CC 2020-08-25_08j Amendment to Agreement with GHD_LRSP_HSIP
MEMORANDUM
TO: CITY COUNCIL
FROM: WHITNEY MCDONALD, ACTING DEPUTY CITY MANAGER/
COMMUNITY DEVELOPMENT DIRECTOR
BY: ROBIN DICKERSON, PE, CITY ENGINEER
SUBJECT: CONSIDERATION OF APPROVAL OF AMENDMENT TO THE
AGREEMENT FOR CONSULTANT SERVICES WITH GHD TO EXTEND
THE TERM AND ADD CHANGES IN SCOPE FOR THE LOCAL ROADS
SAFETY PROGRAM (LRSP) AND THE HIGHWAY SAFETY
IMPROVEMENT PROGRAM (HSIP) GRANT APPLICATIONS
DATE: AUGUST 25, 2020
SUMMARY OF ACTION:
Approval of the amendment to the agreement for consultant services will extend the term
of the on-call agreement for consultant services with GHD, the City’s current
transportation consultant, and allow GHD to complete the City’s Local Road Safety
Program (LRSP) and prepare two Highway Safety Improvement Program (HSIP) Cycle
10 grant applications.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The cost of the two additional services is $11,624. Staff proposes to utilize funds from
the Engineering Contractual Services account, which includes $80,000 in the Fiscal Year
2020-21 Budget.
RECOMMENDATION:
It is recommended the City Council: 1) Approve and authorize the Mayor to execute
Amendment No. 5 to the Consultant Services Agreement with GHD to extend the term of
the agreement through June 30, 2021, and to complete the LRSP and prepare two HSIP
Cycle 10 grant applications.
BACKGROUND:
The City of Arroyo Grande is currently developing a Systemic Safety Analysis Report
(SSAR) with the assistance of a specialized consultant, GHD. The SSAR is a proactive
safety approach that focuses on evaluating an entire roadway network using a defined
set of criteria. The SSAR analyzes crash history on an aggregate basis to identify high-
risk roadway characteristics, rather than looking at high-collision concentration locations
through site analysis. The goal of the SSAR is to assist local agencies to identify safety
projects to submit for HSIP funding consideration.
Item 8.j. - Page 1
CITY COUNCIL
CONSIDERATION OF APPROVAL OF AMENDMENT TO THE AGREEMENT FOR
CONSULTANT SERVICES WITH GHD TO INCLUDE CHANGES IN SCOPE FOR THE
LRSP AND THE HSIP GRANT APPLICATIONS AND THE EXTENSION OF THE
AGREEMENT
AUGUST 25, 2020
PAGE 2
Caltrans has recently announced that starting in April 2022, applications for HSIP Cycle
11 funds will require an LRSP. Although Caltrans is not requiring an LRSP for HSIP Cycle
10 grant applications, which are due October 19, 2020, Caltrans has informed City staff
that an LRSP is highly recommended.
On March 3, 2015 the City Council approved an On-Call Consultant Service Agreement
to Omni Means, which is now GHD. On February 27, 2018 the City Council approved
Amendment 1 to extended the On-Call Consultant Service Agreement with GHD through
February 29, 2020. On May 14, 2019, the City Council approved a budget supplement
for the preparation of a Circulation Element. On May 14, 2019, the City Council also
approved a budget supplement for the preparation of a SSAR. A draft of the SSAR is
currently under review by City staff. On October 22, 2019, the City Council authorized a
budget adjustment in the amount of $13,204 to prepare the LRSP. On February 25, 2020,
the City Council approved Amendment 3 to extend the On-Call Consultant Service
Agreement with GHD for specific previously approved services, including the
SSAR/LRSP and a new Circulation Element, through September 30, 2020.
On July 14, 2020, the City Council approved Amendment 4 to extend the On-Call
Consultant Services Agreement with GHD for additional services for the Circulation
Element.
ANALYSIS OF ISSUES:
The HSIP is a Federal-aid program that incorporates a data-driven, strategic approach to
improving highway safety that focuses on performance. The HSIP supports and finances
projects specifically targeting roadway and intersection locations by identifying and
implementing countermeasures to improve safety.
The LRSP supplements the SSAR and will result in a formal plan of local projects that will
compete for future HSIP funding. One feature of the LRSP is the required formation of a
stakeholder group. The stakeholders group includes City representatives from Public
Works, the Police Department, and Engineering and representatives from Caltrans, the
Lucia Mar Unified School District, Grover Beach, Pismo Beach, San Luis Obispo County,
and representatives from the local bicycle clubs. Overall, the LRSP summarizes identified
needs, safety goals, and emphasis areas, and provides a prioritized list of improvements
or activities. The LRSP will allow the City to meet the future requirements of the HSIP
funding program.
In performing the work on the LRSP, it was determined that additional work outside of the
original scope of services was needed to complete the plan. These tasks include the
following:
Item 8.j. - Page 2
CITY COUNCIL
CONSIDERATION OF APPROVAL OF AMENDMENT TO THE AGREEMENT FOR
CONSULTANT SERVICES WITH GHD TO INCLUDE CHANGES IN SCOPE FOR THE
LRSP AND THE HSIP GRANT APPLICATIONS AND THE EXTENSION OF THE
AGREEMENT
AUGUST 25, 2020
PAGE 3
1. Additional collision analysis and cross-checking.
Through the LRSP stakeholder working group meeting, GHD learned that
the City had its own collision database that required rectification with GHD’s
other data. This process included the need for data analysis and entry for
an additional 722 unverified collisions.
2. Identifying systemic countermeasures for improvements.
3. Citywide review of all existing pedestrian facilities and their accommodations.
4. Coordination of the traffic counts with the Circulation Element.
These additional tasks were necessary to complete the review of the data and enable the
LRSP plan to be completed in a timely manner. However, an additional $5,680 is needed
to complete the LRSP. These funds will cover two additional meetings with the
stakeholders group and one public outreach virtual meeting. GHD will then analyze the
comments received from public outreach and make any necessary changes to the LRSP
before finalizing the document.
As the SSAR and LRSP are nearing completion, the City is in a good position to apply for
HSIP Cycle 10 funding. In order to enable the City to complete funding applications by
the deadline given existing staff resources, staff requested a proposal from GHD to
complete two applications on behalf of the City. If approved, the grant projects will
increase safety at a pedestrian crossing and bike lanes and will refresh paint markings
and reflectors at key intersections. Because of the extensive work GHD has already
completed on the SSAR and the LRSP, GHD is in an ideal position to quickly prepare
these applications for the City. The cost for these services is $5,944.
The existing contract with GHD will expire on September 30, 2020. Additional time is
necessary to enable GHD to complete the LRSP and the 2 HSIP Grant Applications. The
two HSIP grant applications will be completed by October 19, 2020. Because these
services are part of the On-Call Consultant Service agreement that encompasses a
includes scope of services for not only the SSAR/LRSP, but also for the Circulation
Element as well, staff is recommending extending the Agreement through June 30, 2021.
Staff and GHD believe that a contract extension through June 30, 2021, will provide
sufficient time to complete the SSAR/LRSP, HSIP Grant Applications, and the Circulation
Element.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve staff’s recommendation;
2. Do not approve staff’s recommendation and provide direction to staff; and/or
3. Provide direction to staff.
Item 8.j. - Page 3
CITY COUNCIL
CONSIDERATION OF APPROVAL OF AMENDMENT TO THE AGREEMENT FOR
CONSULTANT SERVICES WITH GHD TO INCLUDE CHANGES IN SCOPE FOR THE
LRSP AND THE HSIP GRANT APPLICATIONS AND THE EXTENSION OF THE
AGREEMENT
AUGUST 25, 2020
PAGE 4
ADVANTAGES:
Supplementing the current budget will allow GHD to complete the LRSP in a timely
manner. Utilizing the team that is familiar with the SSAR and LRSP to prepare the HSIP
Grant Applications will allow the City to file two applications by the October 19, 2020
deadline. Extending the contract expiration date will allow for a timely completion of the
SSAR/LRSP and HSIP Grant Applications as well as the Circulation Element.
DISADVANTAGES:
The completion of the LRSP and preparation of the HSIP Grant Applications will continue
to require staff time and City funds.
ENVIRONMENTAL REVIEW:
The SSAR and LRSP do not require environmental review. In compliance with California
Environmental Quality Act (CEQA) the project is categorically exempt per section
15061(b)(3) of the CEQA Guidelines, which states that where it can be seen with certainty
that there is no possibility of a significant effect on the environment, an activity is not
subject to CEQA. Each project completed will evaluate environmental impacts on a
project-by-project basis. The individual projects developed from the SSAR and LRSP will
include the necessary environmental reviews and studies.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2. At the time of report publication, no comments have
been received.
Item 8.j. - Page 4
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 5
This Fifth Amendment ("Fifth Amendment") to Agreement for Consultant Services
(“Agreement”) by and between the CITY OF ARROYO GRANDE (“City”) and GHD, Inc.
(“Consultant”) is made and entered into this 25th day of August 2020.
WHEREAS, the parties entered into an Agreement for On-call Consultant Services dated
March 1, 2015; and
WHEREAS, the parties entered into a First Amendment to Agreement dated February
27, 2018 to extend the Agreement to February 29, 2020 and change the name from Omni
Means, LTD to GHD, Inc.; and
WHEREAS, the parties entered into a Second Amendment to Agreement dated May 15,
2019 to authorize GHD to update the General Plan Circulation Element; and
WHEREAS, the parties entered into a Third Amendment to Agreement dated February
25, 2020 to include specific scopes of services for the SSAR/LRSP and the Circulation
Element and extend the Agreement to September 30, 2020; and
WHEREAS, the parties entered into a Fourth Amendment to Agreement dated July 14,
2020 to include additional scopes of services for the Circulation Element; and
WHEREAS, the parties desire to further modify the Agreement as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. Section 1 ("TERM") of the Agreement, shall be modified in its entirety to read as
follows:
This Agreement shall be extended and remain and continue in effect until June 20,
2021, for the SSAR/LRSP and the Circulation Element unless sooner terminated
pursuant to the provisions hereof.
2. To modify the scopes of service as specified in Exhibit A attached hereto and
incorporated herein by this reference.
3. Except as modified herein, all other terms and conditions set forth in the
Agreement, as amended, shall remain unchanged.
Item 8.j. - Page 5
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Fifth Amendment
the day and year first above written.
CITY OF ARROYO GRANDE: GHD, INC.:
______________________________ _______________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.j. - Page 6
669 Pacific Street, Suite A, San Luis Obispo, CA USA
T 1 805-858-3141 W www.ghd.com
August 14, 2020
Robin Dickerson, PE
City Engineer
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
Re: Proposal for Additional Local Road Safety Plan Work and Two Highway Safety Improvement
Program (HSIP) Grant Applications
Dear Robin,
We are excited about helping the City of Arroyo Grande finalize the Local Road Safety Plan (LRSP).
Based on previous tasks and analysis performed outside of scope, we have recognized there will be
some additional scope to facilitate the completion of that plan. In addition, we recommend that a project
website be developed through the Social Pinpoint platform for public outreach. This platform will allow
us to post information about the City’s LRSP including project documents, prerecorded presentation,
interactive map, and surveys in gaining public comments virtually. In addition, the website link could be
provided on the City website, social media platforms, etc.
Per your request, we have also scoped and added a fee for two (2) HSIP grant applications for Cycle
10. With the deadline on October 19, 2020, GHD will prioritize this task and deliver two grant
applications with all the necessary documents to Arroyo Grande for review by September 21, 2020 (we
will provide earlier if available too). GHD will follow the HSIP requirements and prepare all calculations
and documents necessary to complete the grant applications.
Please contact me with any questions, and refer to the following attached document that lists the
“Previous Work Performed Outside of Scope” and “Additional Scope of Service.”
The budget is as follows: Task 1 - LRSP Additional Work $5680
Task 2 - Two HSIP applications $5944
Total $11,624
Please contact me with any questions you might have regarding this extra work proposal. Thank you
again for the opportunity to offer our services for this very important effort.
Sincerely,
GHD
Jay Walter PE TE
Project Manager
Item 8.j. - Page 7
Previous Work Performed Outside of Scope
In performing the Systemic Safety Analysis Report (SSAR) and Local Road Safety Plan (LRSP), there
were some tasks completed outside of the scope. These tasks were as follows:
1. Additional collision analysis and cross-checking
a. Per the LRSP stakeholder working group meeting, we learned that the City had their own
collision database and our fatalities were not matching up. In rectifying the collision data,
we had the City of Arroyo Grande send us their collision data to compare to SWITRS.
There was an additional 722 unverified collisions that we had to work with the City in
getting the required information fields and then geocode each one to import into ArcGIS.
2. Identifying systemic countermeasures for improvements.
3. Citywide review of all the existing pedestrian facilities and their accommodations.
4. Coordination of the traffic counts with the Circulation Element.
Therefore, due to these services being performed out of scope, we need additional budget for the
following services identified in “Work to Complete.”
Additional Scope of Services
Task 1 – Local Road Safety Plan
Task 1.1 – Additional Work
In delivering a comprehensive Local Road Safety Plan, there is additional scope necessary in delivering
the final plan. This will include further refinement of the individual and systemic safety projects,
documentation of the Draft and Final Plan, final LRSP working group meeting, attendance at City Council,
and public engagement and outreach.
With the current environment, it is recommended that a project website be created for project documents
and public engagement. GHD recommends the Social Pinpoint platform for the virtual engagement and
project related feedback. With the Social Pinpoint engagement tools such as a landing page with project
documents for comment, interactive map for any public comments at specific locations, project surveys,
idea walls, and virtual presentation. In addition, this website can be available in over 100 languages per
the user’s settings.
Deliverables
Final LRSP Working Group Meeting Agenda, Powerpoint, and documents
GHD creates and maintains the LRSP Social Pinpoint Project website for the project
GHD provides summary of all public comment and feedback
Local Road Safety Plan Draft and Final Report
o MS Word documents and PDF copies of the Draft and Final Reports will be provided in an
electronic format along with two (2) bound hardcopies of the Final LRSP Report.
Task 2 – Highway Safety Improvement Program (HSIP) Grant Applications
Task 2.1 – Development of Two HSIP Applications for Cycle 10
Based on the finding in the Systemic Safety Analysis Report (SSAR), two HSIP grant applications will be
prepared for review and submittal by the City of Arroyo Grande. With the HSIP cycle 10 call for projects
now open, this task will be prioritized in delivering a draft grant application to the City for review by
Monday, September 21st. The deadline for HSIP grant applications is October 19, 2020 and the application
will need to be submitted by the City to Caltrans. GHD will provide all application documents and
calculations necessary to fulfill the submittal requirements. In addition, GHD will have a kick-off meeting
Item 8.j. - Page 8
with the City of Arroyo Grande in the beginning to define the two (2) projects for HSIP funding.
With the HSIP Cycle 10 specifics, there will be two application categories submitted for funding. One
application will be based on a Benefit Cost Ratio (BCR) for improved striping and pavement markings per
the Cycle10 HSIP analyzer. This is likely to include E. Grand Avenue from Courtland Street to Elm Street
and E. Grand Avenue from East of Elm Street to West of Halcyon Road. However, we will also evaluate if
certain intersections should have additional focus (e.g. Halcyon Road and E. Grand Avenue) or be a break
out project would fair better for the HSIP application.
The second application will be based on HSIP 10 Funding Set-Asides (SA) for pedestrian crossing
enhancements. The SA funding for pedestrian crossing enhancements does not require a BCR and has a
max amount per agency of $250,000. However, the application will be fulfilled to include the pedestrian
crossing improvements on E. Branch Street in the Village (Arroyo Grande’s downtown).
Both HSIP applications will need 30% preliminary design drawings for planning level cost estimating.
Deliverables
Two HSIP complete applications with all supporting documents and requirements for the City’s
submittal to Caltrans before October 19, 2020
Cost Proposal
Walter
ProjectFunction PM Engr C Engr A
Task Description Rate $245 $145 $115
$5,680
Additional Work 3 15 22 $240 40 $5,680
Highway Safety Improvement Program (HSIP) Grant Applications $5,944
2 12 30 $264 44 $5,944
Hours 5 27 52 84 New Total:
Dollars $1,225 $3,915 $5,980 $504 $0 $11,624 $11,624
Consumables
Outside
Services
Total
Hours Subtotal
Task Total
Development of Two HSIP Applications for Cycle 10
Local Roadway Safety Plan - Additional Work
Item 8.j. - Page 9
THIS PAGE INTENTIONALLY LEFT BLANK
Item 8.j. - Page 10