Cooperative Funding Agreement No. SCTA24020
City of Cotati
COOPERATIVE FUNDING AGREEMENT NO. SCTA24020
BETWEEN THE SONOMA COUNTY TRANSPORTATION AUTHORITY AND THE CITY OF COTATI This Agreement is made and entered into as of ____________, 2024 (“Effective Date”) by and between the CITY OF COTATI hereinafter referred to as “CITY” and the SONOMA COUNTY TRANSPORTATION AUTHORITY hereinafter referred to as “AUTHORITY.” WHEREAS, AUTHORITY is conducting a countywide active transportation plan, which includes active transportation plans for several local jurisdictions under one consultant contract. As part of that effort, CITY seeks development of an active transportation plan and sidewalk gap assessment for the CITY, as more particularly described in Exhibit A to this Agreement (hereinafter referred to as the “Cotati ATP”); and
WHEREAS, CITY has a financial plan dedicating funding to its active transportation plan which is attached hereto as Exhibit B; and
WHEREAS, CITY is willing to make available the amount of THIRTY THOUSAND DOLLARS ($30,000) to assist with a portion of the cost to complete the Cotati ATP and sidewalk gap assessment; and WHEREAS, AUTHORITY is willing to cover the remaining costs for the development of the Cotati ATP through its grant and is able to undertake the Cotati ATP through its consultant contract.
NOW, THEREFORE, in consideration of the foregoing, AUTHORITY and CITY do hereby agree as follows:
SECTION I
AUTHORITY AGREES:
1. Cotati ATP Completion. To work with consultant toward timely completion of the Cotati ATP in accordance with the deadlines set forth in the Cotati ATP Plan, attached hereto as Exhibit B.
2. Compliance with Laws. With regard to administering and completing the Cotati ATP, AUTHORITY shall at all times comply with all applicable laws of the United States, the State of California, and the County, and with all applicable regulations promulgated by federal, state, regional, or local administrative and regulatory agencies, now in force and as they may be enacted, issued, or amended during the term of this Agreement, including but not limited to compliance with all applicable prevailing wage requirements under the California Labor Code.
3. Records. To allow CITY to audit all expenditures relating to the Cotati ATP funded through this Agreement. For the duration of the Cotati ATP, and for five (5) years following completion of the Cotati ATP, or earlier discharge of the Agreement, AUTHORITY shall make available to CITY all records relating to expenses incurred in performance of this Agreement.
4. Close-Out. Upon completion of the Cotati ATP, AUTHORITY shall submit all receipts to CITY for review. All unused funds must be returned to CITY and any funds used for other than the Cotati ATP shall be subject to immediate reimbursement by AUTHORITY to CITY.
Cooperative Funding Agreement No. SCTA24020
City of Cotati
SECTION II
CITY AGREES:
1. AUTHORITY Expenses. Upon execution of this Agreement, CITY shall pay AUTHORITY the amount of THIRTY THOUSAND DOLLARS ($30,000), for a portion of AUTHORITY’s costs to complete the Cotati ATP.
2. Notice of Audit. To provide timely notice to AUTHORITY if an audit is to be conducted.
SECTION III
IT IS MUTUALLY AGREED:
1. Funding Availability and Needs. The funding available to the Cotati ATP for expenditure is limited to the amount of funds identified in Exhibit B and to approved appropriations by the Cotati City Council. If funds beyond those identified in Exhibit B are necessary to complete the Cotati ATP, CITY will cooperate with AUTHORITY to identify and secure new or increased fund commitments, although no such additional funds are guaranteed. CITY is the only party obligating funds in this agreement
2. Term. This Agreement will remain in effect until discharged as provided in Paragraph 3 or 13 of this Section III.
3. Termination. This Agreement shall be subject to termination as follows:
a. This Agreement may be canceled by a party for breach of any obligation, covenant or condition hereof by the other party, upon notice to the breaching party. With respect to any breach which is reasonably capable of being cured, the breaching party shall have thirty (30) days from the date of the notice to initiate steps to cure. If the breaching party diligently pursues cure, such party shall be allowed a reasonable time to cure, not to exceed sixty (60) days from the date of the initial notice, unless a further extension is granted by the non-breaching party. On cancellation, the non-breaching party retains the same rights as a party exercising its right to terminate under the provisions of paragraph 3(b), except that the canceling party also retains any remedy for breach of the whole contract or any unperformed balance. If the Agreement is cancelled because AUTHORITY has failed to wholly or partially complete the Cotati ATP, CITY may, at its option, demand repayment of all unexpended funds and funds determined by audit not to have been expended as provided for in this Agreement, with interest accrued thereon as would have accrued had such funds been invested in the Sonoma County Treasury Pool; and, further, to offset such balances due to the CITY from any other funds due from the AUTHORITY. b. By mutual consent of both parties, this Agreement may be terminated at any time. Upon termination by mutual consent, AUTHORITY shall repay to CITY any unexpended funds originally provided to AUTHORITY under this Agreement, and any interest that has accrued thereon.
4. Indemnity. Each party shall indemnify, defend, protect, hold harmless, and release the other, its officers, agents, and employees, from and against any and all claims, loss, proceedings, damages, causes of action, liability, costs, or expense (including attorneys’ fees and witness costs) arising from or in connection with, or caused by any act, omission, or negligence of such indemnifying party or its agents, employees, contractors, subcontractors, or invitees. This indemnification obligation shall not be limited Cooperative Funding Agreement No. SCTA24020
City of Cotati
in any way by any limitation on the amount or type of damages or compensation payable to or for the indemnifying party under workers’ compensation acts, disability benefit acts, or other employee benefit acts.
5. Notices. Any notice which may be required under this Agreement shall be in writing, shall be effective when received, and shall be given by personal service, or by certified or registered mail, return receipt requested, to the addresses set forth below, or to such addresses which may be specified in writing to the parties hereto.
To CITY: Noah Housh
Community Development Director
201 W. Sierra Ave
Cotati, CA 94931
To AUTHORITY: James Cameron
Executive Director Sonoma County Transportation Authority 411 King Street
Santa Rosa, CA 95404
(707) 565-5373
[email protected]
6. Additional Acts and Documents. Each party agrees to do all such things and take all such actions, and to make, execute and deliver such other documents and instruments, as shall be reasonably requested to carry out the provisions, intent and purpose of the Agreement.
7. Integration. This Agreement represents the entire agreement of the parties with respect to the subject matter hereof. No representations, warranties, inducements or oral agreements have been made by any of the parties except as expressly set forth herein, or in other contemporaneous written agreements.
8. Amendment. This Agreement may not be changed, modified or rescinded except in writing, signed by all parties hereto, and any attempt at oral modification of this Agreement shall be void and of no effect.
9. Independent Agency. AUTHORITY renders its obligations under this Agreement as an independent agency. None of the AUTHORITY’s agents or employees shall be agents or employees of the CITY.
10. Assignment. The Agreement may not be assigned, transferred, hypothecated, or pledged by any party without the express written consent of the other party.
11. Successors. This Agreement shall be binding upon the successor(s), assignee(s) or transferee(s) of the CITY or AUTHORITY as the case may be. This provision shall not be construed as an authorization to assign, transfer, hypothecate or pledge this Agreement other than as provided above.
12. Severability. Should any part of this Agreement be determined to be unenforceable, invalid, or beyond the CITY of either party to enter into or carry out, such determination shall not affect the validity of the remainder of this Agreement which shall continue in full force and effect; provided that, the remainder of this Agreement can, absent the excised portion, be reasonably interpreted to give effect Cooperative Funding Agreement No. SCTA24020
City of Cotati
to the intentions of the parties.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the Effective Date.
CITY OF COTATI SONOMA COUNTY
TRANSPORTATION AUTHORITY
By: By:
James Cameron, Executive Director
ATTEST: APPROVED AS TO SUBSTANCE:
By: By:
Legal Counsel Authority
APPROVED AS TO LEGAL FORM
FOR CITY:
By:
City Attorney
Cooperative Funding Agreement No. SCTA24020
City of Cotati
COOPERATIVE FUNDING AGREEMENT NO. SCTA24020
BETWEEN THE SONOMA COUNTY TRANSPORTATION AUTHORITY AND THE CITY OF COTATI
EXHIBIT A DESCRIPTION OF THE COTATI ATP
SCTA is conducting a Countywide Active Transportation Plan (Countywide ATP) with funding from a Caltrans Sustainable Communities Transportation Planning Grant and from MTC. As part of the Countywide ATP, an Active Transportation Plan for the City of Cotati (Cotati ATP), including an optional sidewalk gap assessment, will be developed as a stand-alone document and will be included under the umbrella of the Countywide ATP.
As part of the above-described plan, AUTHORITY will manage the consultant contract for the Countywide ATP and local plans for participating jurisdictions, including the City of Cotati.
AUTHORITY will be the primary point of contact and project manager for the coordination of the plan and work with the consultant.
The AUTHORITY will be solely responsible for procuring and managing a consultant to prepare and complete the Countywide ATP and local ATPs.
The AUTHORITY will host project coordination discussions at the Countywide Bicycle and Pedestrian Advisory Committee, invite the CITY to participate in discussions on the Countywide ATP and the Cotati ATP, invite the CITY to participate in the consultant selection process, and invite the CITY to review Cotati ATP deliverables with consultant and the AUTHORITY.
SCOPE OF WORK FOR COUNTYWIDE ATP
Task 0 Project Coordination
Task 0.1 Kick-Off Meeting with SCTA Project Manager
Consultant will prepare for and conduct a kick-off meeting with SCTA project manager to discuss and confirm roles, responsibilities, schedule, workflow specifics, project reporting needs, communication protocols, and initial data/information needs. In advance of the meeting, Consultant will provide an agenda to the SCTA project manager. Within one week following the meeting, Consultant will provide written meeting notes.
Task 0.2 Kick-Off Meeting with SCTA Staff and Participating Jurisdictions Consultant will prepare for and conduct a kick-off meeting with SCTA staff and participating jurisdictions. In advance of this kick-off meeting, Consultant will coordinate with SCTA project manager to create an agenda and supporting meeting materials. The intent of the meeting will be to clarify scope, schedule, roles and responsibilities, and communication protocols.
Task 0.3 Coordination Meetings with SCTA Staff
To support ongoing collaboration and coordination with SCTA staff, Consultant will conduct bi-weekly coordination meetings with SCTA staff throughout the duration of the project. These meetings will be 30- minutes in duration and be held virtually. These will occur directly in advance of the coordination meetings with participating jurisdictions (see Task 0.4 below). Consultant will coordinate with the SCTA project manager in Cooperative Funding Agreement No. SCTA24020
City of Cotati
advance of these meetings to ensure there is a meaningful agenda. If a meaningful agenda is not identified, then a specific occurrence of the recurring meeting will be skipped.
Task 0.4 Coordination Meetings with Participating Jurisdictions To support ongoing collaboration and coordination with participating jurisdictions, we will conduct bi-weekly coordination meetings with staff representatives from the participating jurisdictions and SCTA staff. These meetings will be 30-minutes in duration and be held virtually. These will occur directly after the coordination meetings with SCTA staff (see Task 0.3 above). We will coordinate with the SCTA project manager in advance of these meetings to ensure there is a meaningful agenda. If a meaningful agenda is not identified, then a specific occurrence of the recurring meeting will be skipped.
TIMEFRAME FOR COMPLETION: Ongoing over project duration (April 2023 – February 2025) PERSONNEL ASSIGNED: Erin Ferguson, Matthew Ridgway, Taylor McAdam, Kari McNickle, Carrie Modi, Eleanor Leshner
DELIVERABLES
» Prepare and conduct kickoff meetings with SCTA and participating jurisdictions » Prepare and conduct coordination meetings with SCTA and participating jurisdictions Task 1 Establishing Foundation*
Task 1.1 Existing Conditions
SCTA will lead several elements of the existing conditions work as noted in the RFP. The Consultant team will focus on overlaying travel patterns with the existing active transportation network to identify gaps in safe connections to desired destinations. This work will include reviewing the high injury network developed through Vision Zero Data Dashboard to take into consideration priority areas already identified for improvement. As part of this effort, Consultant will identify recommendations for updated data. Potential recommendations could include incorporating vehicle speed data from sources such as Wejo. This data can indicate prevailing vehicle speeds, which can inform priorities for the types of walking and biking facilities as well as priorities for road safety and speed management.
Consultant team will compile the existing conditions research provided by SCTA as well as our findings from the travel patterns overlay to create a context overview section for the Countywide plan and community profiles for each of the seven local jurisdictions whose plan is being updated as part of the CAT Plan. The draft content will be reviewed by the CBPAC, and each participating jurisdiction will review their respective community profiles. As part of Task 6, the Consultant team will make revisions based on the review comments received.
Task 1.2 Existing Policies and Coordination
SCTA will prepare a policy and planning summary as described in the RFP. Consultant team will review the policy and planning summary and incorporate the content into the Existing Conditions section of the plans.
Task 1.3 Vision, Goals, and Objectives
SCTA will review the vision, goals, and objectives from the 2014 Countywide Bicycle and Pedestrian Master Plan and work with CPBAC, as described in the RFP, to develop draft shared vision, goals, and objectives for the CAT PLAN. Consultant team will review the draft vision, goals, and objectives for the CAT PLAN and provide input as they relate to the entirety of the Countywide Plan and policy context.
Consultant will use the community profiles and initial findings from the Task 2 technical analysis to inform discussions with participating jurisdictions about their locally focused vision, goals, and objectives. Consultant would develop those initial drafts as part of this Task 1.3.
Cooperative Funding Agreement No. SCTA24020
City of Cotati
TIMEFRAME FOR COMPLETION: April 2023 – June 2023
PERSONNEL ASSIGNED: Erin Ferguson, Kari McNickle, Eleanor Leshner, Carrie Modi, Ashlee Takushi, Jonathan Kupfner
DELIVERABLES
» Draft of Countywide Plan section summarizing existing conditions » Draft community profiles for each full Local Plan update Task 2 Technical Analysis
To effectively inform the countywide plan as well as each local plan, the technical analysis is organized into the following subtasks. The subtasks are organized to strategically conduct analysis and/or perform best practice review at scales appropriate for the countywide as well as local level, as well as consider the different typical travel distances of each active modes (e.g., we plan for bicycle facilities over a larger geography than walking facilities). As part of this task, Consultant will leverage the use of Fehr & Peers’ tools such as StreetScore+ to evaluate how comfortable the network is for people walking and biking of all ages and abilities; TravelAccess+ which assesses how well a network connects to key destinations to expose potential equity and modal limitations and gaps; and Consultant’s Micromobility Market Suitability tool, which identifies favorable geographies for deployment of shared scooters/bikes program.
Task 2.1 Establish Database and Confirm Methodology
Consultant will use a data driven approach to using geospatial data and analysis techniques to identify needs. To initiate this work, Consultant will identify data needs, what data is already publicly available, data that SCTA may have internally and be able to provide, and supplemental data that could be obtained to further enhance analyses in Task 2 (e.g., big data sources that identify multimodal volumes, vehicle speeds, origin-destinations for shorter trips). Based on the data obtained, Consultant will prepare a GIS database. Consultant will also assess the suitability of applying tools such as StreetScore+ and TravelAccess+ at the local and/or countywide level.
The results of applying those tools in this context can address the questions around route priorities, needed enhancements, as well as added considerations regarding equity and greater granularity of pedestrian needs.
Consultant will confirm the methodological approach for the remainder of Task 2 with SCTA and the participating local jurisdictions.
Task 2.2 Local Review and Assessment
For each participating local jurisdiction, the Consultant team will assess existing walking and biking networks overlaid with planned improvements, the Sonoma Vision Zero high injury network, priority safety locations identified within each Local Road Safety Plan (LRSP), key destinations within each local jurisdiction, and the countywide level of traffic stress (LTS) results. This analysis will create consistency with countywide as well as local projects or initiatives.
This task will also include reviewing previously prepared Safe Routes to School engineering studies specific to each jurisdiction to document identified gaps and barriers near schools. Based on this analysis, Consultant will identify active transportation gaps, barriers, needs, and opportunities via maps and supporting visuals. This will include considering opportunities for new or reinstituted slow streets. Consultant will conduct an in-person workshop with each participating local jurisdiction’s staff to inform these maps of gaps, barriers, needs, and opportunities. The identified needs will be reviewed with stakeholders (as part of Task 3) to confirm, add specificity, or adjust findings based on community member lived experiences. The stakeholder informed findings will then inform the project and program development in Task 4.
Task 2.3 Countywide Low Stress Network Analysis
Consultant team will use the Sonoma County Travel Behavior Study, travel model origin-destination data, StreeLight Data, and Strava data to understand modal travel patterns as well as opportunities and needs for Cooperative Funding Agreement No. SCTA24020
City of Cotati
improved low stress bicycle connections. Having developed the Sonoma County Travel Behavior Study and the county’s travel demand model, Consultant is extremely familiar with those data and tools. Consultant will use that information to identify origin-destination pairs that are opportunities for increased travel by bicycle based on information like trip length and purpose. After identifying those origin-destination pairs, Consultant will use the GIS database and Level of Traffic Stress (LTS) methodology to identify specific network needs and improvements to create low stress connections.
Task 2.4 Regional Routes and Wayfinding
Using the results from the origin destination and low stress connection needs identified in Task 2.3, Consultant will identify regional routes across the county. Part of this task will include overlaying the Sonoma Vision Zero High Injury Network, the MTC Regional Active Transportation Network, as well as identifying physical barriers such as highways, freeways, rivers, and transitions in jurisdictional boundaries or changes in right-of-way ownership. The outcome will be a draft Regional Routes Network that is a subset of the low stress network focused on connecting countywide origins and destinations. The draft network will identify key locations for SCTA’s involvement in helping to resolve barriers or support transitions across different jurisdictions. Consultant suggest conducting an in-person workshop with SCTA staff and local jurisdiction staff to inform the regional routes assessment. Consultant will prepare materials in advance to facilitate the discussion. Through Task 3 engagement activities, Consultant will gather input to support the development of the draft Regional Routes Network, as well as input on the draft Regional Routes once developed. The actual form of the Regional Routes (e.g., multiuse path, on-street facility, bike highway) will be informed by Task 2.5 and further assessed in Task 4.
To support ultimate enhancement of the Regional Routes, Consultant will develop a proposed approach to wayfinding considering both residents as well as visitors to the county. The approach will speak to the use of traditional bike route signage, supporting regulatory and warning signs that reinforce road user expectations, and the use of uniquely branded route signs. The approach will also touch on supporting materials SCTA and/or other partners can produce and distribute to inform residents and visitors of route options and characteristics.
Task 2.5 Design Standards and Best Practices Review
Consultant will focus the design standards and best practice review on the topics below. For each topic, Consultant will prepare a white paper for SCTA staff to review. Consultant will draw from a mix of urban, suburban, and rural contexts, including different trail typologies. Content from the white papers will be used to inform the countywide plan’s content related to policies, programs, and practices.
ON-STREET BIKEWAY SELECTION AND KEY DESIGN ATTRIBUTES
Consultant will summarize guidance related to how to select degree of separation for people biking based on land use and roadway characteristics. It will include information on key design attributes or elements that are most impactful towards positively influencing a person’s experience biking on the facility type. Content related to urban, suburban, and rural contexts will be reviewed and summarized.
MULTIUSE PATHS AND BIKE HIGHWAYS
Consultant will summarize the differences between these and the circumstances in which one facility type may be preferable to another, as well as key design considerations. This summary will include considerations around such facilities as potential wildfire barriers and/or facilities designed to accommodate additional or supplement existing evacuation capacity.
STREET CROSSINGS AND INTERSECTIONS
Consultant will summarize best practice resource materials for selecting treatments and designing appropriate crossings for people walking, biking, and rolling. The content will consider resources that address uncontrolled, stop or yield controlled, and signalized controlled conditions.
MICROMOBILITY TRENDS AND EMERGING TECHNOLOGIES
As part of this best practice review, Consultant will assess the state of micromobility in Sonoma County including attitudes towards e-scooters, bike/scooter share programs, and e-bikes. Consultant will also peer review and Cooperative Funding Agreement No. SCTA24020
City of Cotati
validate for Sonoma County Consultant’s Micromobility Market Suitability tool which creates heat maps of the areas of the county where scooter or bikeshare programs would likely be economically viable. Consultant will also peer review, summarize, and advise on design standards to accommodate e-scooters and e-bikes.
QUICK BUILD PROJECTS
Consultant will summarize best practices for identifying opportunities for quick build projects as well as for designing and implementing them. Consultant will integrate its experiences working with public agencies to develop and evaluate their quick build programs as well as Consultant’s experiences implementing active transportation quick build improvements.
AMENITIES TO IMPROVE USER EXPERIENCES
This white paper will incorporate considerations and opportunities for urban greening, transit shelters, and other similar types of amenities that can improve user experiences particularly during hot days or extreme heat events. Consultant will draw on resources from areas of the U.S. that tend to experience seasonal extreme heat as well as consider international best practices.
Task 2.6 Sidewalk Gap Analysis - Optional Task*
*This Optional Task includes a range of level of effort and will be performed only after written approval with direction on the level of analysis, scope, and budget from the SCTA project manager or executive director.
For sidewalk gap analysis, Consultant will use a combination of crowd sourced inventory of missing sidewalks supplemented with aerial and field observation-based inventory. Consultant will work with participating local jurisdictions to identify priority areas for the analysis. The result would be maps identifying sidewalk gaps and an order of magnitude prioritization based on land use characteristics and previous road safety analysis.
For each local jurisdiction, Consultant will identify pedestrian priority areas. The definition of these areas will be based on land use (e.g., likely generators of walking trips), transit, equity considerations, input from local staff, input from community members, and walk shed assumptions (e.g., the average distance we assume a person will walk to reach a destination). Consultant anticipates for smaller communities, the pedestrian priority areas may be inclusive of larger portions of their street network whereas for unincorporated County there are likely to be miles of more rural roads not included in pedestrian priority areas. Within those pedestrian priority areas, Consultant will conduct the sidewalk gap analysis using a combination of crowd sourced input/data from local community members, reviewing aerials, and conducting field work. Consultant assumes the participating local jurisdictions do not have an existing sidewalk inventory and so we would be creating a GIS shape file with that information. The information will be used to inform local plan recommendations. As noted in the proposal, Consultant is intentionally not including big data as a part of this effort as previous experiences with such data have found it to be unreliable and costly to QA/QC.
The estimated range of costs to conduct this optional task for each participating jurisdiction are listed below.
Local Jurisdiction Cost Estimate
Cloverdale $7,000 to $9,000
Cotati $5,000 to $7,000
Unincorporated County $10,000 to $18,060
Healdsburg $7,000 to $9,000
Rohnert Park $9,000 to $12,000
Sebastopol $5,000 to $7,000
Sonoma $7,000 to $9,000
Total $50,000 to $70,000
TIMEFRAME FOR COMPLETION: May 2023 – December 2023
PERSONNEL ASSIGNED: Erin Ferguson, Matthew Ridgway, Eleanor Leshner, Carrie Modi, Kari McNickle, Jess Sandoval, Terence Zhao, Jonathan Kupfer, Ashlee Takushi, Kevin Fang Cooperative Funding Agreement No. SCTA24020
City of Cotati
DELIVERABLES
» Low Level of Traffic Stress bicycle network maps, including identification of gaps and barriers in the network » Needs for completing regional routes
» Proposed approach to regional wayfinding
» Analysis of gaps and barriers in bicycle and pedestrian networks for all seven Local Plans » Analysis of needs for emerging micromobility use, including recommendations for accommodation off electric bicycles, scooters, and shared micromobility
» Non-infrastructure program needs
» Review of best practices for emerging mobility, quick build projects, and slow streets » Recommendations for further data collection or studies » Optional Deliverable, as approved: Sidewalk gap analysis for participating jurisdictions Task 3 Public Engagement and Advisory Committee Meetings Task 3.1 Advisory Committee Meetings
Consultant will work with SCTA project manager at the onset of CAT PLAN development to identify and confirm the SCTA/RCPA’s established advisory bodies to which Consultant will present key milestone information.
Consultant will document the advisory bodies, anticipated topics, and schedule of meetings in an Advisory Committee Coordination Plan. Consultant will use that coordination plan to proactively work with the SCTA project manager and prepare appropriate materials in advance of the identified meetings. Consultant will work with the SCTA project manager to establish a realistic review schedule for presentation materials in advance of each meeting.
Consultant assumes milestone updates will occur at the following project milestones:
MILESTONE #1
Initiate the CAT PLAN development with the consultant team and SCTA staff. Provide overview of scope, schedule, and role/input desired from advisory body. Present summary of existing conditions assessment and overview of approach to technical analysis. Discuss draft vision, goals, and objectives.
MILESTONE #2
Present technical analysis findings including highlights from best practice review. Provide update on public engagement activities and input received. Present draft recommendations for projects, programs, and policies inclusive of public engagement input. Discuss approach to project prioritization for local funding.
MILESTONE #3
Present draft plan and provide overview of public review comments received.
Consultant assumes the specialized topics would be covered in the same meetings as the milestone updates.
Consultant assumes that regular coordination with the SCTA Countywide Bicycle and Pedestrian Advisory Committee would correspond to additional quarterly updates at one of their standing meetings Consultant has budgeted to allow for either in-person or virtual meetings, depending on the preferences or needs of SCTA and each committee.
Consultant will provide a project close email update to all committees that participate in the CAT PLAN process to share the final plan materials, highlight implementation next steps and ways they can be involved, and thank them for their contributions.
Consultant staff will provide updates at up to 12 SCTA/RCPA Advisory Committee Meetings and will provide materials to SCTA for their use in providing updates, as needed.
Task 3.2 Coordination with Participating Jurisdictions and Non-Participating Jurisdictions at Staff Level
As part of Task 0.4, Consultant will coordinate regularly with participating jurisdiction staff on the development Cooperative Funding Agreement No. SCTA24020
City of Cotati
of their local plan. As part of Task 3.2, Consultant will identify the local bicycle and pedestrian advisory bodies for each participating jurisdiction and establish the three milestone meetings for each of the local plans.
Consultant anticipates those three milestone meetings to be similar to what is noted above in Task 3.1.
Consultants will likely present at these milestone meetings virtually, when feasible.
Consultant will update staff from the three local jurisdictions not participating in the local plan update through the SCTA Countywide Bicycle and Pedestrian Advisory Committee. More targeted engagement with these three local jurisdictions will be at the initiation of Task 4 to create the opportunity to discuss and integrate their respective project lists into the countywide plan.
Task 3.3 Public Engagement
REVIEW OF RECENT COMMUNITY ENGAGEMENT ACTIVITIES
Prior to developing specific public engagement strategies to inform the local plans and the countywide plan, Consultant will review relevant recent community engagement activities and summaries from other planning efforts such as the Comprehensive Transportation Plan, Caltrans District 4 Bicycle and Pedestrian Plans, Vision Zero Action Plan, and the Connected Communities Transportation Study. Consultant will consolidate and synthesize input related to active transportation as well as make note of the groups engaged and geographies covered through the previous engagement.
PUBLIC ENGAGEMENT PLAN
Based on the review of recent community engagement activities, Consultant will identify who needs to be engaged at the local and countywide level, what groups or areas of the county appear underrepresented, begin to
identify CBOs/NGOs that could help enable or support
engagement to those groups, identify what topics or issues for which input is most critical, and begin to outline how best to engage with those different audiences. Consultant will develop an initial outline for the engagement plan and
collaborate with SCTA staff and local jurisdictions to identify specific CBOs/NGOs, contacts, and other community
members or groups.
Consultant will work collaboratively with SCTA, local
jurisdictions, and CBO/NGO partners to develop an
engagement plan that meaningfully engages disadvantaged communities and sets up the countywide and local plans to be responsive to community needs. The Community
Engagement flow chart shows the anticipated workflow for creating the engagement plan—Consultant will coordinate with SCTA at each step. The final public engagement plan will identify specific engagement tools, events, approaches to advertising events/tools, etc., to support each local plan as well as to support the countywide plan.
Consultant has allocated approximately $30,000 of the
consultant team budget to be able to compensate CBO/NGO partners as part of the public engagement activities.
PUBLIC ENGAGEMENT ACTIVITIES
The specific public engagement activities will be determined based on the final engagement plan. Types of engagement activities include:
» In-person or virtual community meetings
» Pop-up workshops (e.g., held at farmers’ markets, fairs, festivals, school events)
FINALIZE CBO/NGO ROLES & COMPENSATION
FINALIZE ENGAGEMENT PLAN
PREPARE A DRAFT ENGAGEMENT PLAN FOR
ALL PARTIES TO REVIEW
SHARE & DISCUSS POTENTIAL ENGAGEMENT
APPROACH W/ CBO/NGO PARTNERS
ENGAGEMENT PLAN OUTLINE
REVIEW RECENT EFFORTS
INITIATE IMPLEMENTING
PUBLIC ENGAGEMENT
PLAN
Figure 1: Community Engagement Flow Chart
Cooperative Funding Agreement No. SCTA24020
City of Cotati
» Targeted presentations to community groups
» Focus group meetings for unique topics or needs
» Website and online engagement through interactive maps, surveys, etc.
Consultant assumes that engagement activities will include:
PROJECT WEBSITE WITH ONLINE SURVEY AND MAPPING TOOL
Consultant will provide support for an SCTA hosted a project website that provides a venue for sharing information both about the countywide plan as well as about the local plan updates. The Consultant will prepare materials for the project website throughout the duration of the project. The website would include an opportunity for community members to take a survey as well as provide comments on an interactive map.
Consultant recommends using the SafeTREC Story Map to gather input on location-based concerns and issues.
This tool is already connected to the Sonoma County Vision Zero Dashboard and so provides some crossintegration with those countywide efforts. As part of the countywide engagement effort, Consultant will prepare an online survey community members can take in addition to providing input via the interactive map.
AT LEAST ONE GENERAL COMMUNITY EVENT PER LOCAL PLAN
Consultant will host at least one general community event for each local plan’s development that is widely advertised and provides an opportunity for community members to provide input regarding active transportation. These events could be in-person or virtual depending on discussions with each local agency and thoughts on the most effective forum.
UP TO THREE STRATEGIC ENGAGEMENT ACTIVITIES PER LOCAL PLAN The specifics of what these are, who is involved, and where they are located will be determined in the development of the engagement plan.
AT LEAST ONE BOARD MEETING PRESENTATION PER LOCAL JURISDICTION For each participating jurisdiction, their local plan’s engagement activities will include at least one presentation to their respective local bicycle and pedestrian board. For each nonparticipating jurisdiction, their local bicycle and pedestrian board will be engaged in policy development related to project prioritization and identifying near-term priorities.
PASSIVE ENGAGEMENT OPPORTUNITIES
For both the countywide and local plans, Consultant will develop passive engagement opportunities such as flyers at community centers and libraries, social media posts directing the public to the project website, or branded comment boxes that allow community members to submit their concerns.
VOLUNTEER AMBASSADOR TRAINING AND SUPPORTING MATERIALS
As part of the collaboration with CBOs/NGOs, Consultant will identify volunteer ambassadors who are community members interested and willing to provide time and support in implementing the engagement plan, sharing information and gathering input from community members. Consultant will develop easy to reference training materials and conduct a one-hour training session for the volunteer ambassadors. Consultant will provide SCTA the opportunity to review and provide input on the materials prior to distributing them and conducting the training. Consultant will provide the volunteer ambassadors with materials and information they can share as part of the engagement activities.
ENGAGEMENT MATERIALS AND EVENT STAFFING
Consultant will provide materials in English and Spanish to support engagement activities. In identifying the specific engagement activities, Consultant will work with SCTA staff, local jurisdiction staff, and CBO/NGO partners to identify staffing needs for each event. There may be some activities that do not include consultant staff.
TIMEFRAME FOR COMPLETION: April 2023-January 2025
PERSONNEL ASSIGNED: Erin Ferguson, Matthew Ridgway, Taylor McAdam, Eleanor Leshner, Carrie Modi, Terence Zhao, Jonathan Kupfer, Ashlee Takushi
Cooperative Funding Agreement No. SCTA24020
City of Cotati
DELIVERABLES
» Meeting schedules and agendas
» Meeting notes, lists of attendees, lists of action items » Public Outreach Strategy with stakeholder list, schedule, and logistics » Survey mapping tool for public engagement
» PowerPoint presentations, flyers, website announcements, sign in sheets, community surveys, conceptual maps and drawings, bilingual services, receipts for light snacks (with Caltrans approval before purchase, no full meals)
» Public engagement summary, including feedback from recent planning efforts, survey tools, and community meetings
Task 4 Proposed Projects and Programs
Task 4.1 Local Projects and Programs Participating Jurisdictions Based on the findings from Task 2 and input gathered through Task 3, Consultant will work with each participating jurisdiction and their bicycle and pedestrian advisory bodies to identify proposed projects as well as supportive non-infrastructure programs. The recommendations will also consider future data collection and/or areas where further study is needed. Consultant will use the second milestone meeting identified in Task 3.2 as a workshop with the local bicycle and pedestrian advisory bodies to identify and vet proposed projects and recommendations. Based on the input from the group, Consultant will then document and map the draft projects and programs for inclusion in the draft local plan (see Task 6).
Task 4.2 Countywide Projects, Programs, and Policies
Consultant will develop the countywide project list based on each local plan’s project list plus the low stress, regional routes identified as part of Task 2. If one or more of the non-participating jurisdictions elects to update their local project list using the Task 2 analysis, Consultant will be sure to include the updated list as part of the countywide project list. The countywide project list and associated data will be populated in GIS to facilitate mapping and displaying the countywide information. In addition to the projects, Consultant will identify enhancements to existing programs and policies and/or recommendation to create new programs or policies in support of active transportation. These recommendations will be based on findings in Task 2 related to design standards and best practice review as well as network analysis.
Task 4.3 Update Local Projects Non- Participating Jurisdictions - Optional Task* *This Optional Task includes a range of level of effort and will be performed only after written approval with direction on the level of analysis, scope, and budget from the SCTA project manager or executive director.
If one of the non-participating local jurisdictions would like assistance using the Task 2 technical analysis to review and update their project list, Consultant will recommend updates to their project list based on a comparison of the Task 2 needs and opportunities findings with the given local plan’s project list. The outcome of this comparison would be an augmented or amended project list for the local jurisdiction to review and approve.
TIMEFRAME FOR COMPLETION: August 2023 – June 2024
PERSONNEL ASSIGNED: Erin Ferguson, Matthew Ridgway, Taylor McAdam, Eleanor Leshner, Carrie Modi, Kari McNickle, Geoff Rubendall, Robert Stevens, Adrian Engle, Terence Zhao, Ashlee Takushi, Jess Sandoval, Jonathan Kupfner
DELIVERABLES
» Inventory of proposed projects including projects included in previously adopted plans and new proposed projects, for all seven Local Plan and combined list for Countywide Plan, including inventory of recommendations for regional routes and wayfinding and recommendations for non-infrastructure programs Cooperative Funding Agreement No. SCTA24020
City of Cotati
» Updated countywide map and updated maps for all seven Local Plans » Description recommendations for non-infrastructure programs including expansion of current programs and future programs that support and encourage active transportation » Optional: Updated projects for three local jurisdictions not participating in full Local Plan Task 5 Funding and Implementation
Task 5.1 Cost Estimates and Funding Opportunities
Consultant will develop planning-level cost estimating spreadsheet that can be used by local jurisdictions and serve as a reference for SCTA staff. The spreadsheet will include typical active transportation project elements for urban, suburban, and rural projects. It will also incorporate most recent unit costs for materials.
For the countywide plan and in collaboration with SCTA staff, Consultant will identify up to five priority projects based on their likelihood to be competitive for Active Transportation Program (ATP) funding. Consultant will develop project cost estimates for each priority project. The project information will include project type, length, current condition, proposed typical cross-section, and implementing agency.
For the local plans, Consultant will develop planning level cost estimates based on facility type (e.g., sidewalk of certain width, Class I, Class II, Class III, Class IV) that is on a per mile basis to develop high-level cost estimates for project implementation of planned local active transportation networks. Consultant will also develop high-level cost estimates for common spot location improvements such as crosswalk enhancements and curb extensions.
To help inform the local plans and countywide plan implementation strategies, Consultant will identify existing local, regional, state, and federal funding sources. For each source, will identify types of projects and activities that can be funded, as well as unique considerations such as if it is competitive funding, characteristics that may increase competition, matching fund requirements, eligibility requirements, and timeline or relevant deadlines to secure funding. For each local agency and SCTA, Consultant will identify financial constraints associated with implementation.
Task 5.2 Prioritization of Projects for Local Funding Opportunities Consultant will work closely with SCTA staff and the appropriate advisory committees to establish proposed policies for prioritizing active transportation funding. This effort will focus on the use of 12-percent set-aside for bicycle and pedestrian projects through the Go Sonoma Act. To identify the near and mid-term priority projects for this funding, Consultant will work with SCTA staff to develop a prioritization approach.
One such prioritization approach could include identifying performance measures that align with the countywide visions, goals, and objectives. For example, performance measures could be related to road safety, access, equity, connectivity, cross-jurisdictional collaboration, and others. Each project would be qualitatively or quantitatively assessed relative to each performance measure. Each project would score points per performance measure and, using the summation of those points, the project would then be ranked from highest to lowest scoring.
Using revenue estimates from the Go Sonoma Act funding source, Consultant will identify the estimated amount of annual funding available. The revenue availability will define the order of magnitude near- and medium-term projects. Using the planning level cost estimates from Task 5.1 and the results of the project prioritization, Consultant will identify the projects aligning for the near- and medium-term project funding.
As part of the funding considerations, Consultant will also discuss with SCTA staff and advisory bodies the potential use of the Go Sonoma Act funding for matching funds in grant pursuits and a process of identifying and setting aside such matching funds to leverage local dollars for state and/or federal funds.
TIMEFRAME FOR COMPLETION: August 2023 – June 2024
PERSONNEL ASSIGNED: Erin Ferguson, Matthew Ridgway, Taylor McAdam, Eleanor Leshner, Kari McNickle, Geoff Rubendall, Robert Stevens, Adrian Engel, Terence Zhao, Ashlee Takushi, Jonathan Kupfner Cooperative Funding Agreement No. SCTA24020
City of Cotati
DELIVERABLES
» Draft funding and implementation chapter of plan including updated cost estimates in database files for each participation jurisdiction; a compilation of fund sources, applicability, and examples by funding types; and policies for prioritizing active transportation project funding and list of near-to mid-term priority projects Task 6 Draft and Final Plan
Task 6.1 Drafts and Final Countywide Plan and Local Plans The countywide plan will be written to be inclusive of the local plans, while the local plans will be written as standalone documents. Initial draft outlines of the countywide plan and local plans were noted as part of the introduction to the project approach further above.
In this subtask, Consultant will prepare the admin draft, public draft, draft final and final versions of the countywide plan and local plans. SCTA staff will review each draft (e.g., admin, public, draft final) and provide consolidated written comments to each draft. Participating local jurisdictions will review their respective local plans admin draft, public draft, and draft final, and similarly provide a consolidated set of comments per draft.
Following each draft, Consultant will prepare an updated version based on comments received. Prior to any revisions based on the public review, Consultant will review public comments received with SCTA staff and appropriate local jurisdiction staff to confirm and clarify revisions based on those comments.
Task 6.2 Comment Summary from Public Review
Consultant will prepare a summary of public comments received on the countywide plan and local plans.
TIMEFRAME FOR COMPLETION*: City of Cotati: July 2023 – December 2023, Other Plans: May 2024 – November 2024
PERSONNEL ASSIGNED: Erin Ferguson, Matthew Ridgway, Taylor McAdam, Eleanor Leshner, Carrie Modi, Kari McNickle, Terence Zhao, Jonathan Kupfer, Ashlee Takushi
DELIVERABLES
» Admin Draft and Public Draft Countywide Active Transportation Plan » Admin Draft and Public Draft Local Plans for each of the participating jurisdictions » Public Review – list of comments from all meetings and online survey tools » Review Draft and Final Draft Countywide Active Transportation Plan that incorporates feedback from the public review process, a summary of next steps towards implementation, and credits Caltrans on the cover or title page
» Review Draft and Final Draft Local Plans for local adoption by each participating jurisdiction that incorporates public feedback relevant to each respective jurisdiction, and credits Caltrans on the cover or title page Task 7 Local Agency and SCTA Board Presentations
Task 7.1 Support for Local Agency Plans
To support local agency plan adoption, Consultant will prepare presentation materials to present the draft and final plans to each local agency governing body. Consultant will coordinate with local jurisdiction staff to determine what level of consultant support is needed or desired with respect to meeting presentation and participation. If needed or desired, the consultant can present or be present at the plan adoption meetings.
Task 7.2 Support for Countywide Plan
To support Countywide Plan adoption, Consultant will prepare presentation materials to present the draft and final plan to the SCTA Board. Consultant will coordinate with SCTA staff to determine what level of consultant support is needed or desired with respect to meeting presentation and participation. If needed or desired, the Cooperative Funding Agreement No. SCTA24020
City of Cotati
consultant can present or be present at the adoption-related meetings.
TIMEFRAME FOR COMPLETION: Full Completion by February 2025* *Schedule to be adapted to each adopting bodies standing meeting schedule.
PERSONNEL ASSIGNED:
Anticipated Presenters or Co-Presenters: Erin Ferguson, Matthew Ridgway Supporting Materials Development: Taylor McAdam, Eleanor Leshner, Carrie Modi, Terence Zhao, Jonathan Kupfer, Ashlee Taskushi
DELIVERABLES
» Draft presentation materials for each participating local agency governing body for its respective Draft and Final Local Plans
» Present and/or co-present Draft and Final Local Plan to each participating local agency governing body » Draft presentation materials for SCTA Board for the Draft and Final Countywide Plan » Present and/or co-present Draft and Final Countywide Plan to the SCTA Board of Directors Cooperative Funding Agreement No. SCTA24020
City of Cotati
COOPERATIVE FUNDING AGREEMENT NO. SCTA24020
BETWEEN THE SONOMA COUNTY TRANSPORTATION AUTHORITY AND THE CITY OF COTATI
EXHIBIT B
FINANCIAL PLAN AND SCHEDULE
Funding
Sonoma Countywide Active Transportation Plan - Cost Sharing Proposal Task Cost
Estimate SCTA Cotati
1. Existing Conditions/ Establishing Foundation $23,380 $23,380 -
2. Technical Analysis $78,470 $78,470 -
2.6 Sidewalk Gap Analysis (Cotati) $5,000 - $5,000
3. Public Engagement and Advisory Committees $204,980 $179,980 $25,000
4. Proposed Projects and Programs $72,880 $72,880 -
5. Funding and Implementation $44,202 $44,202 -
6. Draft and Final Plans $63,230 $63,230 -
7. Board Review/Approval $39,780 $39,780 -
TOTAL $531,922 $501,922 $30,000
Schedule
Plan Development Phase Begin
(MO/YR)
End
(MO/YR)
Select Consultant 02/2023 03/2023
Negotiate and
Execute Contract
04/2023 05/2023
Project kick-off
meetings
05/2023 06/2023
Prepare Draft Cotati ATP 06/2023 02/2024
Prepare Final Cotati ATP 3/2024 04/2024