL YSIS $30,400
3.1 30% Conceptual Design Plans 6 16 18 70 3.1 14 124 $1,140 $23,970 124 $23,970
3.2 Operations Analysis and Outputs
for Appendix
1 2 14 3.2 2 19 $170 $3,590 19 $3,590
3.3 Pick-Up / Drop-Off Diagrams 1 2 1 6 3.3 3 1 14 $140 $2,840 14 $2,840 4 CROSSING GUARD ANAL YSIS 4 CROSSING GUARD ANAL YSIS $12,330 4 Crossing Guard Analysis 1 2 4.1 28 2 30 4 67 $590 $12,330 67 $12,330 5 SAFE ROUTES TO SCHOOL REPORTS 5 SAFE ROUTES TO SCHOOL REPORTS $27,010
5.1 Collision and Citation Trends,
Carlsbad PD Coordination
2 2 12 5.1 2 18 $160 $3,440 18 $3,440
5.2 Programmatic Recommendations 2 5.2 16 12 30 $280 $5,880 30 $5,880
5.3 Mode Shift Surveys and Summary 1 1 6 5.3 1 9 $90 $1,790 9 $1,790
5.4 SRTS Plans 8 16 2 4 24 5.4 16 7 77 $760 $15,900 77 $15,900 TOT AL FOR ALL T ASKS 44 71 8 22 70 16 68 TOTA L 19 37 116 10 106 8 595 $7,340 $120,830 595 $120,830 Optional Task - StreetLight Purchase 0 $300 $300 0 $300 Optional Task - Top Routes Analysis 1 1 20 22 $200 $4,140 22 $4,140 TOT AL (INCLUDING OPTIONAL T ASKS) $125,270
24 PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8
Matt
Benjamin,
AICP , RSP1
Principal-in-
Charge
Kendra
Rowley, PE
Project
Manager
Miguel
Nunez, AICP
SRTS
Outreach
Advisor
Claude
Strayer, PE
Lead
Engineer/
Complete
Streets
Design
Expert
Shane
Russell, EIT
Design
Engineer
Ali Ahmadi,
EIT
GIS/Collision
Analysis
Andrew
Scher, EIT
Lead Traffic
Operations
Analyst
Tamara
Zdvorak
Graphics
Zoe Rashid
Accounting,
Project
anagement
Support
Kristin
Haukom
Project
Manager
Hannah
Day-Kapell
Principal-in-
Charge
Devan Gelle
SRTS
Specialist
Administra-
tion
Project
Coordinator
LABOR
HOURS
DIRECT
COSTS TOTAL TOTAL
HOURS TOTAL COST
TASKS $320 $220 $240 $235 $160 $160 $170 $180 $140 $230 $250 $120 $110 1 PROJECT MANAGEMENT AND COORDINA TION 1 PROJECT MANAGEMENT AND COORDINA TION $13,360
1.1 Project Management and
Coordination 18 22 4 2 1.1 6 52 $640 $13,360 52 $13,360 2 LISTENING SESSIONS AND WALKABILITY ASSESSMENTS 2 LISTENING SESSIONS AND WALKABILITY ASSESSMENTS $37,730
2.1 Listening Sessions and Walking
Assessments 6 8 3 16 2.1 4 72 8 64 4 185 $3,370 $37,730 185 $37,730 3 CONCEPTUAL DESIGN AND OPERA TIONS ANAL YSIS 3 CONCEPTUAL DESIGN AND OPERA TIONS ANAL YSIS $30,400
3.1 30% Conceptual Design Plans 6 16 18 70 3.1 14 124 $1,140 $23,970 124 $23,970
3.2 Operations Analysis and Outputs
for Appendix 1 2 14 3.2 2 19 $170 $3,590 19 $3,590
3.3 Pick-Up / Drop-Off Diagrams 1 2 1 6 3.3 3 1 14 $140 $2,840 14 $2,840 4 CROSSING GUARD ANAL YSIS 4 CROSSING GUARD ANAL YSIS $12,330 4 Crossing Guard Analysis 1 2 4.1 28 2 30 4 67 $590 $12,330 67 $12,330 5 SAFE ROUTES TO SCHOOL REPORTS 5 SAFE ROUTES TO SCHOOL REPORTS $27,010
5.1 Collision and Citation Trends,
Carlsbad PD Coordination 2 2 12 5.1 2 18 $160 $3,440 18 $3,440
5.2 Programmatic Recommendations 2 5.2 16 12 30 $280 $5,880 30 $5,880
5.3 Mode Shift Surveys and Summary 1 1 6 5.3 1 9 $90 $1,790 9 $1,790
5.4 SRTS Plans 8 16 2 4 24 5.4 16 7 77 $760 $15,900 77 $15,900 TOT AL FOR ALL T ASKS 44 71 8 22 70 16 68 TOTA L 19 37 116 10 106 8 595 $7,340 $120,830 595 $120,830 Optional Task - StreetLight Purchase 0 $300 $300 0 $300 Optional Task - Top Routes Analysis 1 1 20 22 $200 $4,140 22 $4,140 TOT AL (INCLUDING OPTIONAL T ASKS) $125,270
25 PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8
Fehr & Peers reserves the right to change these rates at any time with or without advance notice. 2022-2023
(July 2022 through June 2023)
Hourly Billing Rates
Classification
Hourly Rate
Principal $240.00 - $375.00
Senior Associate $205.00 - $300.00
Associate $175.00 - $2 55.00
Senior
Engineer/Planner $160.00 - $215.00
Engineer/Planner $130.00 - $175.00
Senior Engineering Technician $150.00 - $215.00
Senior Project Accountant $170.00 - $190.00
Senior Project Coordinator $130.00 - $180.00
Project Coordinator $120.00 - $170.00
Technician $150.00 - $170.00
Intern $95.00 - $140.00
Other Direct Costs / Reimbursable expenses are invoiced at cost plus 10% for handling.
Perso
nal auto mileage is reimbursed at the then current IRS approved rate (58.5 cents per mile as of Jan 2022).
Voice
& Data Communications (Telephone, fax, computer, e-mail, etc.) are invoiced at cost as a percentage of project labor.
44 PSA23-2173TRAN
Exhibit "A" (Cont.)
DocuSign Envelope ID: FD624062-4BFB-4BD7-B96C-FA1A47CF58B8 FEHR 1' PEERS