TASK ORDER NO. 1
CITY OF PACIFICA
AND
FEHR & PEERS
SECTION 1 – PURPOSE
The purpose of this Task Order is to authorize and direct Fehr & Peers to proceed with the work specified in SECTION 2 below, in accordance with the provisions of the Master Agreement for Consultant Services between the City of Pacifica (“CITY”) and Fehr & Peers (“CONSULTANT”) hereto dated August 8, 2022 (“MASTER AGREEMENT”) SECTION 2 – SCOPE OF WORK
The items authorized by this Task Order are presented in Attachment “A” – Scope of Services, which is attached hereto and incorporated by this reference.
SECTION 3 – COMPENSATION AND PAYMENT
Compensation shall be as provided in the MASTER AGREEMENT. Compensation for services as set forth in SECTION 2 shall be as set forth in Attachment “B” – Compensation, which is attached hereto and incorporated by this reference. Total compensation for all services provided under this Task Order shall not exceed seventy nine thousand and eight hundred and sixty five ($79,865) (“Cost Ceiling”).
SECTION 4 – TIME OF PERFORMANCE
The services described in SECTION 2 of this Task Order shall be completed by May of 2023 or as extended in writing by the City Manager.
SECTION 5 – ITEMS AND CONDITIONS
All terms and conditions contained in the MASTER AGREEMENT are incorporated by reference and remain in full force and effect.
Approved this _______ day of _____, _______.
[Signatures on Next Page]
ATTACHMENT 2
CITY OF PACIFICA
By: Date
Kevin Woodhouse, City Manager
Approved As To Form
By:
Michelle Marchetta Kenyon, City Attorney
CONSULTANT
_______________________________
By: Eric Womeldorff, Principal Date
By: Date
7.21.22 ATTACHMENT “A”
SCOPE OF SERVICES
Mr. Ryan Marquez, P.E.
June 24, 2022
Scope of Work
Task 1: Project Management, Meetings, & Coordination
Erin Ferguson, our Project Manager, will oversee all aspects and day-to-day operations of the project. She will ensure the scope of services is completed in a timely and professional manner; prepare and implement a project schedule; oversee progress meetings; ensure the project meets all federal, state, and local requirements; report directly to the City’s Project Manager; ensure all appropriate communications, correspondence, and reports are completed as intended; arrange and conduct detailed quality checks and reviews of all project deliverables; and include appropriate stakeholders in the process.
Throughout the project, Erin will work proactively with City staff to confirm successful, highquality production of each deliverable and ensure that they meet all applicable Federal, State, and local requirements in anticipation of future grant funding opportunities.
To facility effective communication between Fehr & Peers and City Staff, we propose to host monthly Progress Review Meetings over the life of the project, including a project kick-off meeting to discuss project goals, schedule, modifications to the scope of work and budget, communication protocols, and coordination of immediate next steps and reviews. For each meeting, Fehr & Peers will provide a meeting agenda at least three working days prior and meeting minutes within one week.
As part of the project kick-off and initiation, Fehr & Peers will work with the City to identify representatives for the LRSP Stakeholder Group. Stakeholders could include other city departments, community residents, businesses and schools. Specific stakeholder meetings will be held as part of subsequent tasks (see Task 2, Task 4, and Task 5).
Task 1 Deliverables:
• Meeting agenda and minutes
• Project schedules/timeframes
• LRSP Stakeholder Group Roster
• Monthly progress reports and invoices
• Ongoing monitoring of project schedule and budget
• Ongoing quality assurance/quality control activities
Task 2: Establish LRSP Baseline and Framework
Fehr & Peers will review relevant City plans, policies, and programs such as the Draft Plan Pacifica 2040 General Plan, Bicycle and Pedestrian master Plan, Specific Plans including Sharp Park Specific Plan, Capital Improvement Program, and Traffic Impact Fees projects list. The Mr. Ryan Marquez, P.E.
June 24, 2022
purpose of this review will be to document existing efforts and policies that address transportation safety and to set the stage for identifying emphasis areas.
Fehr & Peers will prepare for and conduct the initial LRSP Stakeholder Group meeting. The purpose of the initial stakeholder meeting will be to discuss partnership for addressing safety in the City, discuss current and planned programs related to transportation safety, and to identify safety focus areas and stakeholder priorities to establish LRSP goals and objectives.
To document the stakeholder meeting, Fehr & Peers will develop a memorandum that will provide a framework for the final LRSP document, identify State and Federal requirements, summarize current efforts to address transportation safety including identifying programs that have evidence of measurable success, identify stakeholders’ concerns and priorities, and outline potential emphasis areas.
Task 2 Deliverables:
• Stakeholder meeting #1 agenda and minutes
• LRSP Framework Memorandum, revised based on one round of consolidated City comments
Task 3: Safety Data Collection and Analysis
Fehr & Peers will compile collision data for Pacifica for the past five years of data from the Transportation Injury Mapping System (TIMS). We will also develop a database of contextual characteristics to support identifying factors that may contribute to the most commonly occurring severe injury and fatal collisions. The contextual database will be compiled based on available data from the City and from census data.
Our first step for collision analysis will be to identify intersections and corridors that account for a disproportionate share of severe and fatal collisions. We will use this analysis as a basis for identifying priority locations. We will include all public roads within the City of Pacifica excluding grade-separated Caltrans’ facilities. We will include ramp terminal intersections with Caltrans grade separated facilities and we will include any at-grade Caltrans facilities within City limits.
Our second step will be to define collision profiles that represent the most frequent and most severe crash typologies citywide. Defining collision profiles is a systemic approach that identifies risk factors from the contextual data including trends or patterns in crash type, driver factors, roadway features, vehicle factors, and environmental conditions. These collision profiles will support identifying locations that have inherent collision risk, even if collision history does not indicate an apparent safety concern, so the City can be both proactive and reactive when addressing safety.
Fehr & Peers will provide a memorandum that summarizes the collision dataset, includes maps of the collision data, highlights priority locations, and provides an overview of each collision profile, including key statistics of each typology.
Mr. Ryan Marquez, P.E.
June 24, 2022
Task 3 Deliverable:
• Memorandum summarizing results of the data collection and collision analysis (with revisions to be reflected in the draft LRSP)
Task 4: Development of Countermeasures
Fehr & Peers has developed a number of safety countermeasure toolboxes for the various safety studies we have supported throughout California; we will pull resources from our previous work to define a toolbox of engineering and non-engineering (i.e., enforcement, education, emergency response) countermeasures that are focused on the context of safety concerns for the City of Pacifica that will target emphasis areas.
We will also expand on these past resources to include additional relevant countermeasures that may be appropriate and of interest to the City, based on our intimate familiarity with countermeasure resources such as the CMF Clearinghouse, Caltrans Local Roadway Safety Manual (LRSM), FHWA PedSAFE/BikeSAFE, Highway Safety Manual (HSM), and various NCHRP studies, including the recent Guidance to Improve Pedestrian and Bicyclist Safety at Intersections (NCHRP Report 926, 2020). The countermeasures will include the “4 Es” of highway safety: Engineering, Enforcement, Education, and Emergency Reponses.
For each countermeasure identified, we will include any quantitative efficacy (such as a crash modification factor) and planning-level cost estimates in 2022 dollars. We will also provide a table that identifies which countermeasure are applicable for each of the collision profiles. With assistance from City staff, Fehr & Peers will identify a lead agency for each countermeasure and establish measurable objectives and goals.
Fehr & Peers will then organize a second stakeholder meeting. The intended purpose of the second stakeholder meeting will be to share and get feedback on potential solutions and countermeasures to ensure the project is meeting the established LRSP goals and stakeholder priorities. At this meeting, we will provide an overview of the collision analysis, associated countermeasures selected, and the measurable objectives and goals of the selected countermeasures.
Task 4 Deliverables:
• Stakeholder meeting #2 agenda and minutes
• Draft and final (based on one set of consolidated comments) countermeasure toolbox with table for collision profiles.
Task 5: Implementation of LRSP
As part of this task, Fehr & Peers will expand upon the collision profiles to include countermeasures identified in Task 4. This will serve as the implementation strategy for the systemic approach.
Mr. Ryan Marquez, P.E.
June 24, 2022
Through the results of priority location and systemic evaluation in Task 3, we will identify five priority project locations with City staff. Once identified, Fehr & Peers will identify project description based on our evaluation of the safety data, a field review of the project sites, discussions with City staff and stakeholders, and countermeasure efficacy (as outlined in Task 4).
This will include recommending location-specific engineering solutions and preparing cost estimates and cut sheets for the five selected priority project locations.
Fehr & Peers will finalize the emphasis areas with feedback from City staff. Fehr & Peers will then organize a third and final stakeholder meeting. At this meeting, we will provide an overview of the collision analysis and review of the emphasis areas and will discuss potential non-engineering strategies with the group. Fehr & Peers will come prepared to the meeting with a preliminary list of non-engineering strategies focused on the collision profiles and emphasis areas and will highlight that enforcement strategies should be sensitive to marginalized communities.
Finally, Fehr & Peers will develop the Draft LRSP that aligns with the State and Federal Highway Safety Plan and the LRSP template from the National Association of County Engineers Local Roadway Safety Plan Pilot. The draft LRSP will include a include a refinement of the emphasis areas and strategies, present findings from all previous tasks, recommend location-specific engineering solutions, identify strategies for implementation, and suggest a methodology to regularly review and update the LRSP once it has been approved and adopted by City Council.
Task 5 Deliverables:
• Stakeholder meeting #3 agenda and minutes
• Draft of LRSP
Task 6: Final Draft of LRSP and City Council Support
Fehr & Peers will revise the Draft LRSP based on one round of comments by City staff. The final draft will then be presented to the City Council for adoption. In assisting with this process, we have budgeted for preparing materials, attending, answering questions, and assisting City staff with presentations at up to two meetings related to City Council adoption. We have also budgeted for one minor round of revision if City Council requests editorial changes.
Task 6 Deliverables:
• Final LRSP, based on one round of City review and one round of City Council review • Prepare for and present at two meetings related to City Council adoption Mr. Ryan Marquez, P.E.
June 24, 2022
Schedule
We anticipate the above scope of work to be completed eight months from notice-to-proceed.
We propose the schedule presented in Attachment A.
Fee
Fehr & Peers will perform the above scope of work on a time and materials basis not to exceed $79,865. An estimated fee breakdown and the approximate number of staff hours is outlined in Attachment B. Invoices will be submitted monthly for services rendered and are due and payable upon receipt. We propose to conduct this work pursuant to the terms and conditions of our on-call contract between Fehr & Peers and the City of Pacifica. We appreciate the opportunity to submit this proposal and look forward to working with you on this project.
Should you have any questions, please call Erin Ferguson at (415) 255-5963.
Sincerely,
FEHR & PEERS
Dana Weissman, AICP, RSP1
San Francisco Operations Manager
ACCEPTED BY:
Signature:
_______________________________________
Name:
_______________________________________
Title:
_______________________________________
Company:
_______________________________________
Date:
_______________________________________
P22-2333-SF
Attachments:
A. Project Schedule
B. Fee Proposal
Attachment A - Schedule for City of Pacifica Local Road Safety Plan August September October November December January February March Task 1: Project Management, Meetings, & Coordination
1.1. Project Meetings P P P P P P P P
1.2 LRSP Stakeholder Group Roster R
1.3 Monthly Progress Reports
Task 2: Establish LRSP Baseline and Framework
2.1 Document Review and Framework Memo M
2.2 Stakeholder Meeting #1 S
Task 3: Safety Data Collection and Analysis
3.1 Data Collection and Analysis
3.2 Results Memo M
Task 4: Development of Countermeasures
4.1 Countermeasures Toolbox and Collsion Profiles/
Emphasis Areas
4.2 Stakeholder Meeting #2 S
Task 5: Implementation of LRSP
5.1 Draft LRSP D
5.2 Stakeholder Meeting 3 S
Task 6: Final Draft of LRSP and City Council Support
6.1 Final LRSP F
6.2 City Council Support C C
Total for all Tasks
Legend
Team Activity
P Project Check-in with City Staff
R Stakeholder Roster
S Stakeholder Meeting
M Memorandum Deliverable
D Draft LRSP
F Final LRSP
C City Council Meeting(s)
2022 2023
Tasks
1 ATTACHMENT “B”
COMPENSATION
Attachment B - Fee Proposal for City of Pacifica Local Road Safety Plan Fehr & Peers (Prime)
Principal-inCharge/ Project
Manager
Project
Planner/
Engineer
Project
Coordinator
Labor
Hours
Direct
Costs
Total
Total
Hours
Total
Costs
Tasks $310 $155 $150
Task 1: Project Management, Meetings, & Coordination
1.1. Project Meetings 9 8 2 19 $300 $4,630 19 $4,630
1.2 LRSP Stakeholder Group Roster 2 4 1 7 $100 $1,490 7 $1,490
1.3 Monthly Progress Reports 5 1 6 $120 $1,820 6 $1,820 Task 2: Establish LRSP Baseline and Framework
2.1 Document Review and Framework
Memo
7 16 3 26 $360 $5,460 26 $5,460
2.2 Stakeholder Meeting #1 4 8 2 14 $190 $2,970 14 $2,970 Task 3: Safety Data Collection and Analysis
3.1 Data Collection and Analysis 16 55 9 80 $1,040 $15,875 80 $15,875
3.2 Results Memo 5 12 2 19 $260 $3,970 19 $3,970
Task 4: Development of Countermeasures
4.1 Countermeasures Toolbox and
Collsion Profiles/Emphasis Areas 18 48 8 74 $1,000 $15,220 74 $15,220
4.2 Stakeholder Meeting #2 4 8 2 14 $190 $2,970 14 $2,970 Task 5: Implementation of LRSP
5.1 Draft LRSP 14 32 6 52 $710 $10,910 52 $10,910
5.2 Stakeholder Meeting 3 4 8 2 14 $190 $2,970 14 $2,970 Task 6: Final Draft of LRSP and City Council Support
6.1 Final LRSP 10 16 3 29 $420 $6,450 29 $6,450
6.2 City Council Support 8 12 3 23 $340 $5,130 23 $5,130 Total for all Tasks 106 227 44 377 $5,220 $79,865 377 $79,865 Notes:
This fee proposal is valid for a period of 90 days from the proposal submittal date.
Actual billing rate at the time of service may vary depending on the final staffing plan at the time the project starts; the overall fee will not be exceeded.
Mileage is billed at the IRS rate plus 10% handling fee Rates and non-key staff are subject to change at any time, without notice, and within the total budget shown 1