Walk ʽN Rollers
Rev. 12-2022
CITY OF COSTA MESA
PROFESSIONAL SERVICES AGREEMENT
WITH
WALK ‘N ROLLERS, INC.
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 7 th day of November, 2023 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal corporation (“City”), and WALK ‘N ROLLERS, a California non-profit corporation. (“Consultant”).
RECITALS
A. City proposes to utilize the services of Consultant as an independent contractor to provide a bicycle safety education program for twenty schools within the City of Costa Mesa including e-bike safety and training on bicycle safety, riding, and maintenance, as more fully described herein; and
B. Consultant represents that it has that degree of specialized expertise contemplated within California Government Code section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and
C. City and Consultant desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D. No official or employee of City has a financial interest, within the provisions of sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:
1.0. SERVICES PROVIDED BY CONSULTANT
1.1. Scope of Services. Consultant shall provide the professional services described in City’s Request for Proposals, attached hereto as Exhibit “A,” and Consultant’s Proposal, attached hereto as Exhibit “B,” both incorporated herein.
1.2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement.
1.3. Performance to Satisfaction of City. Consultant agrees to perform all the work to the complete satisfaction of the City. Evaluations of the work will be done by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
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(a) Meet with Consultant to review the quality of the work and resolve the matters of concern;
(b) Require Consultant to repeat the work at no additional fee until it is satisfactory; and/or
(c) Terminate the Agreement as hereinafter set forth.
1.4. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant’s performance under this Agreement.
1.5. Non-Discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status, except as permitted pursuant to section 12940 of the Government Code.
1.6. Non-Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.
1.7. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant’s sole cost and expense.
1.8. Confidentiality. Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.
2.0. COMPENSATION AND BILLING
2.1. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit “C,” attached hereto and made a part of this Agreement. Consultant’s total 2 3
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compensation shall not exceed $149,967.00.
2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Consultant’s Proposal unless the City Manager or designee, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.
2.3. Method of Billing. Consultant may submit invoices to the City for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed, the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.
2.4. Records and Audits. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after termination of this Agreement.
3.0. TIME OF PERFORMANCE
3.1. Commencement and Completion of Work. Unless otherwise agreed to in writing by the parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.
3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, pandemics (excluding COVID-19), material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party (each, a “Force Majeure Event”). If a party experiences a Force Majeure Event, the party shall, within five (5) days of the occurrence of the Force Majeure Event, give written notice to the other party stating the nature of the Force Majeure Event, its anticipated duration and any action being taken to avoid or minimize its effect. Any suspension of performance shall be of no greater scope and of no longer duration than is reasonably required and the party experiencing the Force Majeure Event shall use best efforts without being obligated to incur any material expenditure to remedy its inability to perform; provided, however, if the suspension of performance continues for sixty (60) days after the date of the occurrence and such failure to perform would constitute a material breach of this Agreement in the absence of such Force Majeure Event, the parties shall meet and discuss in good faith any amendments to this Agreement to permit the other party to exercise its rights under this Agreement. If the parties are not able to agree on such amendments within thirty (30) days and if suspension of performance continues, such other party may terminate this Agreement immediately by written notice to the party experiencing the Force Majeure Event, in which case neither party shall have any liability to the other except for those rights and liabilities that accrued prior to the date of termination. 3 4
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4.0. TERM AND TERMINATION
4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of two years, ending on November 6, 2025, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. This Agreement may be extended by two additional one year periods upon mutual written agreement of both parties.
4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Consultant.
The termination of this Agreement shall be deemed effective upon receipt of the notice of termination. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City.
4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. In ascertaining the professional services actually rendered hereunder up to the effective date of termination of this Agreement, consideration shall be given to both completed work and work in progress, to complete and incomplete drawings, and to other documents pertaining to the services contemplated herein whether delivered to the City or in the possession of the Consultant.
4.4. Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of delivery of termination notice to Consultant, at no cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City’s sole risk and without liability or legal expense to Consultant.
5.0. INSURANCE
5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company admitted to do business in California, rated “A,” Class X, or better in the most recent Best’s Key Insurance Rating Guide, and approved by City:
(a) Commercial general liability, including premises-operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than One Million Dollars ($1,000,000.00) per occurrence, Two Million Dollars ($2,000,000.00) general aggregate. (b) Business automobile liability for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00) combined single limit per accident for bodily injury and property damage.
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(c) Workers’ compensation insurance as required by the State of California.
Consultant agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, agents, employees, and volunteers arising from work performed by Consultant for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.
5.2. Endorsements. The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions:
(a) Additional insureds: “The City of Costa Mesa and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of the Consultant pursuant to its contract with the City; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; automobiles owned, leased, hired, or borrowed by the Consultant.”
(b) Notice: “Said policy shall not terminate, be suspended, or voided, nor shall it be cancelled, nor the coverage or limits reduced, until thirty (30) days after written notice is given to City.”
(c) Other insurance: “The Consultant’s insurance coverage shall be primary insurance as respects the City of Costa Mesa, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of Costa Mesa shall be excess and not contributing with the insurance provided by this policy.”
(d) Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Costa Mesa, its officers, officials, agents, employees, and volunteers.
(e) The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
5.3. Deductible or Self Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention.
5.4. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement.
5.5. Non-Limiting. Nothing in this Section shall be construed as limiting in any way, the 5 6
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indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property.
6.0. GENERAL PROVISIONS
6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement.
6.2. Representatives. The City Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.
Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.
6.3. Project Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement.
Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City.
6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery, and (b) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.
IF TO CONSULTANT: IF TO CITY:
Walk ‘N Rollers
8800 Venice Blvd., Suite 301
Los Angeles, CA 90034
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (310) 204 - 4346 Tel: (714) 446- 1400
Attn: Jim Shanman Attn: Jennifer Rosales
Courtesy copy to:
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing
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6.5. Drug-Free Workplace Policy. Consultant shall provide a drug-free workplace by complying with all provisions set forth in City’s Council Policy 100-5, attached hereto as Exhibit “D” and incorporated herein. Consultant’s failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate termination of this Agreement by City.
6.6. Attorneys’ Fees. In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.
6.7. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California.
6.8. Assignment. Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City’s consent, no subletting or assignment shall release Consultant of Consultant’s obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement.
6.9. Indemnification and Hold Harmless. Consultant agrees to defend, indemnify, hold free and harmless the City, its elected officials, officers, agents and employees, at Consultant’s sole expense, from and against any and all claims, actions, suits or other legal proceedings brought against the City, its elected officials, officers, agents and employees arising out of the performance of the Consultant, its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by the Consultant, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of the Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected officials, officers, agents and employees based upon the work performed by the Consultant, its employees, and/or authorized subcontractors under this Agreement, whether or not the Consultant, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable.
Notwithstanding the foregoing, the Consultant shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Consultant’s Proposal, which shall be of no force and effect.
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6.10. Independent Contractor. Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.
Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.
6.11. PERS Eligibility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.
6.12. Cooperation. In the event any claim or action is brought against City relating to Consultant’s performance or services rendered under this Agreement, Consultant shall render any reasonable assistance and cooperation which City might require.
6.13. Ownership of Documents. All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from City’s use of such documents for other projects not contemplated by this Agreement or use of incomplete documents 8 9
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furnished by Consultant. Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other Project related items as requested by City or its authorized representative, at no additional cost to the City.
6.14. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code section 6250 et seq .).
Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code section 6254.7, and of which Consultant informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the Court.
6.15. Conflict of Interest. Consultant and its officers, employees, associates and subconsultants, if any, will comply with all conflict of interest statutes of the State of California applicable to Consultant's services under this agreement, including, but not limited to, the Political Reform Act (Government Code sections 81000, et seq.) and Government Code section 1090.
During the term of this Agreement, Consultant and its officers, employees, associates and subconsultants shall not, without the prior written approval of the City Representative, perform work for another person or entity for whom Consultant is not currently performing work that would require Consultant or one of its officers, employees, associates or subconsultants to abstain from a decision under this Agreement pursuant to a conflict of interest statute.
6.16. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant occurs, then Consultant shall, at no cost to City, provide all necessary design drawings, estimates and other Consultant professional services necessary to rectify and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction.
6.17. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.
6.18. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.
6.19. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.
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6.20. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.
6.21. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.
6.22. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.
6.23. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.
6.24. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.
6.25. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.
6.26. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.
6.27. Counterparts and Electronic Signatures. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement. Counterpart written signatures may be transmitted by facsimile, email or other electronic means and have the same legal effect as if they were original signatures.
6.28. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.
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IN WITNESS WHEREOF , the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.
CONSULTANT
__________________________________ Date: __________________________ Signature
__________________________________ ________________________________ [Name and Title] Social Security or Taxpayer ID Number
CITY OF COSTA MESA
__________________________________ Date: __________________________ Lori Ann Farrell Harrison
City Manager
ATTEST:
__________________________________
Brenda Green
City Clerk
APPROVED AS TO FORM:
__________________________________ Date: __________________________ Kimberly Hall Barlow
City Attorney
APPROVED AS TO INSURANCE:
__________________________________ Date: __________________________ Ruth Wang
Risk Management
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APPROVED AS TO CONTENT:
__________________________________ Date: __________________________ Brett Atencio Thomas
Project Manager
DEPARTMENTAL APPROVAL:
__________________________________
Raja Sethuraman
Director of Public Works
APPROVED AS TO PURCHASING:
__________________________________ Date: __________________________ Carol Molina
Finance Director
12 EXHIBIT A
REQUEST FOR PROPOSALS
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E
XHIBIT B
CONSULTANT’S PROPOSAL
31 City of Costa Mesa
RFP # 23-23 Bicycle Safety Education Program
July 6, 2023
32 8800 Venice Blvd. • Suite 301 • Los Angeles • CA 90034 • 310-204-4346 WALKMOREBIKEMORE.ORG
July 6, 2023
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Re: RFP # 23-23 Bicycle Safety Education Program for 20 Schools Dear Review Committee:
On behalf of Walk ‘n Rollers, I am proud to present this proposal in response to the Request for Proposals by the City of Costa Mesa. A bicycle safety program of this caliber will be transformative for the entire community. Our proposal strives to engage students, families and residents through safe cycling educational programming designed to influence change in transportation habits among the families of the target schools. Our efforts will focus on providing a wide range of education opportunities to Costa Mesa residents of all ages and the knowledge and enthusiasm to ride safely, and encourage others to do so as well.
We have assembled an expert team of professionals that are poised to meet the demands of this project and ensure efficien- cy, maximum engagement and creativity. Together, we have combined experience in education, encouragement, community outreach, curriculum development and delivery. Each partner brings a unique skill set to the project: Walk ‘n Rollers for project leadership, educational programming and student communications, Toole Design for curriculum and materials development.
Our recent experiences in Orange County, and Costa Mesa in particular, will allow us to ramp up the program quickly and efficiently. We have enjoyed a positive relationship with Newport-Mesa School District, including being granted an M.O.U. to present bicycle and pedestrian safety education to district schools during the 2022-23 school year, having worked with five of the twenty schools through the Orange County Safe Transportation Program (OC STEP) and partnering with City Council and Costa Mesa Police Department for a Walk & Roll Festival in May 2023 at Estancia High School that included an e-bike specific course and on street group rides.
Our collaborative approach and experience working with school districts, city staff and other stakeholders establishes a foun- dation from which to build future programs. This approach ensures we will energetically and effectively work with students at the target schools and provide the best possible learning experience and options for growth. We believe our experience and enthusiasm will exceed your expectations and produce results the residents of Costa Mesa deserve.
The terms of the proposal are negotiable. We are open to adjusting our scope of work. I will negotiate for the team if needed.
This proposal is a binding offer for 90 days. Our main office will oversee all programming for this project, located at 8800 Venice Blvd., Suite 301, Los Angeles, CA 90034
We are excited for the opportunity to work with your team in delivering first-class programming to promote and protect the health and safety of the children and residents of the City of Costa Mesa.
Sinceerely;
Jim Shanman
Executive Director
33 Table of Contents
Project Understanding 2
Approach, Methodology 2
Qualifications 3
Scope 4
Experience 7
Quality Assurance/Quality Control 8
Timeline 9
Appendex
Resumes
Vendor Application
Company Profile & References
Ex Parte Communications Certificate
Disclosure of Government Positions
Disqualifications Questionnaire
Bidder/Applicant/Contractor Campign Contribution
34 Walk ’n Rollers • Costa Mesa Bicycle Safety Education Program 2 PROJECT UNDERSTANDING, APPROACH &
METHODOLOGY
Strategy
As more families discover the benefits of cycling and the City of Costa Mesa works to build out a network of safer infrastructure, providing a comprehensive education program based at each school will be a key component towards success.
Reaching students at an early age is important to create a foundation for enthusiasm towards cycling as a viable transportation option. Howev- er, equally important is teaching students and families together how to safely cycle, including e-bike safety and bicycle maintenance, and take advantage of the new infrastructure, will be essential to building awareness and creating a more active, vibrant and mobile community.
Utilizing a multi-level education approach ensures that all age groups are reached in the target communities and that cycling is promoted as a healthy alternative and valid means of transportation.
Costa Mesa’s youth are in dire need of proper instruction, especially as it pertains to electric bicycles (e-bikes). For example, Childrens’ Hospital Orange County (CHOC) recently published a fact sheet on e-bike safety, listing Costa Mesa as one of the top five cities in Orange County for injuries. All age groups were included in the injuries with the highest concentration being 11-16 year olds.
Fortunately though, the causes listed are mostly avoidable with ap- propriate education and outreach.
Essential to the success of this program and addressing the most vital safety issues will be providing multiple levels of education to reach all residents regardless of their age and ability and leaving behind a community of both trained instructors and enthusiastic leaders. We will employ a unique combination of local advocates and businesses, trained instructors and curriculum specialists to tailor an education program to address Costa Mesa’s goals and priorities of providing safe cycling education to the greatest number of residents.
Further, our strategic combination of creating new, proprietary ma- terial, while also sourcing existing approved materials and utilizing established and proven methods for teaching bicycle safety will create an engaging and vibrant educational experience for all participants.
Developing and sustaining relationships with the Newport-Mesa Unified School District will provide strategic opportunities of efficiency. To this end, Walk ‘n Rollers’ recent M.O.U. with NMUSD (expired June 3, 2023) and track record with several of the target schools including Wilson, Pomona, Rea and Victoria Elementary Schools and Estancia High School, will help ensure a quick and smooth approach to school-based programming.
Our experience has shown that the greatest barrier to success with school-based education programs is coordination with the school district and scheduling with individual schools. To address this, it is imperative to include district representation every step of the way.
We propose adding a task force that meets at least quarterly with representation from the City, Newport-Mesa Unified School District (NMUSD), our team and local advocates to help expedite scheduling.
We recognize the urgency of this program and the City's anticipation of completing the program within one year, and are willing and able to work toward that goal.
We caution however that developing effective curriculum and efficiently scheduling 40 classes at 20 schools and six community Smart Cycling Classes may take longer than anticipated. To ensure success of the program, we propose starting with pilot schools in the Spring semester 2024 and expanding the program to the remaining schools in the 2024- 25 school year allowing completion of all tasks with one school year.
Working with schools we have a history of programming with, such as Wilson and Victoria Elementary Schools and Estancia High School, we can quickly enter into conversations regarding scheduling and program- ming. This will allow for the structure and materials to be tested, reviewed and revised to ensure maximum success with the majority of schools. It will also for an entire school year for scheduling and delivery, while also allowing time for the other target schools to become familiar with the program and property schedule events in a timely manner.
Approach and Methodology -
Our approach is based on a tiered, multi-level educational experience to ensure maximum exposure to the greatest number and age-range of participants. Rather than provide only school-based opportunities, we are proposing a series of classes aimed to educate children at school, families in the school communities and adults throughout the City with opportunities to become future instructors and leaders. Not relying solely on school- based activities, will also allow us to expedite scheduling of classes.
For Phase I, we will develop an instructional guide to accompany the League of American Bicyclists (LAB) materials. This guide will provide an overview of how to effectively deliver bicycle safety programming for children, teens and adults. Additionally, it will specifically address age-appropriate material and e-bike safety considerations. The guide will include scripts for instructors to follow and clear guidelines on how to recruit and train a team of volunteers for delivering workshops.
Phase II will rely heavily on a variety of currently available educational resources, including LAB’s Smart Cycling Manual (Instructors) and Quick Guides ( students) and AAA materials focused on bicycle safety.
Additionally, we will develop customized PowerPoint presentations for use in Phase III, and other materials such as videos and customized materials to demonstrate safe cycling behavior.
Phase III will focus on offering a diverse range of workshops at differ- ent levels. Each school will host two activities, resulting in a total of 40 classes, as specified in the Project Scope of Services. The workshops will consist of a Kids Bike Skills Workshop and Family Safe Cycling 35 Walk ’n Rollers • Costa Mesa Bicycle Safety Education Program 3 Workshop (4 hours). In addition, six (6) Adult Smart Cycling Class (6-8 hours) are included. Additionally, the Smart Cycling Class will incor- porate a train-the-trainer component, allowing P .E. teachers and local advocates interested in teaching workshops to partake in lessons designed to lead programming throughout this program and into the future. This class will serve as the prerequisite for LAB’s LCI Seminar.
We also recommend adding an LCI Seminar at the conclusion of the program to establish a team of qualified LCIs to facilitate future class- es and workshops (additional cost if desired).
QUALIFICATIONS, ORGANIZATION & KEY STAFF
EXPERIENCE:
Walk ’n Rollers is a grass-roots, non-profit organization focused on Safe Routes to School programming. We have provided Safe Routes to School programming, including bicycle safety education, to a diverse range of regions and cities including: Placentia, Santa Ana, Pico Rivera, Oxnard and Culver City. Additionally, our recently completed Orange County STEP Program in conjunction with OCTA included Costa Mesa, Anaheim, Westminster and Santa Ana.
Primarily utilizing League Cycling Instructors (LCI) our instructors are particularly experienced in working with children and adults alike.
Our team has created curriculum, taught LAB-based classes, Kids Bike Skills Workshops and rodeos and school-based bike skills activities.
Since 2010, we have overseen and implemented city-wide SRTS programs in Culver City, Pico Rivera and Moreno Valley, orchestrated comprehensive bicycle and pedestrian education programs in Santa Ana and Oxnard and hosted hundreds of pedestrian and bicycle education events including Kids Bike Skills Courses and Workshops, Group Rides, open streets events and walk audits. Along the way we have collaborated with local government and school districts alike as well as organizations such as SCAG, Metro, OCTA, CicLAvia, National Parks Service, YMCA and Bike LA.
Executive Director and Founder Jim Shanman’s experience as a parent and Culver City’s Safe Routes to School Coordinator, provides Walk ’n Rollers with a SRTS expert and community champion who relates well to children and parents alike. As the SRTS Coordinator, Jim brings an understanding of how to build bridges between City Hall and School Districts and move projects forward in a collaborative process. As a League Cycling Instructor (LCI), Jim’s teaching experiences under- scores Walk ‘n Rollers’ commitment to providing quality education ex- periences in all of Walk ‘n Rollers’ activities. Walk ’n Rollers’ Executive Director, Jim Shanman will serve as Project Leader. Jim is also an LCI who has taught over 100 bicycle safety classes of all levels in numer- ous cities and school districts.
Our Lead Instructor, Brenda Yancor brings to our team over 10 years of instructional experience as an LCI. She has worked alongside administrators at LA Unified School District to develop bike handling skills curriculum for middle school teachers and students, managed the extension and implementation of government contracts during Covid lockdown, switching from field based education to remote and created unique, interactive curriculum on bike handling skills, safety basics, as well as maintenance and mechanics.
We utilize QuickBooks for all our accounting and job tracking tasks.
Through QuickBooks, we are able to accurately track staff and consul- tants’ time, all materials, invoicing and any other job related costs and expenses.
Principal: Jim Shanman, LCI, Time commitment: 10%
Lead Instructor: Brenda Yancor, LCI, Time commitment: 25% Administrative assistant: Chinnaly Sayarath, Time commitment: 10% Toole Design has been a leader in the national Safe Routes to School (SRTS) movement for two decades. One of our earliest projects was a SRTS pilot program that pre-dated federal SRTS funding. We went on to prepare guidance for $612 million in federal SRTS funding and assisted in establishing the National Center for Safe Routes to School.
Since then, we have served hundreds of schools throughout the Unit- ed States, working with state and local transportation departments, school boards and districts, parents, administrators, families, and students. We have outstanding experience in planning and engineer- ing, program development and management, policy and curriculum development, and program evaluation.
Best Practice Research and Curriculum Development
Toole Design has supported the development of child pedestrian and bicycle safety curricula, both at the national and state level. Our work in- cludes the National Highway Traffic Safety Administration (NHTSA) Child Pedestrian Safety Curricula, Federal Highway Administration (FHWA) Pedestrian Safer Journey and Bicycle Safer Journey, Seattle School Road Safety Action Plan, and Maryland Pedestrian and Bicycle Safety Education Curriculum. As a component of each of those projects, Toole Design con- ducted best practice research to identify new or more effective approach- es to child safety education. We will incorporate lessons learned from past research and analysis, and we have the experience to efficiently identify and assess any new materials that are necessary.
Curriculum Development: Diane Lambert, Time commitment: 10% Instruction Lead: Trevor Lien, LCI, Time commitment, 10% Curriculum Support: Sonia Haeckel, Time commitment, 10% 36 Walk ’n Rollers • Costa Mesa Bicycle Safety Education Program 4 Organizational Chart
SCOPE OF SERVICES
Our proposal is based on providing a variety of educational opportu- nities to the widest possible audience, allowing for adaptability and flexibility to be as accommodating to school schedules and communi- ty engagement opportunities as possible. Our multi-tiered education approach will help reach the maximum amount for students while also connecting with stakeholders throughout the target schools’ communities.
PHASE I
Develop Educational Curriculum Geared Toward a School-aged Audience
Establishing a baseline curriculum to support this education program will be crucial to the program’s success and instrumental in establish- ing a toolkit to support long term sustainability.
As recognized by the City, multiple quality resources exist that could serve as the base for this new curriculum; there is no need to reinvent the wheel. Using information from our team's local and national experience as well as existing LAB materials, we will create a versatile curriculum appropriate for school-aged audiences from elementary to high school level.
Toole Design will work with the City and Newport Mesa Unified School District staff to determine the best structure and approach for the cur- riculum and submit draft and final curriculum deliverables, including a coordination guide, instructor guide, and teaching tips, detailed lesson plans, and skills training course diagrams, and resource and materials lists.
Our goal is to create effective yet practical safety training materials that support the development of key age-appropriate safety skills in children while accommodating the realities of the school day. To this end, we will work closely with the City and Newport Mesa Unified School District staff specifically to discuss influential factors, such as anticipated time commitment for schools, to design a curriculum and approach that is custom designed for the schools.
All curriculum will cover a wide variety of materials from beginner to advanced and include rules of the road, bicycle commuting, personal safety, helmet fitting and usage, basic bike maintenance and essential bike handling and road riding skills, e-bike safety and other elements as appropriate and include both classroom and road skills models where applicable. Instructors will also have access to pre-developed scripts to facilitate their teaching, alongside guidelines on how to recruit and prepare a team of volunteers for conducting workshops.
Deliverables:
• Instructional Guide
• Adapt
able curriculum for Elementary, Middle and High School
Cour ses
• PowerPoint presentations to use in Family Safe Cycling Workshops and Adult Smart C
ycling Classes
• Instructional Guide
•
Adaptable curriculum for Elementary, Middle and High School Cour
ses
• PowerPoint presentations to use in Family Safe Cycling Workshops and Adult Smart C
ycling Classes
PHASE II
Develop Training Materials for Bicycle Safety Education Classes Phase II will lean heavily on currently available materials, including LAB’s Smart Cycling Manual (Instructors) and Quick Guides ( stu- dents), AAA materials on bicycle safety. Other material will include customized PowerPoint presentations for use in Phase III and (option- al) localized videos demonstrating appropriate safe cycling behavior.
In order to maximize budget and efficiency, we will utilize a combina- tion of materials that include designing proprietary materials, custom- izing/branding readily available materials, and acquiring pre-made, off the shelf materials. Creating an extensive toolkit of materials will serve as a cornerstone to the program’s success and provide the necessary information for the City to continue to offer educational opportunities.
Our team has years of experience creating original material for Safe routes to School programs. From designing promotional materials to creating classroom-appropriate educational videos and utilizing social media platforms to expand messages. Our approach is to be as cost effective as possible, creating original material to have the most impact when appropriate and utilizing off the shelf items for bulk items where custom printing for students at 20 schools is not feasible or efficient.
There is a plethora of materials currently available from a variety of sources that would support our approach. LAB for example, is Diane Lambert
Trevor Lien
Sonia Haeckle
Lead Instructor
Brenda Yancor
Administration
Chinnaly Sayarath
Project Manager
Jim Shanman
37 Walk ’n Rollers • Costa Mesa Bicycle Safety Education Program 5 an excellent source for classroom materials for both instructors and students to support the higher level classes. The Auto Club of Southern California (AAA) maintains a substantial library of free safety education materials that covers helmet safety, general bicycle safety and e-bike safety and is an excellent source for large quantities of en- try-level materials. ImSafe.com boasts an extensive library of bicycle safety material in multiple languages and customizable materials, providing activity books and classroom appropriate materials that can be branded for the program.
A schedule of items outlining which will be created and which will be procured will be presented to the project team for review, input and approval. It is imperative that any original materials be created with quality and sustainability in mind. Any such items will likewise be sub- mitted for review and approval to ensure they meet the City’s goals and accurately reflect their ideals.
Deliverables:
• Educational Materials for approximately 7,400 elementary students • Educational Materials for approximately 2,500 middle school students •
Educational Materials for approximately 4,000 high school students • Student materials for 20 Family Safe Cycling Workshops • St
udent materials for 6 Adult Smart Cycling Workshops
• 7,600 r
eflective armbands
• 312 Helme
ts
• 312 Bik
e Lights
• 240 L
AB Quick Guides
• 72 L
AB Smart Cycling Manuals
• 11,000 Activity Books (element
ary + middle school)
PHASE Ill
Conduct Bicycle Safety Education Classes Using Trained
Instructors at 20 Schools.
Phase III will provide multiple levels of workshops and classes as described above in Phase I. Each school will host three activities for a total of 60 classes: One (1) Kids Bike Skills Course or Workshop; one (1) Family Safe Cycling Workshop (4 hours) and one (1) Adult Smart Cycling Class (6 hours). The Smart Cycling Class will also include a train-the-trainer component for local advocates interested in teaching workshops and will serve as the prerequisite for LAB’s LCI Seminar.
Effective coordination and collaboration with Newport-Mesa School District to set schedules, distribute materials and ensure a smooth process will be an important element in delivery of this task. Walk ’n Rollers has a positive and ongoing relationship with both the District and several of the target schools. We do not anticipate large delays in being able to connect with and begin scheduling programming.
Approved materials will be delivered to schools for advance distribu- tion prior to workshops, including promotional materials. This will help ensure that all students receive educational materials regardless of availability to participate in any programming. All materials will be available for the City to promote and distribute to the best of their ability, including online and through social media.
In each class, students will receive educational materials and safety equipment as incentive to participate:
• Kids Bike Skills Workshops: Reflective armbands, educational Activity books and safety brochures
• Teen Bike Skills Workshops: Reflective armbands, educational activity books and safety brochures
• Family Safe Cycling Workshops; Reflective armbands, Helmet, bike lights, LAB Quick Guide
• Adult Smart Cycling Class: Reflective armbands, Helmet, bike lights, LAB Smart Cycling Manual
We are also recommending adding an LCI Seminar to be delivered at the culmination of the program with the goal of leaving behind a stable of LCIs to teach future classes and workshops. Students will receive a reflective armband, helmet, bike lights, LAB Smart Cycling Manual.
Classes will be structured as follows;
Option 1: After School Bike Skills Workshops
Students will be invited to participate in an after school program that will cover helmet fitting, essential bike safety rules, and a skills course to put those lessons into practice. Older students will learn the ABC Quick Check and participate in specialized activities - like our ABC Quick Check Relay - to reinforce lessons learned. Inviting children to bring their bikes to school and utilizing our fleet of bicycles, scooters and demo helmets, we can reach over 100 students in an afternoon.
Option 2: Walk + Roll Days During PE
Presenting Walk +Roll Days during PE will ensure every student is reached at this level. Our Walk + Roll Days will cover essentials of bicycle safety, including helmet fitting, ABC Quick Check and essential rules of the road, including pedestrian safety.
This option however requires access to a fleet of 50 bicycles of multiple sizes to ensure all students are able to participate. This will require an additional investment from the City in acquiring a fleet of bicycles, scooters and safety equipment and means to transport (i.e. trailer) to each school as needed.
Middle and High Schools
To ensure the maximum of students participate, we recommend safety instruction during PE. Over the period of two days per school, students with bicycles or scooters will be invited to participate in a special Bike Skills Day that will cover essentials of bicycle safety, including helmet fitting, ABC Quick Check and essential rules of the road, hazard avoidance and e-bike safety instruction.
As an alternative, this class could be offered after school or as a week- end event.
38 Walk ’n Rollers • Costa Mesa Bicycle Safety Education Program 6 To ensure the inclusion of all students, however, will require an addi- tional investment from the City to acquire a fleet of bicycles, scooters and safety equipment and means to transport (i.e. trailer) to each school as needed.
Family Safe Cycling Workshops
Our Family Safe Cycling Workshops are fun, engaging and entertain- ing. Designed for families at each target school to learn safe cycling together, this class is intended to build a cycling culture at each school. Coupled with the Kids Bike Skills Workshops, students will have multiple opportunities to learn to safely ride with confidence and understand the value of cycling as a healthy alternative.
By using various modules, multi-modal learning techniques and interactive games - such as Ride Prep Jeopardy - students learn safe cycling essentials. The class includes creative classroom time, on bike skills drills and a short group ride in the surrounding communi- ty (when applicable) to put into practice lessons learned. Together, participants learn bicycle safety essentials including bike selection and fitting, Helmet Fitting, ABC Quick Check, Rules of the Road, Scan- ning/Signaling techniques, Sidewalk Safety, Riding with children and E-Bike essentials and basic bicycle maintenance. All classes are led by an LCI and can be taught after school or on weekends depending on what works best for each school community.
Adult Smart Cycling Classes
The Adult Smart Cycling Class is a comprehensive bicycle safety course. Using existing LAB curriculum, this class teaches students everything they need to know to be better, safer, smarter cyclists and serves as the prerequisite to the LAB LCI Seminar for those wishing to further their education and/or teach future classes.
Designed for adults at each target school, the Adult Smart Cycling Class can also be opened to the general public. This eight-hour course includes classroom time, on bike skills drills including emergency maneuvers, and a road ride to put into practice lessons learned. Par- ticipants learn bicycle safety lessons from bike selection and fitting, Helmet Fitting, and ABC Quick Check, to Rules of the Road, Scanning/ Signaling, gear shifting, emergency maneuvers (avoidance weave, rock dodge, quick stop and quick turn), E-Bike essentials and basic bicycle maintenance.
Further, to develop future community leaders, a train-the-trainer module will be included to encourage PE teachers and community stakeholders to host and teach future classes going forward.
All classes are led by an LCI and can be taught in a variety of ways:
One, eight hour day; two, four hour days, hybrid version of online and in-person. This course can also be offered in Spanish.
LCI Seminar - Optional
To improve sustainability and create next generation advocates, we are recommending adding an LCI Seminar to this program to be con- ducted in the final months of the grant period. An LCI (League Cycling Instructor) Seminar is hosted by the League of American Bicyclists and led by our staff, to build on what the students have already learned to teach them HOW to teach bike safety instruction. This three-day sem- inar fully prepares the students to actively teach in the community.
Successful graduates of the seminar are then certified as LCIs by the LAB. The Seminar will provide Costa Mesa with new safety education leaders to continue the progress of this program.
Deliverables:
• 15 Kids Bike Skills Workshops at Elementary Schools
• 5 T
een Bike Skills Workshops at Middle and High Schools
• 20 F
amily Safe Cycling Workshops
• 6 Adult Smart C
ycling Classes w/ Train-the-Trainer components
• 1 L
CI Seminar (optional)
39 Walk ’n Rollers • Costa Mesa Bicycle Safety Education Program 7 EXPERIENCE AND RECORD OF SUCCESS ON
SIMIL
AR PROJECTS
Project Lists
Culver City Comprehensive SRTS program, 2014 - present: 7 schools including development of curriculum and training of PE teachers in pedestrian safety, LAB-based bicycle safety classes, group rides, numerous community-based bike safety events, community-based safety campaigns, regular, ongoing promotion and outreach efforts to maximize participation and awareness. Contact, Gabe Garcia, Senior Transportation Planner, 310-253-5633, [email protected] Oxnard SRTS Program, 2022-present: Education and encouragement activities with up to 20 schools (Phase I + Phase II). To date, activities have included conducting 2 days of middle school bicycle safety edu- cation and pedestrian safety assemblies and classroom presentations at four elementary schools. Debbie O'Leary, 805-200-5283, debbie. [email protected]
OC Safe Transportation Education Program (STEP), 2020-2023: On a team with education and encouragement facilitation for up to 25 schools, including coordinating safety curriculum for training videos to meet CA education standards, as well as a pilot e-bike training course. All eight schools we were tasked with conducted walk to school days, pedestrian safety assemblies and school-based Kids Bike Skills Workshops. Contact: Kristin Haukom, Planning Associate, Alta Planning + Design , 619-987-7977; [email protected] Orange County Pedestrian and Bicycle Safety Program, 2019: Pedes- trian and Bicycle Safety Education and Outreach in multiple cities throughout the county, including leading a series of Smart Cycling Classes and LCI Seminar. 500 helmets and sets of bike lights were distributed, 2,000 pedestrian reflectors and safety information were distributed to transit users, eight Safe Cycling Classes and one LCI Seminar were conducted during the six-month program period throughout the County. Contact: Paul Martin, 949-697-7840; pmartin@ markthomas.com
Moreno Valley SRTS Program, 2019-2020: Comprehensive SRTS program, 11 schools. This comprehensive SRTS program connected with 11 schools revolving around recent safe routes infrastructure implemen- tation. Separate engagement programming was developed for the ele- mentary, middle and high schools to educate families on the values of active transportation and provide encouragement activities to increase the numbers of kids walking or biking to school and improve safety. The program included walk to school encouragement activities, community bike skills activities and a high school developed PSA. COVID restric- tions forced the program to pivot to online and contact-free activities.
Contact: Quang Ngyuen, [email protected]
Santa Ana Bicycle Education, 2018: Delivered a series of safety classes and retraining courses for area LCIs. Contact: Cory Wilkerson, Principal Traffic Engineer, City of Anaheim, 661-313-8062, [email protected] Lennox Bicycle and Pedestrian Safety Education: 2017-2020, extensive bicycle and pedestrian safety education programming on campus during PE at five elementary schools.
Pico Rivera SRTS Program, 2014 - 2015: Comprehensive SRTS program at 11 schools over two years. Included was extensive school outreach, bicycle and pedestrian safety education and guidance in hosting Walk to School Days.
Alameda County Transportation Commission Safe Routes to School Program, Alameda County, CA: Toole Design’s role on the Alameda SRTS includes overall program management and implementation for schools and is responsible for the oversight of a team of non-profit site coordinators who provide programmatic support to schools to im- plement ongoing Walk and Roll to School days, large events, training and classes, and other activities. The Toole Design and site coordi- nator team is also responsible for the recruitment of new schools and school champions, who implement the program at schools and track performance measures. We also lead efforts to develop com- munication and outreach materials and newsletters; assess current school-level and district-level policies; develop curriculum to better integrate the SRTS program at schools; and conduct ongoing events at individual schools and across Alameda County.
Safe Routes to School Curriculum Toolkit & Content Development and Program Analysis and Evaluation, Philadelphia, PA: Toole Design aligned the City’s Safe Routes to School program, Safe Routes Philly, with its Vision Zero program and revamped Philadelphia’s child safety educa- tion program to include age-appropriate educational resources and safety messages for elementary and high school students. As part of this effort Toole Design developed bicycle and pedestrian safety lesson plans and teaching materials for students in grades K-1, 2-3, and 4-5, parent/caregiver tip sheets to reinforce core pedestrian safety lessons and encourage practice at home, a Safe Routes Philly Activity Book, which is designed for children ages 8-11 and aimed at reinforcing an understanding of critical safety lessons for independent walking and bi- cycling, a Do-It-Yourself Traffic Garden Guide for pop-up and temporary installations, high school transportation lessons that introduce more complex thinking on historical transportation practice and how com- munity transportation systems are designed and Safe Routes to School Video Storyboards to guide the future development of short videos to relay safety messages and encourage walking and bicycling. 40 Walk ’n Rollers • Costa Mesa Bicycle Safety Education Program 8 Orange County Safe Routes to School Action Plan | Orange County, CA, Toole Design led the development of Orange County’s first-ever Safe Routes to School Action Plan that involved coordinating a coun- ty-wide stakeholder and community engagement process, working directly with Orange County school districts and schools, develop- ing a multi-pronged communications campaign for the Action Plan project, including developing a website, overseeing social media, and publishing newsletters and project updates, led 10 walk audits at the top prioritized schools and piloted a Safe Routes to School toolkit de- ployment. We also led the development and facilitation of a county- wide Stakeholder Advisory Committee, managing over 50 committee members through a participatory strategic planning process.
Anne Arundel Safe Routes to School Safety Training | Anne Arundel County, MD, Toole Design is working with Anne Arundel County to de- velop infrastructure recommendations at 17 elementary schools and pilot a safety training program at 10 of them. To develop lesson plans for the bicycle and pedestrian safety training program, Toole Design staff is working closely with a small committee comprised of county staff, school district physical education teachers, and bicycle advo- cates. This has allowed us to tailor a program and lesson structure that would fit within the school’s elementary school education and logistical needs, while also being realistic to implement: Pedal Power Kids, a small non-profit organization, will be piloting the safety train- ing program at Anne Arundel County Public Schools in September and October of 2023.
The pedestrian safety lessons are designed for very young children in kindergarten through second grade, and rely on reading and an ac- companying felt board activity, followed by a walk outside to practice safety skills. The bicycle safety lessons were conducted entirely within the school gymnasium and will cover helmet safety, stopping and starting, entering the road, and looking over the shoulder. The lesson structure can be adapted and implemented for all 90+ schools in the school district over the course of a 3-year rotating schedule.
QUALITY ASSURANCE/QUALITY CONTROL:
Walk ’n Rollers and Toole Design have distinguished track records of working on highly complex and successful projects that satisfy project goals, timelines and established budgets. Key to this success is clear and consistent communications amongst all partners and team mem- bers. Regular meetings, well documented with follow up notes and task lists help all stakeholders stay abreast of project activities with an aim to avert problems before they arise. Our proposed Task Force, in addition to monthly team meetings, will allow for opportunities for input every step of the way.
Project milestones, goals and progress will be tracked in a bar chart accompanied by a deliverables schedule and timeline updated regu- larly. All program materials will be saved online and accessible by all appropriate stakeholders.
Program Administration
Work Plan
Walk ’n Rollers will lead all program administration, contracting, and quality control. At the start of the program year, we will develop a detailed work plan and production schedule that clarifies roles and responsibilities, shows review and revision timelines, and tracks prog- ress towards goals. We will review the work plan with the City of Costa Mesa Project Manager during ongoing check-in meetings. We will de- velop a quality assurance/quality control (QA/QC) procedure to ensure that work completed by our subconsultant meets our high standards for quality. Walk 'n Rollers will prepare monthly invoices and progress reports that shows tasks and deliverables completed, budget status for all tasks, and direct expenses spent. The Walk 'n Roller Team will complete twice annual contract performance assessments.
Walk ’n Rollers takes great strides to provide an efficient and productive Work Plan. All team members are in constant communication internally and with stakeholders to insure we are meeting the projects goals and timelines. Each project is assigned a specific job number that allows us to easily track time and expenses internally. Weekly internal staff meetings on all Walk ’n Rollers’ projects allows us to make adjustments and shift re- sources as necessary to where they are needed most and avert potential crises. Monthly team meetings and open communications throughout the project’s duration allow us to receive input from all team members on all tasks further allowing us to adapt as the project changes.
Quality Control
Walk ’n Rollers is proud of our track record on delivery of high quality, highly effective programming. Executive Director Jim Shanman is involved in most stages of planning and delivery of each task insur- ing a consistent level of quality throughout the project. Our regular meetings and on-site management keep us on task and on target.
Simply put, we aim for our best at every stage of every task, from the first stakeholder meeting to the final project report, from community events to education programming.
Cost Control
Walk ’n Rollers utilizes QuickBooks, an accounting system which allows us to track and report on every job at Walk ’n Rollers. Once information is input we can easily generate reports that include staff hours, expenses and receivables. Knowing how complicated projects can be, we maintain extensive spreadsheets for easy tracking of job details and refer to them regularly to make sure we are on budget ev- ery step of the way. For example, for our project in Culver City (4 years $500,000), we maintained spreadsheets that tracked all expenses for 34 tasks as well as the monthly expense report required by CalTrans. 41 Walk ’n Rollers • Costa Mesa Bicycle Safety Education Program 9 WnR Project Timeline: Cotsa Mesa Bicycle Safety Education WnR Project Timeline: Cotsa Mesa Bicycle Safety Education WnR Project Timeline: Cotsa Mesa Bicycle Safety Education 2023
2023
2024
Project Schedule
Key Party
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
June
July
Aug
Sept
Oct
Nov
Dec
Jan
Feb
Mar
April
May
June
July
Meetings, Coord
Phase I
Phase II
Phase III
(Recommended)
Recommended
Optional
Quality Assurance and Control
LCI Seminar - OPTIONAL
Summary Report
Kickoff
WnR
Monthly Team Meetings
WnR
Quarterly Task Force Meetings
Curriculum Development
T oole
Curriculum Approval
T oole
Curriculum Revise, Finalize
T oole
WnR
Procurring materials
WnR
Rollout of Classes (1 yr timeline)
WnR
Pilot Programs
WnR
Rollout of Classes (
)
WnR
LCI Seminar (
)
WnR
Planning, coordination
WnR
Invoicing
WnR
Reports
Planning
WnR
Hosting
WnR
Data Collection
WnR, Toole
Summary Report
WnR
Coord w/ City and District on material p
WnR
42 Walk ’n Rollers • Costa Mesa Bicycle Safety Education Program 10 43
EXHIBIT C
PROPOSED FEE AGREEMENT
44 Walk 'n Rollers Fee Proposal
Costa Mesa: BICYCLE SAFETY EDUCATION PROGRAM FOR TWENTY SCHOOLS RFP NO. 23-23 Optional Items
Task
Walk 'n Rollers Tool Design Materials
Lead Instructor Total Cost
Hourly Rates $150.00 HRS $100.00 HRS $75.00 HRS $50.00 HRS $220.00 HRS $175.00 HRS $160.00 HRS $120.00 HRS Administration/Meetings
PHASE Ill - Conduct Bicycle Safety Education Classes Using Trained Instructors at 20 Schools.
Total Hrs
Total Project Cost Estimate Walk N Rollers Labor Cost: $86,925.00 Toole Design Labor Cost: $31,700.00 $149,967 Jim Shanman Chinnaly Sayarath
Administration $300.00 2 $0.00 $1,800.00 $220.00 $640.00 Team Meetings, Monthly, 18 months $1,350.00 9 $900.00 9 $700.00 $640.00 $1,350.00 9 $900.00 9
$300.00 $600.00 $100.00 $220.00 $350.00 $800.00
$300.00 $200.00 $100.00 $350.00 $800.00
$300.00 $200.00 $100.00
$300.00 $220.00 $1,050.00 $2,560.00 $1,920.00
$300.00 $220.00 $1,050.00 $1,600.00 $480.00
$23,220.00
$450.00 $1,500.00 $500.00 $440.00 $700.00 $640.00 $240.00 $450.00 $1,500.00 20 $440.00 2 $3,500.00 20 $5,440.00 34 $6,480.00 54 $450.00 3 $500.00 $28,342.00
$51,572.00
$1,500.00 10 $650.00 $375.00 5 $500.00
$33,200.00 $33,375.00
$600.00 $1,100.00 $375.00 $500.00
$75,175
Task Force Meetings, every other month, 9 months (combined with Brenda Yancor Imelda Romero Diane Lambert Trevor Lien Sonia Haeckel 36 1 4 $2,960.00
4 $3,590.00
$2,250.00
$2,370.00
$1,750.00
$600.00
$6,050.00
$3,650.00
$4,470.00
$17,810.00
$29,292.00
$3,025.00
$66,575.00
Outreach, Promotion 4 11 5 10 $2,575.00
$3,000.00
53 378 495 46 7 40 82 76
$7,950.00 $37,750.00 $37,125.00 $4,100.00 $1,760.00 $7,700.00 $13,120.00 $9,120.00 $31,342.00 Activity Books from I'm Safe for elementary and Middle School 15,000 Costa Mesa Bicycle fleet (50 bikes, scooters, signs, cones, + Trailer) 15,000 Instructional and/or promotional videos 10,000
Project Lead
PHASE I: Develop Educational Curriculum Geared Toward a School-aged Audience.
PHASE II: Develop Training Materials for Bicycle Education Classes Total Costs
Instructors/Staff Administrative Asst. Principal Project Assistant Toole Project Lead Graphic Designer Total Phase I
Total Phase II
Total Phase III
check
4 Curriculum Development: Kids Bike Skills 2 6 2 1 2 5
Curriculum Development: Family Safe Cycling 2 2 2 2 5
Curriculum Development: Adult Smart Cycling 2 2 2
Design, Production of materials (materials list TBD) 2 1 6 16 16 Finalization, approvals, print production (materials list TBD) 2 1 6 10 4 3 20 10 2 4 4 2
3 10
Coordination 6.5 10
Delivery of Classes 2 classes at 20 schools, + 6 Smart
Cycling Classes 46 classes/workshops total) 332 445
Printing of promotional materials $3,000.00
$149,967.00
LCI Seminar (LAB's Fees, Instruction, Materials, Staff
Time) 10,000
Coordination: Oversight of materials to be produced, coordin Design, production: Creative development, print production a Procurement: Helmets, lights, reflective gear, booklets, manu 45