CC 2016-04-12_09d Agreement_Halcyon Road Streets PlanMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
BY: MATT HORN, CITY ENGINEER
SUBJECT: CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR
CONSULTANT SERVICES FOR HALCYON ROAD COMPLETE
STREETS PLAN
DATE: APRIL 12, 2016
RECOMMENDATION:
It is recommended the City Council approve an Agreement for Consultant Services with
Omni-Means for the Halcyon Road Complete Street Plan project.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The Halcyon Road Complete Streets Plan project budget is comprised of $150,000 of
State Highway Account – Sustainable Communities Grant Funding with a $19,434 local
match funding. The total available budget for this work is $169,434.
BACKGROUND:
The Halcyon Road Complete Streets Plan is a Capital Improvement Plan project that is
intended to produce a “Complete Streets Blueprint” for the Halcyon Road corridor that
lies within the City of Arroyo Grande and the County of San Luis Obispo. The project
will develop a “Plan” to improve safety, mobility and accessibility for all users in the
Halcyon Road corridor which extends from its junction with U. S. Route 101 to its
junction with State Route 1. The project will include an aggressive public outreach
component, so as to actively engage stakeholders in identifying and prioritizing both
the existing deficiencies and needed improvements. The project objectives and end
product are anticipated to include:
• Evaluate existing conditions to identify deficiencies in relation to the City's
complete streets and multi-modal circulation opportunities.
• Incorporate stakeholder input regarding barriers to the desired function and
operation of the project area.
• Evaluate project area using multimodal design standards.
• Prepare a comprehensive plan document with unified vision of the community to
guide the development and improvements of the project area that will stimulate
the local economy, enhance the corridor’s natural and man-made environment,
and address social inequities.
• Maximize involvement of and sensitivity to the concerns of all stakeholders, City
officials, residents, property owners, businesses and advocacy groups. This
element of the project will require a very high degree of public input in order to
Item 9.d. - Page 1
gain collective support for the completed plan by all stakeholders.
• Create mapping and documents that clearly explain the plan to the public and in
formats that are useful, web-accessible and easily distributed.
The end product will be a stand-alone document useable as a guide to making future
improvements to the Halcyon Road corridor and should be easily integrated into the
existing Arroyo Grande General Plan and the San Luis Obispo County General Plan.
ANALYSIS OF ISSUES:
In order to complete this work, consultant services are required. Consultant services
were solicited in order to obtain expertise in the fields of transportation planning, civil
and traffic engineering, and public engagement. On January 8, 2016 a Request for
Proposals (RFP) was issued to obtain consultant services to complete the Halcyon
Road Complete Streets Plan. On February 16, 2016 Proposals were opened and three
(3) proposals were received. Proposals were furnished from the following firms:
• W-Trans
• Omni Means
• Arcadia Studio
Proposals were reviewed by a committee comprised of three (3) City staff members
and one (1) Caltrans staff member and ranked based on the following publically
advertised criteria:
• Past Project Performance;
• Project Proposal including project understanding, comprehensiveness of the
proposal, creativity and professionalism;
• Strength of Team and Management;
• Schedule; and
• Local Knowledge.
With a maximum of 100 points available per reviewer and a total points available of
400, the committee ranked the proposals as follows:
Company Ranking
Omni Means 361
W-Trans 323
Arcadia Studio 228
The review committee recommends awarding a contract to Omni Means for the
Halcyon Road Complete Streets Plan.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
• Approve staff’s recommendations;
• Do not approve staff’s recommendations; or
• Provide direction to staff.
Item 9.d. - Page 2
CITY COUNCIL
CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT
SERVICES FOR HALCYON ROAD COMPLETE STREETS PLAN
APRIL 12, 2016
PAGE 2
ADVANTAGES:
Approving an agreement with Omni Means will allow the Halcyon Road Complete
Street Plan project to move forward with robust community outreach efforts. These
efforts and direction will be memorialized in a plan for future implementation.
Allowing this work to move forward will leverage substantial grant funds to develop a
corridor-wide plan that can be implemented by both the City and the County of San
Luis Obispo over time.
DISADVANTAGES:
None known at this time.
ENVIRONMENTAL REVIEW:
In compliance with California Environmental Quality Act (CEQA) the project is
categorically exempt per section 15061(b)(3) of the CEQA Guidelines.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, April 7, 2016. The Agenda
and staff report were posted on the City’s website on Friday, April 8, 2016.
Item 9.d. - Page 3
CITY COUNCIL
CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT
SERVICES FOR HALCYON ROAD COMPLETE STREETS PLAN
APRIL 12, 2016
PAGE 3
Page 1
AGREEMENT FOR CONSULTANT SERVICES
This AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and
effective as of April 13, 2016, between Omni-Means, LTD (“Consultant”), and the CITY
OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the mutual
covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on April 13, 2016 and shall remain and
continue in effect until April 13, 2018 unless sooner terminated pursuant to the
provisions of this Agreement. This Agreement may be extended for two (2) additional
one (1) year periods after the Initial Term upon written agreement by City and
Consultant. All terms and conditions of this Agreement shall apply to any additional one
(1) year terms.
2. SERVICES
Consultant shall perform the tasks described and comply with all terms and
provisions set forth in the City’s Request For Proposals, Exhibit “A” and Consultant’s
Proposal, Exhibit “B”, and attached hereto and incorporated herein by this reference.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of his/her
ability, experience and talent, perform all tasks described herein. Consultant shall
employ, at a minimum generally accepted standards and practices utilized by persons
engaged in providing similar services as are required of Consultant hereunder in
meeting its obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
The City Engineer shall represent City in all matters pertaining to the
administration of this Agreement. Joseph Weiland shall represent Consultant in all
matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and
terms set forth in Consultant’s Proposal, Exhibit “B”, attached hereto and incorporated
herein by this reference. The Consultant must correct any errors or omissions to work
at no additional cost to the City.
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6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The City may at any time, for any reason, with or without cause, suspend
or terminate this Agreement, or any portion hereof, by serving upon the Consultant at
least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall
immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such suspension or
termination shall not make void or invalidate the remainder of this Agreement.
(b) In the event this Agreement is terminated pursuant to this Section, the City
shall pay to Consultant the actual value of the work performed up to the time of
termination, provided that the work performed is of value to the City. Upon termination
of the Agreement pursuant to this Section, the Consultant will submit an invoice to the
City pursuant to Section 5.
7. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the
following events:
(a) Bankruptcy or insolvency of any party;
(b) Sale of Consultant’s business; or
(c) Assignment of this Agreement by Consultant without the consent of City.
(d) End of the Agreement Initial Term specified in Section 1, unless otherwise
extended.
8. DEFAULT OF CONSULTANT
(a) The Consultant’s failure to comply with the provisions of this Agreement
shall constitute a default. In the event that Consultant is in default for cause under the
terms of this Agreement, City shall have no obligation or duty to continue compensating
Consultant for any work performed after the date of default and can terminate this
Agreement immediately by written notice to the Consultant. If such failure by the
Consultant to make progress in the performance of work hereunder arises out of causes
beyond the Consultant’s control, and without fault or negligence of the Consultant, it
shall not be considered a default.
(b) If the City Engineer or his/her delegate determines that the Consultant is
in default in the performance of any of the terms or conditions of this Agreement, he/she
shall cause to be served upon the Consultant a written notice of the default. The
Consultant shall have ten (10) days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Consultant
fails to cure its default within such period of time, the City shall have the right,
notwithstanding any other provision of this Agreement to terminate this Agreement
without further notice and without prejudice to any other remedy to which it may be
entitled at law, in equity or under this Agreement.
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9. LAWS TO BE OBSERVED. Consultant shall:
(a) Procure all permits and licenses, pay all charges and fees, and give all
notices which may be necessary and incidental to the due and lawful prosecution of the
services to be performed by Consultant under this Agreement;
(b) Keep itself fully informed of all existing and proposed federal, state and
local laws, ordinances, regulations, orders, and decrees which may affect those
engaged or employed under this Agreement, any materials used in Consultant’s
performance under this Agreement, or the conduct of the services under this
Agreement;
(c) At all times observe and comply with, and cause all of its employees to
observe and comply with all of said laws, ordinances, regulations, orders, and decrees
mentioned above;
(d) Immediately report to the City’s Contract Manager in writing any
discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders,
and decrees mentioned above in relation to any plans, drawings, specifications, or
provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law
or in equity occasioned by failure of the Consultant to comply with this Section.
10. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to
sales, costs, expenses, receipts, and other such information required by City that relate
to the performance of services under this Agreement. Consultant shall maintain
adequate records of services provided in sufficient detail to permit an evaluation of
services. All such records shall be maintained in accordance with generally accepted
accounting principles and shall be clearly identified and readily accessible. Consultant
shall provide free access to the representatives of City or its designees at reasonable
times to such books and records; shall give City the right to examine and audit said
books and records; shall permit City to make transcripts therefrom as necessary; and
shall allow inspection of all work, data, documents, proceedings, and activities related to
this Agreement. Such records, together with supporting documents, shall be maintained
for a period of five (5) years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this
Agreement, all original documents, designs, drawings, maps, models, computer files,
surveys, notes, and other documents prepared in the course of providing the services to
be performed pursuant to this Agreement shall become the sole property of the City and
may be used, reused, or otherwise disposed of by the City without the permission of the
Consultant. With respect to computer files, Consultant shall make available to the City,
at the Consultant’s office and upon reasonable written request by the City, the
Item 9.d. - Page 6
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necessary computer software and hardware for purposes of accessing, compiling,
transferring, and printing computer files. Upon request by City, Consultant shall make
available all work papers and reports to any successor auditor in a timely manner.
11. INDEMNIFICATION FOR PROFESSIONAL LIABILITY
(a) Indemnification for Professional Liability. When the law establishes a
professional standard of care for Consultant’s Services, to the fullest extent permitted by
law, Consultant shall indemnify, protect, defend and hold harmless City and any and all
of its officials, employees and agents (“Indemnified Parties”) from and against any and
all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs
to the extent same are caused in whole or in part by any negligent or wrongful act, error
or omission of Consultant, its officers, agents, employees or subcontractors or any
entity or individual that Consultant shall bear the legal liability thereof in the performance
of professional services under this agreement.
(b) Indemnification for Other Than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Consultant
shall indemnify, defend and hold harmless City, and any and all of its employees,
officials and agents from and against any liability (including liability for claims, suits,
actions, arbitration proceedings, administrative proceedings, regulatory proceedings,
losses, expenses or costs of any kind, whether actual, alleged or threatened, including
attorneys fees and costs, court costs, interest, defense costs, and expert witness fees),
where the same arise out of, are a consequence of, or are in any way attributable to, in
whole or in part, the performance of this Agreement by Consultant or by any individual
or entity for which Consultant is legally liable, including but not limited to officers,
agents, employees or subcontractors of Consultant.
(c) General Indemnification Provisions. Consultant agrees to obtain executed
indemnity agreements with provisions identical to those set forth here in this section
from each and every subcontractor or any other person or entity involved by, for, with or
on behalf of Consultant in the performance of this agreement. In the event Consultant
fails to obtain such indemnity obligations from others as required here, Consultant
agrees to be fully responsible according to the terms of this section. Failure of City to
monitor compliance with these requirements imposes no additional obligations on City
and will in no way act as a waiver of any rights hereunder. This obligation to indemnify
and defend City as set forth here is binding on the successors, assigns or heirs of
Consultant and shall survive the termination of this agreement or this section.
d) Indemnification for Design Professional Services. Notwithstanding anything
herein to the contrary, to the fullest extent permitted by law for all design professional
services arising under this Agreement, Consultant shall indemnify, protect, defend and
hold harmless City and any and all of its officials, employees and agents (" Indemnified
Parties") from and against any and all losses, liabilities, damages, costs and expenses,
including attorney's fees and costs which arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of the Consultant.
Item 9.d. - Page 7
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12. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in EXHIBIT “C” attached hereto and
incorporated herein as though set forth in full.
13. INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the City a wholly
independent Consultant. The personnel performing the services under this Agreement
on behalf of Consultant shall at all times be under Consultant’s exclusive direction and
control. Neither City nor any of its officers, employees, or agents shall have control over
the conduct of Consultant or any of Consultant’s officers, employees, or agents, except
as set forth in this Agreement. Consultant shall not at any time or in any manner
represent that it or any of its officers, employees, or agents are in any manner officers,
employees, or agents of the City. Consultant shall not incur or have the power to incur
any debt, obligation, or liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection with
performance of this Agreement. Except for the fees paid to Consultant as provided in
the Agreement, City shall not pay salaries, wages, or other compensation to Consultant
for performing services hereunder for City. City shall not be liable for compensation or
indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
14. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was or is
used against or in concert with any officer or employee of the City of Arroyo Grande in
connection with the award, terms or implementation of this Agreement, including any
method of coercion, confidential financial arrangement, or financial inducement. No
officer or employee of the City of Arroyo Grande will receive compensation, directly or
indirectly, from Consultant, or from any officer, employee or agent of Consultant, in
connection with the award of this Agreement or any work to be conducted as a result of
this Agreement. Violation of this Section shall be a material breach of this Agreement
entitling the City to any and all remedies at law or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the project
during his/her tenure or for one year thereafter, shall have any interest, direct or indirect,
in any agreement or sub-agreement, or the proceeds thereof, for work to be performed
in connection with the project performed under this Agreement.
Item 9.d. - Page 8
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16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement
shall be considered confidential and shall not be released by Consultant without City’s
prior written authorization. Consultant, its officers, employees, agents, or
subcontractors, shall not without written authorization from the City Engineer or unless
requested by the City Attorney, voluntarily provide declarations, letters of support,
testimony at depositions, response to interrogatories, or other information concerning
the work performed under this Agreement or relating to any project or property located
within the City. Response to a subpoena or court order shall not be considered
“voluntary” provided Consultant gives City notice of such court order or subpoena.
(b) Consultant shall promptly notify City should Consultant, its officers,
employees, agents, or subcontractors be served with any summons, complaint,
subpoena, notice of deposition, request for documents, interrogatories, request for
admissions, or other discovery request, court order, or subpoena from any person or
party regarding this Agreement and the work performed thereunder or with respect to
any project or property located within the City. City retains the right, but has no
obligation, to represent Consultant and/or be present at any deposition, hearing, or
similar proceeding. Consultant agrees to cooperate fully with City and to provide the
opportunity to review any response to discovery requests provided by Consultant.
However, City’s right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
17. NOTICES
Any notice which either party may desire to give to the other party under this
Agreement must be in writing and may be given either by (i) personal service, (ii)
delivery by a reputable document delivery service, such as but not limited to, Federal
Express, which provides a receipt showing date and time of delivery, or (iii) mailing in
the United States Mail, certified mail, postage prepaid, return receipt requested,
addressed to the address of the party as set forth below or at any other address as that
party may later designate by notice:
To City: City of Arroyo Grande
City Engineer
300 East Branch Street
Arroyo Grande, CA 93420
To Consultant: Omni-Means, LTD
Joseph Weiland
669 Pacific Street, Suite A
San Luis Obispo, CA 93401
Item 9.d. - Page 9
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18. ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part
thereof, without the prior written consent of the City.
19. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of
California shall govern the rights, obligations, duties, and liabilities of the parties to this
Agreement and also govern the interpretation of this Agreement. Any litigation
concerning this Agreement shall take place in the superior or federal district court with
jurisdiction over the City of Arroyo Grande.
20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to
the obligations of the parties described in this Agreement. All prior or contemporaneous
agreements, understandings, representations, and statements, or written, are merged
into this Agreement and shall be of no further force or effect. Each party is entering into
this Agreement based solely upon the representations set forth herein and upon each
party’s own independent investigation of any and all facts such party deems material.
21. TIME
City and Consultant agree that time is of the essence in this Agreement. Time
constraints are selection factors on individual service request. The consultant must start
work within two weeks from receipt of a written authorization to proceed unless an
alternate timeframe has been agreed upon. The City expects the work to be actively
pursued until complete.
22. CONTENTS OF REQUEST FOR PROPOSAL
Consultant is bound by the contents of the City’s Request for Proposals, Exhibit
“A”, attached hereto and incorporated herein by this reference, and the contents of the
proposal submitted by the Consultant. In the event of a conflict the requirements of
City’s Request for Proposals and this Agreement shall take precedence over those
contained in the Consultant’s proposals.
23. CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review
this Agreement and that any rule of construction to the effect that ambiguities are to be
resolved against the drafting party shall not apply in the interpretation of this Agreement
or any amendments or exhibits thereto. The captions of the sections are for
convenience and reference only, and are not intended to be construed to define or limit
the provisions to which they relate.
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24. AMENDMENTS
Amendments to this Agreement shall be in writing and shall be made only with
the mutual written consent of all of the parties to this Agreement.
25. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant
warrants and represents that he/she has the authority to execute this Agreement on
behalf of the Consultant and has the authority to bind Consultant to the performance of
its obligations hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By:__________________________ By:____________________________
Jim Hill, Mayor
Its:____________________________
Attest: (Title)
____________________________
Kelly Wetmore, City Clerk
Approved As To Form:
_____________________________
Heather Whitham, City Attorney
Item 9.d. - Page 11
EXHIBIT A - CITY’S REQUEST FOR PROPOSALS
Item 9.d. - Page 12
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 3
SECTION A - DESCRIPTION OF WORK
Overview
The City of Arroyo Grande is soliciting the services of qualified firms to perform consulting
services for the Halcyon Road Complete Streets Plan. The Halcyon Road Complete
Street Plan will produce a “Complete Streets Blueprint” for the Halcyon Road corridor that
lies within the City of Arroyo Grande and the County of San Luis Obispo. The project will
develop a “Plan” to improve safety, mobility and accessibility for all users in the Halcyon
Road corridor which extends from its junction with U. S. Route 101 to its junction with
State Route 1. The project will include an aggressive public outreach component, so as
to actively engage stakeholders in identifying and prioritizing both the existing deficiencies
and needed improvements.
Successful proposals must demonstrate relevant expertise and experience in the fields
of transportation planning, civil and traffic engineering, and public engagement. The
project will require tasks such as documentation of baseline conditions, consideration of
future needs, development of roadway cross-sections, recommendations for operational
improvements, accessibility improvement recommendations, and a phasing plan.
The City may conduct interviews of the top ranked firms in order to make a final selection.
The interview process, if required, will include a presentation by the consultant and a
question and answer session conducted by an interview panel.
Project Objectives
The Plan will:
• Evaluate existing conditions to identify deficiencies in relation to the City complete
streets and multi-modal circulation opportunities.
• Incorporate stakeholder input regarding physical and perceived barriers to the
desired function and operation of the project area.
• Evaluate project area using multimodal design standards with specific
performance measures applied consistent with varying context zones of particular
land uses and other characteristics through the corridor.
• Prepare a comprehensive plan document with unified vision of the community to
guide the development and improvements of the project area that will stimulate the
local economy, enhance the corridor’s natural and man-made environment, and
address social inequities.
The end product should be a stand-alone document useable as a guide to making future
improvements to the Halcyon Road corridor and should be easily integrated into the
existing Arroyo Grande General Plan and the San Luis Obispo County General Plan.
Proposers should pay thorough attention to the following project expectations:
• Maximize involvement of and sensitivity to the concerns of all stakeholders, City
officials, staff, residents, property owners, businesses and advocacy groups. This
element of the project will require a very high degree of public input and proven
excellence in public relations from the prospective consultant and is necessary in
order to gain collective support for the completed plan by all stakeholders.
Item 9.d. - Page 13
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 4
• Create mapping and documents that clearly explain the plan to the public and in
formats that are useful, web-accessible and easily distributed.
• The alternatives developed will include street improvements plans, cross sections,
design templates, and photos of existing similar installations, and renderings of
strategic components/concept zones.
• Incorporate relevant information from existing documents prepared for or by the
city of Arroyo Grande and the County of San Luis Obispo.
• Delivery of the plan within a reasonable budget and timeframe.
Procurement Process
The City intends to enter into an agreement with a consultant to provide professional
services as described above. The City will award a contract to the proposer with the
apparent best value after the final agreement has been successfully negotiated. If no
final agreement is reached between the City and the proposer with the apparent best
value proposal, the City reserves the right to negotiate a contract with the proposer with
the second highest score.
Available project funding is $150,000 of State Highway Account – Sustainable
Communities Funding with a $19,434 local match. The total available budget for this work
is $169,434.
Item 9.d. - Page 14
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 5
SECTION B - GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal
(Consultant) shall meet all of the terms, and conditions of the Request for Proposal
(RFP). By virtue of its proposal submittal, the Consultant acknowledges agreement
with and acceptance of all provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided and
accompanied by any other required submittals or supplemental materials. Proposal
documents must be enclosed in an envelope that shall be sealed and addressed to
the Community Development Department, City of Arroyo Grande, 300 East Branch
Street, Arroyo Grande, CA, 93420. Each proposal submittal must include one
electronic copy of the proposal, submitted in Adobe Acrobat format on CD or flash
drive. In order to guard against premature opening, the proposal should be clearly
labeled with the request title, request number, name of Consultant, and date and time
of proposal opening. No FAX submittals will be accepted.
3. Submittal of References. Each proposer shall submit a statement of qualifications
and references on the form provided in the RFP package.
4. Statement of Contract Disqualifications. Each proposer shall submit a statement
regarding any past government disqualifications on the form provided in the RFP
package.
5. Proposal Withdrawal and Opening. A Consultant may withdraw its proposal,
without prejudice prior to the time specified for the proposal opening, by submitting a
written request to the Director of Public Works for its withdrawal, in which event the
proposal will be returned to the Consultant unopened. No proposal received after the
time specified or at any place other than that stated in the "Notice Requesting
Proposals" will be considered.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall
be allowed to make or file, or to be interested in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business
entity that has submitted a sub-proposal to a Consultant submitting a proposal, or who
has quoted prices on materials to such Consultant, is not thereby disqualified from
submitting a sub-proposal or from quoting prices to other Consultants submitting
proposals.
7. Communications. All timely requests for information submitted in writing will receive
a written response from the City. Telephone communications with City staff are not
encouraged, but will be permitted. However, any such oral communication shall not
be binding on the City.
Item 9.d. - Page 15
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 6
8. Alternative Proposals. When specifically requested, the proposer may submit an
alternative proposal (or proposals) that it believes will also meet the City's project
objectives but in a different way. In this case, the proposer must provide an analysis
of the advantages and disadvantages of each of the alternatives, and discuss under
what circumstances the City would prefer one alternative to the other(s). If an
alternative proposal is submitted, the maximum length of the proposal may be
expanded proportionately by the number of alternatives submitted.
CONTRACT AWARD AND EXECUTION
9. Proposal Retention and Award. The City reserves the right to retain all proposals
for a period of 60 days for examination and comparison. The City also reserves the
right to waive non-substantial irregularities in any proposal, to reject any or all
proposals, to reject or delete one part of a proposal and accept the other, except to
the extent that proposals are qualified by specific limitations. See the "Special Terms
and Conditions" in Section C for proposal evaluation criteria.
10. Competency and Responsibility of Consultant. The City reserves full discretion
to determine the competence and responsibility, professionally and/or financially, of
Consultants. Consultants will provide, in a timely manner, all information that the City
deems necessary to make such a decision.
11. Contract Requirement. The Consultant to whom award is made (Consultant) shall
execute a written contract with the City within ten (10) calendar days after notice of
the award has been sent by mail to it at the address given in its proposal. The contract
shall be made in the form adopted by the City and incorporated in this request.
12. Insurance Requirements. The Consultant shall provide proof of insurance in the
form, coverages and amounts specified in this request within ten (10) calendar days
after notice of contract award as a precondition to contract execution.
13. Business License & Tax. The Consultant must have a valid City of Arroyo Grande
business license and tax certificate before execution of the contract.
14. Failure to Accept Contract. The following will occur if the Consultant to whom the
award is made (Consultant) fails to enter into the contract: the award will be annulled
and an award may be made to the next highest ranked Consultant.
Item 9.d. - Page 16
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 7
SECTION C - PROPOSAL CONTENT AND SELECTION PROCESS
PROPOSAL CONTENT
1. Cover Letter
Provide a brief summary of the firm’s submission contents, emphasizing qualifications
and capabilities of the Consultant and any subconsultants, if appropriate. The
summary should indicate an understanding of the services required for performance.
The cover letter shall also be signed by the Consultant’s Project Manager and an
official authorized to negotiate and contractually bind the firm with the City regarding
the requested services. The Project Manager shall be the main contact with the City
for technical and contractual issues, and shall be responsible for the direction of day-
to-day progress of a specific project assignment. Please provide the telephone
number, email, and office location of the Project Manager.
2. Submittal Forms
a. Acknowledgement
b. References
c. Statement of Past Disqualifications - The past performance of all proposers
shall be considered in the selection process. Each proposer shall submit a
listing of client references on three (3) similar projects completed within the past
five (5) years. Include contact information and one paragraph description for
each project.
3. Qualifications
d. Statement of Qualifications - Each proposer shall include in the management
plan a Statement of Qualifications (“SOQ”), a brief document that indicates the
experience and qualifications of the firm, the project manager and other critical
members of the team. It should describe what talents their team brings to the
project, how their knowledge of the subject will provide benefit to the process,
how the team has been successful in the past and how that relates to this
project. The SOQ should include information on similar projects that have been
completed by the firm, project manager and other team members. The SOQ
should also include the experience and special qualifications that are applicable
to this project and/or are part of the project specific selection criteria.
e. Resumes of the individuals who would be assigned to this work.
f. Proximity and staffing levels of the nearest company office.
g. Statement and explanation of any instances where your firm has been removed
from a project or disqualified from proposing on a project
h. Standard hourly billing rates for consultant and sub-consultant staff
Item 9.d. - Page 17
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 8
4. Work Program
i. Description of your approach to working with City staff.
j. Services or data anticipated to be provided by the City.
k. Management Plan - Proposers must develop and submit a plan demonstrating
how they will manage their responsibilities, identify risks, and how risks will be
mitigated. If City staff resources are to be utilized to assist in preparation of the
Plan, the management plan should specify the anticipated amount of time and
level of expertise that will be needed. The proposer shall address quality
control, project specific criteria, risks that have been identified by the RFP and
additional risks that the team has identified and state how those risks will be
mitigated. As part of the management plan, proposers shall include a proposed
project schedule and indicate critical dates and other information in sufficient
detail for the City to determine if the time frames are reasonable. The
management plan should be concise yet contain sufficient information for
evaluation by the City.
l. Project Schedule – Included as an attached is the anticipated project schedule.
This schedule is a preliminary schedule and should be further refined and
modified by the proposer in accordance with the proposer’s management plan.
m. Preliminary Scope of Work - Each project proposal shall address the following
scope of work requirements.
Work Tasks and Deliverables - The consultant will provide professional
services to accomplish all specific work tasks, plus all additional work tasks, to
be proposed by the consultant, leading to the preparation, submittal, approval
and adoption of the Halcyon Road Complete Streets Plan. The specific work
tasks shown below are the minimum required, and are intended to provide
guidance in preparing the proposal. Consultants are encouraged and expected
to respond to this RFP with a proposal that includes additional tasks, further
defined task details, and a work plan and approach necessary to accomplish
each task and do so in accordance with the Project Values and Expectation as
stated above. The consultant shall provide all required labor, equipment, tools,
and facilities necessary to complete the required work, including but not limited
to the following:
Task 1.0 Project Initiation: The consultant shall hold an organization and initial
meeting with staff from the City, County, Caltrans, and the San Luis Obispo
Council of Governments (SLOCOG) to collect available data and published
materials, establish schedules, and establish communication channels with
various stakeholders and other agencies.
Task 2.0 Existing Conditions Evaluation: The consultant shall perform a
thorough evaluation of existing conditions and issues, as well as review existing
documents prepared for the City of Arroyo Grande and County of San Luis
Obispo. These documents would include the most current accident data, traffic
volumes including bicycle, pedestrian and truck volumes, parking studies,
general plan and associated circulation, land use and housing elements for the
Item 9.d. - Page 18
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 9
City and County. The consultant shall also review the SLOCOG Regional
Transportation Plan and associated Regional and Federal Transportation
Improvement Programs (RTIP/FTIP) and other relevant data documents and
sources. The results of the existing conditions evaluation will be summarized
in a written report with text, tables, graphics and photographs. In addition, the
report will provide a summary of overall and specific findings based upon
existing transportation conditions along the study roadway segments identified
in the corridor. Constraints, usually related to right of way and associated
costs, will be identified and documented. Opportunities to improve circulation
through all modes of travel will also be identified and documented. Consultant
shall prepare maps showing existing characteristics for preliminary context
zones within the corridor. See attached “Preliminary Context Zones” exhibit.
These shall indicate existing traffic lane configurations, bicycle and pedestrian
facilities, and any transit-related features. Adjacent land uses shall also be
indicated.
Task 2.0 Consultant Deliverable: Existing Conditions Evaluation Working
Paper.
Task 3.0 Public Participation Program: The consultant shall coordinate with City
staff to create an effective public participation approach that will engage the
community with proven approaches for finding consensus among stakeholders,
which is essential to policy development as well as to long-term implementation
of the Plan. The public participation program should be developed in light of
existing planning documents previously developed respectively by the City of
Arroyo Grande and the County of San Luis Obispo. In order to supplement the
data developed through other means, four publicly-noticed community
workshops shall be convened so as to ensure residents, businesses, bicyclists,
pedestrians, transit users and other stakeholders have ample opportunity to
make their voices heard during the Plan development. The four workshops will
focus as follows:
• Resident and School Outreach Charrettes
• Business Community Charrettes
• Bicycle Community Charrettes
• Transit and “other” stakeholders.
The publicly-noticed workshops/charrettes will consist of traditional
presentations followed by a question-and-answer session and opportunity for
one-on-one interaction with the project team. Large presentation boards will
be on display to allow closer review of key findings and information. Sketching
and writing tools will be provided to foster communication and sharing of ideas
with the project team.
Consultant will also assist with the creation of a “stakeholder advisory group”
consisting of representatives from the above communities and agencies to
assure participation by key groups at key times in the development of the Plan.
It is anticipated that the group will meet monthly during the public outreach
phase and continuing to meet as needed to develop recommended
improvements. The public participation may include media releases to
Item 9.d. - Page 19
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 10
newspapers, radio, television, and on-line/social media sources; media
publicity communications, such as developing local interest articles; GIS
mapping and high-quality graphics for public presentation. All public meetings
will be held in facilities accessible to all residents.
The consultant shall be responsible for documenting the agreed to public
participation program approach including deliverables that will be the
consultant’s responsibility and those deliverables to be provided by the City.
The consultant shall also be responsible for preparing a public meeting record
following completion of each of the four workshops.
Task 3.0 Consultant Deliverable: Public Participation Program Approach
Document, Public Meeting Records.
Task 4.0 Plan Preparation
Task 4.1 Develop Preferred Preliminary Plan and Context Zone Concepts:
Based on the Existing Conditions Evaluation and the input received during the
charrettes, Consultant will develop a Preferred Preliminary Plan and Segment-
specific Concepts with ROW and lane reconfiguration and streetscape design
objectives and guidelines. The concept document will include street
improvements plans, cross sections, design templates, and photos of existing
similar installations, and renderings of strategic components/concept zones.
Operational simulations will also be required should road diet or roundabout
concepts be developed. Consultant will utilize results of workshop charrettes
and stakeholder advisory group meetings to prepare draft recommendations
for presentation at public meeting presentation(s) at City Council, City Planning
Commission, County Board of Supervisors and SLOCOG Board.
Task 4.1 Consultant Deliverable: Preliminary Plan and Context Zone Concepts
with visual renderings and operational simulations should road diet or
roundabout concepts be developed.
Task 4.2 Develop Alternative Plans and Context Zone Concepts: Based on the
Existing Conditions Report and the community engagement from the
charrettes, the Consultant will prepare Alternative Plans and Segment-specific
Concepts that capture suggestions by the community that differ from the
Preferred Plan and Segment Concepts. The alternatives will include street
improvements plans, cross sections, design templates, and photos of existing
similar installations, and renderings of strategic components/concept zones.
Consultant will utilize results of workshop charrettes and stakeholder advisory
group meetings to prepare alternatives to the Preferred Preliminary Plan for
consideration at public meeting presentation(s) at City Council, City Planning
Commission, County Board of Supervisors and SLOCOG Board.
Task 4.2 Consultant Deliverable: Alternative Plans and Context Zone
Concepts with visual renderings and operational simulations should road diet
or roundabout concepts be considered and developed.
Task 4.3 Draft Plan Document: Consultant will utilize work previously
completed in input received from the public outreach program to prepare the
Draft Halcyon Road Complete Streets Plan document for public. Five hard
Item 9.d. - Page 20
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 11
copies of the Draft Plan and an electronic copy will be submitted to the City for
review and distribution.
Task 4.3 Consultant Deliverable: Draft Halcyon Road Complete Streets Plan
Task 4.4 Final Plan Document: Consultant will consider public review
comments and prepare the Final Halcyon Road Complete Streets Plan
document. Five hard copies of the Final Plan and an electronic copy will be
submitted to the City.
Task 4.4 Consultant Deliverable: Final Halcyon Road Complete Streets Plan
n. Cost of Services - The Consultant shall provide within their proposal task effort
worksheets showing the person hours required for completing each task and
sub-task of the scope of work. The task effort worksheets shall include person
hours broken down by task, specific employee, and position classification and
give the total number of person hours required to complete the entire work
scope. The task effort worksheets shall also be required for all proposed
subconsultants in the required format. The Consultant shall also provide a cost
proposal in a separate sealed envelope (clearly identified) with their proposal
that includes the hourly rate per identified employee, the sub-total cost for each
sub-task and task, and the total cost required to complete the entire work
scope. The same cost information shall also be required for all proposed
subconsultants.
5. Proposal Length and Copies
o. Proposals should be the minimum length to provide the required information.
Charts and other short form approaches to conveying information are
encouraged.
p. 3 copies of the proposal must be submitted.
q. 1 Adobe Acrobat PDF electronic copy.
PROPOSAL EVALUATION AND CONSULTANT SELECTION
Proposals will be evaluated by a review committee and contract award process as
follows:
6. Written Proposal Review/Finalist Candidate Selection
The following criteria will be used in ranking each of the proposers. The proposer that
is ranked the highest will represent the best value for the City. The criteria are not
listed in any particular order. The City will consider all criteria in performing a
comprehensive evaluation of each proposal. Weights have been assigned to each
criterion in the form of points. Total Possible: 100 Points
A. Past Performance Rating (10 Points). Each proposer will be given a past
performance rating. The rating will be based on the performance of the
proposer in completion of the three previous projects as submitted with the
proposal.
Item 9.d. - Page 21
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 12
B. Project Proposal (45 Points). The merits of each proposal will be evaluated by
the City in relation to the following:
1. Apparent understanding of the Project Description – How well has the
proposer demonstrated a thorough understanding of the issues and
concerns embodied in the Project Description?
2. Comprehensiveness of the response to the RFP – Has the proposal
properly addressed each of the requirements and suggestions identified
within the RFP, and paid adequate attention to each element?
3. Creativity and Professionalism – Has the proposer demonstrated both
creativity and a professional approach to addressing the issues and
needs identified in the RFP? Are the proposals realistic and attainable?
C. Strength of Team and Management (25 Points). Based on the proposals, the
interview, and management plan, the City shall evaluate the expertise and
experience of the proposer and the project lead as it relates to the project in
size, complexity, quality, duration, etc. Consideration will also be given to the
strength brought to the proposal by critical consultants including how they were
selected and the success the proposer has had in the past with similar projects.
D. Schedule (10 Points). The proposer’s schedule will be evaluated as to how
well it meets the objectives of the project. The proposer shall identify in the
project schedule all major work items with start and stop dates that are realistic
and critical. The completion dates shown on the schedule will be used in the
contract. A Critical Path or similar schedule approach is preferred.
E. Local Knowledge (10 Points). The proposer’s knowledge of the local and
regional plans for the area and their past involvement with jurisdictions in the
area will be evaluated as to how well issues of the area are known.
Proposals will be reviewed by a selection committee and ranked in accordance with
the above criteria. The City shall make the final consultant selection based on the
above criteria. Where one or more proposals are rated consistently higher than
others, the consultants may be selected as the top ranked consultants for purposes
of contract negotiation. The Final Scope of Work and Fee shall be negotiated and
executed with the selected consultant prior to the start of work. Should the City and
selected consultant be unable to come to a negotiated agreement, the contract may
be negotiated and awarded to the second highest scoring consultant.
7. Proposal Review and Award Schedule
The following is an outline of the anticipated schedule for proposal review and contract
award:
Issue RFP ..................................... January 8, 2016
Receive proposals .................... February 12, 2016
Consultant interviews ................ February 26, 2016
Consultant Selection ........................ March 4, 2016
Award contract ............................... March 22, 2016
Item 9.d. - Page 22
City of Arroyo Grande
RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 13
8. Form of Agreement
At the conclusion of negotiations, the selected consultant will be required to enter into a
Consultant Services Agreement with the City.
9. Licensure
The selected consultant shall comply with and require its subconsultants to comply with
the license laws of the State of California
Item 9.d. - Page 23
EXHIBIT B - CONSULTANT’S PROPOSAL
Item 9.d. - Page 24
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4. Work Program
Item 9.d. - Page 25
4. Work Program (I. Approach)
55 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
Project Understanding
Halcyon Road serves as a critical transportation cor-
ridor for both the City of Arroyo Grande and the un-
incorporated area of San Luis Obispo County south
and west of the City. The corridor serves local resi-
dents of Arroyo Grande while providing a direct re-
gional connection between two major highways;
U.S. Route 101 and State Route 1. Over the course
of several decades, Halcyon Road has evolved
largely in reaction to adjacent land uses.
Halcyon Road is expected to perform several differ-
ent transportation roles. It traverses a tapestry of
land uses and thereby provides direct access to vital
community resources like the Arroyo Grande Com-
munity Hospital and Harloe Elementary School. Hal-
cyon Road also provides direct access to a number
of commercial and industrial businesses and
neighborhoods along the route. In addition, the road
is used to transport a vast array of agricultural prod-
ucts and farm workers. Today’s average daily traffic
volume of 17,300 vehicles is a rich mixture of local,
regional and interregional users.
Halcyon Road today has an inconsistent assortment
of travel lanes, shoulders and on-street parking. The
road has no dedicated bike lanes and cyclists gen-
erally compete with motorists for the traffic lanes
and limited shoulders. Pedestrian mobility in the cor-
ridor is significantly compromised due to an incom-
plete sidewalk system and to long stretches of the
roadway not having controlled intersections for pe-
destrian crossing of the road. Crossing of the road is
particularly difficult for pedestrians in the five-lane
section of Halcyon road between Dodson Way and
Farroll Avenue. Residents in adjacent neighbor-
hoods have expressed frustration with the speed of
through traffic on Halcyon Road as well.
There is a need to systematically identify the spe-
cific deficiencies in the Halcyon Road corridor.
These deficiencies often present barriers to Hal-
cyon Road becoming a “Complete Streets” with
acceptable access and connectivity for all users
and all travel modes in the corridor. In addition to
identifying these deficiencies, it is important to es-
tablish performance measures that will help the
City and County stakeholders prioritize how the
corridor’s shortcomings will be addressed.
The Halcyon Road Complete Streets Plan will bring
particular focus to the section of the corridor that
serves as the interface between the City and the
County. Omni-Means feels it is very important that
as users pass through this urban/rural transition
zone, regardless of which direction, they will re-
ceive the visual cues that they are entering a spe-
cial section of the corridor. We understand that the
Complete Streets Plan must demonstrate sensitiv-
ity for the economic vitality and livability of the ur-
ban segments of the corridor, while retaining and
enhancing the rural setting of the old Halcyon town
site and improving the utility for the farmers ac-
cessing the adjacent fields.
Item 9.d. - Page 26
4. Work Program (I. Approach)
56 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
As the Halcyon Road deficiencies and opportuni-
ties are identified in a collaborative way, it will be
important to keep in mind that Halcyon Road has
special interface with the rest of the transportation
network in the City and South County. It is a very
dynamic situation today and changes are coming to
Brisco Road, Grand Avenue, Fair Oaks Avenue,
Branch Street and other important City streets.
Omni-Means has a very extensive working knowl-
edge of the local and regional transportation net-
work and will be able to integrate this knowledge in
a way that contributes greatly to a Halcyon Road
Complete Streets Plan. We are incrementally gain-
ing knowledge of the entire Arroyo Grande trans-
portation network as we are currently updating the
City’s Circulation Element. Additionally, in 2014
Omni-Means completed a
South Halcyon Road Cor-
ridor Study that evaluated
the current and future traf-
fic conditions between
Fair Oaks Avenue and the
“The Pike.” The study
looked at intersection op-
erations and a “Complete
Streets” assessment of
mobility, access, visibility
and safety for bicyclists
and pedestrians.
It is worth noting also that Omni-Means is currently
involved with the City in the study of the Brisco
Road/U.S. Route 101 junction. Omni-Means is
gathering traffic data and performing analysis re-
lated to the trial closure of the northbound Brisco
Road/U.S. Route 101 ramps. Omni-Means has
also worked closely with County staff on a double
roundabout concept at the westerly end of the Hal-
cyon Road corridor at the Halcyon Road/SR 1 junc-
tion, including preparing a simulation of operations
with the dual roundabout configuration.
These past and ongoing studies will be key building
blocks for the comprehensive Halcyon Road Com-
plete Streets Study. The resulting Complete Streets
“blueprint” will ultimately improve safety, mobility
and accessibility for all users of the entire corridor.
Opportunities for Stormwater Quality Integration
with Landscaping
This project presents an opportunity to develop
storm water management guidelines to promote
“green” streets as well. Omni-Means is well-staffed
and experienced in the latest in “green street” tech-
nologies which strategically intercept, filter and infil-
trate storm water from street runoff through a series
of landscaped curb extensions, swales, planter
strips, bio-filtration planters, and street trees.
Item 9.d. - Page 27
4. Work Program (I. Approach)
57 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
Omni-Means is confident that, with City staff and
public input, we can incorporate innovative strate-
gies and tools within the Halcyon Road guidelines
such that future implementation projects promote
corridor aesthetics while improving water quality.
Project Approach
The basic Omni-Means approach to producing a
Complete Streets Plan is to:
Bring together the strongest possible
delivery team
Work in strong partnership with City staff
and effectively engage County, SLOCOG, and
Caltrans staff
Perform outstanding technical analysis and
sound engineering
Implement and follow-through on creative
and inclusive public engagement
Insure all deliverables are of highest
quality and have undergone rigorous QA/QC
The Strongest Possible Delivery Team
Omni-Means is very proud of the Team that will
come together to deliver the Halcyon Road Com-
plete Streets Plan. The Team is made up of a strong
complement of planners, traffic engineers, design
engineers and landscape architects; all with recent
experience working on City of Arroyo Grande and
San Luis Obispo County projects. The Team has
extensive working knowledge of the City, the South
County, and SLOCOG traffic models. We are also
very familiar with the existing City and County gen-
eral plans and circulation studies. We routinely work
with local and regional data bases that reflect acci-
dent data and traffic volumes for all modes. We will
use all of this information to establish the existing
conditions in the Halcyon Road corridor and bring
clarity to the “preliminary context zones” identified
in the RFQ.
Omni-Means is very happy to join
forces with Alta Planning + De-
sign, Strategic Initiatives and
SWCA Environmental Consult-
ants to ensure an accurate ac-
counting of corridor resources and
that the key community stake-
holders are engaged from the ear-
liest stages of the study right
through the Final Plan Document.
The Alta and Strategic team mem-
bers have a proven track record of creative, dy-
namic public engagement that will ensure that the
public is actively involved with defining the corridor
problems and in defining the projects that move
forward to “complete” the Halcyon Road corridor.
SWCA will ensure that sensitive resources are
identified and taken into consideration as corridor
improvement concepts move forward.
A Strong Partnership with Staff
At Omni-Means we take pride in our ability to work
seamlessly with public agency staff. As partnership
relates to the City of Arroyo Grande, we often see
ourselves as an extension of City staff. We are cur-
rently engaged in numerous planning and project
development efforts within the City. We have a
wide working knowledge of City policies and re-
sources and try to ensure that any study or project
which we work on is totally consistent with the
City’s policies and community vision.
The Omni-Means principal-in-charge, project man-
ager and other key team members are based in our
San Luis Obispo office. This proximity to the project
and our client help ensure strong and close com-
munication. When a question arises as to a corridor
feature or potential issues, we can be on-site within
15 minutes. If the project calls for an impromptu
meeting with City, County, or Caltrans staff, we are
available on short notice and only minutes away.
We know that a Complete Streets vision for Hal-
cyon Road can only be realized with a comprehen-
sive plan that considers and accounts for project
issues and features from U.S. Route 101 to State
In association with
Item 9.d. - Page 28
4. Work Program (I. Approach)
58 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
Based on our local knowledge of the City and
County transportation network, we see four distinct
segments (concept zones) along Halcyon Road:
From U.S. Route 101 to Grand Avenue -
Cemetery and Commercial/Residential; cur-
rently two lanes with 11,000 ADT.
From Grand Avenue to Fair Oaks Avenue -
Residential and Hospital; currently four lanes
with 17,000 ADT.
From Fair Oaks Avenue to The Pike - Resi-
dential and School; currently two- and three-
lane sections with 11,400 ADT.
From The Pike to State Route 1 - Residential
and agricultural; currently two lanes with
8,900 ADT.
As per the RFP direction, Omni-Means will produce
design concepts for each concept zone. Concepts
will be clearly shown with engineered cross-
sections and engineering layouts. These engineer-
ing plans will be supplemented with photos of exist-
ing similar projects and renderings of strategic com-
ponents that may be considered for the individual
context zones. The alternative components will be
shaped per community input and the community will
have opportunity to evaluate the alternative con-
cepts prior to any preferred plan moving forward.
As roundabout experts, Omni-Means will produce
roundabout concepts and perform the necessary
analysis to determine the viability of roundabouts at
particular intersections. Operational simulations will
be produced as needed to analyze roundabout
functionality and road diet feasibility.
SWCA will provide an inventory of existing environ-
mental resources in the project area and a descrip-
tion of potential environmental issues that could be
Route 1. We are ready to do the necessary coordi-
nation with the corridor partners; public and private.
Outstanding Technical Analysis
The Omni-Means Team will do an outstanding job
of clearly characterizing the existing conditions of
the Halcyon Road corridor. In a format rich in high-
quality graphics, we will clearly show the deficien-
cies that may exist today in the corridor. We will
clearly show what land uses are in place today and
how appropriate access is provided for. Special
attention will be paid to where the corridor is lack-
ing appropriate bike and pedestrian facilities. All
technical reports and accompanying graphics will
be presented in a way that a broad range of stake-
holders (homeowners, business owners, parents,
bicyclists, pedestrians, motorists) will all be able to
grasp and speak to what they see as corridor defi-
ciencies.
We understand that land use and volumes of traffic
may affect Complete Streets solutions. We have
prepared a Citywide Travel Demand Model for the
City and know forecast travel. As needed, Omni-
Means will analyze the performance and traffic op-
erations of the traffic lanes and intersection turning
movements. As the traffic studies dictate and com-
munity opinions delineate, Omni-Means is pre-
pared to do the necessary analysis to support “road
diets” for particular four-lane segments, conceptual
streetscapes to calm traffic, improve pedestrian
and bicyclist safety, and enhance the visual experi-
ence in the corridor for all users. Planning-level
right of way will be delineated to show both prop-
erty constraints and cost-effective opportunities for
transportation enhancements.
Item 9.d. - Page 29
4. Work Program (I. Approach)
59 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
Grand Avenue to Fair Oaks Avenue - Residential and Hospital; currently four lanes with 17,000 ADT.
Fair Oaks Avenue to The Pike - Residential and School; currently two-and three-lane sections with 11,400 ADT.
The Pike to State Route 1 - Residential and agricultural; currently two lanes with 8,900 ADT.
U.S. Route 101 to Grand Avenue - Cemetery and Commercial/Residential; currently two lanes with 11,000 ADT.
Item 9.d. - Page 30
4. Work Program (I. Approach)
60 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
affected by project development. Based on these
evaluations, opportunities to improve circulation
through all modes of travel will be identified and
documented.
Creative and Inclusive Public
Engagement
Omni-Means has always felt that it is hard to gain
consensus on the transportation solution if you
don’t first have consensus on what the problem is.
To that end, the Omni-Means Team is motivated to
effectively engage the community and a broad
range of stakeholders in identifying the existing
problems with the Halcyon Road corridor and sys-
tematically reach consensus on how to address
those problems. The Public Participation Plan will
be well-thought out and well-executed.
The Team knows that the City of Arroyo Grande
staff already does a great job of engaging the com-
munity and the current planning documents that
guide the City’s development are the result of a vi-
brant outreach program. The Team will take full ad-
vantage of guiding principles already established
by the City and the County through their outreach
efforts and continue to reach out to particular advo-
cacy groups through established channels. The
Team will insure that the “stakeholder advisory
group” is engaged early and consistently and that
the group guides the preparation for and the con-
tent of the community charrettes.
Alta will lead the public engagement effort. Alta’s
proposed outreach will be inclusive, interactive,
and productive. Alta’s professionals are experts at
listening to the public, conveying technical issues in
a clear manner, and explaining trade-offs. Through
their straightforward communication style, ability to
engage citizens, and use of the latest technology,
they are able to produce outreach strategies and
successful designs and plans that effectively meet
the needs of the community. Alta staff will provide
translation/interpretation services at outreach
events as well as translate written materials into
Spanish to provide complete communication with
corridor stakeholders. A stakeholder database will
be updated and maintained throughout the life of
the project.
We can assure both the City and the County that
the Team will bring innovation to the entire public
engagement effort. Mr. Chuck Anders (Strategic
Initiatives), who will assist Alta, has conducted
over 150 community planning meetings, including
more than 50 transportation workshops, utilizing
group interaction technologies. As an Arroyo
Grande resident, Chuck looks forward to assisting
Alta in an inclusive and innovative outreach effort.
Highest Quality Deliverables
The Omni-Means Team knows that tangible deliv-
ery products are the building blocks for a success-
ful Halcyon Road Complete Streets Plan and ulti-
mately for an improved transportation corridor that
will serve the community for generations to come.
The entire Team is excited about delivering the fol-
lowing high-value products:
The Existing Conditions Evaluation Working
Paper
The Public Participation Program Approach
Document and Public Meeting Records
The Preliminary Plan and Context Zone
Concepts
Item 9.d. - Page 31
4. Work Program (I. Approach)
61 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
The Draft Halcyon Road Complete Streets
Plan Document
The Final Halcyon Road Complete Streets
Plan Document
The City of Arroyo Grande and the County of San
Luis Obispo can be confident that the Omni-Means
Team is professionally-staffed and highly-motivated
to deliver the highest quality products listed above.
We will perform all the technical engineering analy-
sis needed to assure that all the products exceed
your expectations for quality and thoroughness. All
of the deliverables listed above, and the products
developed in support of them, will clearly define the
transportation problems and present transportation
solutions in ways that are useful and easily under-
stood.
We will insure that every product goes through an
effective Quality Assurance/Quality Control (QA/
QC) effort. The Omni-Means Team believes that
QA/QC isn’t just something done prior to a formal
submittal, but an effort that is consistent throughout
the course of developing the Complete Streets
Plan.
When we do receive feedback from our client, the
City and the County can be assured that changes
will be made in timely and quality fashion resulting
in a final comprehensive plan that will reflect a uni-
fied community vision and lead to systematic posi-
tive changes to the Halcyon Road corridor.
4. Work Program (J. City Services)
Services and Data Provided by the City
It is anticipated that the City will provide available data in its possession in-
cluding GIS shape files, maps, as-builts plans, signal timing sheets, traffic
data and/or reports, etc. to supplement the information which will be obtained
by Omni-Means as described in the proposed Scope of Services.
City staff's presence at project meetings, public outreach charrettes, and
other stakeholder meetings is also assumed. It is further assumed that the
City will prepare Staff Reports for City Council, Planning Commission, and
other advisory body meetings. Omni-Means will prepare presentation materi-
als for the meetings as described in the proposed Scope of Services and will
be available to assist with the preparation of the Staff Reports if needed.
Item 9.d. - Page 32
4. Work Program (K. Management Plan)
62 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
Management Plan
Omni-Means is aware that scope, schedule, cost
and quality deliverables are key elements of a pro-
ject, each requiring focused attention for success.
Our approach is to provide complete “turn-key” ser-
vices to you. This effort by our staff, on your behalf,
will include, but is not limited to the following items.
Risk Management Plan
Project Scope
The limits of the Halcyon Road corridor are clearly
defined; from U.S. Route 101 to State Route 1. The
identification of corridor deficiencies will be fairly
straight forward based on reconnaissance of the
corridor and review of as-built plans and other ar-
chival documents. What is somewhat unpredictable
is the range of issues that a broad range of stake-
holders might bring forward in the course of public
outreach.
Mitigation: As early as possible in the public
outreach effort, provide the stakeholders with
high-quality, comprehensive mapping and other
visual aids to accurately portray the existing
conditions in the corridor. Listen carefully to
early feedback from the Stakeholder Advisory
Group, coordinating agencies and other stake-
holders.
Project Expectations
As project stakeholders come forward with their
ideas on corridor deficiencies and ideas for im-
provements, they may hold the position that their
ideas are best and should be quickly implemented.
There may also be frustration expressed that the
Complete Streets Plan is just another “study” that
won’t result in real improvement projects.
Mitigation: Clearly define the project scope and
stress that potential solutions will be, as much
as possible, weighed against performance
measures that have been developed in an open
and collaborative manner. Funding limitations,
as well as opportunities, should be discussed at
the earliest public outreach sessions.
Conflicting Priorities
Halcyon Road traverses a corridor of variable land
uses. Businesses that reside along the street will
have a focus on retaining or enhancing access from
Halcyon Road and on-street parking. People that
use the corridor as a “through route” may want to
see their travel unimpeded as much as possible.
Neighborhood residences along the corridor may
have a focus on “calming” the speed of through traf-
fic. Bicyclists and pedestrians may see corridor fea-
tures dedicated to them (bike lanes, sidewalks) as
the priorities.
Mitigation: Ensure that the public engagement
effort is comprehensive and inclusive. Ensure
that communication is strong at all times and
that feedback is documented so that no single
stakeholder feels that their concerns were not
acknowledged and addressed.
Interagency Coordination
The Complete Streets Study, at a minimum, will in-
volve four public agencies at some level. The City of
Arroyo Grande and the County of San Luis Obispo
share the corridor and Caltrans has jurisdiction over
the two highways that the Halcyon Road corridor
connects. There may be conflicting priorities from
their perspective. The San Luis Obispo Council of
Governments (SLOCOG), as the regional planning
agency and potential funding partner, will be en-
gaged throughout the study.
Mitigation: Establish “point person” for each
public agency to ensure communication starts
early and is continuous. Ensure that the public
agencies have the opportunity to express their
ideas on corridor problems and potential project
solutions.
Project Management
The elements to our approach will further enhance
your understanding of our commitment. We provide
project management services including: project
schedules, monthly status reports, project records,
meeting coordination/minutes, communication/
liaison with city staff, communication with the busi-
ness and/or residential community, and preparation
and dissemination of project newsletters (as appro-
priate).
Quality Deliverables - QA/QC
QA/QC is not a discreet task, it’s a process. It be-
gins with the way we organize a project and docu-
ment its progress. QA/QC is reinforced throughout
project development by the company culture, that if
“it’s not documented, it didn’t happen”, and is
strengthened through the use of internal peer re-
views. Quality is obtained using our in-house stan-
Item 9.d. - Page 33
4. Work Program (K. Management Plan)
63 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
the project manager. All correspondence identifies
the project name and is kept electronically and as a
hard copy.
Knowing Your Stakeholders
The Omni-Means planners and engineers that will
work on your project understand the special place
that is Arroyo Grande. We understand that stake-
holders in your community have high expectations of
City staff and by extension, the City’s consulting
team. Arroyo Grande stakeholders expect a trans-
portation network that will meet all safety and opera-
tional needs while respecting the natural and man-
made environment. We will work hard to foster and
perpetuate the respectful relationship that exists to-
day between City staff and the community.
Anticipating the Next Issue
Our team will bring a sense of urgency and the know
-how to facilitate complex issues. We will never let
problems or issues get ahead of our management/
responses. We will coordinate with your team before
there is an issue.
Building a Stronger City/Caltrans Relationship
As an extension of the City, we are committed to
turbulence-free delivery of your project. We recog-
nize that the City’s transportation network is func-
tionally connected to both the County’s transporta-
tion network and the Caltrans State Highway Sys-
tem. We know that the users of the South Halcyon
Road corridor do not often recognize when they
have left the City system and are on the County
road or State highway. We have a proven record of
working effectively within and adjacent to the State
Highway System. We are well versed and well ex-
perienced in the Caltrans Intersection Control
Evaluation (ICE) process and are confident in our
ability to deliver effective studies and projects on the
State system or off.
Caltrans Planning/Local Assistance/FHWA
Experts
We are experts at compliance with the Caltrans Lo-
cal Assistance and FHWA requirements. We are on
a first-name basis with the Caltrans District 5 Plan-
ning and Local Assistance staff and will do every-
thing possible to help the City receive timely and full
reimbursements. We even provide invoicing ser-
vices for several small agencies and intimately know
the changing Caltrans expectations for consultant
management and invoicing. Our familiarity with the
Caltrans process saves time and we look forward to
dards and procedures providing routine and consis-
tent checks of data to ensure integrity, correctness
and completeness. Calculations supporting the en-
gineering are included in files and reviewed. This
process includes the checklists for milestone sub-
mittals adapted from Caltrans Local Projects QA/
QC Guidelines. These documents are provided to
the Project Manager and QA/QC Manager who are
responsible for verifying that the reviews were con-
ducted and comments were addressed prior to mile-
stone documents being submitted to the reviewing
agencies.
Omni-filer - Document Management
Program
Using our in-house developed Omni-filer document
management program, we create a complete elec-
tronic file of documents. Omni-filer is our web-based
system that combines file organization, project man-
agement procedures and corporate memory. Omni-
filer is accessible to any computer with internet ac-
cess. Our staff can access any file, anytime on the
network, literally anywhere in the world no matter
which office’s server houses each file. We are able
to efficiently maintain and organize documents us-
ing the same standards and design procedure re-
quirements for all projects independent of their size.
Our clients can also have this access to project files
as well using our Client Access Gateway. Clients
are provided real-time, web access to important
documents. Best of all, retrieval of large files is ef-
fortless.
Project
Correspondence
During the life of a project,
communication is the key to
success. Management re-
quires a tremendous
amount of information to be
gathered, monitored, com-
piled and reported. Each
document passes through
Item 9.d. - Page 34
4. Work Program (K. Management Plan)
64 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
propose to use on your project will be the team that
delivers your project. How do we do this? We
schedule on a week-by-week basis using Microsoft
Excel. Every Monday morning, all Omni-Means
managers meet to discuss the entire company's
current and upcoming projects and milestones and
personnel needs. Staff is scheduled accordingly
and personnel time is shifted to best meet the cli-
ent's needs so there is no slippage on your project
schedules.
Project Scheduling
A schedule for this project has been developed in
Microsoft Project and is presented on the following
page. From the kick-off date, milestones are tar-
geted for each project task including QA/QC of pro-
ject deliverables. As the project advances, it is
watched closely so that the items are completed
within the stated time.
the advantage this brings to your projects.
Project Costs
We understand that controlling costs and adhering
to project budgets is a top concern for clients, and
we keep those goals front and center at all stages
of project development. We begin with a detailed
scope of work and schedule identifying necessary
resources including staff hours and reimbursables,
and use this information to set the initial budget. As
the project progresses, we stay on track through
our proactive approach to scheduling and detailed
project progress reports. This budget-conscious ap-
proach carries through to our design philosophy
and alternatives analysis. We will seek improve-
ments and investigate alternatives that not only
solve issues, but that can be implemented in a cost
effective manner.
Budget Management
If one is not paying adequate attention, it is easy to
overspend the project allocation. We start each pro-
ject with the understanding of expenditure expecta-
tions. As projects progress, we keep our Budget
Tracking spreadsheet up-to-date. The spreadsheet
will track ongoing quantity over- and under-runs,
potential changes, approved change orders, etc.
Sticking to Our Fee
We take great pride in doing everything we can to
stay within budget and will work with your team to
provide cost-effective services.
Personnel Scheduling
We also make your projects successful because we
take staff scheduling seriously. We schedule per-
sonnel to give you our assurance that the team we
Item 9.d. - Page 35
4. Work Program (L. Project Schedule)
65 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606 Item 9.d. - Page 36
4. Work Program (M. Preliminary Scope of Work)
66 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
Omni-Means and our Team will provide profes-
sional services to accomplish all specific work tasks
as identified in the RFP and restated in the follow-
ing Scope of Work (Scope), plus all additional work
tasks as provided in the following Scope leading to
the preparation, submittal, approval, and adoption
of the Halcyon Road Complete Streets Plan.
We understand that the specific work tasks pro-
vided in the RFP are the minimum required, and
are intended to provide guidance in preparing the
proposal. We have formatted our proposed Scope
to follow, and expand on, the City’s suggested work
plan and deliverables. The City’s suggested work
plan is reproduced below and shown in italic/
underlined text. Our proposed changes, additions
and clarifications are provided following the sug-
gested work plan.
Task 1.0 Project Initiation
The consultant shall hold an organization and initial
meeting with staff from the City, County, Caltrans,
and the San Luis Obispo Council of Governments
(SLOCOG) to collect available data and published
materials, establish schedules, and establish com-
munication channels with various stakeholders and
other agencies.
1.1 Project Management and
Coordination
Omni-Means will serve as the primary point of con-
tact and overall Project Manager for all tasks in-
cluded in the Scope of Work. We and our team will
work closely with City staff throughout the course of
this study.
Omni-Means’ project management responsibilities
specific to Task 1.0 include:
On-going telephone and email communications
with City project Manager (PM);
Prepare master project schedule;
Project coordination with subconsultants;
Quality assurance and quality control on Task
1.0 project deliverables; and,
Monthly progress reports to accompany
invoices.
1.1 Deliverables: Provide project management,
coordination, documentation, and QA/QC.
1.2 Project Initiation Meeting
Omni-Means will coordinate the project initiation
meeting with the City PM, contact the project invit-
ees including, but not limited to staff from the City,
County, Caltrans and SLOCOG (Project Develop-
ment Team or PDT). Alta Planning + Design (Alta -
subconsultant) will also attend the project initiation
meeting. We will provide in advance meeting mate-
rials including a meeting agenda, preliminary list of
requested project information (also reference Sub-
task 2.3), and copies of the project scope of work
and schedule. In addition to identifying/confirming
available project information and reviewing the pro-
ject scope of work and schedule, another purpose
of this meeting will be to identify various stake-
holders and other agencies who should be involved
with development of the plan. At the conclusion of
this meeting, Omni-Means will prepare and provide
a meeting record stating the decisions and conclu-
sions reached during this meeting.
1.2 Deliverables: Initial meeting coordination,
meeting materials and meeting record.
Task 2.0 Existing Conditions
Evaluation
The consultant shall perform a thorough evaluation
of existing conditions and issues, as well as review
existing documents prepared for the City of Arroyo
Grande and County of San Luis Obispo. These
documents would include the most current accident
data, traffic volumes including bicycle, pedestrian
and truck volumes, parking studies, general plan
and associated circulation, land use and housing
elements for the City and County. The consultant
shall also review the SLOCOG Regional Trans-
portation Plan and associated Regional and Fed-
eral Transportation Improvement Programs (RTIP/
FTIP) and other relevant data documents and
sources. The results of the existing conditions
evaluation will be summarized in a written report
with text, tables, graphics and photographs. In addi-
tion, the report will provide a summary of overall
and specific findings based upon existing transpor-
tation conditions along the study roadway segments
identified in the corridor. Constraints, usually re-
lated to right of way and associated costs, will be
identified and documented. Opportunities to im-
prove circulation through all modes of travel will also
be identified and documented. Consultant shall
prepare maps showing existing characteristics for
preliminary context zones within the corridor. See
Item 9.d. - Page 37
4. Work Program (M. Preliminary Scope of Work)
67 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
attached “Preliminary Context Zones” exhibit.
These shall indicate existing traffic lane configura-
tions, bicycle and pedestrian facilities, and any
transit-related features. Adjacent land uses shall
also be indicated.
Task 2.0 Consultant Deliverable:
Existing Conditions Evaluation Working Paper.
The Halcyon Road study corridor extends from the
junction with U.S. Route 101 at El Camino Real
south for approximately 1¾-miles to the junction
with State Route (SR) 1. Four (4) preliminary Con-
text Zones have been identified within this corridor
reflecting the urban or rural character of the adja-
cent land-uses. These preliminary Context Zones
include:
Context Zone 1 (Urban) - Junction U.S. Route
101/El Camino Real south to E. Grand Avenue;
Context Zone 2 (Urban Transition) - E. Grand
Avenue south to Fair Oaks Avenue;
Context Zone 3 (Neighborhood) - Fair Oaks
Avenue south to The Pike; and
Context Zone 4 (Rural) - The Pike south to the
junction with SR 1.
The following tasks represent the work required to
gather data and information relevant to the corridor
as a whole and/or specific to each Context Zones;
evaluate the existing transportation system
(vehicle, transit, pedestrian and bicycle); and iden-
tify the current social and environmental setting
(type and characteristics of adjacent land-uses and
the presence of environmental resources).
2.1 Task Management and Coordination
Omni-Means’ project management responsibilities
specific to Task 2.0 include:
On-going telephone and email communications
with City PM;
Maintain and update (as needed) master pro-
ject schedule;
Project coordination with subconsultants;
Quality assurance and quality control on Task
2.0 project deliverables; and,
Monthly progress reports to accompany in-
voices.
2.1 Deliverables: Provide project management,
coordination, documentation and QA/QC.
2.2 Task Project Meetings
Omni-Means will coordinate and attend one (1)
PDT meeting following submittal of the Draft Exist-
ing Conditions Evaluation Working Paper (Subtask
2.6). The purpose of this meeting will be to provide
an overview of the findings and conclusions pro-
vided in the working paper and to address initial
questions and to obtain initial comments. At the
conclusion of this meeting, Omni-Means will pre-
pare and provide a meeting record stating the deci-
sions and conclusions reached during this meeting.
2.2 Deliverables: Project meeting coordination,
meeting materials and meeting record.
2.3 Background Research/Data
Collection
Omni-Means is very familiar with recent planning
efforts in the project area and with the City's com-
prehensive transportation system. Supported by
Alta and SWCA (subconsultant), we will also lever-
age our collective experience to develop an exten-
sive existing conditions baseline. We will research
and identify available project related data and infor-
mation including, but not limited to:
Green Streets (various sources)
Complete Streets Implementation Action Plan
2.0
Main Street, California - A Guide to Improving
Community and Transportation Vitality
Access Management - Access Management
Manual (TRB, 2014)
Road Diets (various sources)
City of Arroyo Grande (City) and County of San
Luis Obispo (County) General Plans and asso-
ciated circulation, land use and housing ele-
ments;
New, recent and historical traffic count data
(also reference Subtask 2.3.1);
Recent collision data (up to 5-years);
Recent and historical study area planning and
operational studies;
SLOCOG’s Regional Transportation Plan and
associated Regional and Federal Transporta-
tion Improvement Program (RTIP/FTIP);
US Census data and the most recent American
Community Survey;
Short and long range transit plans (SRTP/
LRTP) and transit audits;
Countywide Bicycle Plan and City Bicycle and
Pedestrian Study.
Item 9.d. - Page 38
4. Work Program (M. Preliminary Scope of Work)
68 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
GIS data and aerial photos;
City and County design and improvement stan-
dards;
As-built improvement plans along Halcyon
Road;
Pavement management system (PMS) plan;
Wastewater, water and drainage master plans;
City of Arroyo Grande Traffic Model and SLO-
COG’s Travel Demand Model;
Other relevant data documents and sources.
Based on this research, a list of the available docu-
ments and other data sources will be prepared and
provided for review by the PDT during the Project
Initiation Meeting (Subtask 1.2). The list will include
those documents and other data sources that are
readily available through various agency websites
and those which will need to be provided either in
hardcopy or electronically.
2.3 Deliverables: List of available and requested
project data and information.
2.3.1 Multimodal Transportation Data
Collection
Omni-Means has conducted a preliminary research
of available recent and historic multimodal transpor-
tation (vehicles, pedestrian and bicycle) data along
the Halcyon Road project corridor. This initial re-
search identified available peak hour intersection
data at various locations along Halcyon Road which
is summarized in the following table.
We propose to utilized the available intersection
data noted in the table and supplement with new
weekday AM and PM peak hour intersection data
as follows.
1. Halcyon Road/El Camino Real - Pedestrian and
Bicycle Counts Only
2. Halcyon Road/Bennett Avenue - Pedestrian and
Bicycle Counts Only
3. Halcyon Road/E. Grand Avenue - Pedestrian
and Bicycle Counts Only
4. Halcyon Road/Dodson Way - Vehicle,
Pedestrian and Bicycle Counts
5. Halcyon Road/Sycamore Drive - Vehicle,
Pedestrian and Bicycle Counts
6. Halcyon Road/La Due Street - Vehicle,
Pedestrian and Bicycle Counts
7. Halcyon Road/SR 1 - Vehicle, Pedestrian and
Bicycle Counts
8. SR 1/Halcyon Road (South Leg) - Vehicle,
Pedestrian and Bicycle Counts
This initial research also identified daily roadway
segment traffic counts available on Halcyon Road
south of El Camino Real (September 2015) and
south of E. Grand Avenue (May 2012). We propose
to utilized the available daily roadway segment traf-
fic counts noted above and supplement with new
daily traffic counts at the following Halcyon Road
locations:
Weekday AM and PM Peak Hour Intersection Multimodal
Transportation Data Available
Yes/No
Halcyon Road
Intersection with Vehicle Pedestrian Bicycle Date Counted
El Camino Real Yes No No June 2015
Bennett Avenue Yes No No July 2013
E. Grand Avenue Yes No No June 2015
Fair Oaks Avenue Yes Yes Yes Sept 2014 & June 2015
Farroll Avenue Yes Yes Yes Sept 2014 & June 2015
The Pike Yes Yes Yes Sept 2014 & June 2015
Item 9.d. - Page 39
4. Work Program (M. Preliminary Scope of Work)
69 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
1. Between Bennett Avenue and E. Grand Avenue
2. Between E. Grand Avenue and Dodson Way
3. Between Dodson Way and Fair Oaks Avenue
4. Between Fair Oaks Avenue and Farroll Avenue
5. Between Farroll Avenue and Sycamore Drive
6. Between The Pike and La Due Street
7. Between La Due Street and SR 1
New supplemental transportation system data will
be collected by Metro Traffic Data (MTD - vendor).
2.3.1 Deliverables: New multimodal transportation
data.
2.4 Project Base Maps
Omni-Means will develop project base maps along
Halcyon Road within the project limits showing the
known topography and land features that may affect
the alternatives and schematic alignments. The
base map shall also include but not be limited to:
street names, parcel lines, APN’s, and other labels
necessary to convey information for preparation of
exhibits. The mapping will be developed from read-
ily available aerial imaging, topographic information
(such as provided by InterMap), GIS mapping and
data, and other existing sources. Field surveys are
assumed not to be required nor are included with
this task.
2.4 Deliverables: Project base maps.
2.5 Existing Conditions Evaluation
Omni-Means and Alta will review all relevant data
and information collected in Task 2.3 and provide a
thorough evaluation of existing transportation
(vehicle, transit, pedestrian and bicycle) operating
conditions and issues within each of the four (4) pre-
liminary Context Zones located within the Halcyon
Road study corridor. Other constraints such as utili-
ties and right of way will be identified and docu-
mented. SWCA will provide an inventory of existing
environmental resources in the project area and a
description of potential environmental issues that
could be affected by project development. Based on
these evaluations, opportunities to improve circula-
tion through all modes of travel will be identified and
documented.
For each of the Context Zones, exhibits also will be
prepared using the base maps (Subtask 2.4) show-
ing in plan-view the existing features along Halcyon
Road. Features that will be shown include existing
lane configurations, bicycle and pedestrian facili-
ties, transit-related features, roadway right of way,
adjacent land-uses including parcel data and
boundaries, and existing environmental resources.
In addition, up to four (4) existing conditions typical
cross sections per Context Zone will be developed.
2.5 Deliverables: Existing conditions evaluation,
opportunities and constraints, and exhibits (plan-
view and typical cross sections).
2.6 Existing Conditions Documentation
An Existing Conditions Evaluation Working Paper
will be prepared by Omni-Means that summarizes
with text, tables and exhibits the results of the Exist-
ing Conditions Evaluation conducted in Subtask
2.5. The document will provide the background and
technical information for use in the public participa-
tion program that will be conducted under Task 3.0
and in preparing the preliminary preferred and alter-
native plan and context zone concepts that will be
developed in Task 4.0. Five (5) hard copies of the
draft working paper and an electronic copy will be
submitted to the City PM for distribution, review and
comment. Upon resolution of all comments, the
Working Paper will be finalized.
2.6 Deliverables: Draft and Final Existing Condi-
tions Evaluation Working Paper (five (5) hard cop-
ies and an electronic copy to be provided to the City
for each submittal).
Task 3.0 Public Participation Program
The consultant shall coordinate with City staff to cre-
ate an effective public participation approach that
will engage the community with proven approaches
for finding consensus among stakeholders, which is
essential to policy development as well as to long-
term implementation of the Plan. The public partici-
pation program should be developed in light of ex-
isting planning documents previously developed
respectively by the City of Arroyo Grande and the
County of San Luis Obispo. In order to supplement
the data developed through other means, four pub-
licly-noticed community workshops shall be con-
vened so as to ensure residents, businesses, bicy-
clists, pedestrians, transit users and other stake-
holders have ample opportunity to make their
voices heard during the Plan development. The four
workshops will focus as follows:
Resident and School Outreach Charrettes
Business Community Charrettes
Item 9.d. - Page 40
4. Work Program (M. Preliminary Scope of Work)
70 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
Bicycle Community Charrettes
Transit and “other” stakeholders.
The publicly-noticed workshops/charrettes will con-
sist of traditional presentations followed by a ques-
tion-and-answer session and opportunity for one-
on-one interaction with the project team. Large
presentation boards will be on display to allow
closer review of key findings and information.
Sketching and writing tools will be provided to fos-
ter communication and sharing of ideas with the
project team.
Consultant will also assist with the creation of a
“stakeholder advisory group” consisting of repre-
sentatives from the above communities and agen-
cies to assure participation by key groups at key
times in the development of the Plan. It is antici-
pated that the group will meet monthly during the
public outreach phase and continuing to meet as
needed to develop recommended improvements.
The public participation may include media re-
leases to newspapers, radio, television, and on-
line/social media sources; media publicity commu-
nications, such as developing local interest articles;
GIS mapping and high-quality graphics for public
presentation. All public meetings will be held in
facilities accessible to all residents.
The consultant shall be responsible for document-
ing the agreed to public participation program ap-
proach including deliverables that will be the con-
sultant’s responsibility and those deliverables to be
provided by the City. The consultant shall also be
responsible for preparing a public meeting record
following completion of each of the four workshops.
Task 3.0 Consultant Deliverable: Public
Participation Program Approach
Document, Public Meeting Records.
Alta will lead the public participation program with
team support from Omni-Means and Strategic Ini-
tiatives (subconsultant). Alta’s proposed outreach
process is inclusive, interactive, and productive.
Alta’s professionals are experts at listening to the
public, conveying technical issues in a clear man-
ner, and explaining trade-offs. Through their
straightforward communication style, ability to en-
gage citizens, and use of the latest technology,
they are able to produce outreach strategies and
successful designs and plans that meet the needs
of the community. We are confident that Alta brings
the expertise to effectively collaborate with city staff
and stakeholders to create innovative community
outreach programming that informs and creates
support for Complete Streets solutions along the
Halcyon Road Corridor.
Alta staff will provide translation/interpretation ser-
vices at community outreach events as well as
translate written materials into Spanish to provide
complete communication with project stakeholders.
A stakeholder database will be updated and main-
tained throughout the life of the project.
3.1 Task Management and Coordination
Omni-Means’ project management responsibilities
specific to Task 3.0 include:
On-going telephone and email communications
with City PM;
Maintain and update (as needed) master project
schedule;
Project coordination with subconsultants;
Quality assurance and quality control on Task
3.0 project deliverables; and,
Monthly progress reports to accompany in-
voices.
3.1 Deliverables: Provide project management, co-
ordination, documentation and QA/QC.
3.2 Task Project Meetings
Omni-Means will coordinate up to six (6) PDT meet-
ings during the following task milestones. Omni-
Means and Alta will attend each meeting while other
subconsultants will attend on a as needed bases.
Following submittal of the Public Participation
Plan (Subtask 3.3);
Prior to each of the four (4) Community Char-
rettes (Subtask 3.6); and
Following the conclusion of the Stakeholder Ad-
visory Group meetings (Subtask 3.7)
At the conclusion of each meeting, Omni-Means will
prepare and provide a meeting record stating the
decisions and conclusions reached during each
meeting.
3.2 Deliverables: Project meeting coordination,
meeting materials and meeting records.
Item 9.d. - Page 41
4. Work Program (M. Preliminary Scope of Work)
71 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
3.3 Develop Public Participation Plan
Public outreach is critical to the success of improv-
ing the Halcyon Road corridor for people who walk,
bike, and ride transit. Alta will coordinate a variety of
methods from grassroots efforts to social media
campaigns to effectively engage a broad range of
the community and stakeholders. We recognize that
about 14% of Arroyo Grande’s population speaks a
language other than English at home, with about
10% of the population speaking Spanish at home.1
Our team understands that one type of outreach will
not reach such a diverse population. We propose a
number of strategies to engage a diverse group of
citizens as well as the other various stakeholders in
the community which includes:
Hosting public meetings in welcoming
neighborhood-based venues such as schools,
senior centers or churches
Providing incentives for attending and
participating at meetings including refreshments
and donated prizes
Friendly and approachable staff which include
native Spanish speakers
Looking for opportunities to provide volunteer
child care during meeting times
Coordinating meeting times with previously
scheduled events
Going to where residents are already hanging
out (i.e., Farmer’s Markets, sporting events, and
school events)
Engaging community leaders such as pastors
and sport coaches
Recognizing the diverse ways residents will access
information about the Plan, multiple outlets will be
leveraged to see that information is accessible to all.
The methods that will be conducted in Task 3.0 will
include social media campaigns, providing project
information at local events, custom project website,
an online user survey, and flyers and newsletters, in
addition to the meetings and events themselves. We
have experienced great success by using a multi-
faceted approach to public input.
Alta will prepare a Public Participation Plan (PPP)
and solicit comments from City staff and other PDT
members. The PPP will use input from the project
initiation meeting (Subtask 1.2), along with the pro-
posed scope to prepare a detailed plan that will out-
line specific tasks, the purpose of these tasks in
relation to the project, a schedule of public engage-
ment activities, due dates and deliverables associ-
ated with each task. The PPP will be the blueprint
and guiding document for informing and engaging
project stakeholders throughout the project.
3.3 Deliverables: Public Participation Plan.
3.4 Social Media and Online
Engagement
Based on the PPP developed in Subtask 3.3, our
team will collaborate with City staff to develop
strategies for an effective social media and online
engagement campaign to reach a broad audience.
It is important that the online outreach engagement
tools be is multi-lingual and easy to use.
Social Media: Alta will create one (1) Facebook
account (with posts in English and Spanish) and
two (2) Twitter accounts (one English and one
Spanish) to promote the project and link to stake-
holders and community members. The Alta team
will provide monthly posts (at minimum) on the
Facebook page and tweets through Twitter (as ap-
propriate).
Videos are easily shared on social media and are
an effective way to educate, promote and document
a project’s process. As an optional task, Alta will
produce up to two (2) one-minute videos to raise
awareness of the project. The videos may feature a
walking tour of the project areas with City staff, in-
terviews with key stakeholders, highlight areas of
concern, opportunities for improvement, and/or in-
terviews with community members or city leaders.
English and Spanish-language Website: Alta will
design and host a website with a custom domain
name that is easy to remember. The website will
provide information on the overall project goals,
community workshops, recommendations, and re-
ports. It will serve as a platform to promote events,
notice meetings and organize supporters and vol-
unteers. Approved project deliverables will also be
posted to the website. We will also include a page
for the community to provide specific information on
a comment form. The website and social media ac-
counts can provide a portal to an online survey.
Online Survey: Alta will develop an online survey.
The survey will be brief to encourage a higher par-
ticipation rate, but will help create an understanding 12010-2014 American Community Survey estimate.
Item 9.d. - Page 42
4. Work Program (M. Preliminary Scope of Work)
72 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
of key issues that are discouraging people from
walking and bicycling, and improvements that would
encourage greater use of existing or new facilities.
The survey will be provided online in English and
Spanish through a third-party provider such as Sur-
veyMonkey, and the Alta team will design a print-
able version for the City to distribute as desired. Our
team will look for local partners to generate dona-
tions for prizes or gift certificates from local busi-
nesses to encourage participation in the survey.
Email Updates: Alta will maintain an email list of
people interested in following the project based on
meeting sign-ins and will send brief emails to this
list to promote upcoming opportunities to participate
and provide feedback on the Plan.
3.4 Deliverables:
Facebook (1) and Twitter accounts (2) with
monthly posts (in English and Spanish);
English and Spanish Language project web-
page with unique domain name; and
Online community survey up to four (4) pages
(in English and Spanish).
3.5 Print Media
For a successful public participation process, efforts
must be made to generate widespread awareness
about the project among diverse community mem-
bers. Alta will provide a variety of English and Span-
ish-language materials for outreach efforts, as de-
termined in collaboration with City staff. The budget
provides for the following materials:
Project Logo: A visual brand for the project will
create a higher level of recognition and excitement.
Alta will create a color logo that can be used on pro-
motional materials and as a button on the City’s
website, providing a link to the project website.
English and Spanish-language Flyers: Alta will
design up to three (3) flyers over the course of the
project to promote upcoming opportunities to partici-
pate, including the online survey, community work-
shops and final plan presentation. Hard copy notifi-
cation materials can also be disseminated via City
Hall, Arroyo Grande and Grover Beach Chamber of
Commerce, Lucia Mar School District schools, the
Arroyo Grande Public Library, community/senior
centers and churches. Electronic flyers can be dis-
tributed through email, and posted on the project
webpage for downloading and social media link-
backs.
Partners & Prizes: Alta will reach out to local bicy-
cle shops and other prospective partners to solicit
prizes to raffle for participation in the community
workshops and online survey. Other sponsors may
be identified to defray costs such as poster printing
and giveaways.
3.5 Deliverables:
Promotional Materials with record of when/
where they were posted/aired:
Project logo;
Meeting notification flyers and one (1) pro-
ject fact sheet (English and Spanish); and
Email updates (English and Spanish).
3.6 Community Charrettes
Based on the PPP developed in Subtask 3.3 and
the outreach conducted in Subtasks 3.4 and 3.5, our
team will engage with the public by holding up to
four (4) meetings, in a more interactive charrette-
style. As Complete Streets experts, our team will be
able to engage the public in meaningful dialogue
and draw upon our experience gained from past
projects to address concerns that arise. Our ap-
proach to the public involvement process is struc-
tured to build support and momentum for Complete
Streets. Each charrette can be themed to target par-
ticular stakeholders: Residents and Schools, Busi-
ness Community, Bicycling Community, and Transit
Users.
The goal for these charrette meetings is to engage
the community to learn about the project and pro-
vide input on the vision and objectives for the corri-
dor. Our primary purpose will be to listen to the
community and gain an understanding of their cur-
rent concerns and future desires for the corridor. We
want to learn how and why people use this corridor,
what destinations are important to connect to,
whether the roadway feels safe for all users, what
the community wants the corridor to look like, what
are real and perceived barriers to using this corridor,
what amenities the community would like to see,
and more. Our team will provide maps for the meet-
ings for people to provide written input if they so de-
sire.
We recommend that the stand-alone charrettes be
held in a welcoming neighborhood-based venues
such as schools, senior centers or churches. As
support to encourage low-income community mem-
bers to attend, we will look for opportunities to pro-
vide volunteer childcare and serve light refresh-
Item 9.d. - Page 43
4. Work Program (M. Preliminary Scope of Work)
73 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
ments per Caltrans Sustainable Transportation Plan-
ning grant program eligibility. As discussed in Sub-
task 3.5, our team will also look for opportunities to
raffle off donated prizes as incentives for participat-
ing in the project discussion.
Each charrette will be 2 to 2.5 hour events, consist-
ing of presentations followed by a question-and-
answer session and one-on-one interaction with the
project team, and are intended to delve more deeply
into detailed planning and design for the corridor.
For each charrette, Strategic Initiatives
(subconsultant) will lead each meeting. Alta with
support from Omni-Means will prepare presentation
materials including graphics, mapping, photographs,
PowerPoint presentations, and written materials
suitable for distribution and display, which are critical
to help attendees understand the context in which
the planning and design work is done. As native
Spanish speakers, Alta staff will help to make sure
ideas are clearly communicated to the public and in
turn, public comments and feedback are accurately
captured and recorded. We will look to the City to
secure meeting space and assist with distribution of
meeting notifications.
Optional Outreach Approach: While we have
budgeted for up to four (4) meetings as requested in
the RFP, we have also found through experience
that such stand-alone meetings by themselves may
not be the most effective means of engaging the
community. We would be interested in discussing
potential modifications to the scope to replace some
meetings with a set of more targeted outreach activi-
ties. Targeted outreach can capture a much wider
and more representative range of residents, allows
for more informal but often more meaningful input,
and also requires less staff and preparation time -
meaning many more meetings can be covered in the
equivalent time of large and heavily staffed formal
meetings. We commonly attends local events to
conduct “pop-up workshops” for our projects: for an-
other Complete Streets planning project, Alta hosted
a number of focused outreach sessions including
the Farmer’s Market, Christmas Tree Lighting Cere-
mony, and Breakfast with Santa (a large existing
community event with a primarily Latino audience,
where we received extensive feedback). Biking tours
are also an effective and direct means of getting
public input on bicycle planning projects; the City
may want to consider a citywide biking tour or walk-
ing tour to identify more general issues along the
corridor.
3.6 Deliverables:
Community Charrettes (up to 4):
Planning, agendas, preparation of graphic
materials, and meeting facilitation;
PowerPoint presentations, meeting sum-
mary, notes, photos and maps; and
Community Outreach Memorandum summa-
rizing input received through online survey,
website comment form, social media ac-
counts and the community kick-off meeting.
3.7 Stakeholder Advisory Group
Meetings
With Subtask 3.6 targeting the general public, our
team will identify and present to key stakeholders
who are already actively engaged and who may not
be expected to attend stand-alone meetings/
workshops. These stakeholders can include the
Traffic Commission and other City Council advisory
bodies, and community stakeholder groups such as
bicycle advocacy groups, recreation and activity
groups, businesses, PTA groups, faith-based or-
ganizations, and other neighborhood groups. We
will attend up to six (6) face-to-face meetings and
up to an additional three (3) teleconference meet-
ings with identified stakeholders as needed. It is an-
ticipated that this personal attention and presenta-
tion of the technical information will facilitate a posi-
tive relationship with these stakeholders.
A second objective of presenting at these meetings
is to identify key areas of concern and the potential
for amenities that could be included in the project
for stakeholders located along Halcyon Road. Areas
of concern might include the on-street parking ca-
pacity, loading zone access, driveway access, ac-
cess to utilities, etc. It is anticipated that facilitating
engagement early - before a conceptual design is
developed - will allow our team to successfully in-
corporate mitigations in the project design to ad-
dress concerns in the plan where possible and instill
a positive stakeholder process and the general buy-
in of the community.
3.7 Deliverables: Presentation materials for Stake-
holder Advisory Group Meetings, attendance at up
to six (6) face-to-face meetings and up to three (3)
teleconference meetings.
Item 9.d. - Page 44
4. Work Program (M. Preliminary Scope of Work)
74 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
Task 4.0 Plan Preparation
4.0.1 Task Management and Coordination
Omni-Means’ project management responsibilities
specific to Task 4.0 include:
On-going telephone and email communications
with City PM;
Maintain and update (as needed) master project
schedule;
Project coordination with subconsultants;
Quality assurance and quality control on Task
4.0 project deliverables; and,
Monthly progress reports to accompany in-
voices.
4.0.1 Deliverables: Provide project management,
coordination, documentation and QA/QC.
4.0.2 Task Project Meetings
Omni-Means will coordinate up to three (3) PDT
meetings during the following task milestones. Sub-
consultants will attend on a as needed basis.
Following submittal of the Preferred Preliminary
Plan and Context Zone Concepts with draft rec-
ommendations (Subtask 4.1);
Following submittal of the Alternative Plans and
Segment Concepts (Subtask 4.2); and
Following submittal of the Draft Halcyon Road
Complete Streets Plan document (Subtask 4.3)
At the conclusion of each meeting, Omni-Means will
prepare and provide a meeting record stating the
decisions and conclusions reached during each
meeting.
4.0.2 Deliverables: Project meeting coordination,
meeting materials and meeting records.
Task 4.1 Develop Preferred Preliminary
Plan and Context Zone Concepts
Based on the Existing Conditions Evaluation and
the input received during the charrettes, Consultant
will develop a Preferred Preliminary Plan and Seg-
ment- specific Concepts with ROW and lane recon-
figuration and streetscape design objectives and
guidelines. The concept document will include street
improvements plans, cross sections, design tem-
plates, and photos of existing similar installations,
and renderings of strategic components/concept
zones. Operational simulations will also be required
should road diet or roundabout concepts be devel-
oped. Consultant will utilize results of workshop
charrettes and stakeholder advisory group meetings
to prepare draft recommendations for presentation
at public meeting presentation(s) at City Council, City
Planning Commission, County Board of Supervisors
and SLOCOG Board.
Task 4.1 Consultant Deliverable: Preliminary Plan
and Context Zone Concepts with visual renderings
and operational simulations should road diet or
roundabout concepts be developed.
4.1 Develop Preferred Preliminary Plan
and Context Zone Concepts
Based on the data research and existing conditions
evaluation prepared in Task 2.0 and input received
through the public participation program (Task 3.0),
Omni-Means with support from Alta will develop the
Preferred Preliminary Plan and Context Zone Con-
cepts (PPP&CZC) along Halcyon Road. This effort
will include the following work elements.
Streetscape Design Objectives and Guidelines:
Streetscape design objectives and guidelines will be
developed that fit within the character of each of the
context zones. The objectives and guidelines will be
developed with input from the PDT and the public,
and will be based on existing City and County poli-
cies and design standards and Green Street/
Complete Streets guidance and principles. A memo-
randum will be prepared outlining the proposed
streetscape design objectives and guidelines sup-
ported by color renderings and example photo-
graphs/exhibits and provided to the City PM and
PDT for review, comment and approval.
Access Management: Access to Halcyon Road is
currently provided at both public road intersections
and from private driveways. With development of
the PPP&CZC, restrictions could be provided that
would affect access from these streets and private
driveways. As the context zone concepts are devel-
oped, access and circulation will be evaluated with
access management solutions identified and pre-
sented that would minimize impacts to existing ac-
cess while still maintaining the integrity of the road-
way and its operations.
Preliminary Context Zone Concepts: Our ap-
proach is to identify and develop feasible improve-
ments within each of the four (4) context zones that
would reduce or mitigate issues and impacts identi-
Item 9.d. - Page 45
4. Work Program (M. Preliminary Scope of Work)
75 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
fied in the studies conducted under previous tasks;
that are consistent with the identified streetscape
design objectives and guidelines; that present feasi-
ble access management solutions; and will provide
sustainable transportation system operations for all
users.
Up to two (2) concepts per context zone will be de-
veloped, all within the current roadway alignment
and utilizing existing available right of way to the
greatest extent possible. In addition, there may be
opportunities to reduce the roadway width needed
to accommodate motorized travel through a road
diet potentially combined with the strategic place-
ment of roundabouts that will be considered. Each
concept will include lane configurations and street-
scape design shown in plan view and typical cross
sections supported with design templates and ex-
ample photographs and renderings.
Transportation System Forecasts and Opera-
tions: The PPP&CZC will provide a Complete
Streets vision along Halcyon Road not only for to-
day’s conditions along the corridor, but also a sus-
tainable vision into the future. To this end, Omni-
Means proposes to develop forecasted transporta-
tion data that reflects future conditions represented
by both the City and County General Plans. Fore-
casts will be developed from available sources in-
cluding the City’s and SLOCOG’s forecasting mod-
els. The forecasts will then be used to evaluate the
projected transportation system operations for each
context zone concept as they are developed.
Should a road diet and/or roundabout concept be
developed, operational simulations using Synchro/
SimTraffic software will be developed based on the
forecasts.
Document Preferred Preliminary Plan and Con-
text Zone Concepts: A technical memorandum will
be prepared that presents for each context zone the
range of improvement options with a summary of
the recommendations, streetscape design objec-
tives and guidelines, projected transportation sys-
tem operations, access management opportunities
and constraints, and potential right of way require-
ments. Five (5) hard copies and an electronic copy
of this report will be provided to the City PM for dis-
tribution, review and comment.
Task 4.1 Deliverables:
Streetscape Design Objectives and Guidelines;
Preliminary Context Zone Concepts;
Transportation System Forecasts and Opera-
tions; and
Preferred Preliminary Plan and Context Zone
Concepts Technical Memorandum (five (5) hard
copies and an electronic copy will be provided to
the City).
Task 4.2 Develop Alternative Plans and
Context Zone Concepts
Task 4.2 Develop Alternative Plans and Context
Zone Concepts: Based on the Existing Conditions
Report and the community engagement from the
charrettes, the Consultant will prepare Alternative
Plans and Segment-specific Concepts that capture
suggestions by the community that differ from the
Preferred Plan and Segment Concepts. The alter-
natives will include street improvements plans,
cross sections, design templates, and photos of ex-
isting similar installations, and renderings of stra-
tegic components/concept zones. Consultant will
utilize results of workshop charrettes and stake-
holder advisory group meetings to prepare alterna-
tives to the Preferred Preliminary Plan for consid-
eration at public meeting presentation(s) at City
Council, City Planning Commission, County Board
of Supervisors and SLOCOG Board.
Task 4.2 Consultant Deliverable: Alternative Plans
and Context Zone Concepts with visual renderings
and operational simulations should road diet or
roundabout concepts be considered and developed.
4.2 Develop Alternative Plans and
Segment Concepts
Suggestions may also be received from the commu-
nity through the public participation program (Task
3.0) that may differ from the PPP&CZC developed
in Subtask 4.1. To address any differing sugges-
tions, Omni-Means with support from Alta will de-
velop Alternative Plans and Context Zone Concepts
as needed along Halcyon Road. It is assumed that
the streetscape design objectives and guidelines,
and the transportation system forecasts developed
in Subtask 4.1 will be applicable for use within this
subtask and no additional work will be required. The
following represents the effort that will be provided.
Access Management: Access and circulation for
each concept zone alternative will be evaluated with
access management solutions identified and pre-
sented that would minimize impacts to existing ac-
cess while still maintaining the integrity of the road-
Item 9.d. - Page 46
4. Work Program (M. Preliminary Scope of Work)
76 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
way and its operations.
Alternative Context Zone Concepts: Feasible im-
provement alternatives within each of the four con-
text zones will be developed that differ from those
developed for the PPP&CZC, that still would reduce
or mitigate issues and impacts identified in the stud-
ies conducted under previous tasks; that are consis-
tent with the identified streetscape design objectives
and guidelines; that present feasible access man-
agement solutions; and will provide sustainable
transportation system operations for all users.
Up to two (2) alternative concepts per context zone
will be developed, all within the current roadway
alignment and utilizing existing available right of
way to the greatest extent possible. In addition,
there may be opportunities to reduce the roadway
width needed to accommodate motorized travel
through a road diet potentially combined with the
strategic placement of roundabouts that will be con-
sidered. Each concept will include lane configura-
tions and streetscape design shown in plan view
and typical cross sections supported with design
templates and example photographs and render-
ings.
Alternative Transportation System Operations:
The transportation system forecasts developed in
Subtask 4.1 will be used to evaluate the projected
transportation system operations for each alterna-
tive context zone concept as they are developed.
Should a road diet and/or roundabout concept be
developed, operational simulations using Syncho/
SimTraffic software will be developed based on the
forecasts.
Document Alternative Plan and Context Zone
Concepts: A technical memorandum will be pre-
pared that presents for each context zone the range
of alternative improvement options with a summary
of the recommendations, streetscape design objec-
tives and guidelines, projected transportation sys-
tem operations, access management opportunities
and constraints and potential right of way require-
ments. Five (5) hard copies and an electronic copy
of this document will be provided to the City’s PM
for distribution, review and comment. This technical
memorandum will be provided to the City PM and
the PDT for review and comment.
Task 4.2 Deliverables:
Streetscape Design Objectives and Guidelines;
Alternative Context Zone Concepts;
Alternative Transportation System Operations;
and
Alternative Plan and Context Zone Concepts
Technical Memorandum (five (5) hard copies
and an electronic copy will be provided to the
City)
Task 4.3 Draft Plan Document
Consultant will utilize work previously completed in
input received from the public outreach program to
prepare the Draft Halcyon Road Complete Streets
Plan document for public. Five hard copies of the
Draft Plan and an electronic copy will be submitted
to the City for review and distribution.
Task 4.3 Consultant Deliverable: Draft Halcyon
Road Complete Streets Plan
4.3 Prepare Draft Halcyon Road
Complete Streets Plan Document
The Draft Halcyon Road Complete Streets Plan
(DHRCSP) report will be prepared by Omni-Means
that utilizes and summarizes the existing conditions
evaluations completed in Task 2.0, public input re-
ceived through the public participation program con-
ducted in Task 3.0 and both the Preferred Prelimi-
nary and Alternative Plans and Context Zone Con-
cepts developed in both Subtasks 4.1 and 4.1. Five
(5) hard copies and an electronic copy of the
DHRCSP will be submitted to the City PM for distri-
bution, review and comment.
Task 4.3 Deliverables: Draft Halcyon Road Com-
plete Streets Plan (five (5) hard copies and an elec-
tronic copy will be provided to the City).
Task 4.4 Final Plan Document
Consultant will consider public review comments
and prepare the Final Halcyon Road Complete
Streets Plan document. Five hard copies of the
Final Plan and an electronic copy will be submitted
to the City.
Task 4.4 Consultant Deliverable: Final Halcyon
Road Complete Streets Plan
4.4 Prepare Final Halcyon Road
Complete Streets Plan Document
Upon resolution of all comments received on the
DHRCSP, Omni-Means will then prepare the Final
Halcyon Road Complete Streets Plan (FHRCSP).
Five (5) hard copies and an electronic copy of the
Item 9.d. - Page 47
4. Work Program (M. Preliminary Scope of Work)
77 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
FHRCSP will be submitted to the City PM for distri-
bution, review and comment.
Task 4.4 Deliverables: Final Halcyon Road Com-
plete Streets Plan (five (5) hard copies and an elec-
tronic copy will be provided to the City).
4.5 Presentations to Planning
Commission, Council and Boards
Omni-Means will be available to attend up to four
(4) public hearings and before the City Planning
Commission, City Council, County Board of Super-
visors and/or the SLOCOG Board to present the
findings and recommendations provided in either
the Draft or Final Halcyon Road Complete Streets
Plan (Plan).
Task 4.5 Deliverables: Attend up to four (4) public
hearings to present the Plan’s findings and recom-
mendations.
Item 9.d. - Page 48
4. Work Program (N. Cost of Services)
78 Proposal for Halcyon Road Complete Streets Plan
CIP Project Number 5606
The below table presents our team's proposed staff time for this project. Our cost proposal is
provided under separate sealed envelope.
Item 9.d. - Page 49
EXHIBIT C – INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Consultant will
maintain insurance in conformance with the requirements set forth below. Consultant
will use existing coverage to comply with these requirements. If that existing coverage
does not meet the requirements set forth here, Consultant agrees to amend,
supplement or endorse the existing coverage to do so. Consultant acknowledges that
the insurance coverage and policy limits set forth in this section constitute the minimum
amount of coverage required. Any insurance proceeds available to City in excess of the
limits and coverage required in this agreement and which is applicable to a given loss,
will be available to City.
Consultant shall provide the following types and amounts of insurance:
Commercial General Liability Insurance using Insurance Services Office “Commercial
General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be
paid in addition to limits. There shall be no cross liability exclusion for claims or suits by
one insured against another. Limits are subject to review but in no event less than
$1,000,000 per occurrence.
Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no
event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this
requirement may be satisfied by a non-owned auto endorsement to the general liability
policy described above. If Consultant or Consultant’s employees will use personal autos
in any way on this project, Consultant shall provide evidence of personal auto liability
coverage for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as
required by law with employer’s liability limits no less than $1,000,000 per accident or
disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit
requirements, shall provide coverage at least as broad as specified for the underlying
coverages. Any such coverage provided under an umbrella liability policy shall include a
drop down provision providing primary coverage above a maximum $25,000 self-
insured retention for liability not covered by primary but covered by the umbrella.
Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in
addition to policy limits. Policy shall contain a provision obligating insurer at the time
insured’s liability is determined, not requiring actual payment by the insured first. There
shall be no cross liability exclusion precluding coverage for claims or suits by one
insured against another. Coverage shall be applicable to City for injury to employees of
Consultant, subcontractors or others involved in the Work. The scope of coverage
provided is subject to approval of City following receipt of proof of insurance as required
herein. Limits are subject to review but in no event less than $1,000,000 per
occurrence.
Item 9.d. - Page 50
Professional Liability or Errors and Omissions Insurance as appropriate shall be written
on a policy form coverage specifically designated to protect against acts, errors or
omissions of the Consultant and “Covered Professional Services” as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay
on behalf of” the insured and must include a provision establishing the insurer’s duty to
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Insurance procured pursuant to these requirements shall be written by insurer that are
admitted carriers in the state California and with an A.M. Bests rating of A- or better and
a minimum financial size VII.
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and City agree to the following with respect to insurance provided by
Consultant:
1. Consultant agrees to have its insurer endorse the third party general liability
coverage required herein to include as additional insureds City, its officials
employees and agents, using standard ISO endorsement No. CG 2010. Consultant
also agrees to require all Consultants, and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall prohibit
Consultant, or Consultant’s employees, or agents, from waiving the right of
subrogation prior to a loss. Consultant agrees to waive subrogation rights against
City regardless of the applicability of any insurance proceeds, and to require all
Consultants and subcontractors to do likewise.
3. All insurance coverage and limits provided by Consultant and available or applicable
to this agreement are intended to apply to the full extent of the policies. Nothing
contained in this Agreement or any other agreement relating to the City or its
operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these requirements
if they include any limiting endorsement of any kind that has not been first submitted
to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve to
eliminate so-called “third party action over” claims, including any exclusion for bodily
injury to an employee of the insured or of any Consultant or subcontractor.
6. All coverage types and limits required are subject to approval, modification and
additional requirements by the City, as the need arises. Consultant shall not make
any reductions in scope of coverage (e.g. elimination of contractual liability or
Item 9.d. - Page 51
reduction of discovery period) that may affect City’s protection without City’s prior
written consent.
7. Proof of compliance with these insurance requirements, consisting of certificates of
insurance evidencing all of the coverages required and an additional insured
endorsement to Consultant’s general liability policy, shall be delivered to City at or
prior to the execution of this Agreement. In the event such proof of any insurance is
not delivered as required, or in the event such insurance is canceled at any time and
no replacement coverage is provided, City has the right, but not the duty, to obtain
any insurance it deems necessary to protect its interests under this or any other
agreement and to pay the premium. Any premium so paid by City shall be charged
to and promptly paid by Consultant or deducted from sums due Consultant, at City
option.
8. The insurer will provide 30 days notice to City of any cancellation of coverage.
9. It is acknowledged by the parties of this agreement that all insurance coverage
required to be provided by Consultant or any subcontractor, is intended to apply first
and on a primary, noncontributing basis in relation to any other insurance or self
insurance available to City.
10. Consultant agrees to ensure that subcontractors, and any other party involved with
the project who is brought onto or involved in the project by Consultant, provide the
same minimum insurance coverage required of Consultant. Consultant agrees to
monitor and review all such coverage and assumes all responsibility for ensuring
that such coverage is provided in conformity with the requirements of this section.
Consultant agrees that upon request, all agreements with subcontractors and others
engaged in the project will be submitted to City for review.
11. Consultant agrees not to self-insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees that it
will not allow any Consultant, subcontractor, Architect, Engineer or other entity or
person in any way involved in the performance of work on the project contemplated
by this agreement to self-insure its obligations to City. If Consultant’s existing
coverage includes a deductible or self-insured retention, the deductible or self-
insured retention must be declared to the City. At the time the City shall review
options with the Consultant, which may include reduction or elimination of the
deductible or self-insured retention, substitution of other coverage, or other
solutions.
12. The City reserves the right at any time during the term of the contract to change the
amounts and types of insurance required by giving the Consultant ninety (90) days
advance written notice of such change. If such change results in substantial
additional cost to the Consultant, the City will negotiate additional compensation
proportional to the increase benefit to City.
Item 9.d. - Page 52
13. For purposes of applying insurance coverage only, this Agreement will be deemed to
have been executed immediately upon any party hereto taking any steps that can be
deemed to be in furtherance of or towards performance of this Agreement.
14. Consultant acknowledges and agrees that any actual or alleged failure on the part of
City to inform Consultant of non-compliance with any insurance requirements in no
way imposes any additional obligations on City nor does it waive any rights
hereunder in this or any other regard.
15. Consultant will renew the required coverage annually as long as City, or its
employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether or not the agreement is canceled or
terminated for any reason. Termination of this obligation is not effective until City
executes a written statement to that effect.
16. Consultant shall provide proof that policies of insurance required herein expiring
during the term of this Agreement have been renewed or replaced with other policies
providing at least the same coverage. Proof that such coverage has been ordered
shall be submitted prior to expiration. A coverage binder or letter from Consultant’s
insurance agent to this effect is acceptable. A certificate of insurance and/or
additional insured endorsement as required in these specifications applicable to the
renewing or new coverage must be provided to City within five days of the expiration
of the coverages.
17. The provisions of any workers’ compensation or similar act will not limit the
obligations of Consultant under this agreement. Consultant expressly agrees not to
use any statutory immunity defenses under such laws with respect to City, its
employees, officials and agents.
18. Requirements of specific coverage features or limits contained in this section are not
intended as limitations on coverage, limits or other requirements nor as a waiver of
any coverage normally provided by any given policy. Specific reference to a given
coverage feature is for purposes of clarification only as it pertains to a given issue,
and is not intended by any party or insured to be limiting or all-inclusive.
19. These insurance requirements are intended to be separate and distinct from any
other provision in this agreement and are intended by the parties here to be
interpreted as such.
20. The requirements in this Section supersede all other sections and provisions of this
Agreement to the extent that any other section or provision conflicts with or impairs
the provisions of this Section.
21. Consultant agrees to be responsible for ensuring that no contract used by any party
involved in any way with the project reserves the right to charge City or Consultant
for the cost of additional insurance coverage required by this agreement. Any such
Item 9.d. - Page 53
provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There
shall be no recourse against City for payment of premiums or other amounts with
respect thereto.
22. Consultant agrees to provide immediate notice to City of any claim or loss against
Consultant arising out of the work performed under this agreement. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to monitor the
handling of any such claim or claims if they are likely to involve City.
Item 9.d. - Page 54