RESOLUTION NUMBER: 6467-2022
CITY OF SEBASTOPOL
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL AUTHORIZING A BUDGET
AMENDMENT FOR CONSULTANT SERVICES TO PREPARE
CALTRANS SUSTAINABLE TRANSPORTATION PLANNING GRANT
WHEREAS, the City Council desires staff proceed with applying for a Fiscal Year 2023-24 Caltrans Sustainable Transportation Planning Grant; and
WHEREAS, additional budget under the Engineering Division Operating Budget is needed for traffic engineering consultant services for the preparation of the Fiscal Year 2023-24 Caltrans Sustainable Planning Grant in the amount of $17,000; and
WHEREAS, as reviewed by the Administrative Services Director, the following expenditure with a General Fund source is needed as shown on Table 1.
Table 1 - Adopted and Proposed Budget
EXPENDITURE Account No. ADOPTED PROPOSED
Consultant services 124-2302-4210 $242,500. $259,500.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sebastopol does hereby approve a budget amendment increasing the Contract Services account no. 124-2302-4210 by an additional $17,000 for the Engineering Division Operating Budget.
The above and foregoing Resolution was duly passed, approved, and adopted at a meeting by the City Council on the 2nd day of August 2022, by the following vote:
I, the undersigned, hereby certify that the foregoing Resolution was duly adopted by City of Sebastopol City Council following a roll call vote:
VOTE:
Ayes: Councilmembers Glass, Gurney, Rich, Vice Mayor Hinton and Mayor Slayter Noes: None
Absent: None
Abstain: None
APPROVED:
Mayor Patrick Slayter
ATTEST: _______________________________________________________________ Mary Gourley, Assistant City Manager/City Clerk, MMC
APPROVED AS TO FORM:
Larry McLaughlin, City Attorney
490 Mendocino Avenue, Suite 201 Santa Rosa, CA 95401 707.542.9500 w-trans.com SANTA ROSA • OAKLAND • SAN JOSE
July 25, 2022
Mr. Larry McLaughlin
City Manager
City of Sebastopol
P. O. Box 1776
Sebastopol, CA 95473
Proposal to Prepare a Caltrans Sustainable Transportation Planning Grant Application for a Downtown Sebastopol Main Streets Project Dear Mr. McLaughlin;
As requested by Ms. Toni Bertolero, W-Trans is pleased to present this proposal to prepare an application for a Caltrans’ Sustainable Transportation Planning Grant focusing on the downtown of Sebastopol. The Sustainable Transportation Planning Grant Program includes:
Sustainable Communities Grants ($29.5 million) to encourage local and regional planning that furthers state goals, including, but not limited to, the goals and best practices cited in the Regional Transportation Plan Guidelines adopted by the California Transportation Commission.
It is envisioned that these planning grants will provide much needed funding to support regional sustainable communities’ strategies and ultimately achieve the State's greenhouse gas reductions targets of 40 and 80 percent below 1990 levels by 2030 and 2050, respectively.
Sebastopol’s downtown main streets, South Main Street and Sebastopol Avenue are State Highways that are impacted by high volume pass-through vehicle traffic traveling at high speeds. These vehicular traffic conditions reduce safety for pedestrians and bicycles, discourage these active transportation modes and have tempered the revitalization of the downtown. The project would create a long-term Downtown Revitalization and Complete Streets Plan to a) provide other subregional travel routes outside of the downtown, b) identify redesign of the downtown roadway geometrics in order to slow traffic flow and improve the pedestrian/bike experience and c) create a redesigned urban environment in keeping with the downtown setting in order to prioritize the pedestrian experience and encourage active transportation modes. The focus of the plan would be to improve the pedestrian environment, support downtown revitalization, and create a setting which will increase active transportation travel to the downtown, increasing pedestrian and bicycle comfort and safety and increase opportunities for transit use while reducing VMT. The plan process would include a vigorous outreach to downtown merchants, property owners and the community in general using a variety of contact formats. In order to develop a regional transportation network to accommodate transport needs, the City would engage the County of Sonoma, the SCTA and Caltrans. The plan would fully support State and regional goals of reducing vehicle miles traveled and greenhouse gas emissions, maximizing mobility and accessibility, preserving and ensuring a sustainable regional transportation system, protecting the environment and health, and promoting equitable economic development.
Caltrans will release the FY 2023-2024 Grant Application Guide/Call for Applications and conduct virtual workshops in September. The grant application deadline is October 2022 (exact date TBD). The application grant announcements will take place in the Spring 2023 with project activities beginning in the Fall of 2023.
Based on last year’s grant program, the grant minimum is $100,000 and a maximum of $700,000. The required local match is 11.47% minimum (in cash or an in-kind contribution). The entire minimum 11.47% local match may be in the form of an eligible in-kind contribution. Staff time from the primary applicant counts as cash match. It is expected that the project grant requirement will be approximately $250,000 to $300,000. (Caltrans recently awarded the County of Sacramento a grant of $212,000 for the Isleton Main Street Redesign and Revitalization Plan Agenda Item Number 6 Agenda Item Number 6
City Council Meeting Packet for August 2, 2022
Mr. Larry McLaughlin Page 2 July 25, 2022
which appears to be a good prototype for this effort. The project will develop a plan for Isleton’s Main Street to improve the pedestrian environment, support revitalization, and preserve the rich heritage of this historic community and the Sacramento-San Joaquin Delta.)
Barry Bergman from W-Trans, who led the preparation of the ATP application, will be the project manager for this effort with Steve Weinberger acting as the Senior Principal, providing input and direction.
The following tasks are included:
Tasks
1. W-Trans staff will participate in an initial conference call with City staff to obtain input and discuss the application and identify any documentation needed to support the application.
2. The Caltrans Grant Application Guide for FY 2023-2024 will be reviewed and followed. The Grant Application Guide and all fillable application documents can be found on the Sustainable Transportation Planning Grant website.
3. W-Trans will prepare the Caltrans application using the template provided by Caltrans.
4. The following documents are not required but enhance the overall application and typically result in a more competitive application during the evaluation process: Letters of Support, Graphics, Safety Data, Travel Mode Data and other related data. Therefore, these items will be included in the grant application.
5. W-Trans will coordinate with City staff to acquire Letters of Support. W-Trans will provide suggestions for sources of support and develop a template letter of support. Staff will request support letters from individuals.
6. Graphic maps showing the study area will be prepared.
7. Traffic data including traffic volumes, truck counts, travel mode data, pass-through traffic and vehicle collision data will be acquired and summarized. W-Trans would coordinate with SCTA staff as needed to obtain some data from the Countywide travel demand model.
8. A project schedule and budget will be prepared.
9. W-Trans will provide a draft application package for review by City staff.
10. W-Trans will incorporate staff comments and revise the application package for final submittal. The application will be submitted by City staff.
Exclusions – The scope of services includes only those items that are specifically identified above. Any additional services, such as requests for further analysis or responding to additional rounds of comments, if needed would be provided on a time and materials basis after receiving written authorization for the extra work.
Schedule and Budget
The application will be completed in time for the October submittal deadline set by Caltrans assuming authorization to proceed by the end of August 2022. Our services will be conducted on a time and materials basis at the rates indicated on the enclosed sheet. Monthly invoices will be provided electronically unless a hard copy via mail is requested. The estimated maximum fee for this work is $15,600.
Agenda Item Number 6 Agenda Item Number 6
City Council Meeting Packet for August 2, 2022
Mr. Larry McLaughlin Page 3 July 25, 2022
Please forward authorization or documents for my signature or a Purchase Order if you wish to initiate work. This proposal will remain a firm offer for 90 days from the date of this letter. Thank you for giving us the opportunity to propose on these services.
Sincerely,
Steve Weinberger, PE, PTOE
Senior Principal
SJW/sjw/SEB908. P1
Enclosure: 2022 Fee Schedule
Agenda Item Number 6 Agenda Item Number 6
City Council Meeting Packet for August 2, 2022
490 Mendocino Avenue, Suite 201 SANTA ROSA, CA 95401 707.542.9500 414 13th Street, 5th Floor OAKLAND, CA 94612 510.444.2600 w-trans.com
Fee Schedule
2022 Staff Billing Rates
Position Billing Rate (per hour)
Senior Principal $290 – $335
Principal $225 – $275
Senior Engineer/Planner $180 – $210
Engineer/Planner $170 – $180
Associate Engineer/Planner $150 – $165
Assistant Engineer/Planner $120 – $140
Technician/Administrative $115 – $130
Intern $30 – $80
Field Technician $30 – $75
2022 Expense Charges
Item Charge
Mileage $0.64/mile*
Services and Expenses 10% surcharge
These rates are valid for work performed prior to December 31, 2022. Work performed after January 1, 2023, and any
subsequent year may be billed at the revised rates established for that year.
* Mileage charge will be based on the IRS Standard Mileage Rate (set at $0.585/mile effective January 1, 2022) plus 10 percent.
Agenda Item Number 6 Agenda Item Number 6
City Council Meeting Packet for August 2, 2022