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CC 2013-05-14_08.e. Amendment to Agreement - GP Circulation Element Update• .. ir • • • CONSIDERATION OF • CONSULTANT AGREEMENT WITH OMNI-MEANS FOR AN • THE CITY'S GENERAL • RECOMMENDATION: It is recommended the Council: 1. approve an Amendment No. 2 to the agreement with Omni -Means in an amount not to exceed $47,480 to complete the City's Circulation Element update; and 2. authorize the Mayor to execute the Amendment. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Cost of services under the Amendment is not to exceed $47,480. The funding for these services is proposed to be paid from the General Fund Consultant Services account for the Planning Division of the Community Development Department including $24,000 from FY 2012/2013 and $23,480 is proposed to be programmed in FY 2013 -2014. Budget Goals were presented to Council on January 8, 2013 at which time the Circulation Element and Fee study update were included as atop priority for the department. Contract Amendment No. 1 for Omni Means included work on the transportation baseline report and model update for $24,960 and was paid for from the Sales Tax fund for FY 2011/2012 and FY 2012/2013. BACKGROUND: The City has been contracting with Omni -Means for retainer traffic and circulation related planning services since 2003. The agreement was amended in February, 2012 to include an update to the City's Traffic Model and baseline report, an administrative draft of which is complete. Additionally, over the past two years, data has been collected and analyzed in preparation to complete the City's update to the Circulation Element, previously updated with the 2001 General Plan. ANALYSIS OF ISSUES: A general plan requires the inclusion of a circulation element. A circulation element shall consist of the general location and extent of existing and proposed major thoroughfares, transportation routes, and other local public utilities and facilities, all correlated with the land use element of the plan. The circulation element must be consistent with other general plan elements as well as current State law requirements. For example, the Item 8.e. - Page 1 CITY COUNCIL • -: • • • jt ► :1 PLA • 1 Governor's Office of Planning and Research (OPR) General Plan Guidelines, Assembly Bill 1358 (the California Complete Streets Act) and other requirements pertaining to health, safety and economic development. Finally, integration with regional transportation planning efforts is also a required component of Circulation Element updates. ALTERNATIVES: The following alternatives are provided for the Council's consideration: • Approve Amendment No. 2 to the consultant services agreement with Omni - Means; • Do not Approve Amendment No. 2 to the consultant services agreement with Omni - Means; • Direct staff to solicit additional proposals; or • Provide direction to staff. ADVANTAGES: By approving the Amendment, the City will complete the Circulation Element update, utilizing a firm that has significant knowledge of the City's circulation related policies and challenges, and that has worked with staff to gather substantial information and analyses in preparation of the update. DISADVANTAGES: No disadvantages have been identified. ENVIRONMENTAL REVIEW: The contract amendment for the preparation of the Circulation Element update is statutorily exempt under 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, May 9, 2013, The Agenda and staff report were posted on the City's website on Friday, May 10, 2013. No public comments were received. Attachment: 1. Consultant Services Agreement Amendment No. 2 with Omni -Means Item 8.e. - Page 2 ATTACHMENT 1 This Second Amendment ( "Second Amendment ") to Consultant's Services Agreement ( "CSA") by and between the CITY OF ARROYO GRANDE and OMNI- MEANS, is made and entered into this day of May 2013, based on the following facts: WHEREAS, the parties entered into a CSA dated November 25, 2003 to perform certain enumerated tasks as well as be available to review or prepare traffic studies; and WHEREAS, the parties entered into a First Amendment to CSA dated February 15, 2012 to continue to be available to review or prepare traffic studies for development projects within the City and to provide other transportation /circulation planning and engineering support services pursuant to the same terms and conditions contained within the Original Agreement and the First Amendment to Agreement; and WHEREAS, the parties desire to further modify the CSA as set forth herein. NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows: 1. The CSA is amended to include the additional services at the increased cost as specified in Exhibit "A" attached hereto and incorporated herein by this reference. 2. Except as modified herein, all other terms and conditions set forth in the CSA, as amended, shall remain unchanged. IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Second Amendment the day and year first above written. OMNI -MEANS L0 CITY OF ARROYO GRANDE in Tony Ferrara Mayor Item 8.e. - Page 3 n means E N G I N E E R S - PLA N N E R S May 8, 2013 Teresa McClish City of Arroyo Grande Community Development Department 214 East Branch Street Arroyo Grande, CA 93421 RE: PROPOSAL — City of Arroyo Grande Circulation Element Update, Traffic Impact Study Policy Update and Traffic Analysis for Supporting Environmental Document Dear Teresa: 1. OMNI -MEANS is pleased to submit this proposal for a full range of transportation planning and engineering services, including the updates of the Circulation Element, Traffic Impact Study Policy Update and the supporting traffic impact analysis for environmental clearance for these updates. Through our existing on -call transportation services agreement, OMNI -MEANS has been able to maintain an adequate transportation baseline of travel conditions and update the City's citywide traffic model and its travel forecasts. Through this specific proposal, OMNI -MEANS will be able to update the City's Circulation Element (CE) and the City's traffic impact study policy guidelines. These documents have not been formally updated since 2001. Important within these updates will be the inclusion of recent legislative mandates, including SB 375 (Sustainable Communities and Climate Protection Act of 2008), AB 32 (Global Warming Solutions Act of 2008) and AB 1358 (Complete Streets Act of 2008). Thank you for the opportunity to submit this proposal and we look forward to once again serving you. Sincerely, OMNI - MEANS, Ltd. Engineers & Planners Martin R. Inouye Principal Enc. Scope of Work, Budget, and Statement of Qualifications MRL•mri P5251 943 Reserve Drive, Suite 100 • Roseville, CA 95678 • (916) 782 -8688 fax (916) 782 -8689 ROSEVILLE REDDING VISALIA WAI.ftW61IC Page 4 Section . , SCOPE OF WORK ARROYO GRANDE CIRCULATION ELEMENT PLAN UPDATE, TRAFFIC IMPACT STUDY POLICY UPDATE AND TRAFFIC ANALYSIS FOR SUPPORTING ENVIRONMENTAL CLEARANCE City of Arroyo Grande, California a I alk 1 100 04- a This Circulation Element Update work program has been commissioned to update the previous Circulation Element and Traffic Impact Study Policy that were last updated in 2001 and 2002, respectively, to reflect current changes in conditions and policies and is inclusive of the supporting traffic analysis for Environmental Documentation. This update of the Circulation Element follows an update by OMNI -MEANS to the City's Travel Demand Model (TDM). In performing these updates, Traffic Commission (TC) meetings, community workshops and public hearings before the Planning Commission (PC) and City Council (CC) will be conducted to assure community input, understanding and ultimate acceptance of this Circulation Element Update and its complementary documents. TASK 1- PROJECT COORDINATION, MANAGEMENT AND MEETINGS. OMNI -MEANS will continue to perform the following project management services: OMNI - MEANS, will attend two (2) Staff/Technical Advisory Committee meetings, one (1) Public Workshop meeting, one (1) Traffic Commission meeting, one (1) Planning Commission meeting and one (1) City Council meeting, as required. These meetings will be established in consultation with City staff. Advance authorization will be required if additional meetings require OMNI -MEANS attendance. OMNI -MEANS will continue to supervise, coordinate and monitor progress of the transportation related portion of the study and design elements for conformance with City and State standards. OMNI -MEANS will prepare and present a Working Paper, a Technical Transportation Appendix and an Administrative Draft, Draft and Final Circulation Element Update document, to the following committees and governing bodies: • Staff/Traffic Commission (TC), composed of representatives of the City officials, staff and appointed citizens; • Interagency Coordination Committee, including representatives from San Luis Obispo County, SLOCOG and Caltrans and others as required; • City Planning Commission (PC) • City Council (CC) PROPOSAL — Arroyo Grande Circulation Element Update, Traffic Impact Study Policy Update and Traffic Analysis for the Supporting Environmental Clearance May 8, 2013 Page 2 (P5251SCP002Final.doc) Item 8.e. - Page 5 Section A SCOPE OF WORK - CIRCULATION ELEMENT UPDATE ARROYO GRANDE CIRCULATION ELEMENT PLAN UPDATE, TRAFFIC IMPACT STUDY POLICY UPDATE AND TRAFFIC ANALYSIS FOR SUPPORTING ENVIRONMENTAL CLEARANCE City of Arroyo Grande, California MaRkliggWo I ' +1 • 1 1 1 1 '• '• 1 ', ''1• TASK 2 — DEVELOP DRAFT CIRCULATION ELEMENT POLICIES. OMNI -MEANS will propose draft Circulation Element Goals, Policies, Objectives and Programs that reflects the goals and unique transportation needs of the City. OMNI -MEANS has extensive experience with other communities and is familiar with all recent legislation that will guide the update of your Circulation Element. OMNI -MEANS also having worked extensively for and within the City is very familiar with your current Element. An initial set of Circulation Element goals, policies and objectives will be created for consideration. As the process refines with further input the Planning Commission and the City Council, a full draft Circulation Element policy document will be eventually prepared for evaluation and approval. TASK 3 — UPDATE FUTURE CITYWIDE TRANSPORTATION CONDITIONS AND CIRCULATION PLAN MAP. OMNI -MEANS will update future Citywide travel conditions through 2035. Then, based on the projected 2035 travel demand, an updated Circulation Plan Map will be created based on the proposed updated Level of Service policy goals. A Working Paper will be prepared to summarize and document the efforts of Tasks 2 and 3 to present both draft policies and the updated transportation conditions. The results of all technical analyses will be presented in appropriate text, tabular and graphical format. This working paper will be combined with the City's Transportation Background Report to form the initial chapters of the Technical Appendix that will support this Circulation Element Update and supporting environmental document. TASK 4 — UPDATE TRAFFIC IMPACT STUDY POLICY Concurrent with the update of the Circulation Element will be the update of the Traffic Impact Study Policy, which guides the methodology, analysis and significance criteria for traffic impact analysis required for environmental disclosure under both Federal NEPA and State CEQA legislation. The current Policy document was last updated in March, 2002. With changes in methodologies, software and legislative requirements, OMNI -MEANS will prepare a draft update to the current policy to reflect those changes. With OMNI -MEANS both preparing analyses within these policy guidelines and peer reviewing other consultant's work on behalf of the City, we are extremely familiar with both the strengths and weaknesses of the current policy requirements. Although the Policy will be a "stand - alone" document, for simplicity of review, the draft of this document will be incorporated into the Circulation Element Working Paper and reviewed and processed concurrently. TASK 5 - PUBLIC WORKSHOP PROCESS. OMNI -MEANS will prepare for and conduct a public workshop to encourage public input on specific transportation related concerns and draft policy documents. The intent of this Public Workshop is as follows: ❖ Present a Transportation Baseline Performance of the City's Circulation System. PROPOSAL — Arroyo Grande Circulation Element Update, Traffic Impact Study Policy Update and Traffic Analysis for the Supporting Environmental Clearance May 8, 2013 Page 3 (P5251SCP002Final.doe) Item 8.e. - Page 6 Section A SCOPE OF WORK - CIRCULATION ELEMENT UPDATE ARROYO GRANDE CIRCULATION ELEMENT PLAN UPDATE, TRAFFIC IMPACT STUDY POLICY UPDATE AND TRAFFIC ANALYSIS FOR SUPPORTING ENVIRONMENTAL CLEARANCE City of Arroyo Grande, California • Present Potential Draft Circulation Element Update Policies • Present Potential Draft Traffic Impact Study Policy • Listen to the Public for other Circulation concerns. Following public input, OMNI -MEANS will review, summarize and interpret the issues and responses and work to integrate appropriate input into the plan documents. TRANSPORTATION IMPACT ANALYSIS REPORT . . ENVIRONMENTAL DOCUMENT TASK 6 - CUMULATIVE NO PROJECT CONDITIONS. Cumulative No Project conditions are forecasted with development of the current General Plan land uses and with regional growth projected to occur from now to the future horizon year (2035). Future traffic forecasts will be derived from the City Travel Demand Model. The analyses will consider roadway daily conditions and intersection weekday AM and PM peak hour conditions The Year 2035 No Project Conditions analysis will analyze transportation conditions with the existing circulation network. Transportation impacts associated with the alternative travel modes, including airports, railroad, transit, trucks bicycles and pedestrians will also be identified. TASK 7 - CUMULATIVE PLUS PROJECT CONDITIONS. Cumulative Plus Project conditions are forecasted with the proposed Circulation Plan Map. The traffic forecasts will be derived from the City Travel Demand Model. The analyses will consider roadway daily conditions and intersection weekday AM and PM peak hour conditions. Similar to the No Project analyses, the Cumulative Plus Project Conditions analysis transportation conditions with General Plan Land Use Plan build -out with planned circulation improvements consistent with the proposed Circulation Plan Map. Transportation impacts associated with the alternative travel modes, including airports, railroad, transit, trucks, bicycles and pedestrians will be identified. TASK 8 MITIGATION MEASURES. Improvements required to mitigate the project's traffic impacts for Existing, Cumulative No Project and Cumulative Plus Project conditions will be identified at intersections for weekday AM and PM peak hour conditions and at roadway segments at daily conditions. Improvements could include, but are not limited to, freeway mainline widening, freeway interchange reconstruction, intersection widening, City /County roadway widening, intersection signalization, intersection turn channelization, intersection movement restrictions, road and access closure, additional transportation facilities, and /or TDM measures. Levels of Service forecasts will be reported for each mitigated condition, A comparison of No Project and Plus Project operations, including volume -to- capacity ratios on roadways and delay -based Levels -of- Service at intersections, will identify whether project - generated traffic exceeds City PROPOSAL — Arroyo Grande Circulation Element Update, Traffic Impact Study Policy Update and Traffic Analysis for the Supporting Environmental Clearance May 8, 2013 Page 4 (P5251 SCP002Final. doe) Item 8.e. - Page 7 thresholds. Potential traffic operation deficiencies will be identified and improvements will be recommended to mitigate the deficiency. Mitigation measures for potential transportation impacts associated with the alternative travel modes will be identified. TASK 9 TECHNICAL APPENDIX PREPARATION. OMNI -MEANS will compile the information presented in the Transportation Baseline Report, and Working Papers I and 2 with appropriate revisions obtained as a part of TC and Public Workshop meetings and prepare a comprehensive Technical Appendix that documents the Circulation Element Update and Traffic Impact Study Policy Update processes. The report will be submitted to City staff and the TC for their review and comment. TASK 10 CIRCULATION ELEMENT UPDATE AND TRAFFIC IMPACT STUDY POLICY UPDATE. With the analysis and findings summarized in the Technical Appendix, OMNI -MEANS will appropriately update the Circulation Element and Traffic Impact Study Policy. Recommended circulation improvements and other changes will be incorporated. Additionally, based on our initial meetings regarding confirmation of the current goals, objectives and policies of the Circulation Element, any changes will also be finalized within the updated documents. TASK 11 TRANSPORTATION IMPACT ANALYSIS REPORT (TIAR). Consistent with CEQA guidelines, OMNI -MEANS will prepare the necessary transportation impact analysis to be incorporated into the environmental document as described in Tasks 6 through 8. The scope of this task does not include preparation of the environmental document itself, nor its processing (which could be consistent with the approval of the Circulation Element Update). The analysis will be summarized in text, tables, and figures to explain the technical evaluation and recommendations. A detailed TIAR will be prepared and submitted to City staff, the TC and other agencies, as directed, for review and comment. The format of the TIAR will be consistent with the requirements of the City and the preparers of the environmental document. PROPOSAL— Arroyo Grande Circulation Element Update, Traffic Impact Study Policy Update and Traffic Analysis for the Supporting Environmental Clearance May 8, 2013 IL Page 5 (P5251SCP002Final.doe) Item 8.e. - Page 8 Section B PROJECT SCHEDULE AND COST ESTIMATE ARROYO GRANDE CIRCULATION ELEMENT PLAN UPDATE, TRAFFIC IMPACT STUDY POLICY UPDATE AND TRAFFIC ANALYSIS FOR SUPPORTING ENVIRONMENTAL CLEARANCE City of Arroyo Grande, California The update to the Circulation Element and the Traffic Impact Study Policy will require between 6 months to 8 months, depending on public meeting and hearing schedules. A specific schedule will be outlined upon project initiation when holidays and other factors are known that could impact the potential schedule. Our fee to perform this work is $47,480 and includes the preparation and attendance at 6 public meetings. Additional meetings will be attended with prior additional written authorization. PROPOSAL — Arroyo Grande Circulation Element Update, Traffic Impact Study Policy Update and Traffic Analysis for the Supporting Environmental Clearance May 8, 2013 Page 6 (P5251SCP002Final.doc) Item 8.e. - Page 9 G C lii V .Q 4 R H C aw A F ee0 F U F d U E d O eqa W w F ate+ F .p vi o Task Task Description o Circulation Element Update Work Program Project Management and Meeting $8,266 Task 1 Project Management and 6 Meeting 24 16 $1,250 40 $8,266 Circulation Element Update, Traffic Impact Study Policy and Public Workshop $14,998 Task 2 Draft Circulation Element Policies 8 16 24 $3,576 Task 3 Update Future Citywide Transporation Conditions and 6 24 8 38 $4,810 Circulation Map Task 4 Update Traffic Impact Study Policy 6 16 22 $3,146 Task 5 Public Workshop 8 8 3 4 $250 23 $3,466 Transportation Impact Analysis Report (TIAR) for Environmental Document Task 10 Cumulative No Project Conditions 2 12 16 8 38 $4,654 Task 11 Cumulative Plus Project Conditions 2 8 8 18 $2,446 Task 12 Mitigation Measures 6 8 14 $29218 Report Preparation and Agency Review Task 13 Technical Appendix Preparation 8 16 8 6 38 $4,750 Task 14 Circulation Element Update and Traffic Impact Study 8 16 10 6 40 $4,934 Policy Update Task 15 Transportation Impact Analysis Report (TZAR) 8 20 8 6 42 $5,214 86 20 164 45 22 1 337 o v o C` C, E's En Gn Gn Gn $47,480 PROPOSAL — Arroyo Grande Circulation Element Update, Traffic Impact Study Policy Update and Traffic Analysis for the Supporting Environmental Clearance May 8, 2013 Page 6 (P5251SCP002Final.doc) Item 8.e. - Page 9 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.e. - Page 10