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CC 2014-08-12_08.j. Agreement with Omni MeansMEMORANDUM TO: CITY COUNCIL FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT SUBJECT: CONSIDERATION OF AN AMENDMENT TO CONSUL TANT SERVICES AGREEMENT WITH OMNI-MEANS FOR ON CALL ENGINEERING CONSUL TANT SERVICES RELATED TO TRAFFIC AND CIRCULATION DATE: AUGUST 12, 2014 RECOMMENDATION: It is recommended the Council approve Amendment No. 3 to the agreement with Omni- Means for on-call traffic and circulation engineering consultant services. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The funding for these services is proposed to be paid from the General Fund Consultant Services accounts from both the Engineering and Planning Divisions. On-call engineering services will come from the Engineering budget of $40,000. Work also includes studies required to update the Circulation Element that will be funded from the Planning Division budget of $45,000. Budget goals include the Circulation Element and Traffic Fee Study update, which were included as a top priority for the department. Contract Amendment Nos. 1 and 2 for Omni Means included wqrk on the transportation baseline report and model update. BACKGROUND: Typical on-call work in progress includes review of road design and striping for capital improvement projects and review of plans and studies related to development proposals. 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 com-plete the City's update to the Circulation Element, previously updated with the 2001 General Plan. ANALYSIS OF ISSUES: The City's current contracts for engineering services allow the City to expedite the process for obtaining necessary services beyond the experience, expertise, and ability of City staff. There is an ongoing need for specialized assistance with engineering services related to traffic and circulation for both City capital projects and private development project review. For specialized studies and peer review related to development projects, the City is reimbursed by the developer. Additionally, the General Plan update 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 Item 8.j. - Page 1 CITY COUNCIL CONSIDERATION OF AMENDMENT NO. 3 TO THE CONSULTANT SERVICES AGREEMENT WITH OMNI-MEANS FOR ON-CALL ENGINEERIN'G SERVICES RELATED TO TRAFFIC AND CIRCULATION AUGUST 12, 2014 PAGE2 Circulation Element must be consistent with other General Plan elements, as well as current State law requirements. For example, these include the 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 the Circulation Element. The proposed amendment extends the agreement to May, 2015 in order that work in progress may be continued. It is anticipated that the City will send out an RFP for Engineering related services, including traffic engineering in 2015. The City last selected firms for General Engineering services through the RFP process in 2012. ALTERNATIVES: The following alternatives are provided for the Council's consideration: • Approve Amendment No. 3 to the consultant services agreement with Omni-Means; • Do not approve Amendment No. 3 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 be able to continue to provide specialized engineering services related to traffic and circulation for both public and private projects. Additionally, the City will be able to 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: The City will delay selection of a traffic engineering consultant through the RFP process for approximately nine months. However, the delay will allow the competitive selection process to coincide with the schedule for consultant selection for general engineering services. 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, August 7, 2014. The Agenda and staff report were posted on the City's website on Friday, August 8, 2014. No public comments were received. Item 8.j. - Page 2 CONSUL TANT SERVICES AGREEMENT AMENDMENT NO. 3 This Third Amendment ("Third 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 August 2014, based on the following facts: WHEREAS, the parties entered into a CSA dated November 25, 2003 to perform certain enumerated tasks as well as to 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 CSA; and WHEREAS, the parties entered into a Second Amendment to CSA dated May 14, 2013 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 CSA and the First Amendment to CSA; and WHEREAS, the CSA, has expired and the parties desire to revive 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, as amended, is hereby revived and shall continue in full force and effect until May 31, 2015, unless sooner terminated pursuant to the provisions thereof and is amended to include the additional services 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 CONSUL TANT have executed this Third Amendment the day and year first above written. OMNI-MEANS By: _____________ _ CITY OF ARROYO GRANDE By: _____________ _ Tony Ferrara Mayor Item 8.j. - Page 3 Exhibit A Omni-Means, will provide any· or all of the following work products under the terms of this On-Call Agreement. • Traffic Engineering • Transportation Planning and Design • Development Review impact studies and peer review • Intersection operational improvements Planning and Design • Traffic Signal Design • Traffic Signal Coordination • Circulation Element Studies • Corridor studies • Complete Streets Analysis and Design • Parking Services • Traffic Calming analysis and Design • Transportation Modeling and Forecasting • Caltrans Process-Expertise • Project Initiation Documents • Project Approval-Environmental Determination (PA-ED) • Plans Specifications and Estimates (PS&E) • Construction Support • Grant Preparation • Federal and State Program Documentation/Support • Transportation Policy Development Item 8.j. - Page 4