HomeMy WebLinkAbout2018-05-22; City Council; ; Professional Services Agreement with Chen Ryan Associates, Inc. for an amount not to exceed $365,000 for the preparation of the Sustainable Mobility PlanAssociates, Inc. in an amount not to exceed $365,000. The term of the Agreement ends on Feb.
28, 2019.
Fiscal Analysis
The city has received a grant from the Caltrans Sustainable Communities Program for $300,000.
The City Council approved the acceptance of the grant award and appropriated funds to cover
the grant amount on Aug. 23, 2016. A contract with Caltrans was executed on May 8, 2017.
Funding for the Plan is available from the Transportation Mobility Programs Operating Budget.
The available funds and estimated costs for the Plan are shown in the following table:
TRANSPORTATION MOBILITY PROGRAMS OPERATING BUDGET
Current Appropriation -Transportation Mobility Programs Operating Budget $550,000
Current Expenditures/Encumbrances $107,680
TOTAL AVAILABLE FUNDS $442,320
SUSTAINABLE MOBILITY PLAN
Professional Services -Chen Ryan Associates, Inc. $365,000
REMAINING BALANCE AFTER PLAN COMPLETION $77,320 .,. .·
;• •;•,; ;; ,,.,.,
ADDITIONAL APPROPRIATION NEEDED
l $0
Next Steps
Staff will work with Chen Ryan Associates, Inc. to prepare the Plan. Staff will return to the City
Council for approval of the Plan which will then be used to develop project requests for
inclusion in the city's Capital Improvement Program, as well as to guide private development
projects.
Environmental Evaluation (CEQA)
As part of its approval of the Comprehensive General Plan Update and Climate Action Plan on
Sept. 22, 2015, the City Council adopted City Council Resolution No. 2015-242, certifying
Environmental Impact Report EIR 13-02 and adopting Findings of Fact, a Statement of
Overriding Considerations, and a Mitigation Monitoring and Reporting Program. The action is
within the scope of the prior environmental review documents, and no further environmental
review is required under CEQA Guideline Section 15162.
Public Notification
This item was noticed in accordance with the Ralph M. Brown act and was available for public
viewing and review at ,least 72 hours prior to the scheduled meeting date. A robust public
outreach program will be conducted in conjunction with the development of the Plan.
Exhibits
1. City Council Resolution.
May 22, 2018 Item #7 Page 2 of 27
EXHIBIT 1
RESOLUTION NO. 2018-078
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING EXECUTION OF A PROFESSIONAL SERVICES
AGREEMENT WITH CHEN RYAN ASSOCIATES, INC. FOR AN AMOUNT NOTTO
EXCEED $365,000 FOR THE PREPARATION OF THE SUSTAINABLE MOBILITY
PLAN.
WHEREAS, the City Council of the City of Carlsbad, California has determined that it is necessary
and in the public interest to prepare a Sustainable Mobility Plan; and
WHEREAS, under Carlsbad Municipal Code section 3.28.060, the Department of Public Works
solicited a Request for Qualifications (RFQs) from consultants for the preparation of the Sustainable
Mobility Plan and received a total of five RFQs from qualified consulting firms; and
WHEREAS, subsequent to a review of the RFQs, Chen Ryan Associates, Inc. has been identified
as the most qualified consultant for the preparation of the Sustainable Mobility Plan; and
WHEREAS, staff and Chen Ryan Associates, Inc. have negotiated the scope of work and fee not
to exceed $365,000 to provide the professional services; and
WHEREAS, General Operating Funds and the Caltrans Sustainable Communities Program Grant
have previously been appropriated to the Transportation Mobility Programs Operating Budget for the
preparation of the Sustainable Mobility Plan.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.
2.
· That the above recitations are true and correct.
That the mayor is authorized and directed to execute the Professional Services
Agreement with Chen Ryan Associates, Inc. in an amount not to exceed $365,000 for
the Sustainable Mobility Plan, which is attached hereto as Attachment A.
May 22, 2018 Item #7 Page 3 of 27
EXHIBIT 1
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 22nd day of May, 2018, by the following vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None.
(SEAL)
May 22, 2018 Item #7 Page 4 of 27
AGREEMENT FOR SUSTAINABLE MOBILITY PLAN SERVICES
CHEN RYAN ASSOCIATES, INC.
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TH AGREEMpNT is made and entered into as of the 24bY\. day
of ___ -+->L....+1,.L..!.--1-+----' 2018, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City") and CHEN RYAN ASSOCIATES, INC., a California corporation,
("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in
transportation planning.
B. Contractor has the necessary experience in providing professional services and
advice related to transportation planning.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. IEBM
This Agreement will be effective from the date first above to February 28, 2019. The City Manager
may amend the Agreement to extend it for one (1) year period or parts thereof. Extensions will
be based upon a satisfactory review of Contractor's performance, City needs, and appropriation
of funds by the City Council. The parties will prepare a written amendment indicating the effective
date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
Three Hundred Sixty-Five Thousand Dollars ($365,000). No other compensation for the Services
will be allowed except for items covered by subsequent amendments to this Agreement. The City
reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or
Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit"A".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling , and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor. '
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If
Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a
subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance, of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement. ·
10. INSURANCE
· Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
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in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limlts indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability Insurance. $2,000,000 combined single-limit per
occurrence for bodily injury, personal injury and property damage. If the submitted policies contain
aggregate limits, general aggregate limits will apply separately to the work under this Agreement
or the general aggregate will be twice the required per occurrence limit.
10.1 .2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $1,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
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10.5 Submission of Insurance Policies. City reserves the right to require, at any time,
complete and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will 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 under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City
Name Craig Williams
Title Senior Engineer
Department Public Works
City of Carlsbad
Address 1635 Faraday Av
Carlsbad, CA 92008
Phone No. 760.826.9523
For Contractor
Name Brian Gaze
Title _ Project Manager
Address 3900 Fifth Ave, Suite 210
San Diego, CA 92103
Phone No. 6197956086
Email bgaze@chenryanmobility.com
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all four categories.
Yes~ No D
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17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all . agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
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21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, _any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees , gift, or contingentfee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
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CONTRACTOR
CHEN RYAN ASSOCIATES, INC. a
California corporation
By~· /} ~ 7-~-
(sign here)
'v/V, &de A/ lre:,~-1,L.~ ./-
(print name/titl
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CITY OF CARLSBAD, a municipal
corporation of the State of California
By~
Matt Hall
Mayor
ATTEST:
B~
~sign ~1 _B_a_r_b_a-ra_E_n_g--~-----1------
~J.e,cb Ccok_/ Vee_ ?rcsid~ Clerk
,-(print name/tit~)
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
BY: f/e.ev<~
Deputy City Attorney
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Chen Ryan Associates Scope of Work
for Carlsbad Sustainable Mobility Plan
EXHIBIT "A"
SCOPE OF SERVICES
8
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EXHIBIT A-SCOPE OF WORK FOR CARLSBAD SUSTAINABLE MOBILITY PLAN
1-PROJECT INITIATION AND ADMIN ISTRATION
TAS K 1.1 PROJECT KICKOFF MEETING WITH CALTRANS STAFF
The Chen Ryan Team will hold a project kick-off meeting with staff from Caltrans and the City of Carlsbad's
Recreation, Planning, Economic Development, and Transportation Departments to review project goals and
strategies, refine the scope of work and objectives, identify current available data, establish communication
channels and social media support strategies, and finalize the public outreach components, schedule, and
approach. Of importance will be the review of the data request memo to be developed by the Chen Ryan
Team in advance ofthe meeting. Chen Ryan Associates will also develop clear roles and responsibilities
between the consultant team and the City regarding how best to approach the city to ensure maximum
buy-in and participation throughout the life of the project.
TASK 1.2 INVOICING AND QUARTERLY RE PORTS
Chen Ryan will provide the City of Carlsbad with monthly invoices. These will include a cover sheet,
detailed description of work performed, copies of all reimbursable expense receipts, and subconsultant
invoices. Additionally, an accounting table will be prepared to track project expenditures by task,
identifying the budget allotted, total and percent of budget expended, and percent of task completion.
Chen Ryan will provide the City of Carlsbad Project Manager with quarterly reporting content, including
tangible evidence and fiscal records as required. Upon completion of the project, Chen Ryan will submit a
project closeout report and deliver associated datasets and budgetary materials necessary to close out the
project to tbe satisfaction of the City of Carlsbad Project Manager.
Task Deliverables
• Finalized Work Plan
• Kickoff meeting agendas, minutes, and meeting materials
• Invoicing and Quarterly Reports; Project Correspondence
2-COMMUNITY OUTREACH
TASK 2.1 OUTREACH FRAMEWORK REPORT
The Chen Ryan Team will review the final Outreach Framework Report developed by the City's existing
outreach contract partner and provide comments.
TASK 2.2 STAKEHOLDER WORKING GROUP DEVELOPMENT
The Chen Ryan Team will work with the City Project Manager to develop a Stakeholder Working Group
(SWG) list of local and regional representatives, including representatives from NCTD, San Diego County
Health and Human Services, mobility advocates, commercial and business associations (such as Carlsbad
Village Association, Chamber of Commerce, etc.), homeowner's associations, hotel associations, emergency
responders, appropriate school dist ricts and key employers' human resource representatives, among
others. Multiple City departments will have a role on the SWG, including economic development,
recreation, communication, planning, transportation, and police department staff.
TASK 2.3 STAKEHOLDER WORKI NG GROUP MEETINGS
Three (3) SWG meetings are anticipated over the life of the project. This task includes conducting City and
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the consultant team's planning sessions approximately one month in advance of each SWG meeting to
define meeting objectives and agenda, presentation content and materials, and the facilitation approach.
The Chen Ryan Team will lead development of the technical information and presentation materials and
facilitation tools/materials for the three meetings. Recording of discussion points and outcomes will be
documented, along with a concise, written summary report after each SWG meeting. The City will conduct
all notification and Working Group outreach, as well as coordination of meeting venues.
SWG meetings will be varied in terms of location, subject matter, and format. Meetings may include site
visits/walking meetings to and around proposed project locations or school sites to observe pickup and
drop-off behaviors and issues, meetings to tour local businesses' efforts to implement TOM measures, or
any number of potential alternative meeting types.
When meetings occur in traditional settings, The Chen Ryan Team will provide SWG members unable to
attend in person with the ability to attend via conference calls or screen-shares and provide any meeting
materials subsequently as a virtual meeting. The Chen Ryan Team will work closely with the City to develop
meeting content.
TASK 2.4 PROJECTWEBPAGE AND SOCIAL MEDIA
Chen Ryan Associates will provide the City with draft narrative and recommendations for content
organization/menus to be hosted on the City's website at up to six (6) occasions during the project as the
process advances and additional information/content becomes available. The Chen Ryan Team will also
create a set of recommendations for specific social media postings to support driving participants to the
web page and other project activities.
TASI< 2.5 SCHOOL-BASED OUTREACH
Chen Ryan Associates will lead this effort. Project team staff will lead one walking site assessment at up to
14 schools. The purpose of the assessments will be to observe transportation, land use and safety issues
and document them in the existing conditions section of the final report.
Chen Ryan will utilize Esri's ArcGIS Online, Survey123, and AppStudio services for field data collection and
evaluation. This information will be exported into GIS to assist with existing conditions reporting and
base mapping.
TASI< 2.6 PUBLIC ENGAGEMENT
The Chen Ryan Team will lead the design and facilitation of two (2) community engagement activities in
collaboration with the City. The purpose of the activities will be to inform the community about the project
purpose and latest developments, and to collect input on community priorities for the City's future mobility
programs and projects in the near and long terms.
Preparation and Production -Design one {1) notice (English and Spanish) for each activity for distribution by
the City and partners in hardcopy and electronic formats. The Chen Ryan Team will develop and produce
technical information in presentation and handout formats, create facilitation and community input tools
and handouts, along with Spanishtranslation professionals and equipment to support group
presentations/discussions. It is assumed that City staff will secure the details relating to the locations of the
activities.
Format and Facilitation -The consultant will coordinate with the City to define the objectives and format
for each engagement activity. The format may include one or more of the following formats: drop~in style
open house, presentations from the project team, large group facilitation, small group facilitation, mapping
exercises, and/or priority-setting exercises. A digital kiosk may be available for utilizing input tools on the
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project website, if appropriate. A facilitation guide and training/guidance for other team members will be
provided prior to the start of each workshop.
Summary Document -The Chen Ryan Team will summarize the input collected via flipchart pages,
wallgraphics, comment cards and other methods in a concise summary report for submittal to the City.
TASK 2.7 EM PLOYER OUTREACH
~
The Chen Ryan Team will support up to two {2) employer-specific outreach events. The outreach will take
place in two different locations to contact a maximum number of businesses and employees. City staff will
be responsible for identifying and promoting the two events.
TASK 2.8 OUTR EACH SURVEY
The Chen Ryan Team will provide recommendations to the City on how to integrate the outreach survey
findings as part of other outreach activities in this planning process, and/or will review the findings from
the outside consultant. City staff and/or other consultants will be responsible for distributing, collecting
and summarizing the outreach survey.
TAS K 2.9 ONGOING COM MUNITY EVE NTS
The Chen Ryan Project Manager will work with City Transportation and Economic Development
departments to identify up to two (2) community events at which to have a "pop-up" presence. City staff
will be responsible for identifying and promoting the two events.
The format will be designed with simple display information and input methods/forms that allow
participants to quickly learn about the project, and to provide meaningful input in a short timeframe.
Spanish language format will also be provided.
The goal ofthe events is to increase knowledge of the SMP effort and thus participation from residents
throughout the City, and can occur at distinct phases of the project to provide unique opportunities for
feedback and public comment.
TASK 2.10 ADDITIONAL STAKEHOLDER OUTREACH ACTIVITIES AND MATERIALS
Chen Ryan Associates will lead the development of up to two (2) public materials (fact sheets or similar) to
support the planning effort. The fact sheets will highlight key concepts or outcomes of the plan, promote
alternative transportation and transportation choices, or other topics as directed by City staff. Design of the
sheets will be easy to use and access in hardcopy and web-based formats.
TASK 2.11 OUTREACH SUMMARY
Chen Ryan Associates will take the collected outreach materials and results from the above tasks and
develop a graphical outreach summary document. The document will feature maps of identified issues,
high-level summary analyses and crosstabs, and pictures from the events. Comments will also be compiled
in a Microsoft Excel tracking matrix that identifies the comment itself, the comment theme/type of
comment, venue, and other information.
Task Deliverables '
• One round of review and comment on Outreach Framework
• Stakeholder Working Group list of contacts; Up to three {3) stakeholder working group
meetings, including all agendas, minutes, and meeting materials
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• Up to fourteen (14) school-based assessments, including meeting notices, exhibits, and
summaries of comments received as determined by the City Project Manager
• Up to two (2) community engagement activities and all materials, including meeting notice,
exhibits, and summary of comments received
• Up to two (2) employer outreach events and all materials, including meeting notice, exhibits,
and summary of comments received
• Up to two (2) community events and all materials, including meeting notice, exhibits, and
summary of comments received
• Additional outreach materials, including up to two (2) fact sheets or similar, all exhibits, and
summary of comments received
• Content for project website
• Outreach summary technical memo and all associated digital files
3-EXISTING CONDITIONS TASK-MOBILITY ASSESSMENT & GAP ANALYSIS
TASK 3.1 ACTIVE TRAN SPORTATI ON INFRASTRUCTURE ASSESSMENTS AND INVENTORY
The consultant team will produce a comprehensive GIS geodatabase inventory and gap analysis, and
subsequent field verification/assessments.
Database Development -The Chen Ryan team will begin by completing the database exercise with final
datasets from the CATS, Trails Master Plan, and Mobility Element to compare against the older data created
as part of the City's Bicycle and Pedestrian Master Plans in the late 2000's. The effort will generate a .gdb
geodatabase that is compatible with the city GIS database.
Gap Assessment -Consultant will create a comprehensive list of existing infrastructure gaps using the
following categories:
• Spot gaps: Small, parcel-sized items like missing or broken sidewalks, poorly-designed
intersections or freeway crossings, lack of pedestrian lighting, trees, crosswalks, bicycle
detection technologies, and other small-scale improvements that could be addressed
individually as part of a Capital Improvement Program or other local funding sources
• Network gaps: Larger, systemic gaps in high-quality bicycle and pedestrian networks-these have
been identified most recently as part ofthe CATS effort, in previous Citywide Bicycle and
Pedestrian Master Plans, and are often scheduled for implementation as part of a
resurfacing/repaving plans, or as a condition of new developments.
Field Assessments and Supplemental Data Collection -The Chen Ryan Team will review recent data
collection and field verifications completed by Circulate San Diego to document information necessary to
complete several distinct types of multi-modal analysis, including bicycle network development, pedestrian
improvements, transit integration and traffic operations analysis.
Examples of information to be reviewed during data review and field assessments include but are not
limited to the following:
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• ROW widths
• Number of lanes and posted speeds
• Traffic volumes
• Traffic controls
• Trans.it ridership and service frequencies
• · Reliability of transit service
• Transit stop amenities
• Location of on-street parking and street furniture
• Pedestrian deficiencies such as missing curb ramps, obstructions, and sidewalk gaps
• Pavement condition
• Existing bicycle facilities
• Barrier/obstructions to cyclists and pedestrians
TASK 3.2 MULTI-MODAL LEVEL OF SERVICE ANALYSIS
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Chen Ryan will develop an existing baseline Level of Service database which potential changes can be
measured against, and they will summarize the performance of the City's existing mobility network based
on the City's current MM LOS methods and standards. In addition, Chen Ryan will compare results to the
Carlsbad MM LOS tool, using the data collected by Circulate San Diego, and the Florida DOT Bicycle Level of
Service (BLOS) and Pedestrian Level of Service (PLOS) methodologies.
TASK 3.3 SUPPLEMENTAL ACTIVE TRANSPORTATION ANALYSES
Chen Ryan Associates will utilize the analysis tools below:
Cycling Levels of Traffic Stress (LTS) Analysis -The consultant team will apply LTS methodology to the field
condition data collected by Circulate San Diego and analyze bicycling conditions within the City. LTS scores
are attributed to roadway links and may be used to model low-stress bicycling connectivity between sets of
origins and destinations.
Pedestrian Environment Quality Evaluation (PEQE) -The PEQE tool assesses various characteristics that
encourage walking based on segment, intersection and mid-block conditions. Examples ofthese
characteristics include but are not limited to horizontal buffer, street lighting, clear pedestrian zone, posted
speed limit, cross-walk distance and treatment, traffic control, ADA compliance, etc. The quality of the
pedestrian environment is categorized as High, Medium or Low, and will be used to help assign priority in
the project development phase.
TASK 3.4 DEMAND ANALYSIS
The consultant will apply priority models for pedestrian and bicycle travel modes to identify areas across
the City with relatively higher likelihood for generating and attracting active transportation trips. These
models will draw from a variety of data inputs, such as demographic data, population and employment
density, existing networks, and specific land uses. The models will be fine-tuned with additional inputs, or
by removing inputs, to better reflect variables thought to influence local conditions.
By combining the results from above mentioned models, a Transit Access Needs Model will also be
developed. This model will identify catchment areas for all major transit stops in Carlsbad with increased
potential for walking or cycling trips, as well the barriers most in need of improvement to induce new
transit ridership.
Origin and Destination Data Analysis and Model Verification -As part of this effort, the consultant will
analyze recently recorded observations of travel patterns. They will process the data by matching the trip
origin and destination zones with land use information to identify primary travel flows and infer trip
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purpose (such as for trips during the morning peak hour). The analysis will include the distribution of trip
origins and destinations, trip length for trips originating and ending in specific zones, parking and pass
through activity.
TASK 3.5 EQUITY ANALYSIS
Chen Ryan Associates will review recent statewide and local measures of health, demographic, and fiscal
equity that are used in the ranking and prioritization of capital project grant applications at the regional and
statewide levels. This approach ensures that only the most competitive projects are targeted for grant
funding, and helps to conserve staff time on grant applications for non-competitive projects.
Criteria to be included include CalEroScreen3.0, SAN DAG Healthy Communities Atlas, and the 2010 US
Census, among oth~rs. For Safe Routes to School improvements, Free and Reduced Meal percentages by
school site will be used to assist in determining prioritization. Based on consultation with the City Project
Manager, selected sub-criteria and additional datasets may be considered.
TASK 3.6 SAFETY ANALYSIS
The Chen Ryan Team will collect and analyze available bicycle and pedestrian-related collision data to
identify driver/cyclist/pedestrian issues. Data will be collected through the California Highway Patrol's
Statewide Integrated Traffic Records System {SWITRS} and UC Berkeley's,SafeTREC Transportation Injury
Mapping System {TIMS}. Patterns in time of day, time of year will be examined and documented, and will
form the basis of subsequent project recommendations
TASK 3.7 MOBILITY ASSESSMENTS
Walking and Biking Field Reviews. In addition to the public, the SWG and City staff will be invited to attend
up to five (5) field review exercises that will serve two purposes -develop a "user perspective" to verify and
qualify the gap assessments conducted as part of this task.
The assessments will begin with a brief overview of the day's activities, including a primer on the SM P and
what the team will be evaluating in the field. While on the guided route, participants will be asked to take
photos, videos, and evaluate the public realm. Following the assessments, a traditional report-out session
will be held, and Chen Ryan Associates will provide notes to the City after each event.
TASK 3.8 TRANSIT AND TDM BASELINE ASSESSMENTS
The Chen Ryan Team will review the City-provided assessment of existing transit service in the City,
including fixed route, demand response, and commuter rail services. Route ridership, stop and route
performance, and a physical assessment of high-volume stops will be noted and documented to identify
first/last-mile gaps, and to evaluate and inform the feasibility and competitiveness of non-motorized access
improvements around the station/stop areas within the City's jurisdiction.
The transit access/demand model results from Task 3.4 will be incorporated to verify the findings of the
assessment and set the stage for identifying the areas of greatest opportunity for successful
implementation of plan recommendations. Results will be included as a chapter in the Existing Conditions
Report.
TASK 3.9 EXISTING CONDITIONS REPORT
Chen Ryan Associates will combine the analysis and key findings of Task 3 into a comprehensive existing
conditions report, which will document the planning context and current conditions and future
opportunities and constraints of bicycle, pedestrian, transit, and school access.
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Task Deliverables
• Updated database of Sustainable Mobility Plan digital files in ESRI shapefile and/or
geodatabase format
• Smartphone app and associated content
• Multi-modal Level of Service Analysis and map/shapefile(s)
• Level of Traffic Stress Analysis and map/shapefile(s)
• Demand Analysis Maps, postprocessed origin-destination (Streetlight) data with local land
use information, white paper describing trip-making characteristics of people making trips
to, from and through Carlsbad
• Equity descriptive text and map/shapefile
• Safety descriptive text and map/shapefile
• Mobility Assessment forms and summary of all comments received
• Incorporation of City-provided Transit and Transportation Demand Management Assessment
methodology and baseline assessment documents
• Demand Analysis Maps
• Transit and Transportation Demand Management Assessment methodology and baseline
assessment documents
• Draft and Final Existing Conditions Report, maps, and file geodatabases
4-RECOMMENDATIONS AND IMPLEMENTATION, SUSTAINABLE MOBILITY PLAN
DEVELOPMENT
TASK 4.1 BICYCLE AND PEDESTRIAN MASTER PLAN UPDATES
The plan updates will be developed chiefly as administrative updates -taking the existing gaps in the
planned networks found in the various citywide and specific plans (Bicycle, Pedestrian, Trails, CATS, and
Village and Barrio Plans, among others), and layering onto their network and programmatic
recommendations. Then, the findings of the SRTS, TDM, and transit access efforts described below will be
added to the layers.
In addition to the gap analysis efforts, special attention will be paid to developing content and ensuring
consistency with Caltrans Active Transportation Plan requirements that have changed since the earlier
adoption of the Bicycle and Pedestrian Plans. In addition, developing design recommendations consistent
with new guidance for bicycle and pedestrian infrastructure treatments, including midblock crossings,
reverse-angle parking, intersection treatments such as two-stage bike boxes, and Class IV cycle-tracks,
among others.
TASK 4.2 TDM PROGRAM
The team will review the City's concurrent efforts to create a Transportation Demand Management (TDM)
Program designed to identify preferred TDM strategies and first-last mile improvement opportunities for
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residents of all ages, and mobility needs. Key takeaways for the SMP effort will be to identify opportunities
to include:
Development of Transit Strategies
The team will review the City's current consultant's work identifying existing transit options in Carlsbad
including NCTD Coaster, Breeze, Flex, and Lift service, and provide an assessment of current first/last mile
access options to identify opportunities for greater impact.
Chen Ryan will review the consultant's recommendations of transit access strategies to expand the reach of
transit through closing gaps within varying sheds of accessibility to high volume transit stops, such as
Carlsbad Village and Carlsbad Poinsettia Coaster stations and Oceanside's nearby Sprinter stops, enhanced
efforts for increasing transit awareness and information, and improving station area access through
multimodal connectivity, parking management, and shared mobility solutions.
Integration of TOM Strategies
The Blueprint will incorporate select comprehensive Transportation Demand Management concepts from
the ongoing TOM planning effort.
Estimating benefits of TOM and Transit Strategies
The Chen Ryan team will review the City's case study research from the California Air Pollution Control
Officers Association (CAPCOA) will be used to estimate potential GHG and VMT reductions associated with
all recommended Transit and TOM strategies. Strategies to be reviewed should include, but are not limited
to, the following:
• Bicycle infrastructure improvements
• Bicycle parking
• Bike share programming
• Car share programming
• Developer guidelines
• Information and marketing
• Parking management
• Pedestrian infrastructure improvements
• Rideshare matching
• Taxi partnerships
• Transit pass subsidies
• Vanpool programming
• Supplemental wayfinding and signage
TASK 4.3 CITYWIDE SAFE ROUTES TO SCHOOL BLUEP RINT
Using the school assessment and engagement opportunities under the school-based outreach task, Chen
Ryan will provide both infrastructure and non-infrastructure recommendations for up to 14 schools.
Each of the schools will receive two distinct engineering elements as part of this blueprint: Site
Improvement Plans and Suggested Routes to School maps consistent with MUTCD requirements. The Site
Improvement Plans will be a list of potential infrastructure projects in plan-view, and will feature notes on
signage and striping recommendations, new traffic control measures, and potential pick-up and drop-off
recommendations.
Develop SRTS Engineering Toolkit with City of Carlsbad Staff
The Chen Ryan team will develop a SRTS toolkit of anticipated design and engineering treatments
consistent with the SMP Design Guidelines. This toolkit will establish parameters for facility selection, based
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on characteristics such as support of planned bicycle and access to transit networks, street type, and
functional classification. If specific countermeasures or facilities require warrants or traffic volume or
turning movement analyses, these will be documented in the toolkit.
TASK 4.4 VI LLAGE AND BARRIO IMPLEM ENTATION BLU EPRINT
Following approval of the Village and Barrio Master Plan, the Chen Ryan team will develop an
implementation plan for identified multi-modal projects in the Village and Barrio area. Special attention
will be paid to overcoming the barriers present in the NCTD right of way, including potential issues with
grade separation and cut-and-cover concepts, evaluating high-volume beach access traffic mitigation
strategies, and potential cycle track or other protected bikeway facilities. Results will be included as a
chapter in the SMP.
TASK 4.5 MOBILITY HUB BLU EPRINT
SAN DAG has examined needs for mobility hubs and developed a catalog of mobility hub features
envisioned at high-volume transit station locations throughout the County, including the two COASTER
stations in Carlsbad. Based on this catalog, the Chen Ryan Team will conduct a feasibility assessment of
what should and can fit on the two sites based on demand and opportunity, including bikestation, loading
areas, parking and transit.
These features would include issues related to universal design, shared mobility services (including bike
share and loading for mobility services that enable access outside of the walkshed), integration of mobility
technology, placemaking, fare media, bicycle parking, excellent pedestrian infrastructure within a half mile
walkshed, and context-appropriate shared, unbundled, managed and paid parking. This assessment would
be included as a chapter in the SMP.
TAS K 4.6 TRAILS PLAN INTEGRATION
Following the adoption of the Trails Master Plan, the Chen Ryan team will integrate the infrastru,cture and
programmatic recommendations of the Trails plan into all citywide exhibits found in the SMP, and will
update the project GIS database accordingly. Any recommendations proposed for City-owned property will
be evaluated for potential bundling with nearby on-street improvements, including pedestrian
improvements to better connect neighborhood sidewalks to t rail heads, on-street protected bikeways to
soft-surface bicycle trails, and other logical connections between facility types. Results will be included as a
chapter in the SMP .
.. Task Deliverables
• Updated Bicycle and Pedestrian Master Plans cons istent with Caltrans requirements
• Relevant Chapters in Sustainable Mobility Action Plan for Tasks 4.2-4.6
5-COMPLETE STRE ETS DESIGN GUIDELINES & ACTION PLAN
TASK 5.1 COMPLETE STREETS DESIGN GUID ELINES
Develop baseline -The team will begin by reviewing the existing mobility and active transportation plans,
including, in particular, the Mobility Element. These documents have set forth numerous policies, street
typologies and modal priorities that will be used as the basis for the Complete Streets guidelines. The team
will also review the City's current street standards and guidelines.
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Engage future users -The Complete Streets guidelines will be a topic within a stakeholder workshop or
client discussion. What obstacles do staff face when trying to implement a design? What processes could
be improved? What new and innovative tools does the City want or need to include in the guide? The
team will provide the city a list of potential design treatments and, together with the city, identify which
design treatments are appropriate to be included in the city's guidelines.
Stakeholder working group participation and up to six phone calls with the client will be needed to
accomplish this task. Stakeholder/public outreach will be needed at these stages: 1) issue/obstacle
identification 2) review of initial cross-sections I design workshop and 3) review of draft document.
Consult new research and guidance -In addition, new guidelines from NACTO, FHWA, and AASHTO have
guidance that Carlsbad may want to include as part oftheir guidelines. The team will review 10-15
documents as agreed upon with the City for applicability to Carlsbad.
Guidelines Draft-. The City of Carlsbad has already defined its multimodal vision, created street typologies,
applied those types to city streets, and defined modal priorities. A Design Guidelines document will provide
detailed implementation guidebook in a concise, graphic-rich document that applies the City's policies to
example streets. A potential outline for the effort is shown below.
• Purpose and need: Discuss use of guide
• Relationship to other guidance (city, state, national)
• Network and connectivity: Highlight value of a connected network as the basis of a complete
street.
• Street users: Discuss the design needs and characteristics of different users.
• Right-of-way tradeoffs: Step by step guide on typical tradeoffs faced in design decision making.
This process is the focus of numerous large-scale studies across the country. For this guideline,
the team will focus on collating existing policy documents to provide the practitioner with
direction on what to consult and how to think through benefits and drawbacks of assorted
designs.
• Cross-section elements: Brief description and guidance on the siting and design of items within
the right-of-way. Numerous guidance already exists on topics such as sidewalk design, bicycle
lane design, and low-impact design. If the city wishes, the team can collate guidance on these
elements into the guideline. Or, the team might focus on elements such as shared mobility pick-
up and drop-off, flexible use of the curb zone, shared streets, transit-only lane design, or
protected intersections.
• Green Streets: Description and guidance on how to incorporate low-water xeriscape design and
stormwater treatments as they relate to the other aspects of the respective designs.
• Typical cross-sections: The Mobility Element of the General Plan identifies 10 street types
applicable to Complete Streets (an 11th type, Freeway, is not applicable here). Up to two
example cross-sections will be created for each of the city's 10 street types. Up to five plan views
will also be created to highlight transitions and show how streets work at intersections. If
desired, the five plan view locations may be the same as or in addition to the locations selected
for conceptual design in Task 5.3.
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• Design controls: Based upon outreach, provide guidance on the topics that designers find most
challenging (e.g. design speed, using traffic projections, Level of Service, etc.)
• Process and compliance: Include flow charts of typical project processes and places to integrate
Complete Streets.
The vision for the guide is a SO-page document laid out in In Design like a handbook, with a half-page or
page for each topic, to make the guide easy to use. The team will first create an annotated outline with
graphic examples for approval by the City. Once approved, the Chen Ryan team will flesh the outline out
into a draft document, including photos from Carlsbad and other locations to highlight concepts. Up to five
(5) original graphics will be created to illustrate specific concepts. In total, the team will create twenty (20)
cross-sections, five (5) plan views, and five (5) additional original graphics for the guidelines.
Finalize Complete Streets Guidelines -After comments from stakeholders/the public and the client, the
team will revise the guidelines and finalize. These standards live in a separate document, but were also
integrated into the City's street standards. The team envisions a similar process, in which standards
language that is sound as-is remains and is integrated into the guidelines, while new guidance from the
guidelines is used to edit city standards.
TASK 5.2 COMPLETE STREETS ACTION PLAN AND PROJECT PRI ORITI ZATION
Chen Ryan will perform an assessment of all potential projects in this effort to develop a Complete Streets
Action Plan. The Action Plan will focus on identifying community priorities and evaluating projects from a
data-driven perspective to determine which projects may be candidates for locally-funded improvements,
and those likely to benefit from grant funding.
Based on SWG feedback, CRA will develop a prioritization methodology that includes preliminary costs from
Task 5.3 (like the Caltrans Benefit/Cost) ratio, or one that looks simply at measures of need and demand,
and does not penalize projects based on cost. Regardless of how local municipalities and the PDT choose to
treat cost, the team will develop a prioritization methodology using criteria likely to be used in grant
applications, including, but not limited to the following measures:
• Population and employment within 1000' of the improvement
• Key destination land uses such as adjacent retail centers, parks, or schools within a quarter-mile
of the improvement
• Collision histories near potential improvements
• CalEnviroScreen score of the project area
• Distance from station location
• Ability to bundle the improvement with other nearby potential improvements for a corridor or
citywide improvement project through HSIP or similar
Task Deliverables
• Complete Streets Design Guidelines engagement and summary document, including
summary of existing policies, typologies, potential new typologies, and stakeholder outreach
to support the development of the Draft Guidelines
• Project Prioritization scoring matrix and list of ten (10) priority projects
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6-PROG RAM SUSTAI NAB ILITY & TRANSFERABI LITY ACTIO N PLA N
This task will focus on how to advise other communities on how they can apply this approach to improving
mobility choices for residents and employees, funding these improvements, and encouraging economic
development by marketing their communities as destinations for those interested in a more sustainable,
active future.
TASK 6.1 PLAN PRESENTATION
Chen Ryan Associates will develop up to four (4) conference session abstracts at the direction of City staff.
Venues are likely to include the local and state American Planning Association conferences, Institute of
Transportat ion Engineers (ITE) Western Region , and Association of Environmental Professionals (AEP),
among others.
Upon selection to pres,ent, Chen Ryan Associates will assist the City in developing an appropriate
presentation media (PowerPoint, storyboards, etc.), and will present at up to (4) conferences alongside City
staff.
TASK 6.2 ECONOMIC DEVELOPM ENT BLUEPRINT
The consultant will include a section on the economic benefits to cities and businesses of improving
transportation options for residents, workers and visitors. .
TASK 6.3 SUSTAIN AB ILITY PLAN MONITORING FRAMEWORK
The Chen Ryan Associates Team understands the requirements placed on cities to monitor and continually
evaluate GHG, VMT, and other performance measures and will develop a framework document designed to
provide a methodology and implementation plan for monitoring plan progress. Under this task, the project
team will develop an on-going active t ransportation data collection plan that can support calculation of
specific active transportation performance indicators.
Such measures might include bicycle and pedestrian counts, estimates of bicycle and pedestrian miles
travel, mode shares by trip purpose, average minutes of cycling and walking per day, cycling/walking rates
by subpopulations, sidewalk cycling, and cycling/pedestrian collision rates. The data collection plan will
outline necessary data collection tools, data collection locations, and a schedule for data collection.
Task Deliverables
• Up to four (4) presentations on the Plan and all associated content (applications, digital
versions of presentations, etc.)
• Monitoring and Framework Document
7-DRAFT & FINAL REPORTS
TASK 7.1 PREPA RE DRAFT SUSTAI NABLE MOBI LITY PLAN
Chen Ryan Associates will compile all previous deliverables into a Draft SMP. Chapters will be clear,
graphic-rich, and intended for a public audience:
Executive Summary -Brief description of key findings, project recommendations, funding and
implementat ion measures
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• Project Context -Summary of the purpose and need for the study, history of Carlsbad's efforts to
become a leader in sustainable transportation
• Existing Conditions -Summary of the Task 3 documentation and assessment efforts
• Community Engagement -Summary of the Task 2 outreach effort and key findings from the
engagement process
• Blueprints -Summary of Bicycle and Pedestrian Plan, SRTS, TOM/Transit, and Coastal Mobility
Blueprint documentation
• Priority Projects and Conceptual Plans -Cost estimates, prioritization summary, and
recommended implementation measures, visual summary of proposed mobility improvements
recommended for near-term implementation
• Technical Appendices -Summary of outreach materials, photos, and other supporting
documentation as needed
TASK 7.2 PREPARE FINAL SUSTAINABLE MOBILITY PLAN
The team will solicit public input on the Draft SMP, and following the review, Chen Ryan Associates will
assemble all comments into a comments matrix. The Chen Ryan Project Manager will review the
comments with the City Project Manager to determine appropriate responses. Chen Ryan Associates team
will incorporate the appropriate reviews and deliver the Final Carlsbad Sustainable Plan in PDF, MS Word
and lnDesign formats, along with eight (8) printed copies. Eight (8) separate data DVDs will also be
delivered to the City and Caltrans containing source GIS files, geodatabases, spreadsheets, and all other
project content.
TASK 7.3 COUNCIL PRESENTATIONS, ADOPTION, AND PROJECT CLOSE-OUT
Chen Ryan Associates will support up to three (3) presentations to City Council representatives over the
course of plan adoption.
Task Deliverables
• Draft Sustainable Mobility Plan and list of comments received, response to comments
document
• Final Sustainable Mobility Plan in digital and print formats
• Support for up to three (3) City Council presentations or similar
• Presentation Materials and Final Document deliverables, including eight (8) printed copies
and eight (8) data DVD containing all project content
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Sustainable Mobility Plan -Fee Proposal
EXHIBIT A -Fee Proposal for Carlsbad Sustainable Mobility Plan -Chen Ryan Associates,_ ln_c. (revised 3/S/18}
-m.:1 .. r.-l'• 11 •1-..-.. o11111H1Jil -, ·IL"f1II•~' l ;'-J:l"°t ll'"1i~1•, .--~--
1 Project Initiation $ 9,150 $ 990 $ 820 $10,960
1.1 Project Kickoff Meeting with Ca/trans Staff $ 2,100 $ 990 $ 820 $3,910
1.2 Invoicing and Quarterly Reports $ 7,050 $ -$ -$7,050
2 Community Outreach $ 40,685 $ 34,010 $ -$74,695
2.1 Outreach Framework Report $ 480 $ 990 $ -$1,470
2.2 Stakeholder Working Group Development $ 825 $ 600 $ -$1,425
2.3 Stakeholder Working Group Meetings $ 8,320 $ 9,080 $ -$17,400
2.4 Project Webpage and Social Media $ 3,580 $ -$ -$3,580
2.5 School-Based Outreach $ 5,810 $ -$ -$5,810
2.6 Public Engagement $ 8,710 $ 15,180 $ -$23,890
2.7 Employer Outreach $ 4,600 $ -$ -$4,600
2.8 Outreach Survey $ 620 $ -$ -$620
2.9 Ongoing Community Events $ 2,080 $ -$ -$2,080
2.10 Additional Stakeholder Outreach Activities and Materials $ 3,800 $ 6,180 $ -$9,980
2.11 Outreach Summary $ 1,860 $ 1,980 $ -$3,840
3 Mobility_Assessment and Gap Analysis $ 65,420 $ -$ -$65,420
3.1 Active Transportation Infrastructure Assessments and Inventory $ 8,440 $ -$ -$8,440
3.2 Multi-Modal Level of Service Analysis $ 5,920 $ -$ -$5,920
3.3 Supplemental Active Transportation Analyses $ 7,080 $ -$ -$7,080
3.4 Demand Analysis $ 13,760 $ -$ -$13,760
3.5 Equity Analysis $ 860 $ -$ -$860
3.6 Safety Analysis $ 4,840 $ -$ -$4,840
3.7 Mobility Audits $ 4,600 $ -$ -$4,600
3.8 Transit and TDM Baseline Assessments $ 2,320 $ -$ -$2,320
3.9 Existing Conditions Report $ 17,600 $ -$ -$17,600
4 Sustainable Mobility Plan Development $ 102,480 $ -$ -$102,480
4.1 Bicycle and Pedestrian Master Plan Updates $ 46,140 $ -$ -$46,140
4.2 TDM Program $ 4,800 $ -$ -$4,800
4.3 Citywide Safe Routes to School Blueprint $ 37,140 $ -$ -$37,140
4.4 Village and Barrio. Implementation Blueprint $ 4,800 $ -$ -$4,800
4.5 Mobility Hub Blueprint $ 4,800 $ -$ -$4,800
4.6 Trails Plan Integration $ 4,800 $ -$ -$4,800
5 Complete Streets Design Guidelines and Action Plan $ 12,090 $ -$ 64,180 $76,270
5.1 Complete Streets Design Guidelines $ 5,470 $ -$ 64,180 $69,650
5.2 Complete Streets Action Plan and Project Prioritization $ 6,620 $ -$ -$6,620
5.3 Conceptual Designs for Priority Projects $ -$ -$ -$0
5.4 Cost Estimates for Priority Projects $ -$ -$ -$0
6 Program Sustainability and Transferability Action Plan $ 8,640 $ -$ -$8,640
6.1 Plan Presentation $ 4,360 $ -$ -.$4,360
6.2 Economic Development Blueprint (Outside Source) $ -$ -$ -$0
6.3 Sustainability Plan Monitoring Framework $ 4,280 $ -$ -$4,280
7 Draft and Final Reports $ 26,535 $ -$ -$26,535
7.1 Prepare Draft Sustainable Mobility Plan $ 11,670 $ -$ -$11,670
7.2 Prepare Final Sustainable Mobility Plan $ 11,210 $ -$ -$11,210
7.3 Council Presentations, Adoption, and Project Close-Out $ 3,655 $ -$ -$3,655
Total $ 265,000 $ 35,000 $ 65,000 $365,000
May 22, 2018 Item #7 Page 27 of 27
Professional Services Agreement
for the preparation of the
Sustainable Mobility Plan
•The Sustainable Mobility Plan will:
–Facilitate the implementation of the Mobility element and the Climate Action Plan
–Identify actions to complete a network of multimodal travel options.
–Analyze the current active transportation network
–Analyze current and future travel demand
–Identify gaps in the current network
–Identify opportunities to address the gaps
Sustainable Mobility Plan
•Process leading up to this item:
–August 2016 accepted a Caltrans Sustainable Communities Grant
–May 2017 executed Grant Agreement with Caltrans
–July 2017 issued a Request for Qualifications
–Reviewed the submittals and interviewed consultants
–Identified Chen Ryan Associates, Inc. as the most qualified team and
negotiated the scope and fee.
Sustainable Mobility Plan
Adopt the Resolution authorizing execution
of the Professional Services Agreement with Chen Ryan Associates, Inc.
for an amount not to exceed $365,000
for the preparation of the Sustainable Mobility Plan
Recommendation