HomeMy WebLinkAbout09 - PSA for Citywide Bicycle Master PlanCITY OF
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F � City CouncH Staff Report
Agenda Item No. 9
May 28, 2013
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
David Webb, Public Works Director
949 - 644 -3328, dawebb @newportbeachca.gov
PREPARED BY: Brad Sommers, Senior Civil Engineer
949- 644 -3326, bsommers @newportbeachca_gov_
APPROVED:
TITLE: Approve Professional Services Agreement with Alta Planning +
Design to prepare a Citywide Bicycle Master Plan
ABSTRACT:
The City plans to prepare a comprehensive, Citywide Bicycle Master Plan as
recommended by the Citizen's Bicycle Safety Committee to further the goal of
promoting bicycle safety and responsible cycling within the City. Staff solicited and
received proposals from consulting firms that specialize in the creation of mobility plans
and selected Alta Planning + Design as the most qualified firm to prepare the Bicycle
Master Plan.
RECOMMENDATIONS:
Approve a Professional Services Agreement with Alta Planning + Design of Los
Angeles, California, to create a Bicycle Master Plan for a not -to- exceed fee of
$132,785.00, and authorize the Mayor and City Clerk to execute the Agreement.
2. Approve Budget Amendment No. 13BA -43 creating a Bicycle Safety Fund Reserve
and appropriating $132,785.00 from the Bicycle Safety Improvement Fund to
Account No. 7014- C3002024 for preparation of the Bicycle Master Plan and
appropriating $8,000 from the Bicycle Safety Improvement Fund to Account No.
7014 - 03002025 for the 32n1 Street Bike Lane Striping Plan.
Approve Professional Services Agreement with Alta Planning + Design to prepare a
City -wide Bicycle Master Plan
May 28, 2013
Page 2
FUNDING REQUIREMENTS:
At its meetings of October 9, 2012 and January 22, 2013, City Council authorized the
use of funds contributed by the community and by the City for the purpose of funding
bicycle safety projects. A fund summary of the BSIF is shown below:
Community Contributions 3:1 City Match Total Fund Amount
$77,184.90 $231,554.70 $308,739.60
Staff requests a Budget Amendment to create the Bicycle Safety Improvement Fund
(BSIF) and appropriate funds for the Bicycle Safety Master Plan and 32nd Street Bike
Lane Striping Plan. Both projects are consistent with the purpose of the BSIF and were
listed on the Planned Projects list authorized by the City Council on January 22, 2013.
DISCUSSION:
In the 2012 Citizens Bicycle Safety Committee (CBSC) annual report, the CBSC's
primary recommendation was to develop a comprehensive, Citywide Bicycle Master
Plan (BMP) to review existing bicycle facilities, propose improvements and
enhancements to the existing bicycle infrastructure and network, prepare a sustainable
education and outreach plan, propose outside funding sources, and prioritize projects
for inclusion into future construction and CIP projects. Staff agrees with the
recommendation of the CBSC and believes development of a BMP is necessary to
enhance bicycle mobility within the City.
Preparation of the BMP will include public input to ensure the document addresses the
needs of the cycling community while balancing the needs of all roadway users. To
achieve this goal, the City Council established a Bicycle Master Plan Oversight
Committee ( BMPOC) that has been tasked with providing guidance on development of
the BMP. The BMPOC meetings will provide the public forum necessary for successful
completion of the BMP. Preparation of the BMP will be administered by Public Works
staff along with input from the Community Development and Police Departments.
The Public Works Department invited seven consulting firms that specialize in
development of mobility plans to submit proposals for preparation of the BMP in
accordance with Council Policy F -14. Three proposals were received prior to the
deadline of April 12, 2013. A review panel consisting of Public Works and Community
Development staff reviewed the proposals and evaluated each firm's qualifications, past
experience on similar projects, and availability for this project. Based on the
qualifications of the three firms, Staff selected Alta Planning + Design to prepare the
BMP due to their team's background in progressive mobility planning and design,
extensive knowledge of Newport Beach and understanding of the City's unique cycling
needs. The work will be performed for a not -to- exceed fee of $132,785.00 and the
tentative schedule calls for 16 months to complete the plan.
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Approve Professional Services Agreement with Alta Planning + Design to prepare a
City -wide Bicycle Master Plan
May 28, 2013
Page 3
Alta Planning + Design will work with City staff, the BMPOC and the Community to
prepare a comprehensive Citywide BMP that will be a living document and can be
implemented into a future update of the City's General Plan. The project scope is
based on the "Five Es" for a Bicycle Friendly Community: Engineering, Education,
Encouragement, Enforcement, and Evaluation & Planning. A summary of the major
project tasks is below. The complete scope of work can be viewed as part of
Attachment A.
• Engage Stakeholders and the community during the development of the BMP
through the BMPOC meetings, public workshops and coordination meetings with
neighboring agencies, OCTA and Caltrans;
• Review the current bicycle network and user needs and propose a network that
connects regional trails, facilities, schools and points of interest within the City;
• Review current bicycle parking needs and propose locations for additional bicycle
parking;
• Propose and prioritize bicycle facility improvement projects, review the City's CIP
program for inclusion of the proposed projects, and identify outside funding
sources;
• Create extensive outreach and sustainable education programs that promote
awareness and responsible cycling within the city;
• Complete the GIS -based citywide bicycle trails map (previously prepared by the
CBSC);
• Review current City policies and propose revisions to promote cycling within the
City;
• Create a bicycle wayfinding sign program that highlights the City's points of
interest and connects the city and regional bicycle networks;
• Review current enforcement practices and propose methods that will promote
responsible cycling and safety within the City; and
• Prepare an application to the League of American Bicyclists for consideration of
the City becoming a Bicycle Friendly Community.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
3 of 41
Approve Professional Services Agreement with Alta Planning + Design to prepare a
City -wide Bicycle Master Plan
May 28, 2013
Page 4
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
-.�/ I . X�Jje_
David A, Webb
Public Works Director
Attachments: A. Professional Services Agreement with Alta Planning + Design
B. Budget Amendment
4 of 41
PROFESSIONAL SERVICES AGREEMENT
WITH ALTA PLANNING AND DESIGN, INC. FOR
BICYCLE MASTER PLAN DEVELOPMENT
THIS PROFESSIONAL SERVICES AGREEMENT ( "Agreement') is made and
entered into as of this 29th day of May, 2013 ( "Effective Date "), by and between the
CITY OF NEWPORT BEACH, a California municipal corporation and charter city
( "City "), and ALTA PLANNING AND DESIGN, INC., a California corporation
( "Consultant'), whose address is 711 SE Grand Avenue, Portland, OR 97214, and is
made with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Consultant to prepare a Bicycle Master Plan Development
( "Project').
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on November 30, 2014 unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ( "Services"
or "Work "). City may elect to delete certain Services within the Scope of Services at its
sole discretion.
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this
Agreement and Consultant shall perform the Services in accordance with the schedule
included in Exhibit A. In the absence of a specific schedule, the Services shall be
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performed to completion in a diligent and timely manner. The failure by Consultant to
strictly adhere to the schedule set forth in Exhibit A, if any, or perform the Services in a
diligent and timely manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Consultant shall not be responsible for
delays due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein not later than ten (10) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Consultant's control.
3.4 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
hand - delivery or mail.
4. COMPENSATION TO CONSULTANT
4.1 City shall pay Consultant for the Services on a time and expense not -to-
exceed basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all Work performed in accordance with this Agreement,
including all reimbursable items and subconsultant fees, shall not exceed One Hundred
Thirty Two Thousand Seven Hundred Eighty Five Dollars ($132,785.00), without
prior written authorization from City. No billing rate changes shall be made during the
term of this Agreement without the prior written approval of City.
4.2 Consultant shall submit monthly invoices to City describing the Work
performed the preceding month. Consultant's bills shall include the name of the person
who performed the Work, a brief description of the Services performed and /or the
specific task in the Scope of Services to which it relates, the date the Services were
performed, the number of hours spent on all Work billed on an hourly basis, and a
description of any reimbursable expenditures. City shall pay Consultant no later than
thirty (30) calendar days after approval of the monthly invoice by City staff.
4.3 City shall reimburse Consultant only for those costs or expenses
specifically identified in Exhibit B to this Agreement or specifically approved in writing in
advance by City.
4.4 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the
Project, but which is not included within the Scope of Services and which the parties did
not reasonably anticipate would be necessary at the execution of this Agreement.
Alta Planning and Design, Inc. Page 2
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
5. PROJECT MANAGER
5.1 Consultant shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Brett Hondorp to be its
Project Manager. Consultant shall not remove or reassign the Project Manager or any
personnel listed in Exhibit A or assign any new or replacement personnel to the Project
without the prior written consent of City. City's approval shall not be unreasonably
withheld with respect to the removal or assignment of non -key personnel.
5.2 Consultant, at the sole discretion of City, shall remove from the Project
any of its personnel assigned to the performance of Services upon written request of
City. Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
5.3 If Consultant is performing inspection services for City, the Project
Manager and any other assigned staff shall be equipped with a cellular phone to
communicate with City staff. The Project Manager's cellular phone number shall be
provided to City.
6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. City's
Senior Civil Engineer or designee shall be the Project Administrator and shall have the
authority to act for City under this Agreement. The Project Administrator shall represent
City in all matters pertaining to the Services to be rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
To assist Consultant in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Consultant, one copy of all
existing relevant information on file at City. City will provide all such materials in a
timely manner so as not to cause delays in Consultant's Work schedule.
8. STANDARD OF CARE
8.1 All of the Services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the Services required by this Agreement, and that it will
perform all Services in a manner commensurate with the highest professional
standards. For purposes of this Agreement, the phrase "highest professional
standards" shall mean those standards of practice recognized by one (1) or more first -
class firms performing similar work under similar circumstances.
Alta Planning and Design, Inc. Page 3
8.2 All Services shall be performed by qualified and experienced personnel
who are not employed by City. By delivery of completed Work, Consultant certifies that
the Work conforms to the requirements of this Agreement, all applicable federal, state
and local laws, and the highest professional standard.
8.3 Consultant represents and warrants to City that it has, shall obtain, and
shall keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Consultant to practice its profession. Consultant shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.4 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes;
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's Work promptly, or delay or faulty performance by
City; contractors, or governmental agencies.
9. HOLD HARMLESS
9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers and employees (collectively, the "Indemnified Parties ") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorneys' fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims "), which may arise from or in any manner
relate (directly or indirectly) to any breach of the terms and conditions of this
Agreement, any Work performed or Services provided under this Agreement including,
without limitation, defects in workmanship or materials or Consultant's presence or
activities conducted on the Project (including the negligent, reckless, and /or willful acts,
errors and /or omissions of Consultant, its principals, officers, agents, employees,
vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly
by any of them or for whose acts they may be liable, or any or all of them).
9.2 Notwithstanding the foregoing, nothing herein shall be construed to
require Consultant to indemnify the Indemnified Parties from any Claim arising from the
sole negligence or willful misconduct of the Indemnified Parties. Nothing in this
indemnity shall be construed as authorizing any award of attorneys' fees in any action
on or to enforce the terms of this Agreement. This indemnity shall apply to all claims
and liability regardless of whether any insurance policies are applicable. The policy
limits do not act as a limitation upon the amount of indemnification to be provided by
Consultant.
Alta Planning and Design, Inc. Page 4
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the Work are under the control of Consultant, except to the extent they are
limited by statute, rule or regulation and the expressed terms of this Agreement. No
civil service status or other right of employment shall accrue to Consultant or its
employees. Nothing in this Agreement shall be deemed to constitute approval for
Consultant or any of Consultant's employees or agents, to be the agents or employees
of City. Consultant shall have the responsibility for and control over the means of
performing the Work, provided that Consultant is in compliance with the terms of this
Agreement. Anything in this Agreement that may appear to give City the right to direct
Consultant as to the details of the performance of the Work or to exercise a measure of
control over Consultant shall mean only that Consultant shall follow the desires of City
with respect to the results of the Services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with the Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in
order to ensure the Project proceeds in a manner consistent with City goals and
policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of Work, Consultant shall obtain, provide and maintain at its own expense during the
term of this Agreement or for other periods as specified in this Agreement, policies of
insurance of the type, amounts, terms and conditions described in the Insurance
Requirements attached hereto as Exhibit C, and incorporated herein by reference.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall
Alta Planning and Design, Inc. Page 5
be construed as an assignment: The sale, assignment, transfer or other disposition of
any of the issued and outstanding capital stock of Consultant, or of the interest of any
general partner or joint venturer or syndicate member or cotenant if Consultant is a
partnership or joint- venture or syndicate or co- tenancy, which shall result in changing
the control of Consultant. Control means fifty percent (50 %) or more of the voting
power or twenty -five percent (25 %) or more of the assets of the corporation, partnership
or joint- venture.
16. SUBCONTRACTIINC
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Consultant shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such
subcontractor other than as otherwise required by law. City is an intended beneficiary
of any Work performed by the subcontractor for purposes of establishing a duty of care
between the subcontractor and City. Except as specifically authorized herein, the
Services to be provided under this Agreement shall not be otherwise assigned,
transferred, contracted or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
17.1 Each and every report, draft, map, record, plan, document and other
writing produced (hereinafter "Documents "), prepared or caused to be prepared by
Consultant, its officers, employees, agents and subcontractors, in the course of
implementing this Agreement, shall become the exclusive property of City, and City
shall have the sole right to use such materials in its discretion without further
compensation to Consultant or any other party. Consultant shall, at Consultant's
expense, provide such Documents to City upon prior written request.
17.2 Documents, including drawings and specifications, prepared by
Consultant pursuant to this Agreement are not intended or represented to be suitable
for reuse by City or others on any other project. Any use of completed Documents for
other projects and any use of incomplete Documents without specific written
authorization from Consultant will be at City's sole risk and without liability to
Consultant. Further, any and all liability arising out of changes made to Consultant's
deliverables under this Agreement by City or persons other than Consultant is waived
against Consultant, and City assumes full responsibility for such changes unless City
has given Consultant prior notice and has received from Consultant written consent for
such changes.
17.3 All written documents shall be transmitted to City in formats compatible
with Microsoft Office and /or viewable with Adobe Acrobat.
Alta Planning and Design, Inc. Page 6
18. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept
confidential unless City expressly authorizes in writing the release of information.
19. INTELLECTUAL PROPERTY INDEMNITY
Consultant shall defend and indemnify City, its agents, officers, representatives
and employees against any and all liability, including costs, for infringement or alleged
infringement of any United States' letters patent, trademark, or copyright, including
costs, contained in Consultant's Documents provided under this Agreement.
20. RECORDS
Consultant shall keep records and invoices in connection with the Services to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3)
years, or for any longer period required by law, from the date of final payment to
Consultant under this Agreement. All such records and invoices shall be clearly
identifiable. Consultant shall allow a representative of City to examine, audit and make
transcripts or copies of such records and invoices during regular business hours.
Consultant shall allow inspection of all Work, data, Documents, proceedings and
activities related to the Agreement for a period of three (3) years from the date of final
payment to Consultant under this Agreement.
21. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction
of the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Consultant shall
not discontinue Work as a result of such withholding. Consultant shall have an
immediate right to appeal to the City Manager or designee with respect to such disputed
sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of
return that City earned on its investments during the time period, from the date of
withholding of any amounts found to have been improperly withheld.
22. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what would
have resulted if there were not errors or omissions in the Work accomplished by
Consultant, the additional design, construction and/or restoration expense shall be
borne by Consultant. Nothing in this Section is intended to limit City's rights under the
law or any other sections of this Agreement.
Alta Planning and Design, Inc. Page 7
23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the
Project.
24. CONFLICTS OF INTEREST
24.1 Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to
disclose any financial interest that may foreseeably be materially affected by the Work
performed under this Agreement, and (2) prohibits such persons from making, or
participating in making, decisions that will foreseeably financially affect such interest.
24.2 If subject to the Act, Consultant shall conform to ail requirements of the
Act. Failure to do so constitutes a material breach and is grounds for immediate
termination of this Agreement by City. Consultant shall indemnify and hold harmless
City for any and all claims for damages resulting from Consultant's violation of this
Section.
25. NOTICES
25.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first -
class mail, addressed as hereinafter provided.
25.2 All notices, demands, requests or approvals from Consultant to City shall
be addressed to City at:
Attn: Brad Sommers, Senior Civil Engineer
Public Works Department
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
25.3 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at:
Attn: Brett Hondorp
Alta Planning and Design, Inc.
711 SE Grand Avenue
Portland, OR 97214
Alta Planning and Design, Inc. Page 8
2s. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Consultant shall submit to City, in
writing, all claims for compensation under or arising out of this Agreement.
Consultant's acceptance of the final payment shall constitute a waiver of all claims for
compensation under or arising out of this Agreement except those previously made in
writing and identified by Consultant in writing as unsettled at the time of its final request
for payment. Consultant and City expressly agree that in addition to any claims filing
requirements set forth in the Agreement, Consultant shall be required to file any claim
Consultant may have against City in strict conformance with the Government Claims Act
(Government Code sections 900 et seq.).
27. TERMINATION
27.1 In the event that either party fails or refuses to perform any of the
provisions of this Agreement at the time and in the manner required, that party shall be
deemed in default in the performance of this Agreement. If such default is not cured
within a period of two (2) calendar days, or if more than two (2) calendar days are
reasonably required to cure the default and the defaulting party fails to give adequate
assurance of due performance within two (2) calendar days after receipt of written
notice of default, specifying the nature of such default and the steps necessary to cure
such default, and thereafter diligently take steps to cure the default, the non - defaulting
party may terminate the Agreement forthwith by giving to the defaulting party written
notice thereof.
27.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for Services
satisfactorily performed and costs incurred up to the effective date of termination for
which Consultant has not been previously paid. On the effective date of termination,
Consultant shall deliver to City all reports, Documents and other information developed
or accumulated in the performance of this Agreement, whether in draft or final form.
28. STANDARD PROVISIONS
28.1 Recitals. City and Consultant acknowledge that the above Recitals are
true and correct and are hereby incorporated by reference into this Agreement.
28.2 Compliance with all Laws. Consultant shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be
subject to approval of the Project Administrator and City.
Alta Planning and Design, Inc. Page 9
28.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent
breach of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
28.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged
herein. No verbal agreement or implied covenant shall be held to vary the provisions
herein.
28.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
28.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
28.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Consultant and City and approved as to form by the
City Attorney.
28.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
28.9 Controlling Law and Venue. The laws of the State of California shall
govern this Agreement and all matters relating to it and any action brought relating to
this Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
28.10 Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex, age or any other impermissible basis under law.
28.11 No Attorneys' Fees. In the event of any dispute or legal action arising
under this Agreement, the prevailing party shall not be entitled to attorneys' fees.
28.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
Alta Planning and Design, Inc. Page 10
IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNI, "/ OFFICE
Date: "�2 II II
By: V I w� Y
Aaron C. Harp
City Attorney
ATTEST:
Date:
A
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
By:
Keith Curry
Mayor
CONSULTANT: Alta Planning and Design,
Inc., a California corporation
Date:
Mia Birk
President
Date:
George Hudson
Treasurer
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
Alta Planning and Design, Inc. Page 11
EXHIBIT A
SCOPE OF SERVICES
16 of 41
Alta Planning and Design, Inc. Page A -1
Proposal - Methodology
Project Understanding
The City of Newport Beach is blessed with scenic beauty,
mature housing choices, diverse commercial areas,
and major tourist destinations. While sights such as
Newport Harbor and Back Bay accommodate marine
activities and protected habitat areas, these community
elements create geographic boundaries limiting circula-
tion throughout the community. Additionally, the major
tourist draw of Balboa Peninsula attracts users of varying
modes, creating potential for conflict along the historic
Boardwalk and entrances to each pier.
Coast Highway functions as the backbone roadway
connecting across Back Bay; however, the majority of
the roadway is managed by Caltrans. Due to current
financial constraints implementing changes to improve
cycling on Coast Highway where managed by Caltrans
has been a challenge. Locations such as the East Coast
Highway /Bayside intersection currently do not include a
bike push button for southbound travel, and the approach
lacks bicycle detection. Additionally, improvements
to the eastbound approach of East Coast Highway have
been recommended to Caltrans for consistency with the
Highway Design Manual.
Citizen's Bicycle Safety Committee
Community efforts to improve cycling safety and public
awareness have been ongoing in Newport Beach since
2009 when the Task Force on Cycling Safety began
meeting. The Task Force eventually transitioned into the
Citizen's Bicycle Safety Committee (CBSC), which met
on a regular basis to discuss cycling in the community.
The makeup of the CBSC provided an opportunity for
community dialogue between City Council, City staff,
the Police Department, residents, and other stakeholders.
During the past years the CBSC has focused on a variety
of treatments such as public involvement campaigns,
infrastructure improvement recommendations, and
safety evaluations of current infrastructure. Additionally
the CBSC came to a positive vote on implementation of
sharrows on East Coast Highway in Corona del Mar. The
CBSC recognized the Master Plan of Bikeways included
in the General Plan Circulation Element did not meet
current expectations about infrastructure and programs
for improving cycling activity and safety citywide. As a
result, the CBSC requested that the City fund a Bicycle
Master Plan which would comprehensively address
the topic of cycling within Newport Beach and lead
to policies and implementation measures to improve
safety and encourage cycling for both recreational and
commuting needs. The CBSC recently sunset after the
January 2013 meeting, and members of the community
have been encouraged to participate in the new Bicycle
Master Plan Oversight Committee ( BMPOC) to provide
guidance and a public forum for the development of the
comprehensive Bicycle Master Plan. Approved in March
2012 by City Council, membership of the BMPOC will
include a Council Member (Tony Pettus) appointed as the
Committee Chair and seven community members. Final
composition of the BMPOC is planned concurrent with
kick -off of the Bicycle Master Plan project.
Newport Beach Memorial Ride
The October 28, 2012 Memorial Bike Ride was created as
a tribute to two women cyclists killed in Newport Beach
on successive days in September 2012. These tragedies
spurred the CBSC to improve safety within the City. The
local cycling community created the event to raise funds
for improvements, including approximately $150,000
by the end of December 2012. Matching of community -
raised funds is planned by the City of Newport Beach at
a rate of 3 to 1 up to a maximum of $450,000. Total funds
raised are being allocated into a dedicated Bicycle Safety
Improvement Fund, for use by City of Newport Beach
specific to bicycling within the community.
Newport Beach's scenic beauty and major tourist destinations
attract users of varying modes, including bicyclists.
RFP No. 13 -43, Bicycle Master Plan I19
Alta Planning*afsjgn
Project Approach
Our project approach builds upon efforts of the CBSC
and City staff to identify potential priority projects and
areas of safety concern. Our project team will commence
with public participation building upon the momentum
created by the CBSC meetings and reconvened as the
BMPOC, Public participation will guide identifica-
tion of refinements to the proposed network and will
prioritize the facilities for inclusion in the 5-Year Capital
Improvement Program or to position for grant pursuits.
Our approach includes robust engineering review to stra-
tegically position City staff for implementation of priority
projects utilizing customized cost estimates to minimize
budgeting surprises.
Pathway to
Implementation
We recognize the City is focused on creating a plan
that positions City staff to proceed with implementa-
tion of plan recommendations upon adoption by the City
Council. Understanding the desire of City staff, elected
officials and the community, we have renamed our work
Plana "Pathway to Implementation." The conscious effort
to incorporate the word "implementation" throughout
this proposal is intended to reflect our approach to the
project and bring a successful product to the City of
Newport Beach that can serve as a guide to realizing
improvements and change throughout the community.
Task 0 - Project Initiation
Task OA -Kickoff Meetings
The Alta team will meet with Newport Beach's Project
Manager and team for two (2) project kickoff meetings to
review city goals and strategies, refine the project scope
and working objectives, identify available data, establish
communication channels with other departments and
agencies, review and list required elements and standards,
and approve the public outreach scope and schedule.
Changes to the Scope of Work will be made (if necessary),
after the kickoff meetings and an amended Scope and
detailed Schedule will be provided to the City. Alta will
develop a Data Needs Memo prior to the initial kickoff
meeting for circulation among City of Newport Beach
staff.
Task OB - Policy Review and Vision
Alta will help establish a creative vision and direction
for bicycle planning by reviewing existing plans, goals,
and objectives in the City of Newport Beach. These
include bicycle policies developed in the Newport Beach
Circulation Element, relevant Specific Plans, municipal
codes, OCTA efforts, and other sources. City staff will
identify documents for review and provide the Alta
team with a review copy if the document is not available
electronically.
For the sake of comparison, we will utilize our library of
plans from around the country and provide a summary
The Alta Team's approach is designed to bring a successful product to the City of Newport Beach that can serve as a guide to
realizing improvements and change throughout the community.
201 City of Newport Beach
Alta Planning + Design
18 of 41
of goals and policies from comparable communities to
Newport Beach plus trend - setting areas (in the fields of
bicycle planning) such as Seattle, Portland, Long Beach,
State of Florida, State of Oregon, Boulder, Madison, and
other communities. The summary will include poli-
cies from national organizations such as the National
Recreation isr Park Association, American Planning
Association, Rails-to-Trails Conservancy, Association of
Bicycle &t Pedestrian Professionals, and the Institute of
Transportation Engineers.
Based on this information, Alta will make recommenda-
tions that may address Newport Beach's design standards,
standard street cross- sections, ordinances, Municipal
Code, General Plan, pending and approved development
plans and specific plans.
The Alta Team will work with Newport Beach staff
to develop the project vision statement. A vision state-
ment outlines what the City of Newport Beach seeks to
provide through the bicycle network and encouragement
program.
Task 0 Deliverables
o Data Needs Memorandum
• Facilitate two (2) kickoff meetings and meeting
minutes (attendance at first meeting by 2 Team
Members, and attendance at second meeting by 3
Team members)
• Existing policy review and vision statement
Task 1 - 5 E's Development
We have drafted the following work plan as our proposed
approach to develop a bicycle master plan that meets the
stated goals and objectives in the RFP. Specifically, the
proposed work plan presented below has been tailored to
assist Newport Beach in achieving bicycle improvements
based upon the 5 E's for a Bicycle Friendly Community
- Engineering, Education, Encouragement, Enforcement,
and Evaluation and Planning.
In addition to evaluating infrastructure, Alta will work
with Newport Beach staff to examine in a "bigger picture"
term their education/outreach interests, concerns, needs,
and resources and develop a plan using numerous strate-
gies that addresses those items. Drawing from our knowl-
edge of best practices from around the country, Alta will
then develop recommendations identifying potential
changes to improve bicycle education, encouragement,
enforcement, and evaluation and planning efforts.
Alta will review the existing bicycle facility network and
conduct a field review of these facilities.
Task 1A - Engineering
The Alta Team will recommend a bikeway network that is
equitable and safe, and effectively uses all city streets and
roadways. The network will take into consideration the
needs of all roadway users, including bicyclists, pedes-
trians and motorists.
Existing Conditions Analysis
In preparation for developing recommendations for
improvements, Alta will review the existing bicycle
facility network and conduct a field review of these facili-
ties, including touring selected existing routes by bicycle
and /or foot. We will work with the BMPOC to develop a
list of corridors and locations that merit greater attention
for implementation, and will evaluate City provided colli-
sion data.
Concern about safety is the most common reason given
for not riding a bicycle (or riding more often), according to
national surveys. The Alta Team will perform a detailed
analysis of five (5) years of collision data using information
provided by the City of Newport Beach Police Department.
Our typical scope utilizes Statewide Integrated Traffic
Records System (SWITRS) data for collision analysis,
however, we recognize the Police Department has care-
fully reviewed collision history with the CBSC, and has
debriefed the CBSC regarding bicycle collision during
the past year including minor and major collisions. We
will work with City staff to identify and graphically map
streets and intersections experiencing high numbers of
crashes involving bicyclists. Additionally, we will work
RFP No. 13 -43, Bicycle Master Plan I21
Alta Planningg�ledgn
with City staff to identify problematic intersections,
difficult grades, and areas with high- stress for cycling
such as high volume roadways. Information derived from
the collision analysis will be used to identify specific
locations for further review.
Identification of gaps in the bikeways network will be
based on public engagement feedback, BMPOC input, and
discussions with City staff. Constrained intersections or
other "hot spot" locations may include barriers (crossing
of Back Bay, Coast Highway, topographic changes),
multi -modal areas serving both pedestrians and bicy-
clists (Balboa Peninsula boardwalk), and conflict-prone
locations (bicycle travel adjacent on- street parking, high
frequency intersections /driveways, etc). The East Coast
Highway /Bayside intersection is a good example where
the infrastructure does not accommodate cyclists' needs,
as the traffic controls do not include a bike push button
for southbound travel, and the approach lacks bicycle
detection. The Alta Team members will visit the list of
corridors and site - specific locations for understanding of
field conditions and limitations.
Bikeways gaps exist in various forms, ranging from short
"missing links" on a specific street or path corridors, to
larger geographic areas with few or no bicycle facilities.
Additionally, bicycle parking gaps can occur where inad-
equate parking is provided by the activity center.
Field investigations will be documented using field notes,
taking field measurements with GIS /GPS devices, and
using digital photography. We will consider key metrics
reviewing the non - motorized network such as safety,
walkabilfty, connectivity, completeness of network,
access to destinations, barriers and constraints, and
ability to serve different types of trail users.
The Alta Team will analyze linkage of the bikeways
network connections into adjacent jurisdictions such as
Costa Mesa, Huntington Beach, Irvine, Laguna Beach,
and the State Parks. Improvements along Coast Highway
to better facilitate travel along the popular corridor will
require careful consideration of options with under-
standing of past attempts to facilitate bicycle travel in
constrained locations.
Bicycle Counts & User Survey
Estimation of current bikeways users can be collected
through survey data and manual counts utilizing
local volunteers. The estimation data is required for
22ICity of Newport Beach
Alta Planning + Design
comprehensive bicycle master plans, and provides a
strong baseline of use data as well as concerns and desires
of the community.
The Alta team will develop a survey (with City review) to
determine the community's general needs and concerns
surrounding bicycling. The survey will be posted to the
project website (per Task 2), and the City can distribute
the survey with the quarterly parks and recreation mailer
(Newport Navigator), and other citywide mailings. Hard
copy surveys will be available for completion at work-
shops, key civic locations, local bicycle shops, and other
public spaces as identified through discussions with City
staff. The bikeways survey will ask questions regarding
frequency of activities, chief concerns, and types of
improvements desired within the community.
We will conduct manual counts utilizing local volunteers
using the National Bicycle &r Pedestrian Documentation
program methods (www.bikepeddocumentation.org).
The Alta team will conduct a training session for the
counters and provide the user survey /data collection forms
that will be developed as part of this task. Volunteer
support can be drawn from various walking and cycling
clubs with interests in the City.
The City of Newport Beach will coordinate volunteer
staff for stationing key locations and times to be deter-
mined by Alta and the City Project Manager. Generally
counts are conducted during a weekday morning peak
period (7AM -9AM) and evening peak period (4PM -6PM),
and a weekend midday period (10 AM -2PM). Longer
count periods maybe desired where high levels of activity
are known to occur outside the typical time periods
Estimation of current bikeways users can be collected through
survey data and manual counts utilizing local volunteers.
20 of 41
listed above. We recommend bikeway counts occur at a
minimum of 10 locations, supplemented with additional
locations based on volunteer capabilities. The precise
locations for data collection will be determined through
discussions with City staff.
Counts will provide a gauge of the existing level of use
of the bicycle network and, supplemented with the user
survey, will help us gauge future need and priorities
within the bicycle network. Bicycle counts will also allow
us to compare bicycle ridership in Newport Beach to that
of neighboring cities and communities.
Data from the bicycle count effort will be incorporated
into the National Bicycle and Pedestrian Documentation
Project, an annual bicycle and pedestrian count and
survey effort sponsored by the Institute of Transportation
Engineers Pedestrian and Bicycle Council. Alta initi-
ated this effort through the ITE Pedestrian &r Bicycle
Council in 2003, when it was identified as a priority for
the Council.
Alta is experienced in designing automatic machine (i.e.
inductive loop) bicycle count programs and will provide
the city with information on how such a program could
be implemented (as a separate scope of work) to supple-
ment or replace the annual manual counts.
Baseline Mapping
Alta will prepare maps utilizing available City of
Newport Beach Geographic Information System (GIS)
mapping layers. The maps will be refined for use in public
presentations and for incorporation into the updated
mobility plan. The GIS mapping will address Caltrans
Bicycle Transportation Account (BTA) requirements such
as existing land uses, major generators and attractors
(schools, park and recreational sites, civic buildings, key
employment centers, and transit stops), bicycle parking
facilities, and bicycle changing facilities. Using available
GIS, bikeways in adjacent jurisdictions will be displayed
to show how the city's bikeway network provides connec-
tivity and continuity to nearby communities.
Alta is leading the OCTA Districts 1 &r 2 Bikeways
Collaborative allowing for efficient use of regional GIS
shape files and data.
Existing Conditions Summary
A technical memorandum will be prepared summa-
rizing the data collection, observed trends and behaviors,
Alta's Bikeway Quality Index provides a systematic method of
evaluating streets and roadways as they relate to the level of
comfort for bicyclists.
collision analysis, obstacles &z gaps review, and linkage
analysis. Graphics will be included as appropriate illus-
trating key concepts, issues, and conflict areas.
GIS -Based Bicycle Demand Analysis
Alta has developed the Bikeway Quality Index (BQI)
which is a GIS -based model that provides a systematic
method of evaluating streets and roadways as they relate
to the level of comfort for bicyclists. The models use avail-
able input data such as lane width, traffic volumes and
speeds, and car parking, to provide a corridor and an
area -wide assessment of riding conditions for atypical'
bicyclist.
In addition to examining the existing on- street bicycle
facilities, we will apply the BQI model to measure the
quality of off - street paths as well as existing public routes
not currently identified as bicycle routes by measuring
factors including user volumes, mode split and path
width. Then in consultation with the City, we will incor-
porate additional factors shown to influence quality of a
cycling experience, such as grade change, proximity to
roadways, pavement quality and aesthetics.
Once calibrated and measured, the information from the
BQI model can be extracted and applied to other public
routes throughout the City identifying potential bicycle
facilities. Based on our experience in other cities and
RFP No. 13 -43, Bicycle Master Plan I23
Alta PlanniM tpe$ip
in consultation with City staff, we will determine the
appropriate and relevant ranking for each factor within
the model, and develop a mechanism that will allow for
the comparison of all facilities within the network.
Together, these tools can provide an objective assessment
of conditions and will help us identify routes for improve-
ment or routes that bicyclists can be di rected to use until
improvements are made, Alta will use these models as
needed on selected corridors where data is available and
conditions warrant this type of analysis.
Recommended Bikeways Network
Based on the project goals and objectives, technical anal-
ysis, and community input, the Alta Team will prepare
a draft network bicycle facilities for the City. Since a
draft network exists in the General Plan Circulation
Element, we expect refinements to help address hot spot
and conflict -prone areas. The preliminary network will
be illustrated in GIS -based graphics, and text will be
drafted describing routes in written form with charac-
teristics regarding surface material type, users served,
length, etc.. The proposed improvements will be listed in
matrix format.
For liability, funding, and other purposes, we propose to
describe the recommended bikeway facilities using the
Caltrans classification system identified in Chapter 1000
of the Highvvay Design Manual: Planning and Design of
Bicycle Facilities:
• Bike Paths (Class 1): bicycle or multi -use paths
separate from roadways, with at -grade or grade -
separated crossings
• Bike Lanes (Class 11): striped bicycle lanes, typi-
cally on the right -hand side of roadways
• Bike Routes (Class III): roadways that provide
adequate shoulder or curb lane width and signing,
but no striping
For the recommended network, GIS maps will be
submitted to the City for review and approval prior to
preparing the Draft Mobility Plan.
Alta has led the way to creating innovative designs and
treatments to improve visibility, manage conflict points,
and provide low - stress bicycling environments. Alta was
the primary author of the NACTO Urban Bikeway Design
Guide, and our staff is proficient in current trends and
thinking regarding new Bicycle facilities. Throughout
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Alta prepared this Recommended Bikeway Network map for
the Manhattan Beach as part of the South Bay Master Plan.
the identification of bicycle improvements we will
continuously consider both traditional designs such as
the Caltrans Bicycle Facilities defined above and the in no-
vative treatments identified in the NACTO Guide. We
have helped cities throughout Southern California hople-
ment new treatments such as bike boxes, green painted
bike lanes, sharrows, bicycle boulevards, and separated/
buffered bike lanes. The discussion of liability and engi-
neering standards is a key item for review with City staff.
As a registered Civil and Traffic Engineer, the Alta Project
Manager realizes that City Public Works staff may be
hesitant to implement new treatments without careful
review of key engineering and legal concerns. We antici-
pate a robust dialogue to determine key criteria for use
of strategic new treatments, and identification of the best
locations to bring these concepts to the City of Newport
Beach.
22 of 41
The Alta Team will provide recommendations for supportive
facilities such as bicycle racks.
Recommended Support Facilities
A comprehensive bikeways network requires cotnpli-
mentary support facilities that provide guidance and are
supportive of a diverse population of cyclists with varying
needs. The Alta Team will provide recommendations for
trailheads and staging areas as well as supportive facili-
ties such as lighting, benches, restrooms, informational
kiosks, and shelters. Additional facilities specific to
bicycling needs include bike detection at traffic signals,
wayfinding signage, bicycle racks, storage and lockers,
and integration of bicycle needs at the existing Newport
Transportation Center (NTC) in Newport Center.
Recommended improvements will be described as a series
of specific standards, except at major destinations such
as City Hall, along the Peninsula and the NTC, where
the actual number and type of support facilities will be
identified.
In addition to infrastructure - related suggestions, the
discussion will include policy - specific recommendations
relative to improved access to local and regional transit,
bike racks on buses, methods of improving bicycle secu-
rity such as bike corrals, secure parking areas (restricted
card- access areas), bicycle support facilities in land devel-
opment, bike storage areas in attended parking lots and
garages, building access and restriction guidelines based
on best practices.
Prioritization and Phasing Recommendations
The recommended bikeway improvements will be priori -
d zed based on both technical data and public input duri ng
the community outreach program. Criteria for ranking
will be weighted to develop a priority list for improve-
ment implementation. Potential criteria for the ranking
process include the following with further refinement
based on discussions with City staff and the BNIPOC:
• Community and Political Input
• Suitability for Bicycling Without Improvements
• Suitability for Bicycling With Improvements
• Provicles /Enhances Safe Route to School
Connection
• Address High - Collision History Location(s)
• Destinations Served
• Enhances System Connectivity
• User Type Servect
• Gap Closure
• Social Equity
• Potential to Attract High Usage
• Current Availability and /or Suitability of
Right-of-Way
o Cost Effectiveness
• Projected Reduction in Vehicle Trips and Vehicle
Miles Traveled
• Integration into the Backbone System
o Transit Interface
Potential funding opportunities each require a distinct
type of project and documentation of impacts and bent
fits. Because of this, the selected improvements will be
developed insufficient detail to qualify for the most strin-
gent program requirements. Our team will work closely
with the staff throughout the selection and ranking
process, lending expertise on funding, planning, and
design guidelines when required.
A Phasing Plan will be developed based on the ranking
outcome combined with (a) funding availability and
requirements, (b) other programmed transportation
improvements, (c) eliminating an immediate bottle-
neck or safety hazard, and (d) ensuring that the system
grows rationally rather than as a series of disconnected
pieces over time. The Phasing Plan will recommend a
ranking (low, medium, high) to clearly identify which
RFP No. 13 -43, Rycle Master Plan I'1[
Alta PlanniraBoo4lpn LJ
improvements would be incorporated into the 5 -Year will the relationship to possible funding and specific
Capital Improvement Program (CIP). requirements.
Segment Cross Sections & Cost Estimates
The Alta team will prepare a project database in Excel
listing detailed information on each proposed segment
length, corridor condition, and other information.
Planning -level costs will be separated between land
cost (if any), site preparation, planning, design and engi-
neering costs, construction costs, and environmental
documentation /mitigation costs (if any). Unit costs for
design, construction, and environmental clearance of
facilities will be discussed with City Public Works and
Community Services staff to ensure the costs match
recent bids in the City and area. Staff from Stantec has
provided engineering services directly to City of Newport
Beach and is familiar with construction unit rates.
Maintenance Costs for each segment will be evaluated
according to an estimated cost - per -mile and estimated
annual maintenance and operation costs by implemen-
tation phase based on comparable experiences. The
Department responsibility will also be identified, as
Detailed 1-page Fact Sheets will describe key characteristics
of proposed route segments.
Detailed 1 -page Fact Sheets will be organized for up to ten
(10) distinct segments to position the City for implemen-
tation by agency staff. Key items for summary on the Fact
Sheets include:
• Segment Name and Geographic Location
• Proposed Facility Type
• Dominant Land Use
• Dominant Users (commuter, recreational, etc)
• Trail/Bikeway Surface Material, Width, Grade, and
Length
• Fencing Need and Material Type
• Cost Estimate for Implementation
• Jurisdictional & Department Responsibility
• Schedule for Implementation
• Required Actions
The detailed Fact Sheets will serve as a guide for imple-
mentation of the bikeways network by City staff.
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Alta will develop a recommended wayfinding and signage plan for Newport Beach. The signage concepts above were created
for the South Bay Bicycle Master Plan.
Wayfinding and Signage Plan
The Alta team will develop a recommended wayfinding
and signage plan for the City, including a combination of
a Caltrans- approved route numbering or naming system,
and a directional wayfinding system to the City's bike
parking, NTC, peninsula, Newport Center, Back Bay,
and other major destinations. Alta will develop a map
showing the proposed route numbering /naming system,
an initial graphic showing existing wayfinding signage
styles in California, refine this graphic based on staff
input, and then develop a final set of wayfinding proto-
type signage. We will also develop recommended instal-
lation prototype guidelines and standards.
Engineering Recommendations Summary
A technical memorandum will be prepared summarizing
the recommended network, the prioritization, the fact
sheets, implementation &r funding (per Task 4), and the
wayfinding program. GIS -based graphics will illustrate
the recommendations for consideration by City staff and
the BMPOC.
Task 18 - Education
Education and Marketing Programs
Becoming a truly bicycle - friendly community requires a
multi- faceted approach, including strategies beyond tradi-
tional engineering and infrastructure projects. Utilizing
traditional and innovative approaches to programming
and infrastructure, the City has the potential to expand
the active transportation network and role of bikeways in
the life of residents and visitors to Newport Beach.
Alta will work with the City to identify existing educa-
tion and marketing programs offered by the City, Police
Department or other agency /group to improve bicycle and
pedestrian safety. A program considered by the CBSC
includes the concept of a Safety Village where a school or
large area such as the Big Corona parking lot is utilized
to instruct elementary -age children to safely ride and
function with cars and traffic controls. Bike Rodeos may
already be employed by the Policy Department and can
serve a similar purpose. Positive efforts by City /Policy
Department staff and the community advocates can
RFP No. 13-43, Bicycle Master Plan I27
Alta PlannirQ9 asIgn
Education and encouragement programs are intended to foster excitement
about bicycling as a community. Alta is the only planning firm with a department
dedicated to education and encouragement for non - motorized programs.
initiate real and lasting changes for the better. Potential
educational campaigns may address topics such as the
following:
• Public Education Campaign Aimed at Cyclists &
Driver Behaviors
• Expanded Safe Routes to Schools Programs
• Safety Education Messages in City Publications
• Helmet and Bicycle Light Giveaway Programs
Alta will provide suggestions for improvements specific
to bicycling within the community considering the
diverse spectrum of user types such as athletic "fast"
cyclists, recreational cyclists, and cyclists commuting to
employment. These recommendations will be based both
on results of the previous tasks that identified problem
areas plus experience gained in communities around the
region and the United States. Alta is the only bicycle and
pedestrian planning firm with a department dedicated
to the education and encouragement for non - motorized
programs.
Bicycle Network Map
The City's existing GIS -based Bicycle Network Map will
be integrated with the GIS mapping performed as part
of the network inventory and development. A bikeways
focused map layer will be made available for the City to
publish. We will discuss with the City which layers are
desirable to include, and when the map should be printed.
Task 1C - Encouragement
Recommended Activities
Encouragement activities include a variety of events,
contests, and promotional activities intended to foster
excitement about bicycling in a community. The Alta
team will review existing encouragement efforts in
Newport Beach and recommend additional programs to
promote bicycling in the city, such as:
• Sunday Parkways
• Bike Buddy Programs
• Safe Routes for Seniors
• Women on Bikes
• Walking /biking /transit mobility maps
• Bicycle Benefits Program
• Business /Employer Incentive Programs
• School Bicycle Trains
• Bicycle Valet at Major &r Civic Events
Bicycle Friendly Business District Plan (Optional)
While not included within the RFP, our project team feels
the City of Newport Beach would benefit from including
an optional task to establish a Bicycle Friendly Business
District Plan (BFBD). We have included on our project
team April Economides, a local expert who has created
successful BFBD's within the City of Long Beach and the
City of San Diego.
'1p I City of Newport Beach
GO Alta Planning + Design 26 of 41
As an optional task, the Alta Team can establish a Bicycle
Friendly Business District Plan
As an optional task, Alta will collaborate with Green
Octopus Consulting (a sustainability strategy and
communications firm based in Long Beach) to prepare a
BFBD. Green Octopus Consulting designed and managed
the nation's first Bike - Friendly Business District program
for the City of Long Beach. The BFBD may include the
following components and can be tailored as needed:
• Up to two (2) presentations on the business case
for local bicycling and how to create bike - friendly
business districts. We recommend potential meet-
ings with business groups and organizations such
as the Newport Beach Chamber of Commerce,
the Corona del Mar Chamber of Commerce, and
merchants along the Balboa Peninsula. The concise
presentation is oriented towards business owners
with duration of approximately one hour when
accounting for presentation as well as questions
and answers.
• Up to two (2) workshops to develop action items
and implementation for one or more business
districts.
• Action- oriented bike- friendly business district plan
for one district or entire city.
Personalized outreach to business owners and
association leaders.
Task 1 D - Enforcement
Alta will work with City staff and the Newport Beach
Police Department to document current enforcement
practices, and will provide suggestions to improve safety
for bicyclists and other road users.
Examples include a traffic safety diversion program
(instead of tickets for bike - related infractions) and
walking & bicycling legal training. Case studies of
enforcement programs will be highlighted. Additional
enforcement activities include targeted police enforce-
ment at specific locations /areas, age - specific bicycle
safety programs, and establishment of a law enforcement
referral process.
Existing city codes pertaining to the operation of bicycles
will be reviewed and benchmarked against comparable
cities to identify areas for improvement.
Task 112- Evaluation and Planning
The REP suggests that evaluation work including field
research, collision analysis, surveys, and counts be
performed in Task IE. In sequential terms, most of this
work will be undertaken prior to the development of
the recommended network; therefore, we have proposed
these tasks be included in Task IA. Other requirements
outlined in the REP for this subtask such as examina-
tion of existing educational programs is proposed to be
performed prior to task IB.
Benchmarking and Performance Measurement Tools
System usage is best gauged through a combination of
bicycle counts (manual and automated) and user surveys
(refer Task IA). The results can then be published in a
regular report card tracking the trends in bicycle usage
in Newport Beach. System expansion can be moni-
tored through GIS mapping. To assess performance
against the goals identified at the project outset, Specific,
Measureable, Achievable, Relevant and Time bound
(SMART) measures will be identified.
Benefits Analysis
Alta has extensive experience in quantifying the benefits
of investments in bicycle facilities, including economic,
environmental, health and fitness, and convenience
and quality of life. For example, we have calculated
the regional medical cost savings of increased exercise
partly generated by new opportunities to bicycle. Our
staff has developed a trip reduction methodology for the
bicycle mode that is now being used around the country.
Using results of the needs analysis, U.S. Census figures,
and adjustment factors for Newport Beach, a long term
RFP No. 13 -43, Bicycle Master Plan 129
Alta PlannlWi&o$tn
estimate of bicycle mode split can be made and translated
into reduced vehicle trips, saved parking spaces, and
reduced air pollution. We expect that the economic and
public health impacts will play a key role in public accep-
tance of improved facilities for Active Transportation.
While improving bicycle mode split may be appealing
from a planning perspective, this topic is typically too
theoretical to gain traction within the community.
Therefore, discussion of health and economic benefits
within Newport Beach and the relationship with quality
of life indicators will have a stronger impact in the polit-
ical and community arena. Finally, the Alta Team will
summarize the role of bicyclists in a multi -modal trans-
portation system.
4E's Summary
A technical memorandum will be prepared summarizing
the recommendations specific to non - engineering tasks
including Education, Encouragement, Enforcement, and
Evaluation. Maps and potential measures for implemen-
tation by the City with horizon dates will be identified.
Task 1 Deliverables
Existing Conditions Summary Memorandum
10 Fact Sheets on Priority Segments
„ Engineering Recommendations Summary
Memorandum
Optional Bicycle Friendly Business District Plan
4 E's Summary Memorandum
Task 2 - Agency and Public
Participation
The public participation program will seep to engage a
range of stakeholders in providing input for the Bicycle
Master Plan: multiple City departments, partner agen-
cies, local bicycle advocacy groups, and the general
public. Special efforts will be made to engage commu-
nity members who are potential users of bicycle facilities
but who are not involved in advocacy groups —as well as
drivers who will be sharing the roadway with people on
bicycles. Understanding that there are several distinct
communities within the City of Newport Beach, the Alta
team will design outreach and participation to involve
community members from all areas including the penin-
sula, islands, coastal communities, and central Newport
Beach.
301 Cityof Newport Beach
Alta Planning + Design
Task 2A - Public Participation Strategy
Effective outreach and participation begin with a system-
atic identification of the stakeholders who should be
involved and avenues for reaching those stakehokers. The
ALTA team will work with the City to identify stake-
holders and outline a schedule of activities that will be
undertaken to inform them about the project and engage
them in providing input. The schedule will include the
subtasks below as well as activities that the City, BMPOC
members, and other partners can undertake.
Task 26 - Public Outreach Materials
For a successful public participation process, efforts must
be made to generate widespread awareness about the
project among diverse community members —avid riders
as well as community members who are all potential
users of the bikeway network.
The Alta team will provide a variety of materials for
outreach efforts, as determined in collaboration with
City staff and the BMPOC. The budget provides for the
following materials:
Project logo. A visual brand for the project will
create a higher level of recognition and excitement.
The Alta team will create a color logo that can be
used on promotional materials and as a button on
the City websire, providing a link to the project
website. The budget for this item assumes the
development of several alternatives, and one revi-
sion of the selected alternative.
a
i`
A visual brand for the project will create a higher level of
recognition and excitement. Alta created this logo for the
County of Marin.
28 of 41
Outreach stations. The Alta team will conduct
outreach at up to three (3) locations with high
pedestrian and bicycle traffic such as commu-
nity events, along the Back Bay Trail, at the Muth
Interpretive Center, the farmers' market, Newport
Pier, the main library and other City facilities.
If permission is granted, these locations will
include privately owned shopping centers such
as the Crystal Cove Promenade or Fashion Island.
Materials will be created to set up an outreach
table to distribute flyers and small handouts
with the survey URL, describe the project, ask
people to sign up for emails, and engage commu-
nity members in a simple exercise with a map or
Post -Its. The Alta team will attempt to recruit
community volunteers to help staff more of these
tables.
Giveaway items. Fun giveaway items provide a
small reward and sense of ownership to people
who stop by an outreach station or participate in
a workshop. The Alta team will develop a design
for an item such as a button, magnet, or small
bike accessory using the project logo. The cost of
buttons is included in the project budget; other
promotional items would need to be paid for by the
City. The Alta team can present the City with a few
inexpensive options from promotional catalogs,
and place the order desired.
Flyers. The Alta team will design up to three flyers
over the course of the project to promote upcoming
opportunities to participate, including the survey
and BMPOC meetingshvorkshops. These may be
posted in bike shops, distributed through email,
and posted on the project webpage for down-
loading and social media linkbaeks.
Website. The Alta team will host a blog -style
website for the project through a third -party
vendor such as WordPress with a custom domain
name that is easy to remember. This type of site
feels more dynamic, provides simple polling tools,
and makes it easy for visitors to share content with
their friends through social media. The website
will provide a portal to the online survey and
interactive map, as well as providing project infor-
mation and downloadable materials. A link will
be provided so that visitors can sign up for email
updates.
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A dynamic project website will provide simple polling tools,
and makes it easy for visitors to share content with their
friends through social media.
• Email updates. The Alta team will maintain an
email list of people interested in following the
project, and will send up to three brief emails to
this list to promote upcoming opportunities to
participate and provide feedback on the Master
Plan. These emails will also be available to City
staff for forwarding to City email list subscribers.
• Social media items. in conjunction with the email
updates, the Alta team will provide short items for
the City to post on its Facebook page and tweet
through Twitter.
• Press releases. The Alta team will draft up to three
press releases over the course of the project for
the City to distribute to local media to provide
information about the Master Plan project and key
findings, and promote participation.
Task 2C - BMPOC Meetings /Workshops
The Bicycle Master Plan Oversight Committee ( BMPOC)
meetings will be used as the primary vehicle for
presenting formal public updates about the development
of the Bicycle Master Plan and receiving guidance from
an organized body representing different stakeholders.
All BMPOC meetings will be open to the public to satisfy
Brown Act requirements. We propose categorizing the
twelve (12) BMPOC meetings (as required by the RFP)
into the following types of meetings to ensure dynamic
meetings with attendance by varying members of the
public
RFP No. 13 -43, Bicycle Master Plan I31
Alta Plannir2fiK iyn
The BMPOC meetings will focus on four different aspects of
the project to ensure dynamic meetings with attendance by
varying members of the public
Data! Up to five meetings would be organized
primarily for sharing data on the Plan and facili-
tating discussion among the appointed BMPOC
members. These would be timed to present find-
ings from the field studies and analysis, discuss
input received at the workshops /open houses, and
solicit input on concepts and draft recommenda-
tions. We recommend up to three (3) dedicated
bike rides be organized before or after Data!
Meetings to increase public awareness, interest,
enthusiasm, and confidence in the planning
process. The bike rides also provide an opportu-
nity for stakeholders to provide direct input and
to experience low and high stress situations as
a group. Alta will work with City staff and the
BMPOC to organize the bike tours and determine
suitable routes for the rides.
Learn! Up to three educational sessions would be
devoted to presentation and discussion of special
topics such as innovative bike facilities, health
benefits of bicycling, and bicycle - related economic
development, and sharing the road. These could be
held at more casual community venues in conjunc-
tion with mixer -type social events to draw more
attendance.
Engage! Up to three workshops and open houses
will be held in which the BMPOC members
become the hosts of a larger public forum, and help
the Alta team to collect input from community
members. The objectives of these events would
be to identify priority locations for development
of new bike facilities and programs, understand
preferences for bike facilities, and gather ideas for
educational efforts and programs.
The specific activities in these workshops or open
houses will be determined through discussion with
City staff and the BMPOC. Through presentations
or displays, the Alta team will present information
on the project, preliminary findings, and prelimi-
nary recommendations. Displays will include maps
of existing and proposed bikeways, locations with
identified gaps and issues, and conceptual designs
of roadway treatments; as well as examples of bike
facilities, types of bicycle parking, and wayfinding
signs.
A variety of activities will engage participants in
providing input as individuals and in group discus-
sions. If held in an open house format, BMPOC
members may help to staff stations. If held in a
321 City ofNewpartBeach
Alta Planning + Design
30 of 41
workshop format, BMPOC members may listen to
small group discussions, help to collect and orga-
nize input, or assist with facilitating or recording
group activities.
Youth! The youth in a community have particular
insight into what it is like to get around without
a car, and streets that are safe For children are sale
for everyone. For these reasons, a special youth -
oriented event is recommended that is focused
on the biking needs of youth in Newport Beach.
Youth workshops work best when they are held
in locations where youth are already gathered,
such as schools or recreation centers. The Alta
team will reach out to organizations such as the
YMCA, Boys & Girls Club, school district, high
schools, and libraries to publicize the event and
determine a suitable location to draw youth from
throughout the City, As in the workshops /open
houses, BMPOC members would help to facilitate
discussions and activities with the youth (this will
probably be their favorite BMPOC meeting!).
To promote participation of BMPOC members and
other residents in different Newport Beach communi-
ties, the BNIPOC meetings and workshops should be
held in different locations, at times convenient for the
general public. The Alta team will work with City staff
and the BMPOC to identify appropriate locations and
times. Notice for the meetings will be provided as part
of the outreach efforts described in the Public Outreach
Materials subtask, in addition to email notices that the
Alta team will send directly to the BMPOC members.
Task 2D - Public Agency Stakeholder
Meeting
The Alta team will facilitate one meeting for adjacent
cities and public agencies that have an interest in bike -
ways such as Calerans, OCTA, adjacent cities, State Parks,
and the County of Orange. These stakeholders will help
to identify opportunities, provide feedback on bikeway
feasibility, and provide technical input on the Master
Plan development. The Alta team will draft an invitation
and work with City staff to create a list of agencies for the
City to invite.
Task 2E - Survey
In order to gather information about desired bike facili-
ties and improvements throughout Newport Beach, the
Alta team will develop a survey aimed at creating an
understanding of current bikeway users, key issues that
are discouraging use of bikeways, and improvements or
programs that would encourage bicycling.
The Alta team will also design a printable version of
the survey for more limited use. The budget for this taste
includes up to $150 in prizes or gift certificates from local
bike or outdoor gear shops to encourage participation.
Task 2F - City Council Presentations
The Alta team will attend two (2) City Council meetings
at the appropriate times as determined by the consul-
tant team and City staff. The Alta team wilt provide
an overview presentation of the project and update the
Councilmembers on the project status with graphics and
illustrations to show recommendations where possible.
Task 2 Deliverables
• Schedule for Public Participation Activities
• Project Logo in JPEG format
Pop -Up Outreach Stations at three locations
(attendance by 2 Team Members)
» Design and assistance producing one type of give-
away item
>s Design for up to three. (3) flyers (PDF)
Blog -style website, and up to three (3) substantial
updates
Setup and maintenance of email list; up to three (3)
email updates
Up to five (5) short items for distribution through
City's social media
Content for up to three (3) press releases
Facilitation of up to twelve (12) BMPOC meetings/
workshops (attendance by 2 Team Members)
Email notices and agendas sent to BMPOC
members
One (1) Public Agency Stakeholder Meeting
Interactive online map tool and survey
Design for printable version of survey (PDF)
Up to $150 in prizes or gift certificates
Summary of input received through survey
Agendas, sign -in sheets, presentation materials,
and other items for Consultant Team -led meetings
Summaries of input received at meetings and work-
shops/open houses
Presentation materials for two (2) City Council
meetings (attendance by 4 Team Members)
bFP Nu. 13 -43, bicycle Master Plan I33
Alta PlannhQ1I *4qn
Task 3 - Bicycle Master Plan
Report
Task 3A - Draft Bicycle Master Plan
Based on the tasks outlined above, Alta will prepare
a Draft Bicycle Master Plan for Newport Beach that is
consistent with the city's General Plan. The Draft Bicycle
Master Plan will be developed with the twin objectives
of:
• Providing the blueprint for a comprehensive system
in Newport Beach that makes bicycling for all
purposes and by all users accessible, safe and desir-
able; and
• Providing a strong, strategic, funding plan for
bicycle facility expansion, improvement and imple-
mentation citywide.
Alta will submit ten (10) hard copies and an electronic
copy in PDT format on CD -ROM of the Draft Plan for
review by Newport Beach staff. The Bicycle Master Plan
will include the following elements:
Policy review and vision statement
• Comprehensive bikeway system with support
facilities identified
• Prioritization and phasing recommendations
• Fact Sheets on priority corridors
• Implementation and funding strategies (per Task
4)
• Wayfinding and signage plan
• Recommendations for bicycle education, encour-
agement, enforcement, and evaluation programs
Following submittal of the Draft Bicycle Master Plan,
there will be a comment period by City staff, the BMPOC,
and the public.
Task 3B - Final Bicycle Master Plan
A Final Bicycle Master Plan will be prepared addressing
City - consolidated comments on the Draft Plan. Alta will
address the Draft comments and incorporate them into
the Final Plan. We will submit one electronic version
of the Final Draft Plan to city staff for review to ensure
that comments have been adequately addressed. Upon
approval, Alta will produce five (5) bound hard copy
documents, and one electronic version (MS Word and
PDF) version of the Final Bicycle Master Plan.
34
City of Newport Beach
Alta Planning + Design
The Bicycle Master Plan will provide a blueprint that makes
bicycling for all purposes and by all users accessible, safe and
desirable.
Task Deliverables
Draft Bicycle Master Plan (10 hard copies, l elec-
tronic copy)
Final Bicycle Master Plan (5 hard copies, l elec-
tronic copy)
Task 4 - Implementation Plan
Implementation of the bikeway network consists of
discrete steps completed sequentially, from ranking and
phasing of each project to application of design standards,
development of capital and maintenance costs, funding,
and a capital improvement plan. Alta will work with
Newport Beach staff from Community Services, Public
Works, Planning and Building and other departments
(as appropriate) to formulate an implementation strategy
that includes details on cost, responsible department,
scheduling, and appropriate funding.
An Implementation Plan for fundable, high priority proj-
ects for the short-term will be developed, along with an
unconstrained implementation plan for the long -term.
Changes to existing City Standards, Codes, and /or poli-
cies are part of the Bicycle Master Plan (Tasks 0 and 1).
Task 4A — Implementation & Design
Guidelines
Implementation Strategies
The pathways to implementation tasks identified above
include technical analysis to refine the bikeways network,
preparation of a recommended network, inclusion of
32 of 41
innovative strategies, identification of support facili-
ties, prioritization and phasing, and development of fact
sheets. The steps leading to this effort will be oriented
to implementation of specific projects within the 5-Year
CIP and defined projects that can be brought to fruition
by City staff.
The residents, community stakeholders, and elected offi-
cials have voiced their interest in realizing improvements
in the near-term. The Alta Team will work with City staff
to identify the projects that will be included in the 5 -Year
CIP, and identify projects that have positive potential for
grant funding. The fact sheets and cost estimates will be
coordinated with City staff to ensure the design, costs,
and responsible parties at City Hall are clearly delineated.
The Alta Team has personal interests in seeing the
improvement come to reality as our team members live
locally and enjoy the City of Newport Beach on a year -
round basis.
Funding Strategies
Implementation through grant opportunities is preferred
over use of City General Fund revenues. Therefore, we
will include a robust discussion of funding strategies
to guide City staff for implementation of the bikeways
network. The Alta team has successfully helped commu-
nities around the country apply for and receive over
$50 million in funding for bicycle facilities. Alta has an
in -house grant writing group who are experts at identi-
fying funding opportunities and matching projects with
The Alta Team has personal interests in seeing improvements
come to reality as ourteam members live locally and enjoy the
City of Newport Beach on a year -round basis.
the right grant. Our team is familiar with virtually all
state and federal sources of bikeway funding, including
funding sources in the recently adopted MAP -21 legisla-
tion. We are also aware that funding is much more likely
from all sources when it comes from a variety of local,
state, federal, and public and private sources. The City's
leveraging of local match money can position for much
larger pools of money to bring the plan to reality.
The Alta team will identify potential matching and major
funding sources, associated criteria and requirements.
Costs of the phased improvements will be compared with
funding needs, so that long term programming for local
matching funds can be accomplished.
Potential categories of funding sources for inclusion in
the report include the following:
Local public works and parks and recreation CIP
budgets
e OCTA Bicycle Corridor Improvement (BCI)
Program
• Safe Routes to Schools Programs
• State bike grants
• Local improvement districts
• Transportation user fees
• Developer impact fees
• Local bond measures
• Local gas tax
• Local sales tax
• State agencies
• Federal government
• MAP -21
• Non -profit organizations
• Corporate sponsors
• Zoning requirements
• Air quality grants
The Alta team will explore funding options from public
and private sources, contacting our network of funding
specialists around the U.S. to determine the availability
and requirements for grants.
Design Guidelines
The Alta Team will work with city staff to coordinate the
development and assembly of one comprehensive set of
bicycle design guidelines for Newport Beach consistent
RFP No. 13 -43, Bicycle Master Plan I35
Alta Planni43 -* iqn
with state and Federal standards and practices. Alta will
prepare an opening chapter that discusses the various
guidelines and how they relate to one another, followed
by the design guidelines. It is anticipated that many
bicycle treatments included in the design guidelines are
not included in the California Manual on Uniform Traffic
Control Devices (CA MUTCD). To help guide City staff,
the Alta Team will provide enhanced discussion of appro-
priate usage of non - standardized treatments with loca-
tions where the treatment has been implemented, typical
costs, best practices, and illustrations &e photographs
showing what the treatment would look like. We will
work with City staff to develop a robust set of guide-
lines that can position the City for careful implementa-
tion and appropriate placement of treatments. The best
practices guidance will be key to help educate both the
public and City staff on where to utilize bicycle treat-
ments to address stakeholder preferences to see innova-
tive but non - standardized treatments implemented more
frequently.
Task 4B - Bicycle Transportation Account
Compliance
In order to provide maximum clarity for the City, regional
agency and Caltrans staff reviewing the updated Mobility
Plan for Bicycle Transportation Account (BTA) compli-
ance, Alta will prepare a separate chapter summarizing
how the plan satisfies each of the BTA- required elements
of the Streets and Highways Code 891.2 (a -k). This chapter
will allow reviewing staff to go to a single chapter in the
document to confirm that all BTA - required elements have
been met, thus avoiding the need to search throughout
the document for the various applicable sections. This
BTA compliance chapter can be provided at the begin-
ning of the document, or as one of the appendices. All of
AltXs bicycle plans in California have been approved by
Caltrans and we are experts at ensuring that each local
agency qualifies for this and other funding.
Task 4 Deliverables
• Implementation Guide and Design Guidelines
• Bicycle Transportation Account Compliance
Summary
Task 5 - Bicycle Friendly
Community Application
Support
Task 5A - BFC Application
Bicycle Friendly Communities are places that have
committed to improving the bicycling environment and
are highly desirable communities to live, work, and play
in. This often results in increased property values, busi-
ness growth and increased tourism. Bicycle - friendly
communities are places where people feel safe and
comfortable riding their bikes for fun, fitness, and trans-
portation. With more people bicycling, communities
experience reduced traffic demands, improved air quality
and greater physical fitness.
Developing a comprehensive Bicycle Master Plan is a
great step in becoming more bicycle - friendly. Upon adop-
tion of the Plan, Alta will prepare an application on behalf
of the City of Newport Beach to be recognized as a Bicycle
Friendly Community through the League of American
Bicyclists. The City of Newport Beach will assist Alta in
data gathering, and Alta will compile existing efforts and
applicable information for application submittal.
Task 5 Deliverable
b Application for Bicycle Friendly Community
Bicycle Friendly Communities are places that have committed to improving the bicycling environment and are highly desirable
communities to live, work, and play in.
36 City of Newport Beach
Alta Planning + Design
34 of 41
Anticipated Work Schedule
The schedule has been carefully organized to sequence key tasks, meetings, and deliverables, providing an efficient
process and early and thorough review of all products as they are developed.
Task 0. Project Initiation
Task 1.5 E's Development
Task 2. Agency and Public Participation
Task 3. Bicycle Master Plan Report
Task 4. Implementation Plan
Task S. BFC Application Support
Schedule shown assumes City Issues Notice to Proceed in May 2013
RFP No. 13 -43, Bicycle Master Plan I37
Alta Plannilt�c Wjn
EXHIBIT B
SCHEDULE OF BILLING RATES
36 of 41
AI+n Pinnninn nnri flacinn Inn.. Paae B -1
Cost /Fee Proposal
Alta s proposed fee breakdown by task is presented below. We are flexible in developing an allocation of worl< effort and budget that
best meets the needs of the City.
2013 Hourly Rate"
$210
$155
$105
$95
$183
$150
Task 0. Project Initiation
4
10
4
8
6
4
42
$5,265
Task 1.5 E's Development
11
52
116
297
77
4
519
$60,870
Task 2. Agency and Public Participation
2
50
4
60
18
151
285
$40,225
Task 3. Bicycle Master Plan Report
3
12
24
48
0
0
87
$9,570
Task 4. Implementation Plan
4
9
18
36
4
0
71
$8,275
Task 5. BFC Application Support
1
2
10
0
0
0
13
$1,570
Staff Hours
25
135
176
449
105
159
1017
$130,285
Reimbursable Expenses &Travel
$2,500
Pwi1 ectTotal
$5,250
$20,925
$18,480
$42,655
$19,125
$23,850
$132,785
Optional__-
Bicycle Friendly Business District Planning 84 84 $7,980
(Green Octopus)
-These are fully burdened rates that Include salary, benefits, firm overhead charges, administrative fees and profit
UP No. 13- 13, 6igde Maser Plan 9
Alta PlanniniiW*4gn 1
alta
Alta Planning + Design Standard Billing Rates
The charges per hour shown are effective through December 31, 2013 and subject to revision annually thereafter.
Subconsultant fees shall be charged at actual cost.
Expenses:
Reimbursable expenses shall be charged at actual cost.
Mileage on project tasks shall be charged at the IRS standard rate.
Reproduction Costs:
Color copies
$0.50 /page
Alta Planning + Design
$0.10 /page
Classification
Rate
Principal
$285
Principal It
$210
Principal 111
$185
Senior Associate
$155
Associate 1
$135
Associate Il
$120
Senior Planner
$95
Planner 1
$95
Planner II
$85
Senior Designer
$105
Designer I
$95
Designer I1
$85
Program Manager
$110
Outreach Coordinator
$90
GIS Planner
$85
Graphic Designer
$85
Engineer
$125
Intern
$55
Intern I1
$35
Senior Admin
$100
Admin 1
$80
Admin II
$60
The charges per hour shown are effective through December 31, 2013 and subject to revision annually thereafter.
Subconsultant fees shall be charged at actual cost.
Expenses:
Reimbursable expenses shall be charged at actual cost.
Mileage on project tasks shall be charged at the IRS standard rate.
Reproduction Costs:
Color copies
$0.50 /page
Black and white copies
$0.10 /page
24'x 36' large format plot
$15.00 /sheet
36'x 48' lay e format plot
$30.00 /sheet
ZCity of Newport Beady
Al to Planning + Design 38 of 41
EXHIBIT C
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
1. Provision of Insurance. Without limiting Consultant's indemnification of City, and
prior to commencement of Work, Consultant shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Consultant
agrees to provide insurance in accordance with requirements set forth here. If
Consultant uses existing coverage to comply and that coverage does not meet .
these requirements, Consultant agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Consultant shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury
by disease in accordance with the laws of the State of California, Section
3700 of the Labor Code.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its officers, agents,
employees and volunteers.
B. General Liability Insurance. Consultant shall maintain commercial general
liability insurance, and if necessary umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, one million dollars ($1,000,000) general aggregate. The
policy shall cover liability arising from premises, operations, personal and
advertising injury, and liability assumed under an insured contract
(including the tort liability of another assumed in a business contract) with
no endorsement or modification limiting the scope of coverage for liability
assumed under a contract.
C. Automobile Liability Insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Consultant
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
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vehicles, in an arnount not less than one million dollars ($1,000,000)
combined single limit each accident.
D. Professional Liability (Errors & Omissions) Insurance. Consultant shall
maintain professional liability insurance that covers the Services to be
performed in connection with this Agreement, in the minimum amount of
one million dollars ($1,000,000) per claim and in the aggregate. Any policy
inception date, continuity date, or retroactive date must be before the
Effective Date of this Agreement and Consultant agrees to maintain
continuous coverage through a period no less than three years after
completion of the Services required by this Agreement.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation
against City, its elected or appointed officers, agents, officials; employees
and volunteers or shall specifically allow Consultant or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Consultant hereby waives its own right of
recovery against City, and shall require similar written express waivers
from each of its subconsultants.
B. Additional Insured Status. All liability policies including general liability;
excess liability, pollution liability, and automobile liability, if required, but
not including professional liability, shall provide or be endorsed to provide
that City and its officers, officials, employees, and agents shall be included
as insureds under such policies.
C. Primary and Non Contributory. All liability coverage shall apply on a
primary basis and shall not require contribution from any insurance or self -
insurance maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days notice of cancellation (except for nonpayment for which ten
(10) calendar days notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Consultant shall provide certificates of insurance
to City as evidence of the insurance coverage required herein, along with
a waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance
certificates and endorsement must be approved by City's Risk Manager
prior to commencement of performance. Current certification of insurance
shall be kept on file with City at all times during the term of this
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Agreement. City reserves the right to require complete, certified copies of
all required insurance policies, at any time.
B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Consultant sixty (60) calendar days advance
written notice of such change. If such change results in substantial
additional cost to Consultant, City and Consultant may renegotiate
Consultant's compensation.
C. Enforcement of Agreement Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Consultant of non - compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
D. Requirements not Limiting. Requirements of specific coverage features
or limits contained in this Section are not intended as a limitation on
coverage, limits or other requirements, or a waiver of any coverage
normally provided by any insurance. Specific reference to a given
coverage feature is for purposes of clarification only as it pertains to a
given issue and is not intended by any party or insured to be all inclusive,
or to the exclusion of other coverage, or a waiver of any type.
E. Self- insured Retentions. Any self- insured retentions must be declared to
and approved by City. City reserves the right to require that self- insured
retentions be eliminated, lowered, or replaced by a deductible. Self -
insurance will not be considered to comply with these requirements unless
approved by City.
F. City Remedies for Non - Compliance. If Consultant or any subconsultant
fails to provide and maintain insurance as required herein, then City shall
have the right but not the obligation, to purchase such insurance, to
terminate this Agreement, or to suspend Consultant's right to proceed until
proper evidence of insurance is provided. Any amounts paid by City shall,
at City's sole option, be deducted from amounts payable to Consultant or
reimbursed by Consultant upon demand.
G. Timely Notice of Claims. Contractor shall give City prompt and timely
notice of claims made or suits instituted that arise out of or result from
Contractor's performance under this Contract, and that involve or may
involve coverage under any of the required liability policies. City assumes
no obligation or liability by such notice, but has the right (but not the duty)
to monitor the handling of any such claim or claims if they are likely to
involve City.
H. Consultant's Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of
the Work.
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City of Newport Beach NO. BA- 13BA -043
BUDGET AMENDMENT
2012 -13 AMOUNT: $372,339.70
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
X Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To appropriate the City's matching contribution for Bike Safety Improvement and to increase expenditure appropriations
for the Bicycle Master Plan and Bicycle Lane Signs. The city is contributing 3:1 for every dollar donated from the community
for the new Bike Safety Reserve and is allocating funds for the Bicycle Master Plan and Bicycle Lane Signs.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
010 3747
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Amount
Description Debit _
General Fund - Fund Balance $231,554.70
General Fund - Bike Safety Reserve $140,785.00
Description
Credit
$231,554.70
Signed: al r
S" 17 —1
vvv Financial pproval` Finance Die r
Description
Division
Number
7014
General Fund Capital - Misc Projects
Account
Number
C3002024
Bicycle Master Plan $132,785.00
Division
Number
7014
General Fund Capital - Misc Projects
Account
Number
C3002025
Bicycle Lane Signs $8,000.00
Signed: al r
S" 17 —1
vvv Financial pproval` Finance Die r
Date
r
Signed:
r
r iOl
Administrative Approval: City Manager
Date
Signed:
City Council Approval: City Clerk
Date