may feel uncomfortable traveling between the island and parked cars. Where a 12-foot travel lane between the island and parked cars is not possible, additional removal of parked vehicles adjacent to the island on the speed table side might also be necessary. Many of Portland’s Neighborhood Collector streets are less than 40 feet and coincide with Primary Emergency Response Routes. Also, for traffic calming to be considered on Neighborhood Collector streets in Portland, they must have a minimum of 75% residential zoning. Under such conditions, onstreet parking demand is generally high, making parking removal politically difficult.
Offset Speed Tables without Median Islands
In 2001 PDOT and the Portland Fire Bureau initiated another round of testing to determine if a speed cushion like device could effectively slow traffic while reducing response delay for emergency vehicles. The concept was to use the standard offset speed hump layout without the islands and adding a speed cushion like channel. In the test a channel was placed through a standard half-street speed table, aligned near the center of the travel lane. The object was to permit a fire truck to place the left side just over the centerline while aligning the rightside wheels with the channel. The hope was that providing the channel would effectively nullify the speed table’s effects on large fire equipment.
PDOT constructed a prototype device at the Fire Bureau’s training facility (Photo 2).
This is a controlled area not subject to general traffic and permitted a variety of vehicles to test the device while data was collected. The primary purpose of this test was to determine what benefit the channeled speed table design provided for emergency vehicle response time. This testing also assisted in answering concerns of PDOT over driver control questions as well as refining the design and evaluating constructability issues.
Photo 2. Offset Speed Hump with Channel Test Object – Looking Upstream.
Agenda Item #9.2:
The test device was constructed at Station 2 the week of July 16, 2001. The test object was a standard 22-foot speed table with 6-foot parabolic approach ramps and a 10-foot flat section with a maximum height of 3 inches. A channel was constructed offset from the centerline resulting in a 6-foot 3-inch wide cushion-like object that emergency equipment could straddle. The edge tapers for the channel and centerline edge were constructed with a 1:2 slope.
Formal testing, using eight vehicles, was conducted on July 23, 2001. Each vehicle was driven over the device twice with drivers directed to aim for the channel. For the first run drivers were directed to attain 25 mph before crossing the speed table. For the second run the target speed was 30 mph. In past tests the typical speeds of fire trucks and engines crossing a standard 22- foot speed table varied from 14 mph to 21 mph.6 The majority of delay at the standard 22-foot speed table is due to the larger fire vehicle’s slow acceleration. Attaining typical crossing speeds above 25 mph with the new design would represent a significant reduction in delay for emergency response and was the chosen target speed for a successful test. Each vehicle successfully traversed the test device near or above 25 mph as shown in Table 3.
Table 3. Emergency Vehicle Speed over Offset Speed Table with Channel Maximum Speed At Speed
Table (mph)
Vehicle Weight
First Run
25-mph Goal
Second Run
30-mph Goal
2000 Ford Crown Victoria
Police Interceptor 3900 lb. 24 30
2000 Chevrolet Police
Camaro 3500 lb. 25 30
2000 Kawasaki KZ 1000
Motorcycle 600 lb. >26 30
1998 Ford Van – Police
Photo Radar Unit 4,700 >25 >30
Fire Rescue 2 - 1994 Ford
Fire Rescue 10,500 >25 >30
Engine 2 - 1995 H&W Fire
Engine 38,150 25 30
Fire Truck 2 na 30 35
Truck 13 - 1994 Simon
LTI, Rear Tiller Fire Truck 58,000 >25 30
* The police vehicles did not attempt to use the channel Drivers that participated in the testing expressed very favorable comments regarding the channel design and the significant reduction in discomfort for personnel, though concern remained about citizens that might stop on a speed table when an emergency vehicle approaches.
The Portland Bureau of Maintenance, who constructs nearly all speed tables in Portland, noted the narrower section between the channel and centerline was labor-intensive to construct and may double the cost of construction over a typical speed table placed with the aid of machines.
Agenda Item #9.2:
The testing also confirmed that the original device proposal might be ineffective for speed reduction. As previously stated, placement of the channel so that the majority of drivers straddle the channel is critical to achieving the desired slowing effect for typical traffic. As originally proposed, and due to current vehicle dimensions, PDOT was unable to identify a channel location that ensured the success of the proposed device for slowing traffic. By placing one set of wheels in the channel a sedan size vehicle driven over the speed table attained a speed of 30 mph without significant discomfort to the driver.
However, the determination that a channel greatly reduced the effectiveness of the speed table for typical traffic even though only one set of wheels could be placed in the channel led to a revised design. In the revised design a half-street speed table without a median or channel would be evaluated. The new proposal would require emergency equipment to cross the standard speed table profile with the right side of the vehicle, but the left side of the vehicle could cross just over the centerline and avoid the speed table profile completely. With the channel removed, vehicles operated by the general public would encounter a standard 22-foot speed table profile, ensuring continued speed reduction. Another advantage to a full half-street speed table is that it can be built faster, and at lower cost, since more of the device could be constructed with mechanical equipment.
A second series of field tests using only the four Fire Bureau vehicles were conducted on July 26, 2001. The second round of testing included target speeds of 20 mph, 25 mph and a free run where the driver picked the speed. The Fire Bureau vehicles ran the same course again, and radar recorded their top speeds while traversing the speed table as follows:
Table 4. Emergency Vehicle Speed With Only Right Half on the Speed Table.
Maximum Speed At Speed Table (mph)
Vehicle
First Run
20-mph Goal
Second Run
25-mph Goal
Third Run
Driver Choice
Fire Rescue 2 >20 <25 >30
Fire Truck 2 >20 >25 >30
Fire Engine 2 >20 >25 >30
Fire Truck 13, Rear Tiller >20 >25 >30
As can be seen, the modified design continued to provide excellent travel speed as compared to typical speed table speeds of 14-21 mph for Fire Bureau Equipment.6 Drivers that
participated in the testing continued to express positive comments about their comfort using the speed table as modified.
NEXT STEPS
Early Live Testing
The nearby City of Beaverton installed offset speed tables without islands on SW 87thBirchwood-Laurelwood in the summer of 2003 (Photo 3, next page). Offset speed tables were chosen due to the designation of the street for emergency response. Before construction of the speed tables the 85th percentile speed was measured at 34 mph in a 30-mph zone with 25% of Agenda Item #9.2:
drivers exceeding the posted speed. After construction the 85th percentile speed reduced to 30 mph with 15% of drivers exceeding the posted speed. Vehicle volume on the street reduced from and average of 5800 vehicles per day (vpd) to 5400 vpd. The offset speed tables were originally constructed with only pavement striping to communicate to drivers to remain on their side of the street due to the weather. Subsequent to construction Beaverton received complaints from local residents about driver circumnavigation of the offset speed tables by crossing the centerline. The City of Beaverton added raised pavement markers with inset reflectors to deter such behavior (see Photo 4) after the weather warmed up in 2004. The City of Beaverton reports that complaints regarding centerline violations are no longer common from local residents.
Photo 3. Beaverton Offset Speed Hump – SW 87th Avenue.
Photo 4. Beaverton Offset Speed Hump Centerline RRPMs.
Agenda Item #9.2:
PDOT Testing
It is expected that the offset speed table will be self-regulating in regards to centerline violations and such self-regulation is sensitive to opposing traffic volume. As opposing volumes increase fewer drivers likely to violate a double yellow centerline will do so (see graph 1).
PDOT collected video at the Beaverton site to determine the frequency of centerline violations.
Approximately 13 vehicles in a 24-hour period violated the centerline to some extent, either completely or partially avoiding the offset speed tables. This represents a violation of 0.22% of the total population of drivers. The average length of time a driver was within a portion of the opposing lane (exposure) during such maneuvers was 2.88 seconds with a standard deviation of
1.13 seconds. The opposing headway gap, the length of time before the next opposing vehicle passed the offset speed table after a violation occurred, averaged 22 seconds with a standard deviation of 10.43 seconds. The exposure and opposing headway analyses are conservative in that data corresponding to opposing gaps in excess of 60 seconds (5 of the 13) were discarded.
Graph 1. Violations versus Traffic Volume
FUTURE RESEARCH
With a speed table that is only constructed to the centerline of a street comes the possibility that civilian drivers will mimic the pathway intended only for emergency service personnel. Opposing vehicle traffic plays a part in making sure drivers stay on their side of the road and slow down. Unknown at this time is what threshold of traffic volume is the minimum needed to ensure that drivers will remain on their side of the street. PDOT is currently seeking a suitable City street to advance testing the offset speed table concept.
Violator Opposing Gap vs. Total Volume
0 20
40 60
80 100
120
140
160
180
0:00
2:00
4:006:00
8:00
10:00
12:00
14:0016:00
18:0020:00
22:00
Time of Day
Opposing Gap, sec
0 100
200
300
400
500
600
Vehicles
Gaps (sec) Total Volume Fitted Curve - Gaps
Agenda Item #9.2:
SUMMARY
From the outset PDOT has had concerns that efforts to nullify the effect of speed humps for emergency response, as with speed cushions, would also render them ineffectual at reducing speeding. Testing conducted by PDOT and the Portland Fire Bureau successfully showed the ability of the offset speed table design to reduce emergency vehicle delay, especially the largest trucks that normally suffer the greatest delay. A reduction in maximum delay from 4.8 seconds at standard speed tables where the target response speed is 30 mph to the typical 2 second delay at offset speed tables represents a better than 50% reduction in emergency vehicle delay. PDOT is confident that the offset speed table will continue to reduce speeding as effectively as standard speed tables. PDOT was also successful in identifying minor adjustments to the final design to improve constructability. The design changes discussed in this paper, and the cooperation between PDOT and the Portland Fire Bureau to explore a compromise that avoids an all or nothing choice has gone a long way to solving the issue of emergency response delay caused by speed tables.
ACKNOWLEDGEMENTS
The author would like to thank the City of Beaverton for its assistance in assembling data used in this report. I would also like to thank Grant Coffey of the Portland Fire Bureau and the firefighters of Station 2 for their support and patience throughout the offset speed table testing as well as Kathy Mulder with the City of Portland for her assistance in preparing this report.
REFERENCES
1. Speed Bump Evaluation Status Report, June 1992, prepared by Kevin Hottman, Portland Office of Transportation.
2. Local Service is a Portland traffic street classification and is intended primarily to provide access to private property.
3. Neighborhood Collector is a Portland traffic street classification and is intended to provide connection between Local Service and higher classified streets.
4. City of Portland Speed Bump Peer Review, October 1998, Prepared by Kittelson & Associates.
5. The Portland Fire Bureau has a stated response goal of 4 minutes for 90% of all calls received.
6. The Influence of Traffic Calming Devices on Fire Vehicle Travel Times, January 1996, prepared by Michael Coleman, PE, City of Portland, Oregon, Office of Transportation.
7. Emergency Response Classification Study - Report and Recommendations, April 1998, City of Portland, Oregon, Office of Transportation and Bureau of Fire, Rescue and Emergency Services.
8. Traffic Advisory Leaflets 01/98: Speed Cushion Schemes, Department of the Environment, Transport and the Regions, page 5.
9. Evaluation of Speed Lumps in Mobile, Alabama, November 2001, Robert Vecellio and John McCarthy, Alabama T2 Center, Auburn University; William Metzger, City of Mobile, Alabama
Agenda Item #9.2:
10. An Analysis of Speed Cushion Effects on Response Times, August 2000, Prepared by Les Bunte, Assistant Fire Chief, Austin Fire Department.
11. NHTSA inertia database available at: www-nrd.nhtsa.dot.gov/vrtc/ca/CAdata.htm
12. Reference 8, page 7.
13. Reference 8, page 8.
14. Split Speed Bump, January 1998, prepared by Kathy Mulder, PE, City of Portland, Oregon, Traffic Calming Program.
References 4, 6, 7 and 14 are accessible on the Internet at:
www.portlandtransportation.org/TrafficCalming/reports/REPORTS.HTM#Devices Scott Batson, PE
Senior Engineering Associate
City of Portland, Oregon
1120 SW 5th Avenue, Room 800
Portland, OR 97204
Phone: 503-823-5422
Facsimile: 503-823-7576
[email protected]
Agenda Item #9.2:
8/31/23, 1:59 PM Want Drivers to Stop at Crosswalks? Slow Them Down First — Streetsblog USA https://usa.streetsblog.org/2023/01/11/want-drivers-to-stop-at-crosswalks-slow-them-down-first 1/8
USA NYC MASS LA CHI SF CAL
KITTLESON & ASSOCIATES
Want Drivers to Stop at Crosswalks? Slow Them Down First 12:01 AM EST on January 11, 2023
Photo: Ivan Lenin, CC
By Kea Wilson
Agenda Item #9.2:
8/31/23, 1:59 PM Want Drivers to Stop at Crosswalks? Slow Them Down First — Streetsblog USA https://usa.streetsblog.org/2023/01/11/want-drivers-to-stop-at-crosswalks-slow-them-down-first 2/8 Many motorists yield to pedestrians in crosswalks — but not when they're driving at deadly speeds, according to a new study that shows the need to slow down car drivers with broader road design changes, and not just more signs and paint.
As part of a recent experiment conducted during more than 1,200 crossing attempts at intersections across four states, transportation professionals at Kittleson & Associates found that 75 percent of U.S. motorists will yield to a walker in a "basic" crosswalk, which is what engineers call intersections marked with nothing more than two parallel lines of white paint.
That was only true, though, when drivers were traveling at 20 miles per hour — a speed at which traffic rarely moves on auto-centric U.S. streets. Once motorists reached 30 miles per hour, just one in eight of them yielded to the walker in those same intersections. And when streets were outfitted with "high visibility" crosswalks instead, still only one in four of the faster drivers let pedestrians pass.
Kittleson's pedestrians, of course, were actually trained researchers who were instructed not to enter the crosswalk if a driver didn't stop for them, so none of those failures to yield resulted in an actual collision. The firm points out that in real life, though, those differences in speed "can mean the difference between life and death”: studies have shown that the average pedestrian struck by a driver traveling 20 miles per hour will survive about 90 percent of the time, while only 40 percent will survive if they're struck by someone doing 30.
That percentage can get even smaller for pedestrians who are very young or old, have certain disabilities, or are struck by particularly large cars like pick-up trucks and SUVs.
Agenda Item #9.2:
8/31/23, 1:59 PM Want Drivers to Stop at Crosswalks? Slow Them Down First — Streetsblog USA https://usa.streetsblog.org/2023/01/11/want-drivers-to-stop-at-crosswalks-slow-them-down-first 3/8 Warren J. Wells, AICP · Jan 7, 2023
@WarrenJWells · Follow
Very important finding on crosswalks, yield rates, and speed.
At 20 mph, 3 out of every 4 drivers yield to a pedestrian in the basic crosswalk.
At just 30 mph, that rate drops to 1 in 8 drivers.
Warren J. Wells, AICP
@WarrenJWells · Follow
High visibility crosswalks (HVCs) fare slightly better.
At 20 mph, the yield rate rises to nearly 90%, but is still only 25% at 30 mph.
While that latter is double the rate at basic crosswalks, it still represents a high failure rate of these "traffic control devices."
3:29 PM · Jan 7, 2023
142 Reply Share
Read 3 replies
Agenda Item #9.2:
8/31/23, 1:59 PM Want Drivers to Stop at Crosswalks? Slow Them Down First — Streetsblog USA https://usa.streetsblog.org/2023/01/11/want-drivers-to-stop-at-crosswalks-slow-them-down-first 4/8 Graphic: Kittleson & Associates
The Kittleson researchers were careful to note that their study did not discredit the importance of designing crosswalks so drivers can easily see them, at least in places where the Manual of Uniform Traffic Devices advises that they should be painted at all (and in many cases, it doesn't). Even the best-designed crosswalk, though, isn't a foolproof magical force-field — and its pedestrianprotecting powers do wear off as drivers speed up. "If an uncontrolled crosswalk is
worth marking, it appears to be
worth marking with a [high
visibility crosswalk] design. ...
[But] HVCs alone are not enough
on their own to ensure yielding
when people are driving at high
speeds," they wrote.
It's also important to note that
Kittleston's experiments were
only conducted at intersections
with relatively low speed limits of
35 miles per hour or less, on
roads with no more than two
lanes in each direction and no
stop signs or signals, among
other factors designed to help the study authors zero in on the specific impacts of crosswalk design alone.
On more complex roads — particularly the high-speed, multi-lane arterials where pedestrian deaths overwhelmingly happen — planner Warren J.
Wells hypothesizes that crosswalk "yield rates ... are no doubt much lower." Agenda Item #9.2:
8/31/23, 1:59 PM Want Drivers to Stop at Crosswalks? Slow Them Down First — Streetsblog USA https://usa.streetsblog.org/2023/01/11/want-drivers-to-stop-at-crosswalks-slow-them-down-first 5/8 Wells emphasizes, though, that the Kittleson researchers' findings should send a clear message to transportation leaders who might wonder why motorists fail to let walkers pass safely even at a shiny new zebra crossing on a too-fast road — or worse, assume that some drivers will just always be jerks, and walkers should simply stay out of their way.
"The answer is not to add expensive signals to every crosswalk, or to prohibit pedestrians from crossing away from signals," he wrote. "The answer, as always, is to slow down the cars."
Editor's note: an early version of this article misstated the terms of the experiment. It occurred during 1,200 crossing attempts, not at 1,200 intersections.
Warren J. Wells, AICP · Jan 7, 2023
@WarrenJWells · Follow
Replying to @WarrenJWells
The answer is *not* (A) to add expensive signals to every crosswalk or (B) to prohibit pedestrians from crossing away from signals.
The answer, as always, is to SLOW DOWN THE CARS.
Warren J. Wells, AICP
@WarrenJWells · Follow
Note that these findings are derived from observations on two-lane streets.
Yield rates at crosswalks on four-lane streets (like MLK Jr Way in Berkeley, which I cross multiple times a day) are no doubt much lower.
3:29 PM · Jan 7, 2023
96 Reply Share
Read 2 replies
Agenda Item #9.2:
8/31/23, 1:59 PM Want Drivers to Stop at Crosswalks? Slow Them Down First — Streetsblog USA https://usa.streetsblog.org/2023/01/11/want-drivers-to-stop-at-crosswalks-slow-them-down-first 6/8 Stay in touch
Sign up for our free newsletter
SIGN UP
Streetsblog will delete comments that use hate speech or are ad hominem attacks on other commenters.
Kea Wilson
Kea Wilson is editor of Streetsblog USA. She has more than a dozen years experience as a writer telling emotional, urgent and actionable stories that motivate average Americans to get involved in making their cities better places. She is also a novelist, cyclist, and affordable housing advocate. She previously worked at Strong Towns, and currently lives in St. Louis, MO.
Kea can be reached at [email protected] or on Twitter @streetsblogkea. Please reach out to her with tips and submissions.
Read More: PROMOTED
Email
Comments
ti
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 1/12 U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
202-366-4000
Safety
Traffic Calming ePrimer – Module 5
Effects of Traffic Calming Measures on Non-Personal Passenger Vehicles
5.1 Definition of Non-Personal Passenger Vehicles
Traffic calming measures affect motorist behavior. The effects may be different for a personal passenger vehicle than for a non-personal passenger vehicle. The implications of the effects certainly differ between a personal passenger vehicle and a non-personal passenger vehicle.
The term "non-personal passenger vehicle" describes a vehicle typically larger than a common passenger car, van, motorcycle, pick-up truck or something similar. For the purpose of this ePrimer, non-personal passenger vehicles are grouped into:
emergency services vehicles – an operator of an emergency services vehicle highly values a wellconnected roadway network that enables access between trip origins and destinations with speed and efficiency
fire
ambulance
police
large vehicles – an operator of a large vehicle requires an accommodating roadway design that limits hindrances and discomfort
transit
waste removal
snow removal
truck (issues dealing with trucks are addressed in the Module 3 discussions of impacts by individual traffic calming measure)
It is important to understand how and to what extent a traffic calming measure can affect mobility and accessibility for a non-personal passenger vehicle. With this knowledge, a practitioner is better able to identify an effective and acceptable traffic calming program or measure.
5.2 Emergency Services – Fire
The local fire department is generally the first responder to an emergency medical situation. The time it takes for a fire vehicle to arrive is a primary concerns along with the safety of the emergency vehicle occupants. Of all emergency services, fire departments have traditionally been the most vocal about traffic calming; the traffic calming perspective for accommodating "emergency services" is often understood to be accommodating the fire department.
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 2/12 Fire response vehicles vary in size. Fire engines (the fire vehicles that carry hoses, ladders, and pump water) and fire trucks (the generally larger fire vehicles with attached, hydraulic ladders) are the fire vehicles that guide the discussion.
In 2012, the International Fire Code (IFC) was updated to specifically address traffic calming and to better ensure coordination with the fire department during traffic calming implementation. IFC Section 503.4.1 states that traffic calming measures placed on fire apparatus access roads "shall be prohibited unless approved by the fire code official."
The National Fire Protection Association (NFPA) provides codes and standards to protect from the danger of fires. The NFPA has many standards relating to a wide range of topics. Standard 1141, titled "Standard for Fire Protection Infrastructure for Land Development in Wildland, Rural, and Suburban Areas," addresses traffic calming. In Section A.5.2.18, NFPA 1141 states that prior to installation of traffic calming, the authority having jurisdiction "should work with the emergency response departments to ensure traffic calming devices can be negotiated by emergency response vehicles in a safe and timely manner without damage to those vehicles." Implementation of traffic calming should be coordinated with the fire department to comply with local interpretations and requirements of the fire code standards. The International Association of Fire Chiefs agrees that fire officials and engineers will need to collaborate on traffic calming installations to "meet trafficengineering needs and include the least impact on response time to emergencies."i A video that presents emergency response issues that require consideration during the planning of traffic calming measures can be accessed at the following hyperlink: https://www.youtube.com/watch?v=-R0f1nj7oeM (Source:
Tualatin Valley (Oregon) Fire & Rescue)
Measures with Vertical Deflection
A traffic calming measure that causes vertical deflection to a motorist passing over it forces the motorist to slow in order to pass over the measure comfortably. This slowing of an emergency services vehicle results in longer response time. The magnitude of the slowing depends on multiple factors.
The following vertical deflection measures have the potential to negatively affect fire vehicles and are typically contentious with fire departments:
Speed hump
Speed table
Raised intersection
Raised crosswalk
The Guidelines for the Design and Application of Speed Humps published by ITE, which provides guidelines for the most common traffic calming measure, has detailed many of the existing studies relating to emergency response delay associated with vertical traffic calming measures. The document recommends not installing speed humps on roadways that are primary or routine emergency vehicle routes. Other methods used by cities, and mentioned in the guidelines to minimize conflict with fire vehicles, include limiting the height of speed humps.
Damage to fire vehicles is another concern of fire departments. Opinions by some critics in the 1990s and early 2000s were that traffic calming measures caused damage to fire vehicles.ii For example, the stress of traveling over speed humps could lead to increased repairs and shorter vehicle life. However, the early studies found no data to substantiate the claims.iii In addition, isolating the exact cause of wear and tear on a vehicle can be difficult, whether it was caused by the relatively infrequent crossing of speed humps or the crossing of other frequent undulations in a roadway network, such as potholes, manhole covers, drainage dips, etc.
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 3/12 Two vertical deflection measures have been developed specifically to accommodate fire vehicles. These measures should be considered in a location where mobility of fire vehicles is a high priority:
Speed cushion (also known as speed slot, speed lump, and speed pillow) Offset speed table
Measures with Horizontal Deflection or Street Width Reduction Studies in the mid-1990s in Portland, Oregon and Montgomery County, Maryland found that fire vehicle delay associated with traffic circles ranged from approximately 1 second to over 10 seconds.iv,v A traffic circle can be designed to minimize adverse effects on fire vehicle mobility. A mountable apron can be placed on the outer edge of the circle to allow a fire vehicle to minimize its deflection when passing the measure. In addition, many jurisdictions allow larger vehicles to turn left in front of a traffic circle, reducing the need to circle the measure.
A fire vehicle responding to an emergency could make this short left-turn movement.
The results from these early studies did not thwart traffic calming plans, as can be seen by successful installations across the U.S. For example, in 1996, Portland, Oregon found the neighborhood traffic circle to be the most hampering traffic calming measure for their fire department. In contrast, nearby Seattle, Washington continues to install traffic circles and is now presumed to be the city with the most traffic circles in the country.
The other measures in this ePrimer with horizontal deflection or street width reduction can be designed to accommodate large vehicle movements, allowing a fire vehicle responding to an emergency the ability to pass with minimal horizontal deflection. For example, a lateral shift compels a motorist to horizontally deflect the vehicle path. A fire vehicle could take a straight line path through the measure, as other vehicles are expected to yield the right-of-way during an emergency. In addition, the driver of a fire vehicle possesses the necessary skill set for the apparatus being operated, with many states requiring drivers to take accredited training. The number one priority of an emergency vehicle driver is to arrive at the scene safely, which can require maneuvering a vehicle through constrained areas.
Routing Restriction Measures
All routing restriction measures have the potential to adversely affect fire vehicle route planning and response times. For some measures, an emergency vehicle may be able to circumvent the measure (for example, a forced turn island).
However, given the severity of routing restriction measures on the roadway network for non-personal passenger vehicles, coordination with the emergency services departments is a critical step during planning of these measures. For some measures, the installation may be designed to allow passage by a fire vehicle.
5.3 Traffic Calming Measures Developed to Address Emergency Service Vehicle Delay Issues In response to concerns raised by fire departments about the effects of vertical deflection measures on emergency vehicle mobility, two types of measures have been developed: speed cushions and offset speed tables.
Speed Cushion
A speed cushion (also known as speed lump or speed pillow) has cushions placed longitudinally in the roadway specifically to match the wheel tracks of fire vehicles (see Figure 5.1) [and provide a link to section 3.11 – Speed Cushion]. Field tests have shown speed cushions to reduce general vehicle speeds while providing little to no delay to fire vehicles.vi Speed cushions are being used in place of speed humps in many jurisdictions due to their positive reception from fire departments. The following are examples:vii Austin, Texas found speed cushions have only a minimal, if any, impact on emergency response times with a less than 1 second delay experienced by most emergency vehicles.
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 4/12 In San Diego, California, fire vehicles can travel over the cushions at full speed with no delay (when driving in the middle of the roadway).
Sacramento, California found speed cushions cause almost no delay to emergency response time. The city found using speed cushions instead of speed humps results in a savings of almost 13 seconds per typical roadway segment.
Mobile, Alabama found 1.76 seconds less delay at speed cushions than speed humps for fire vehicles. The delay for ambulances was reduced by 4.75 seconds, when compared to speed humps.
In Danville, California it was found that no delay occurred in response time with speed cushions, compared to a 10 to 15 second delay observed with speed humps.
Figure 5.1. Fire Engine Straddling Speed Cushion during a Trial Demonstration (Source: Jeff Gulden)
In Orange County, California tests were conducted to evaluate the effect of speed cushions on delay, comfort, and ease of navigation for fire vehicles. A detailed summary of the study was published in the ITE Journal in 2008 and has been one of the key supporting documents for the use of speed cushions to meet the needs of fire vehicles.
The tests were conducted in La Habra, Orange County, California, and involved Brea, California, and Los Angeles County fire department vehicles. Each vehicle traversed a set of three speed cushions with various geometric designs and with different approaches: straddling the smaller cushion and crossing the cushions while staying within the travel lane (similar to a speed hump). The speeds of fire vehicles straddling the smaller, center cushion were similar to normal operating speeds on the roadways, and significant delay at the cushions was not observed. Crossing the cushions while staying in a travel lane (similar to a speed hump) resulted in maximum vertical deflection and lower crossing speeds. The tests led to successful implementation of speed cushions as Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 5/12 the key component of neighborhood traffic calming plans in both cities (La Habra and Brea, California). Other jurisdictions have found similar results with speed cushions, that they result in minimal to no delay to fire vehicles.
Speed cushions are effective at reducing speeds on residential roadways while meeting the needs of fire departments. In before-and-after speed data, speed cushions reduced the 85th percentile speed by an average of approximately 9 mph, a reduction of 25 percent.viii The speed reductions associated with cushions are similar to those of the speed hump, the current most common traffic calming measure.
Tests conducted in the early 2000s with speed cushions and fire vehicles in King County, Washington resulted in a positive response from the fire department, a minimized increase in response time, and less discomfort from fire personnel in the vehicles.ix The same study found that the speed cushions were effective at reducing passenger vehicle speeds and received a positive response from the neighborhood residents.
Offset Speed Table
An offset speed table, a measure that specifically accommodates fire vehicles, allows a fire vehicle responding to an emergency to circumvent the vertical measure by crossing the centerline and briefly traveling against the flow of traffic (see Figure 5.2) [and provide a link to section 3.13 – Offset Speed Table]. A study conducted in Portland, Oregon in the late 1990s found the delay for fire vehicles at offset speed tables to be two seconds, less than the maximum delay associated with traditional speed tables.x The Portland experience also shows that a street width of at least 40 feet is needed to allow a fire vehicle to make the s-curve through the offset speed table.xi
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 6/12 Figure 5.2. Offset Speed Table with Raised Markers Between the Offset (Source: Jeff Gulden)
5.4 Emergency Services – Ambulance
An ambulance can be affected by a traffic calming measure, especially a vertical deflection measure. The effects include both the delay associated with slowing to traverse a measure and potential discomfort for those being transported.
Tests conducted in Montgomery County, Maryland in the mid-1990s found that ambulances are delayed by 3.2 seconds at traffic circles and 3.8 seconds at speed humps.xii Traffic Calming: State of the Practice published data showing an almost 10 second delay per speed hump in both Sarasota, Florida and Austin, Texas.xiii Bellevue, Washington found ambulances could comfortably cross a 14-foot speed hump at 17 mph and could navigate a traffic circle at 16 mph, both slower than the desirable travel speeds.xiv The ambulances were able to traverse a speed table at close to 35 mph.xv There have not been many recent studies relating the effects of traffic calming on ambulance response. This is likely due to the recent improved inclusion of emergency services in the planning and implementation of traffic calming measures.
The needs of ambulances should be considered when developing a traffic calming plan. In some locations, the fire department can speak to the needs of ambulance services; other locations may require the traffic calming practitioner to reach out to individual ambulance providers.
5.5 Emergency Services – Police
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 7/12 Police departments generally approve of traffic calming measures because they slow vehicle speeds without the need for constant or routine enforcement. With traffic calmed roadways, police departments are able to focus their efforts on other areas. Despite this general approval of traffic calming, it is recommended to include the police department in planning and implementation of a traffic calming measure.
A police vehicle in an emergency situation can bypass some traffic calming measures. But is susceptible to reduced speed caused by a vertical deflection feature because a police vehicle is typically the same size as a passenger vehicle. Despite the potential for delay caused by a traffic calming feature, there have been few reported significant complaints raised by police personnel.
Improper design and implementation of a traffic calming measure can result in the need for additional involvement from the police department. For example, a half closure design that does not properly discourage wrong way driving can result in a need for spot enforcement in order to be safe and effective. A speed limit change should be coordinated with the police department to ensure enforcement can occur at the posted speed limit, which often involves a review of the 85th percentile speeds (this also includes posting a speed limit where the default has not been posted).
5.6 Large Vehicles – Transit
Transit needs should be specifically addressed during traffic calming implementation. As a transit vehicle travels around or over some types of measures, the vehicle motion can affect passenger comfort and increase the risk of slips or falls and loose articles being thrown around inside the vehicle. In addition, a heavy passenger load can affect the handling of a bus, potentially affecting the effect of a traffic calming measure.
Transit vehicle drivers are typically trained to be able to navigate through narrow settings, as is often found in a congested urban setting. This constriction can be analogous to that provided by a horizontal deflection, street width reduction, or routing restriction measure.
If traffic calming is to be installed on a roadway used by transit, the design of the traffic calming measure can often be modified to meet the needs of a transit vehicle. This is especially important if the roadway is used by a longer-than-typical bus. Practitioners should be cautious of sacrificing too much in the design of a traffic calming measure because the accommodated transit routes could be modified in the future, leaving a traffic calmed street designed specifically for transit without a transit route.
Transit can be addressed directly in a neighborhood traffic calming program and plan. For example, some cities explicitly discourage and even restrict certain traffic calming measures from being placed on bus routes. New York City for example, does not allow a vertical deflection measures to be placed on a bus route. The ITE Guidelines for the Design and Application of Speed Humps, the only traffic calming measure for which ITE provides detailed recommendations, states that when "feasible alternatives are available, speed humps are not recommended for use on streets with public transit."xvi In neighborhood traffic calming, vertical deflection measures are generally included on lower order roads, such as residential streets, which typically aren't used as transit routes. Therefore, the potential for interaction between transit and vertical deflection measures is minimized. Nevertheless, examples do exist of transit routes on roadways with vertical deflection measures (see Figure 5.3).
The presence of a vertical deflection measure should not be a deterrent to placing a transit route along a roadway. For example, a Salt Lake City, Utah roadway with multiple raised crosswalks, speed humps, and bicycle lanes is also a popular transit route. The example highlights ways in which pedestrian-oriented traffic calming and transit can mix. The raised crosswalks enhance the pedestrian crossings of the roadway and the presence of bicycle lanes and transit adds to the complete street. Transit riders are also often bicyclists or pedestrians for part of their journey, which highlights the benefit of providing transit service on roadways amenable to walking and bicycling.
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 8/12 Consideration should be made where a transit route is combined with a bicycle lane. Conflicts may arise between a bus and a bicyclist if the bicycle lane is to the right of the travel lane because bus passengers board and alight at the curb. It is important to educate both bus operators and bicyclists of this potential hazard.
Figure 5.3. Bus Passing Over a Speed Hump
(Source: Jeff Gulden)
In some jurisdictions, bus drivers are able to influence route location due to ease of driving on roadways. It is conceivable that drivers could influence route location to avoid a traffic calmed roadway if they do not find driving on the roadway to be agreeable. Therefore, although transit can traverse most traffic calming measures, it is recommended to include the transit agency in the planning of traffic calming.
5.7 Large Vehicles – Waste Removal
Vertical deflection, horizontal deflection, and street width reduction measures are not expected to affect the mobility of waste removal vehicle because the vehicle is already travelling a slow speed when servicing the roadway corridor. However, routing restriction measures can complicate the route planning for waste removal.
Although not expected to be a significant issue, the needs of waste removal vehicle operators could be solicited early in the planning process.
There is the potential for additional curbside physical features with a horizontal deflection (lateral shift, chicane, realigned intersection), a street width reduction (corner extension, choker), and a routing restriction (full closure, half closure). These features can affect the proper placement of trash cans, which in many communities involve multiple trash cans (for example, one for trash, recyclables, and green waste). The placement could require a resident to walk trash cans to an adjacent property, something that may be met with resistance.
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 9/12
5.8 Large Vehicles – Snow Removal
Traffic calming measures have the potential to affect snow removal vehicles and operations. When traffic calming initially gained popularity across the U.S., snow removal at traffic calming measures was being dealt with for the first time by many agencies. Over the last several decades, agencies have gained significant experience with snow removal issues throughout the country, including Alaska.
The following is a summary of issues and suggested solutions. The issues should be discussed and understood and potential solutions coordinated during the process of developing a traffic calming plan in an area that receives snow. None of the issues represent a fatal flaw as workable solutions have been used across the U.S.
Potential for damage to traffic calming measures – some jurisdictions mark traffic calming measures or ensure maintenance crew are familiar with their locations on streets they plow.
Potential for damage to snow removal equipment – potential solutions include using rubber tipped plows, installing gently sloped vertical measures, slightly raising the plow at vertical measures, and using salt (and/or sand) to melt the snow at the measure.
Snow storage – design horizontal traffic calming measures to accommodate the storage of snow from the roadway, where needed.
In some cases, certain traffic calming measures have been limited for use on priority snow removal routes or snow emergency routes, such as New York City. In Santa Fe, New Mexico, the city restricts the types of measures that can be placed on roads listed on their priority snow removal roads map; horizontal deflection and street width reduction measures are encouraged on priority snow removal roads in the city. Other cities may restrict the usage of speed humps due, in part, to snow removal issues. In Covington, Kentucky, residents are told speed humps are not allowed due to emergency response and snow removal issues.
The option of removing traffic calming measures during winter months exists for some types of installations.
Manufacturers of prefabricated vertical measures (speed humps and speed cushions) advertise that one advantage of the prefabricated option is that it can be removed prior to the snow season and reinstalled in the spring. It is unclear as to the extent to which this occurs in the U.S.
The effectiveness of a traffic calming measure does not cease during winter weather. A study presented at the Annual Conference of the Transportation Association of Canada in 2011 found that almost all traffic calming installations remained equally effective during both winter and summer.xviii Most of the traffic calming installations, 71%, did not experience issues with snow removal and in 79% of the cases there were no deteriorations due to snow removal.â„¢"
It is recommended that the group responsible for snow removal be included in the planning and design of a traffic calming plan, no matter the type of measures being considered (e.g., vertical deflection, horizontal deflection, road width reduction, use restriction). There are examples of traffic calming applications along priority snow removal routes. Skilled operators are familiar with the jurisdiction roadway network and can be trained to navigate over and around traffic calming measures.
5.9 Brief History of Relationship of Traffic Calming and Emergency Vehicles In the 1990s as traffic calming was gaining popularity in the U.S. but still relatively new, there was a strong interest to better understand the impacts of traffic calming on emergency response. Particularly, fire departments were interested in the delay caused by traffic calming measures on their response times. Fire departments typically set maximum response times for emergency situations and there was concern that fire vehicles on traffic calmed streets would encounter unacceptable delay. In addition, there was concern regarding the potential damage that the exposure to traffic calming measures could cause to the fire vehicles, such as the vertical deflection experienced when crossing a speed hump.
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 10/12 Several high profile studies were completed in the 1990s to better understand how traffic calming would impact fire department response. In 1996, the Portland, Oregon Bureau of Traffic Management and the Bureau of Fire, Rescue and Emergency Services conducted tests with six different emergency vehicle types and several different traffic calming measures. The research found the following:xix xx between 0.0 and 9.2 seconds of delay per vehicle per speed table between 1.0 and 9.4 seconds of delay per vehicle per speed hump between 1.3 and 10.7 seconds of delay per vehicle per traffic circle Montgomery County, Maryland found that the delay per vehicle caused by speed humps ranged between 2.8 seconds and 7.3 seconds per hump, depending on the type of fire vehicle.xxi The County determined that speed humps along an emergency response route would reduce the distance served within 5 minutes from 2 linear miles to 1.3 linear miles.xxii The tests also included traffic circles, which delayed the larger fire vehicles by up to 7 seconds.xxiii
In Boulder, Colorado, delay associated with speed humps ranged between 2.8 and 4.7 seconds. In Austin, Texas the delay range was much wider, between 1.8 seconds and
9.8 seconds.xxiv Speed humps were found to cause a 10 second delay in Berkeley, California.xxv xxvi xxvii By this time in the U.S. it was clear that speed humps, and other traffic calming measures, adversely affected fire vehicle response time, yet the magnitude of the delay varied significantly. There is no one definitive source as to the exact delay caused by traffic calming measures on fire vehicles. A specific time delay found in one jurisdiction may not be applicable in another jurisdiction.20 A study conducted in Eugene, Oregon found an average of 3.6 seconds of delay per speed hump and then compiled data from several studies to determine an overall average delay of 6.5 seconds per speed hump for fire vehicles.xxviii Although helpful, the calculated overall average delay wasn't as important as the discussion that had already begun between traffic calming practitioners and fire departments.
Some reviews of the relationship between traffic calming and fire departments have gone beyond the measuring of travel delay for emergency response vehicles. One studyxxix attempted to quantify the number of additional deaths that would occur in Austin, Texas due to the delay incurred on emergency response vehicles by traffic calming. These viewpoints continue be a topic of discussion between fire departments and livability advocates.
The most important outcome of these early studies was not to establish the exact delay caused by traffic calming but rather to understand the general magnitude that traffic calming has on emergency response. This understanding led to a significant boost for working relationships between fire departments and traffic calming practitioners in the U.S. Although some of those early studies have a confrontational tone toward traffic calming, their effects were instrumental in ensuring that fire departments are a part of the traffic calming discussion in the planning phase.
20 The amount of fire vehicle delay found in early studies varied significantly. The variance is generally dependent on four factors: vehicle type and size (including whether vehicle tanks are loaded with water), type of traffic calming measure, testing procedure, and driver discretion regarding speed. An often cited study from Portland, Oregon in 1996 stated that fire vehicle performance did not appear to be affected by driving behavior and that the drivers' "choices of deceleration and acceleration rates as well as their choices of minimum speeds near the devices were very consistent."20 Nevertheless, it is likely that inconsistent driving techniques and testing procedures hinder the ability of an analyst to compare and create a definitive delay estimate per traffic calming measure.
5.10 Process for Coordination with Needs of Emergency Services Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 11/12 As traffic calming has gained widespread acceptance in the U.S., the necessity of fire department involvement has become embedded. The search for new data on the effects of traffic calming on fire vehicles is likely not needed as fire departments already have a seat at the table during traffic calming discussions. The needs of emergency response should be strongly considered when implementing a traffic calming plan. The fire department could be especially helpful during evaluation of the traffic calming measure design, of its exact placement (for example, ensuring a measure does not hinder access to a fire hydrant), and of alternative response routes around the traffic calming installation area.
Fire departments have also been educated to the greater magnitude of risks from motor vehicle fatalities and serious injuries and understand the value of street designs that protect vulnerable road users. In addition, Congress for the New Urbanism has been working with fire authorities on accommodating fire response needs in livable street designs.
The general understanding of the potential adverse effects of traffic calming on emergency response has led to multiple ways that fire departments are accommodated and involved in traffic calming, including the following:
The limitations that some agencies place on the types of traffic calming measures that can be installed. For example, some cities do not allow vertical traffic calming measures to be installed given their impact on fire vehicles.
The limitations that some agencies place on where (i.e., which roadways) traffic calming measures can be installed. For example, cities with identified emergency response routes will typically limit the type of measure that can be placed on the priority routes.
The development or modification of traffic calming measures specifically to accommodate fire vehicles.
Examples include the offset speed table and speed cushions. Another example is the cities that have mandated the use of speed cushions over the use of speed humps.
The inclusion of the fire department as a key stakeholder in community-wide traffic calming plans.
The involvement of the fire department in all project-specific traffic calming strategies and discussions.
In the late 1990s, the City of Bellevue, Washington conducted traffic calming tests with their fire vehicles and ambulances. The delay associated with speed humps, speed tables, and traffic circles were determined to be similar to the findings of other high profile studies.xxx A memorandum of understanding regarding traffic calming was created between the fire department and transportation department. As part of the agreement, the fire department would be invited to a field visit before the installation of each traffic calming measure. At the field visit the measure would be laid out with paint and cones and the fire department could use the opportunity to test applicability with their vehicles. The traffic calming plan could be refined based on feedback from the fire department's field visit.
In San Diego, California, the development of the city's traffic calming program included collaboration with the city's fire department. The collaboration included input from both the city and fire responders regarding use of speed humps. The city's prior experience with experimentation of speed cushions and the fire department testing large vehicles
resulted in the insertion of speed cushions as the preferred traffic calming measure over the traditional speed humps.
One of the relatively immediate outcomes of the initial fire vehicle tests was policy changes related to development of an emergency response classification system for streets to guide the implementation of traffic calming measures. Development of policy establishing emergency response routes and traffic calming is often employed by cities and emergency response routes are typically included in neighborhood traffic calming programs. Pennsylvania's Traffic Calming Handbook is one example that provides guidance for municipalities in the state on accommodating emergency response with well-planned emergency response routes.
Accommodations for emergency response and identification of emergency response routes are a common feature in neighborhood traffic calming programs.
<< Back to Traffic Calming ePrimer
Agenda Item #9.2:
8/31/23, 2:09 PM Traffic Calming ePrimer - Safety | Federal Highway Administration https://safety.fhwa.dot.gov/speedmgt/ePrimer_modules/module5.cfm 12/12 Page last modified on February 13, 2017
Agenda Item #9.2:
September 28, 2023
Dear Sonoma City Council,
We call on the Council to ensure the safety of our residential streets at and near the E. Napa Street and Fifth Street E. intersection. Three traffic studies, conducted by the city, from 2019, 2022 and 2023 have shown that as cars approach and depart this intersection they are traveling at unsafe speeds, endangering pedestrians, residents, and other drivers.
The city’s traffic studies show that traffic calming measures used to date, which rely on visual cues to drivers, have not worked. Therefore, we call on the City to install speed tables on E.
Napa Street. These will provide a physical traffic calming measure that will slow traffic and increase safety.
Thank you for your consideration.
Sincerely,
1. Hank Martinson
2. Toni Rothschild
3. Peter Fitzgerald
4. James Whittaker
5. Richard Mabe
6. Brian Sebastian
7. Kathleen Bloch
8. Dennis Bloch
9. Mike Myatt
10. Wendy Lee
11. Kevin Grant
12. Kathy Grant
13. Brian Sheahan
14. Alison Sheehan
15. Patrick Bei
16. Renato Elui
17. Mark Couchman
18. Mona Couchman
19. Mia Sebastiani
20. Monica Kern
21. Michele MonPere
22. Denise Spencer
23. Ingrid Conroy
24. Kenneth Conroy
25. Warren Bryant
26. Bill Strid
27. Mitchell Fong
28. Denise Walsh
Agenda Item #9.2:
29. Peter Butera
30. Robert Rao
31. Craig Miller
32. Tim Farfan
33. Mark Lyon
34. Zanne Clark
35. Brenda Brooks
36. James Callahan
37. Kelli Anderson
38. Nancy Gillespie
39. Robert Johnston
40. Robert Nolan
41. Ben Compton
42. Diana Sanson
43. Marie Andel
44. Eric Andel
45. Irene Ehret
46. Rebecca Delorefice
47. Guy Delorefice
Agenda Item #9.2:
Agenda Item #9.2:
Agenda Item #9.2:
City of Sonoma
Agenda Item Summary
Meeting: City Council - 15 Nov 2023
Department
Administration
Staff Contact
Lisa Janson, Senior Management Analyst
Agenda Item Title
Implementation of Emergency Warming Center in Response to Extreme Weather Events Including:
• Operational Policy to Ensure Efficiency and Consistency, and a • Resolution Terminating the Agreement Between Sonoma Overnight Support to Run the City's Emergency Shelter, and
• Authorizing the City Manager to Enter into an Agreement With a Third-Party to Operate the Emergency Shelter When Triggered by the
Extreme Weather Operational Policy, and
• Increase Emergency Funding for Extreme Weather Events.
Summary
Staff is proposing to implement an Emergency Warming Center in the City of Sonoma for extreme weather events by seeking approval of an operational policy (Exhibit A - City of Sonoma Emergency Warming Center Activation Guidelines for the 2023-2024 Winter Season) to ensure efficiency and consistency in response to extreme weather events for the unsheltered population. As the community continues to be affected by extreme weather events, the City needs to have a policy to ensure that the most vulnerable population is provided a shelter overnight during these increasingly more common extreme weather events.
Extreme Weather Warming Centers are meant to be a short-term solution to a temporary problem that arises when the region experiences a severe cold spell, that may or may not be accompanied by rain, wind, hail or snow. Cold weather events usually last from two days to a week. They may last longer if the rain and cold persists. Extreme Weather Warming Centers traditionally consist of a building with heat and restrooms. They usually operate in the evenings and through the night. Hours are typically 7 pm to 7 am. Some provide food and cots for sleeping, but not all. Most of are supervised by volunteers and others have paid supervision. All Extreme Weather Warming Centers should have established rules of behavior to ensure the safety and security of those who use the shelter.
Last winter (FY22/23) the City with financial assistance from the County and volunteer staff support by our local non-profit homeless service providers opened an Extreme Weather Warming Center at the Sonoma Veterans Hall for a total of eight nights. On average it served seven individuals an evening.
Dates Number of Nights Total Served
December 1-3, 2023 2 9
December 12-18, 2023 6
46 Total cost to the City of Sonoma to operate the emergency Warming Center for the eight nights including the County DEM 50% share was $17,171.78 or $2,146.47 per night. It is important to note the majority of the staffing was volunteers. The Vets Building rental, janitorial and security Agenda Item #9.3:
costs were shared 50%/50% between Sonoma County Department of Emergency Management (DEM) and City of Sonoma. The activation of the Extreme Weather Warming Center put considerable strain on the City's day-to-day operations given that the City does not have adequate capacity to staff and manage an emergency Warming Center for any length of time.
It is important to note that the City of Sonoma approved a temporary use permit to Homeless Action Sonoma (HAS) who opened and ran an emergency Warming Center out of 867 Napa St. from the period of December 23, 2023, through April 15, 2023. Their activation period did not coincide with extreme weather events but was operated in an ongoing manner similar to a Winter Shelter/Low Barrier Navigational Site which offered a safe place for individuals to get out of inclement weather and receive services. With the development of HAS Home and Safe Village, day services and case management has been located on that site with funding assistance from the City of Sonoma.
Utilizing the data from the previous two activations and researching what other cities within the County are adopting City staff is recommending the following criteria for activation of Extreme Weather Warming Center with the intent to supplement existing Sonoma County's Winter Shelter operations. It is important to note that this is a temporary plan and we will continue to work with regional jurisdictions to formalize responding to increase frequency of extreme weather events.
PURPOSE: To provide guidelines and procedures to open an “Extreme Weather Warming Center” in the City of Sonoma for the unsheltered population.
DEFINITIONS:
Extreme Cold Weather Event– For the purposes of these guidelines, an Extreme Cold Weather Event for the City of Sonoma is as follows:
Three (3) consecutive days with overnight lows below 32 degrees Fahrenheit as forecasted by the National Weather Service (“NWS”) for the City of Sonoma; or Forecast temperatures to drop below an average nighttime (7 PM to 7 AM) low of 37 degrees for two consecutive days with accompanying forecasted hazardous conditions during the overnight period (7 PM to 7 AM) that include one inch (1”) or more of rain, a Flash Flood Warning or snowfall, as forecasted by the National Weather Service (“NWS”) for the City of Sonoma;
And at least one of the following:
NWS issues or is forecasting a cold-related Warning (Freeze, Cold, Frost or Wind Chill);
Forecast overnight low temperatures are accompanied with daytime temperatures of 40°F or lower;
Unanticipated or planned power outages are occurring or are forecasted that affect 200 or more customers within the City of Sonoma;
Department of Health Services issues a Health Emergency related to cold weather and/or a Public Health Order related to cold weather.
Extreme Weather Warming Center – An indoor or outdoor location that provides heated space to seek temporary relief from the wet/cold when an Extreme Cold Weather Event occurs.
Agenda Item #9.3:
PROCEDURES:
1. Determination of Warming Center Opening. The City Manager (or designee) will determine the need to open an Extreme Weather Warming Center during an Extreme Cold Weather Event or any combination of weather events and other extenuating circumstances which present extreme levels of risk to the public, including the unsheltered population. In making the determination to open an Extreme Weather Warming Center, the City Manager (or designee) may consult with the County of Sonoma Department of Health Services (DHS), County of Sonoma Department of Emergency Management (DEM), Sonoma Valley Fire District (SVFD) and Sonoma Police Department (SPD), or other agencies, or nongovernmental organizations (NGO’s) as needed in the City Manager's discretion.
2. Staffing. The coordination and opening of an Extreme Weather Warming Center will be executed by City staff and contract personnel as assigned and directed by the City Manager. The City Manager will appoint a Warming Center Manager to oversee the establishment and management of the Warming Center operations. Warming Center staffing or work assignments may be necessary on any day and at any time of the day or night, including weekends and holidays.
3. Warming Center Location. The primary location for an Extreme Weather Warming Center is the City’s Haven Building located at 151 First Street West, Sonoma. Other locations may be utilized as directed by the City Manager (or designee).
4. Operational hours for an Extreme Weather Warming Center will typically be between 7:00 p.m. to 7:00 a.m. but may vary based on weather conditions, space availability and other factors.
5. Public Outreach. The City Manager, the Warming Center Manager and the City’s Public Information Officer will coordinate the issuance of public notifications including media releases, social media messaging, publication to City websites/news items and direct communication with community partners and service providers for unhoused individuals.
Information that is disseminated to the public and is vital to the health and safety of the community should be coordinated for translation into alternative language(s), as necessary, by the Communications Officer and made available to the City Council, Sonoma County Emergency Services, Sonoma County Public Health, Homeless Service Providers, and the Shelter Operator (when applicable) prior to the final media release to the public.
Note: In the event immediate translation is needed, and the services are unavailable, it is acceptable to utilize the translation feature on the public facing website (www.sonomacity.org) for translation purposes.
Individuals seeking an Extreme Weather Warming Center will be advised:
a. The Extreme Weather Warming Center is a place to warm up and charge portable personal electronic devices (mobile phones, tablets, portable computers, etc.).
b. Cots for sleeping will be provided.
c. Light snacks and beverages may be provided.
Agenda Item #9.3:
d. Food brought by registrants that is ready to eat and does not require refrigeration is permissible; cooking, meal service and kitchen access is not available.
e. The City of Sonoma or its contractor(s) will not be responsible for lost or stolen items.
f. Individuals utilizing the Warming Center must be previously listed or otherwise added to the “by-name list” system used by Sonoma Valley homeless providers and the City of Sonoma.
g. Individuals utilizing the Warming Center must comply with the City’s Warming Center -Standards of Behavior (see last page).
h. Well behaved pets may be permitted at the Extreme Weather Warming Center at the sole discretion of the City’s Warming Center Manager. Service animals are allowed. Additional pet restrictions or pet boarding requirements may apply and will be provided to registrants at the time of registration.
6. Pet Crates / Kennel Space. The Warming Center Manager will contact the Sonoma Police Department and Pets Lifeline to determine their availability of crates and/or kennel space, if needed.
The City of Sonoma first implemented an emergency shelter program in 2005 with the assistance and support of Sonoma Overnight Support (SOS). In 2005 the City applied for a use permit to establish and operate an emergency shelter at 151 First Street West also known as the Haven, owned by the City of Sonoma. In October 2005, the Planning Commission granted a use permit to the City, which permit is in effect at the present time. In December of 2005, the Community Development Agency of the City of Sonoma entered into an agreement with SOS to provide management services for an emergency shelter program. This agreement (Exhibit B) is still in effect today. In 2014, as part of its housing element update that required the City to zone property for emergency shelters, the City designated the site of the Haven as a location where an emergency shelter may be operated by right and without a permit.
SOS has recently opened its new Unity Kitchen in the Springs with a focus on providing food support to Sonoma Valley's food insecure population. The City is working on an agreement with SOS to provide funding to support SOS in their efforts to feed Sonoma Valley's Homeless population, with an annual grant of $50,000. City staff is recommending terminating the original agreement for management services for an emergency shelter program at the Haven with SOS and reclaim the property, since the Haven is the City's only permitted emergency shelter. This will allow the City to use the Haven in extreme weather conditions as an emergency Warming Center for our homeless population. Under the current conditions of approval the Warming Center activation period of 7pm-7am fits within the current operational period per the operational standards for emergency shelters in Sonoma Municipal Code section 19.50.033 and the use permit. If approved by the City Council, the City would issue a termination letter to SOS which requires a 90-day notice to terminate effective on January 31, 2024. However, if it becomes necessary to open an emergency Warming Center during the 90-day period the City is requesting the authorization to remove and store SOS belongings from the Haven until SOS can relocate the items to their new facility. The City would cover the cost of moving the items from the Haven and storing them. It is the City's understanding that the Haven facility is providing showers and laundry services to unsheltered individuals, these services will be relocated to HAS Home and Safe Village which is working to finalize the facility. The building's other current uses include offices and storage space, which could move to SOS's new Unity Kitchen facility.
Once the Haven is back in the City's purview the space will be converted back to an emergency shelter with sleeping rooms and will be set and ready to be activated on an as needed basis for Agenda Item #9.3:
an Extreme Weather Emergency Warming Center. The City will move in enough sleeping cots to accommodate 10 individuals and will have pillows and blankets available for use. Intake forms will be onsite and light snacks will be available.
The City of Sonoma has recently adopted a strategic homeless plan which is centered around a By-Names-List (BNL). If emergency shelter capacity becomes an issue the BNL will be utilized to its fullest advantage to make informed decisions on who needs assistance and how to communicate with the individuals. While the emergency Center is in operation the City and the BNL manager will coordinate with County resources to ensure support for the unhoused community in Sonoma Valley during extreme weather events. It is important to note that individuals on the Sonoma Valley By-Names-List will be given priority. And all individuals utilizing the facility/warming center will be required to be added to the Sonoma Valley ByNames-List.
The City of Sonoma will outsource the operations of the emergency Warming Center to a thirdparty service provider who has experience with these types of short period activations. Staff is recommending City Council authorize the City Manager to enter into an agreement with a service provider for a not to exceed cost of $33,000. A budget of $33,000 should cover a total of 15 nights of operation. Weather is extremely unpredictable, but forecasters are predicting more severe weather patterns due to the effects of an El Niño this winter. The City will be putting together an RFP and will entertain homeless service providers from outside of Sonoma Valley as potential operators but would be open to working with local providers who can meet the City's requirements.
City staff has recently inspected the Haven and will need approximately $25,000 in additional funding to fix the HVAC system and make minor repairs, including minor ADA updates.
Attached to the staff report is a quote for services to replace the HVAC Split system (Attachment B)
It is important to note that this is a first step in adopting policy and procedures centered on emergency Warming Center activation due to extreme weather events, the City might need to reevaluate the program at the end of the season to ensure operational consistency with other jurisdictions including Sonoma County.
Recommended Council Action
It is recommended by City Staff that the City Council, by resolution: 1) adopt the City of Sonoma Emergency Warming Center Activation Guidelines for the 2023-2024 Winter Season; 2) terminate the agreement between the Community Development Agency and successor agency and Sonoma Overnight Support to Provide Management Services for an Emergency Shelter Program; 3) provide additional funding for the set up and repair of the emergency shelter for a total not-to-exceed amount of $25,000 for operations of the emergency shelter in response to extreme weather conditions; and 4) authorize the City Manager to execute a service agreement with a third party entity to operate the emergency shelter with a not to exceed $33,000.
Alternative Actions
Council discretion.
Agenda Item #9.3:
Financial Impact
$30,000 of the funding will be from Redevelopment ROPS with the remaining funding coming from the General Fund and other sources identified. $25,000 would also come out of the General Fund and would be spent to replace the HVAC system and for minor repairs so that the Haven is ready for future use. Additional funds are being requested by the County of Sonoma for support to operate this facility for the Sonoma Valley.
Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution
Emergency Warming Shelter Activation Guidelines
City of Sonoma AC and Furnace
Agenda Item #9.3:
327106.1
City of Sonoma
RESOLUTION # _____ - 2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA, CALIFORNIA
ADOPTING AN OPERATIONAL POLICY FOR OPENING OF EMERGENCY WARMING
CENTER IN REPSONSE TO EXTREME WEATHER EVENTS, TERMINATING THE
AGREEMENT BETWEEN THE COMMUNITY DEVELOPMENT AGENCY OF THE CITY
OF SONOMA AND SUCCESSOR AGENCY WITH SONOMA OVERNIGHT SUPPORT TO
TO PROVIDE MANAGEMENT SERVICES FOR AN EMERGENCY SHELTER PROGRAM,
AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH A
THIRD-PARTY TO RUN THE EMERGENCY WARMING CENTER WHEN TRIGGERED
BY THE EXTREME WEATHER OPERATIONAL POLICY, AND INCREASE FUNDING
FOR THE OPERATION OF EXTREME WEATHER WARMING CENTER INCLUDING
FUNDING FOR REPAIRS TO THE FACILITY
WHEREAS, As the community continues to be affected by extreme weather events, the City needs to have a policy in place to ensure that the most vulnerable population is provided a shelter overnight during these increasingly more common extreme weather events; and WHEREAS, City staff seeks approval of an operational policy to ensure efficiency and consistency related to the opening of an Extreme Weather Emergency Warming Center going forward in response to extreme weather events for the unsheltered population; and WHEREAS, Extreme Weather Warming Centers are meant to be a short-term solution to a temporary problem that arises when the region experiences a severe cold spell, that may or may not be accompanied by rain, wind, hail or snow. The cold weather events usually last from two days to a week. They may last longer if the rain and cold persists; and WHEREAS, Extreme Weather Warming Centers traditionally consist of a building with heat and restrooms. They usually operate in the evenings and through the night. The hours are typically 7 pm to 7 am. Some provide food and cots for sleeping, but not all. Most of are supervised by volunteers and others have paid supervision. All Extreme Weather Warming Centers should have established rules of behavior to ensure the safety and security of those who use the shelter; and
WHEREAS, last winter FY22/23 the City with financial assistance by the County and volunteer staff support by our local non-profit homeless service providers opened an Extreme Weather Warming Center at the Sonoma Veterans Hall for a total of eight nights over two activation periods. Total cost to the City of Sonoma to operate the emergency Warming Center for the eight nights including the County Department of Emergency Management (DEM) 50% share was $17,171.78 or $2,146.47 per night; and
WHEREAS, the Vets Building rental, janitorial and security costs were shared 50%/50% between Sonoma County DEM and City of Sonoma. The activation of the Extreme Weather Warming Center put considerable strain on the City's day-to-day operations given that the City does not have adequate capacity to staff and manage an emergency Warming Center for any length of time; and
WHEREAS, utilizing the data from the previous two activations and researching what other Cities within the County are adopting, City staff is recommending adopting the Extreme Weather Warming Center with the intent to supplement existing Sonoma County's Winter Shelter operations. It is important to note that this is a temporary plan and we will continue to work with Agenda Item #9.3:
327106.1
regional jurisdictions to formalize responding to increase frequency of extreme weather events; and
WHEREAS, the City of Sonoma first implemented an emergency shelter program in 2005 with the assistance and support of Sonoma Overnight Support (SOS). In 2005 the City applied for a use permit to establish and operate an emergency shelter at 151 First Street West also known as the Haven, owned by the City of Sonoma. In October 2005, the Planning Commission granted a use permit to the City, which said permits are in effect at the present time. In December of 2005, the Community Development Agency of the City of Sonoma entered into an agreement with SOS to provide management services for an emergency shelter program. This agreement (Exhibit B) is still in effect today. In 2014, as part of its housing element update that required the City to zone property for emergency shelters, the City designated the site of the Haven as a location where an emergency shelter may be operated by right and without a permit; and
WHEREAS, in order to utilize the only City owned building that is permitted for this type of use, City staff is recommending terminating the agreement between the Community Development Agency of the City of Sonoma and Successor Agency with Sonoma Overnight Support to Run the City’s emergency shelter, this will allow the City to reclaim the property and activate it for use as an Extreme Weather Emergency Warming Center; and WHEREAS, the City of Sonoma will issue an RFP for the operations of the emergency Warming Center, with a focus on finding an entity who has experience with these short period activations. Once a provider is identified and meets the criteria, staff is recommending City Council authorize the City Manager to enter into an agreement with service provider with a not to exceed of $33,000; and
WHEREAS, the City has the potential to continue to utilize the Redevelopment ROPS funding of $30,000 to help cover the cost of the operations of the emergency Warming Center; and
WHEREAS, City staff has determined that the HVAC system needs to be replaced and minor repairs are needed in the Haven, and is requesting additional $25,000 in funding from the general fund; and
WHEREAS, it is important to note that this is a first step in adopting policy and procedures centered on emergency Warming Center activation due to extreme weather events, the City might need to reevaluate the program at the end of the season to ensure operational consistency with other jurisdictions including Sonoma County; and THEREFORE, BE IT RESOLVED, by the City Council of the City of Sonoma, that the City Council hereby:
1) Adopts the City of Sonoma Emergency Warming Center Activation Guidelines for the 2023-2024 Winter Season attached hereto as Exhibit A:
2) Terminates the Agreement By and Between Sonoma Overnight Support (SOS) and the Community Development Agency of the City of Sonoma to Provide Management Services for an Emergency Shelter Program dated December 13, 2005 and all amendments thereto (“Agreement”) and directs the City Manager or designee to provide written notice of termination under article IX, section 1 of the Agreement:
3) Authorizes funding for the set up and repair of the emergency shelter for a total not-toexceed amount of $25,000 for operations of the emergency shelter in response to extreme weather conditions; and
Agenda Item #9.3:
327106.1
4) Authorizes the City Manager to execute a service agreement with a third-party entity to operate the emergency shelter with a not to exceed $33,000.
PASSED AND ADOPTED at a Regular Meeting of the City Council on November 15, 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor, Sandra Lowe
ATTEST:
__________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #9.3:
1 City of Sonoma
Emergency Warming Center Activation Guidelines for the
2023 – 2024 Winter Season
PURPOSE: To provide guidelines and procedures to open an “Extreme Weather Warming Center” in the City of Sonoma for the unsheltered population.
DEFINITIONS:
Extreme Cold Weather Event– For the purposes of these guidelines, an Extreme Cold Weather Event for the City of Sonoma is as follows:
• Three (3) consecutive days with overnight lows below 32 degrees Fahrenheit as forecasted by the National Weather Service (“NWS”) for the City of Sonoma; or • Forecast temperatures to drop below an average nighttime (7 PM to 7 AM) low of 37 degrees for two consecutive days with accompanying forecasted hazardous conditions during the overnight period (7 PM to 7 AM) that include one inch (1”) or more of rain, a Flash Flood Warning or snowfall, as forecasted by the National Weather Service (“NWS”) for the City of Sonoma;
and at least one of the following:
▪ NWS issues or is forecasting a cold-related Warning (Freeze, Cold, Frost or Wind Chill);
▪ Forecast overnight low temperatures are accompanied with daytime temperatures of 40°F or lower;
▪ Unanticipated or planned power outages are occurring or are forecasted that affect 200 or more customers within the City of Sonoma;
▪ Department of Health Services issues a Health Emergency related to cold weather and/or a Public Health Order related to cold weather.
Extreme Weather Warming Center – An indoor or outdoor location that provides heated space to seek temporary relief from the wet/cold when an Extreme Cold Weather Event occurs.
POLICY: The City of Sonoma recognizes that in the event of an Extreme Cold Weather Event unsheltered individuals may need assistance to stay warm. To meet this need, the City of Sonoma may supplement existing Sonoma County’s Winter Shelter operations by operating an Extreme Weather Warming Center at times as necessary.
Agenda Item #9.3:
2 PROCEDURES:
1. Determination of Warming Center Opening. The City Manager (or designee) will determine the need to open an Extreme Weather Warming Center during an Extreme Cold Weather Event or any combination of weather events and other extenuating circumstances which present extreme levels of risk to the public, including the unsheltered population. In making the determination to open an Extreme Weather Warming Center, the City Manager (or designee) may consult with the County of Sonoma Department of Health Services (DHS), County of Sonoma Department of Emergency Management (DEM), Sonoma Valley Fire District (SVFD) and Sonoma Police Department (SPD), or other agencies, or nongovernmental organizations (NGO’s) as needed in the City Manager’s discretion.
2. Staffing. The coordination and opening of an Extreme Weather Warming Center will be executed by City staff and contract personnel as assigned and directed by the City Manager. The City Manager will appoint a Warming Center Manager to oversee the establishment and management of the Warming Center operations. Warming Center staffing or work assignments may be necessary on any day and at any time of the day or night, including weekends and holidays.
3. Warming Center Location. The primary location for an Extreme Weather Warming Center is the City’s Haven Building located at 151 First Street West, Sonoma. Other locations may be utilized as directed by the City Manager (or designee).
4. Operational hours for an Extreme Weather Warming Center will typically be between 7:00 p.m. to 7:00 a.m. but may vary based on weather conditions, space availability and other factors.
5. Public Outreach. The City Manager, the Warming Center Manager and the City’s Public Information Officer will coordinate the issuance of public notifications including media releases, social media messaging, publication to City websites/news items and direct communication with community partners and service providers for unhoused individuals.
Information that is disseminated to the public and is vital to the health and safety of the community should be coordinated for translation into alternative language(s), as necessary, by the Communications Officer and made available to the City Council, Sonoma County Emergency Services, Sonoma County Public Health, Homeless Service Providers, and the Shelter Operator (when applicable) prior to the final media release to the public.
Note: In the event immediate translation is needed, and the services are unavailable, it is acceptable to utilize the translation feature on the public facing website (www.sonomacity.org) for translation purposes.
Agenda Item #9.3:
3 Individuals seeking an Extreme Weather Warming Center will be advised:
a. The Extreme Weather Warming Center is a place to warm up and charge portable personal electronic devices (mobile phones, tablets, portable computers, etc.).
b. Cots for sleeping will be provided.
c. Light snacks and beverages may be provided.
d. Food brought by registrants that is ready to eat and does not require refrigeration is permissible; cooking, meal service and kitchen access is not available.
e. The City of Sonoma or its contractor(s) will not be responsible for lost or stolen items.
f. Individuals utilizing the Warming Center must be previously listed or otherwise added to the “by-name list” system used by Sonoma Valley homeless providers and the City of Sonoma.
g. Individuals utilizing the Warming Center must comply with the City’s Warming Center -Standards of Behavior (see last page).
h. Well behaved pets may be permitted at the Extreme Weather Warming Center at the sole discretion of the City’s Warming Center Manager. Service animals are allowed. Additional pet restrictions or pet boarding requirements may apply and will be provided to registrants at the time of registration.
6. Pet Crates / Kennel Space. The Warming Center Manager will contact the Sonoma Police Department and Pets Lifeline to determine their availability of crates and/or kennel space, if needed.
(End)
Agenda Item #9.3:
City of Sonoma
WARMING CENTER - STANDARDS OF BEHAVIOR
For the enjoyment and safety of everyone, the City of Sonoma expects all participants to treat the people and facilities connected with a Warming Center with respect and abide by all rules and direction from Warming Center staff. City staff, or the City’s Warming Center operator, reserves the right to refuse services to anyone for failure to abide by these standards.
The following are examples of behavior that fail to meet the expectations of the Standards of Behavior policy:
• Disruptive, disrespectful, inappropriate behavior, acts of violent behavior or any behavior which interferes with the enjoyment or intent of the programs or facilities offered to the residents of Sonoma will not be tolerated. • Unacceptable behaviors include but are not limited to:
o failure to abide by all rules,
o any form of harassment,
o offensive language,
o disobedience,
o disruptive behavior,
o physical harm to others or property,
o the threat of physical harm, or any behavior which may impact the safety of any employee or participant of activities offered, or
o any demonstration of behavior which interferes with the smooth operation of programs and facilities.
• Smoking is not permitted within City facilities or parks Agenda Item #9.3:
CA Lic# 812232
Matrix HG, Inc. Proposal No. JC-2023-12
Phone: 707-338-9364 E-mail:
Project Name:
Job Site Address: City:
Area(s) Affected:
Base Project Amount: $ 19,864
Add Alternate(s): 1 $ -
2 $ -
3 $ -
4 $ -
5 $ -
6 $ -
Submitted By:
By
Title
Executed By:
Signature Date
Print Name / Title
$
Approved Project Amount
Attachments:
Check if required:
□ Certified Payroll Required □ Davis-Bacon Required □ Performance Bonds Required 10 Commercial Blvd #100
Novato, CA 94949
Phone: 707-586-9200 Fax: 415-382-9301
PROPOSAL FOR SERVICES
City of Sonoma February 1, 2023
Chris Pegg
We are pleased to submit for your review our proposal for the project referenced below. Once approved and signed, we will arrange to schedule and execute directly.
HVAC Split system replacement
151 1St West Sonoma
Scope of Services Terms and Conditions
HVAC System in shelter
See "Scope of Services" Attachment
Initial for acceptance
Initial for acceptance
Initial for acceptance
Initial for acceptance
Initial for acceptance
Initial for acceptance
Joe Cabral
Account Executive
This proposal is effective from the date noted above and will expire if not accepted within 30 days of proposal submission. Acceptance beyond the 30 days will be at the sole discretion of Matrix HG Inc. 1 of 4
Agenda Item #9.3:
CA Lic# 812232
Base Project Amount:
10 Commercial Blvd #100
Novato, CA 94949
Phone: 707-586-9200 Fax: 415-382-9301
SCOPE OF SERVICES
Base Scope of Work
Site Name: City of Sonoma Homeless Shelter
Note: Normal Hours, 6am-2pm
DIR#1000003058, Lic #812232
Note: Matrix will inspect all crawl space ductwork and report findings, if ductwork needs to be replaced then Matrix will provide a change order for new ductwork.
Scope of Services: HVAC system Replacement @ Homeless Shelter Safe of equipment furnace and remove all refrigerant from system and demo system.
Remove and dispose of existing furnace, indoor coil and refrigerant lines and outdoor AC unit.
Supply and install new Carrier 90% eff furnace and new AC indoor coil to match.
Supply and install new Carrier 15seer AC outdoor Unit.
Supply and install new copper refrigerant lines from indoor unit to new outdoor unit.
Supply and install new wall stat in place of existing connected to existing wire.
Supply and install new PVC flue system through current roof jack.
Supply and install new gas shut off valve and new gas flex line for new furnace.
Supply and install new light weight concrete outdoor pad for new AC unit.
Connect new furnace to the current power supply.
Connect new outdoor AC unit to the current power supply and outdoor existing disconnect switch and fuses.x Supply and install new electrical whip from current disconnect to new AC unit.
Supply and install new condensate drain line to the outside for the new furnace.
Supply start up and testing of the new furnace and AC unit. “Due to the recent shutdowns and vendor supply chain issues, please be advised that there are longer lead times for equipment and parts than usual. We will do our best to provide the most accurate lead time information possible but changes in pricing and delays are expected. We will update you accordingly. Pricing and lead time are only valid for 30 days.”
Exclusions:
Permits and fees, overtime labor, repairs to unit, new filters, controls work, new 24v wiring, asbestos abatment and testing, air balancing and duct cleaning, dcutwork cleaning, HERS testing, ductwork removal and sealing, new controls graphics, electrical work beyond inclusions, painting of the metal boxes, ceiling exhaust fans, repairs to existing equipment, holiday labor, pressure testing, under ground work of any kind, concrete patching and housekeeping pads, equipment upgrades, firelife safety upgrades and repairs, mechanical engineering, structural engineering and anything other than stated above.
$ 19,864
2 of 4
Agenda Item #9.3:
CA Lic# 812232
A.
B.
C. Contractor shall comply with Federal, State, and Local laws.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q. Customer shall provide the following:
1. Safe and reasonable equipment access and a safe work environment.
Contract Completion shall be the date on which Contractor's work is completed, as distinguished from the date of Customer's Acceptance thereof. 10 Commercial Blvd #100
Novato, CA 94949
Phone: 707-586-9200 Fax: 415-382-9301
TERMS AND CONDITIONS
GENERAL CONDITIONS
Each sentence or paragraph of the Terms and Conditions of the Agreement between Customer and Contractor - Proposal For Services shall be construed as an express term or condition of this Contract.
Issuance of Purchase Order or other communication by Customer authorizing Contractor to perform the Scope of Work will constitute acceptance of each and every term and condition of this Contract. Any additional terms or conditions stated in Customer's Purchase order, or other communication accepting this Contract shall not be valid under any circumstances unless specifically approved by written response of Contractor. Failure to respond by Contractor shall be deemed a denial of any additional terms or conditions stated in Customer's acceptance.
Any claim against Contractor alleging any breach of this Contract or asserting negligence by Contractor must be initiated no later than one (1) year after Contract Completion.
Contractor shall advise Customer of the completion of the work. Upon Customer's prompt inspection and notice to Contractor of any work not in accordance with this Contract, Contractor will correct such work. Customer's inspections shall be performed in sequence with Contractor's work progress, so as to avoid delay. If Customer fails to give such notice to Contractor within seventytwo (72) hours from notice of Contract Completion, Contractor's performance shall be deemed to be completed.
If Contractor claims it is required to change the method, manner, or sequence of construction, Contractor shall notify the Customer in writing of such claim and if requested, Contractor shall provide Customer with a brief report. Contractor reserves the right to obtain a reasonable Change Order for costs or work associated with such changes.
Contractor shall maintain Worker's Compensation and General Liability insurance in limits required by state law. Contractor will furnish appropriate Insurance Certificates as requested. Owner agrees that Contractor's total liability shall not exceed the total amount recoverable from the coverage specified by such Insurance Certificates.
Contractor accepts no liability to indemnify or hold Customer harmless for claims or damages to persons or property, except to the extent that such damages occur during performance of Contractor's work, and are the direct result of Contractor's negligent error or omission. Customer understands and agrees that Contractor shall have no responsibility at any time after completion of the work for damages of any kind to persons or property.
Contractor assumes no responsibility for design, structural adequacy, or compliance of the structure with building codes. If "professional" design services are necessary, Customer shall be responsible for the results of such services, whether or not such services are provided in relation to this Contact.
Contractor is not responsible for the identification, detection, abatement, encapsulating or removal of asbestos, products or materials containing asbestos, similar hazardous substances, or mold, fungi, mildew or bacteria. In the event that Contractor encounters any of these hazardous materials in the course of performing the work, Contractor may suspend its work and remove its employees from the project until such product or hazardous material and any additional hazardous material connected with it are abated. Contractor shall receive an extension of time to compete its work and compensation for delays encountered as a result of such situation and its correction. Contractor shall not be required to perform tests, install any items of equipment or make modifications that my be recommended or directed by insurance companies, government, state, municipal or other authority. However, in the event any such recommendations occur, Contractor, at its option may submit a proposal for Customer's consideration in addition to this Agreement.
The price for this Contract includes Contractor's labor, trade work, supervision, equipment, and materials necessary to perform the Contract according to conditions which could be reasonably anticipated by HVAC tradespersons visually examining the job site. If latent conditions cause delay or require unanticipated cost or expense in the performance of the Contract, Contractor shall promptly notify Customer of such conditions in writing. Contractor shall charge for such additional services or rework, and be compensated as authorized by a Change Order to this Contract.
The Contract Price is based on Contractor's estimated costs and expenses in effect as of this proposal date. Should costs or expenses not under the control of the Contractor increase during the performance of Contractor's work, Contractor shall promptly notify Customer of its additional costs or expenses. Contractor shall charge for such additional costs and expenses, and be compensated as if authorized by a Change Order to this Contract.
Customer shall not require Contractor to become a party to or comply with any terms or conditions of any collective bargaining agreement.
DUTIES AND RESPONSIBILITIES OF OWNER
Contractor is not responsible for items not normally subject to mechanical maintenance including but not limited to: duct work, casings, cabinets, fixtures, structural supports, grillage, water piping, steam piping, drain piping, cooling tower fill, boiler tubes, boiler refractory, disconnect switches, and circuit breakers. Contractor is not responsible for repairs, replacements, alterations, additions, adjustments, repairs by others, vandalism, obsolesce, building system design, damage due to freezing weather, chemical/electrochemical attack, corrosion, erosion, deterioration due to unusual wear and tear, any damages related to the presence of mold, fungi, mildew or bacteria, damages caused by power reductions or any other cause beyond Contractor's control. Contractor shall not be required to repair or replace equipment that has not been properly maintained.
Customer represents to Contractor that the building and the roof deck on which the installation is to be made is in a sound, load-bearing condition, sufficient for the project conditions for Contractor's work. Customer represents that the building's structure will be adequate for Contractor's work. Customer will inform Contractor in writing of any latent or other conditions which could affect the Contractor's work.
2. Permit access to Customer's site and use of building services including but not limited to: water, elevators, receiving dock facilities, electrical service and local telephone service.
3. Keep areas adjacent to equipment free of extraneous material, move any stock, fixtures, walls, partitions or furniture that may be necessary to perform the specified service.
4. Promptly notify contractor of any unusual operating conditions. 3 of 4
Agenda Item #9.3:
CA Lic# 812232
R.
S.
T.
U.
V.
W.
TERMS AND CONDITIONS
10 Commercial Blvd #100
Novato, CA 94949
Phone: 707-586-9200 Fax: 415-382-9301
Upon the initial scheduled preventive maintenance or annual maintenance, should Contractor determine the need for repairs or replacement, Contractor will provide Customer in writing an "equipment condition" report including recommendations for corrections and the price for repairs in addition to this agreement. In the event Contractor recommends certain services that are not included herein or upon initial inspection, and if Customer does not elect to have such services properly performed in a timely fashion, Contractor shall not be responsible for any equipment or control failures, operability, or any long-term damage that may result. Contractor at its own option will either continue to maintain equipment and/or controls to the best of its ability, without any responsibility, or remove such equipment from this Agreement, adjusting the price accordingly.
DUTIES AND RESPONSIBILITIES OF OWNER
5. Upon agreement of a timely mutual schedule, allow Contractor to stop and start equipment necessary to perform service.
6. Provide adequate water treatment.
7. Provide the daily routine equipment operation (if not part of this Agreement) including availability of routine equipment log readings.
8. Where Contractor's remote monitoring service is provided, provide and maintain a telephone line with long distance direct dial and answer capability.
9. Promptly address any issues that arise related to mold, fungi, mildew or bacteria.
PAYMENT
Payment shall be made net 30 days from date of invoice. Contractor reserves the right to require cash payment or other alternative method of payment prior to completion of work if Contractor determines, in its sole discretion, that Customer or Customer's assignee's financial condition at any time does not justify continuance of the net 30 days payment term. In addition to the Contract price, Customer shall pay Contractor any applicable taxes or government changes that may be required in connection with the service or material furnished under this Agreement.
WARRANTY
Contractor warrants that all service provided under this Agreement shall be performed in a workmanlike manner. Contractor also warrants that all parts or components supplied hereunder shall be free from defects in material and workmanship. For parts or components determined to be defective within one year form date of installation, and in the case of service, determined to be defective within ninety (90) days of completion of that service, Contractor shall at its option repair, replace, or issue a credit for any such equipment, components or service, provided that they were not damaged, abused, or affected by chemical properties. Contractor shall not be liable for repairs required as a consequence of faulty installation, misapplication, abuse, improper servicing, unauthorized alteration or improper operation. Any claim for defective workmanship must be provided to Contractor in writing. THIS WARRANTY IS IN LIEU OF ALL OTHER WARRANTIES, EXPRESSED, IMPLIED OR STATUTORY, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
Contractor's obligations to repair, replace, or issue credit for any defective equipment, components or service shall be customer's exclusive remedy.
EQUIPMENT CONDITIONS & RECOMMENDED SERVICE
EXCLUSIONS
Unless specifically addressed in the Scope of Services, the following items will be excluded: pre-existing conditions, code compliance improvements to the existing HVAC, permits, title 24 calculations, engineering, structural calculations or modifications, building life-safety tie in, overtime labor, line voltage power wiring, gas/condensate piping, patching/sealing of penetrations and anything other than state in the Scope of Services. Anything not specifically listed as included herein shall be known by the parties as excluded form this proposal.
CONTRACT EXECUTION
This contract signed by both parties constitutes a final written expression of all the terms of this agreement and is a complete and exclusive statement of those terms, except as modified by written Change Orders agreed to by each party to this agreement.
Should this contract conflict with project specifications, this Contract shall govern. Should the Scope of Work conflict with the Manufacturer's Specifications, the Scope of Work shall govern.
Should Drawings prepared by Contractor conflict with Manufacturer's Standard Construction Details, the Contractor's Drawings shall govern. 4 of 4
Agenda Item #9.3: