HomeMy WebLinkAboutResolution 2020-153 N.C.S. 10/19/2020DocuSign Envelope ID: EABADF11-4847-497F-8C61-5049E68EB6C4
Resolution No. 2020-153 N.C.S.
of the City of Petaluma, California
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT FOR THE LOCAL ROAD SAFETY PLAN
WHEREAS, the City of Petaluma wishes to apply for future Highway Safety
Improvement Programs grants; and
WHEREAS, the City submitted a grant application to develop a Local Road Safety Plan
and was successful in securing the grant; and
WHEREAS, the City of Petaluma circulated a Request for Proposal on July 1, 2020 and
four (4) proposal was received; and
WHEREAS, upon favorable review of the proposals, GHD was determined to be well
qualified; and
WHEREAS, staff recommends the City execute a professional services agreement with
GHD for local road safety plan used in preparation for future Highway Safety Improvement
Program Grant Opportunities.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Authorizes the City Manager to execute the attached Professional Services Agreements
for Traffic Services with GHD in an amount not to exceed $78,509.
2. Approve the project budget for the Local Road Safety Plan.
3. Authorizes staff to prepare budget adjustment for the CIP project C16102139 for
$13,709.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to
Council of the City of Petaluma at a Regular meeting on the 191 day of October Docusignedfafrm;
2020, by the following vote: RC2
5EF851(9-�F•3 mcy
AYES: Mayor Barrett; Vice Mayor Fischer; Healy; Kearney; King; McDonnell; Miller ��YY
NOES: None
ABSENT: None
ABSTAIN: None
DocuSigned by: DocuSigned by:
ATTEST: "Jh 't r6st' �msa. baw'f
City er
Resolution No. 2020-153 N.C.S. Page 1
PROFESSIONAL SERVICES AGREEMENT
Local Road Safety Plan
(Title of Project)
FY 20/21
Fund #
Cost Center
Object Code
Project #
Amount $78,509
For multi-year contracts
or contracts with multiple
accounts:
FY
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Cost Center
Object Code
Project #
Amount $
FY
Fund #
Cost Center
Object Code
Project #
Amount $
FY
Fund #
Cost Center
Object Code
Project #
Amount $
FY
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FY
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THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into and effective
as of , 20 ("Effective Date"), by and between the City of Petaluma, a
(city use only)
municipal corporation and a charter city ("City") and GHD, a Engineering ("Consultant")
(collectively, the "Parties").
WHEREAS, the Parties enter into this Agreement for the purpose of Consultant providing
professional services to City under the terms and conditions set forth herein.
THEREFORE, in consideration of the mutual covenants contained in this Agreement, the Parties
agree as follows:
Services. Consultant shall provide the services as described in and in accordance with
the schedule set forth in Exhibit "A" attached hereto and incorporated herein
("Services").
2. Compensation; Business Tax Certificate.
A. For the full performance of the Services as described herein, City shall
compensate Consultant in accordance with the rates specified in Exhibit A.
B. Consultant shall submit detailed monthly invoices reflecting all services
performed during the preceding month and including a revised schedule for
performance and additional documentation requested by City, as applicable.
C. Consultant shall be compensated for services in addition to those described in
Exhibit A, only if Consultant and City execute a written amendment to this
Agreement describing the additional services to be performed and the
compensation to be paid for such services. In no case shall the total compensation
under this Agreement exceed $78,509 without prior written authorization of the
City Manager. Further, no compensation for a section or work program
component attached with a specific budget shall be exceeded without prior written
authorization of the City Manager.
D. Notwithstanding any provision herein, Consultant shall not be paid any
compensation until such time as Consultant has on file with the City Finance
Department a current W-9 form available from the IRS website (www.irs.gov)
and has obtained a currently valid Petaluma business tax certificate.
PROFESSIONAL SERVICES AGREEMENT—PREVAILING WAGES
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10. Progress Reports. Upon the City's request, Consultant shall provide, in a form
acceptable to City, written progress reports of all oral and written observations, opinions,
recommendations, analyses, progress and conclusions related to Consultant's
performance of the Services.
11. Confidentiality. In the course of Consultant's employment, Consultant may have access
to trade secrets and confidential information, disclosure of which is protected or limited
by law. Consultant shall not directly or indirectly disclose or use any such confidential
information, except as required for the performance of the Services.
12. Conflict of Interest. Consultant represents that it presently has no interest, and
covenants that it shall not acquire any interest, direct or indirect, financial or otherwise,
which would conflict in any manner or degree with the performance of the Services
hereunder. Consultant further covenants that, in the performance of this Agreement, it
shall not employ any subcontractor or person having such a conflict of interest.
Consultant represents that no one who has or will have any financial interest under the
Agreement is an officer or employee of City. If such conflict of interest arises during this
Agreement or any extension, Consultant will immediately advise City and City may, at
its sole discretion, immediately terminate this Agreement. Certain Consultants are
subject to the requirements, including the disclosure and reporting requirements, of the
City's Conflict of Interest Code adopted pursuant to the Political Reform Act. Such
Consultants subject to the City's Conflict of Interest Code include those whose work may
involve: making government decisions regarding approval or adoption of rates, rules, or
regulations, action on permits or other applications, authorization to enter into or modify
contracts, or approval of plans, designs, reports, or studies. Consultant agrees to comply
fully with all such requirements to the extent they apply to Consultant's performance of
the Services.
13. Consultant No Agent. Except as City may specify in writing, Consultant shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Consultant shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
14. Standard of Performance. Consultant shall perform all the Services in a manner
consistent with the standards of Consultant's profession. All instruments of service of
whatsoever nature, which Consultant delivers to City pursuant to this Agreement, shall be
prepared in a substantial, workmanlike manner and conform to the standards of
Consultant's profession. All such instruments of service shall become the sole and
exclusive property of City upon delivery of the same.
15. Assignment/Transfer. No assignment or transfer in whole or in part of this Agreement
shall be made without the prior written consent of City.
16. Subcontractors. Consultant shall directly perform all Services, and shall not subcontract
any portion of performance of the Services without the prior written consent of City.
Any such subcontractors shall be required to comply, to the full extent applicable, with
the terms and conditions of this Agreement, including but not limited to, procuring and
maintaining insurance coverage as required herein and which shall name City as an
additional insured.
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Xpodoud lunioollolut uaglo uo �lunuiopnui `ivaiud `jtI2iuxdoo Xuu of polnl3u suoiluln2au puu
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jo oouuuaiogu0d 0141 of 2uiulapod saauuuipuo pun suoiluln.5au `smul `solnu jampaj pub, ainls
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(iii) nationally recognized overnight courier, with charges prepaid or charged to the
sender's account, in which case notice is effective on delivery if delivery is
confirmed by the delivery service; or
(iv) facsimile transmission, in which case notice shall be deemed delivered upon
transmittal, provided that (a) a duplicate copy of the notice is promptly delivered
by first-class or certified mail or by overnight delivery, or (b) a transmission
report is generated reflecting the accurate transmission thereof. Any notice given
by facsimile shall be considered to have been received on the next business day if
it is received after 5:00 p.m. recipient's time or on a nonbusiness day.
City: City Clerk
City of Petaluma
Post Office Box 61
Petaluma, California 94953
Phone: (707) 778-4360
Fax: (707) 778-4554
Email: cityclerk@ci.petaluma.ca.us
And:
Public Works and Utilities
Attn: Jeff Stutsman
202 N. McDowell Boulevard
Petaluma, Ca 94954
Phone: 707-778-4546
Fax: 707-206-6034
Email: Jstutsmanna cityofpetaluma.org
Consultant: GHD
Attn: Frank Penry
2245 Mercury Way
Santa Rosa, CA 95407
Phone: 707-523-1010
Fax:
Email: Frank.PepagGHD.com
22. Ownership of Documents. All original papers, documents or computer material on disk
or microfilm, and copies thereof, produced as a result of this Agreement, shall be the
property of City and may not be used by Consultant without the written consent of City.
Copies of such documents or papers shall not be disclosed to others without the written
consent of the City Manager or his or her designated representative.
23. Indemnification. To the maximum extent permitted by law, Consultant shall, at its own
expense, indemnify, defend with counsel acceptable to the City, (which acceptance will
not be unreasonably withheld), and hold harmless City and its officers, officials,
employees, agents and volunteers ("Indemnitees") from and against any and all alleged
liability, loss, damage, claims, suits, actions, arbitration proceedings, administrative
proceedings, regulatory proceedings, civil penalties and fines, expenses and costs
(including, without limitation, claims expenses, attorney's fees and costs and fees of
litigation) (collectively, "Liability") of every nature, whether actual, alleged or
threatened, arising out of or in connection with the Services or Consultant's failure to
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osnuoag ao `f11I1gu17 alnnlnna 01 X11I1gnut s,luullnsuoD agl jo osnuoag posnoxo ag lou hurts
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25. Amendment. This Agreement may be amended only by a written instrument executed
by both Parties.
26. Litigation. If litigation ensues which pertains to the subject matter of Consultant's
services hereunder, Consultant, upon request from City, agrees to testify therein at a
reasonable and customary fee.
27. Construction. This Agreement is the product of negotiation and compromise on the part
of both Parties and that the Parties agree that, notwithstanding Civil Code section 1654,
any uncertainty in the Agreement shall not be construed against the drafter of the
Agreement.
28. Governing Law; Venue. This Agreement shall be enforced and interpreted under the
laws of the State of California and the City of Petaluma. Any action arising from or
brought in connection with this Agreement shall be venued in a court of competent
jurisdiction in the County of Sonoma, State of California.
29. Non -Waiver. The City's failure to enforce any provision of this Agreement or the
waiver thereof in a particular instance shall not be construed as a general waiver of any
part of such provision. The provision shall remain in full force and effect.
30. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or
otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of
this Agreement shall continue in full force and effect.
31. No Third Party Beneficiaries. The Parties do not intend to create, and nothing in this
Agreement shall be construed to create any benefit or right in any third party.
32. Mediation. The Parties agree to make a good faith attempt to resolve any dispute arising
out of this Agreement through mediation prior to commencing litigation. The Parties
shall mutually agree upon the mediator and shall divide the costs of mediation equally.
33. Consultant's Books and Records.
A. Consultant shall maintain any and all ledgers, books of accounts, invoices,
vouchers, canceled checks, and other records or documents evidencing or relating
to charges for services, or expenditures and disbursements charged to the City for
a minimum period of three (3) years or for any longer period required by law,
from the date of final payment to Consultant pursuant to this Agreement.
B. Consultant shall maintain all documents and records which demonstrate
performance under this Agreement for a minimum period of three (3) years or for
any longer period required by law, from the date of termination or completion of
this Agreement.
C. Any records or documents required to be maintained pursuant to this Agreement
shall be made available for inspection or audit, at any time during regular business
hours, upon written request by the City Manager, City Attorney, City Finance
Director, or a designated representative of these officers. Copies of such
documents shall be provided to the City for inspection at Petaluma City Hall
when it is practical to do so. Otherwise, unless an alternative is mutually agreed
PROFESSIONAL SERVICES AGREEMENT—PREVAILING WAGES
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Task 1 - Project Management, Coordination, and Meetings
GHD's Project Manager will review this Scope of Work with each Agency to ascertain any changes
relative to their specific requirements. We will also obtain any additional information which each Agency
may have pertinent to this project. A Project Management Plan will be developed to help coordinate the
seven (7) separate jurisdictions efforts to include Assistant Project Managers and staff assignments,
schedule, budget, and work plan, as well as a robust QA/QC process. Project management work items,
along with ongoing communication, correspondence and coordination with the agencies, stakeholders and
LRSP Working Group will be conducted as part of this task. In addition, this will include the contract
management tasks such as invoicing, tracking of percent complete of tasks and budget, schedule, and any
other tasks to ensure a successful project that meets each of the agencies needs and expectations.
This proposal also includes attendance at one (1) project meeting (Kick -Off) and two (2) LRSP Working
Group meetings, and one (1) City or Town Council meeting for approval. Attendance at more than these
meetings, if requested, will be billed on a time and materials basis with prior authorization.
Task I Deliverables
• GHD to prepare all meeting agendas, meeting materials, and subsequent meeting minutes.
• GHD to prepare and fnaintain a Project Management Plan.
• GHD to prepare monthly invoices with percent complete on each task.
Wasik 2 a LRSP Stakeholder Working Group and Public Outreach
Task 2.1 - Form LRSP Stakeholder Working C MUP
At the project Kick -Off Meeting, a safety champion for the jurisdiction will be identified and discussion
of possible Working Group members will occur. It is recommended that the Agency emails out the
potential LRSP Working Group members for their concurrence and overall goal of the LRSP, however,
GHD is also available to lead these efforts if the Agency desires. In addition, GHD can send example
emails and a pamphlet on the LRSP process for this initial contact. After the committee is formed, GHD
will house all contact information for the LRSP Working Group in Excel format for easy access.
Typically, the first meeting is scheduled after the collision and roadway data is processed. GHD will lead
all other tasks and meetings with the Working Group.
Task 2.2 - Public OLitreach
GHD will develop and maintain a separate project website using the Social Pinpoint platform for each
Agency. Each Agency will have their own unique website URL (Agency name in address) that can be
provided on the Agency's website and social media platforms. The project website will have a landing
page that will explain the LRSP process and reason the Agency is conducting an LRSP, as well as house
project documents for comments and an interactive map that allows comments to be placed at specific
locations of concern. This public engagement tool also has the ability to create various surveys or idea
walls.
Due to the need to create seven (7) different project websites with Social Pinpoint, we would purchase a
small team package in reducing the one-time direct cost to each Agency. Also, we would clone each
website for the overall general LRSP information and layout and then exchange out the project specific
information in reducing the overall website set up time. With this methodology, we would reduce the
public outreach costs to each Agency. In addition, we could provide links on each website to the other
LRSPs in Sonoma County.
13
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Task 3 Deliverables
• GHD to prepare a summary of data requests, collision data collected, and subsequent raw data in an
excel spreadsheet.
Task 4 - Collision on and Roadway Data Analysis
Task 4.1 - Quantitative Crash Analysis
GHD will thoroughly analyze the data obtained in Task 3 to reveal fatal and injury crash trends,
concentrations, and risk factors for systemic analysis. GHD will develop a GIS database to perform
spatial analysis and prepare maps that present rich and visually-compelling analysis-related content.
Various maps can be created to show collision density hot spots (heat maps), collision severity, collision
types, bicycle collisions, and pedestrian collision with additional features, such as day and night
conditions or violation factors in creating comprehensive maps.
The choice of platforms and formats will ultimately be determined by the Agency, to provide for
maximum utility of developed tools after completion of the LRSP. Some of the many factors that will be
analyzed and summarized in this Task include:
• Location
• Intersections (safety influence area)
• Date and time of crash
• Crash type
• Crash severity
• Violation category
• Pavement/surface and weather conditions
• Lighting conditions
The analysis will evaluate crash frequency (high total and severe crash locations, crash trends, highest
occurring crash types, etc., and crash rate (the relationship between crash locations, traffic volumes,
roadway characteristics, and crash types). In ranking the locations, EPDO index and crash rates will be
used in identifying the top locations to focus safety countermeasures.
Field observations will also be conducted in evaluating possible risk factors and safety issues. With
COVID-19 conditions, we understand traffic patterns are changing due to working from home protocols,
local schools not in session or with limited opening, and overall changing peak hours (mid-day peak vs.
morning peak hour). We will work with each jurisdiction to capture the needs based on current and
historical trends.
Task 4.2 - Identify and Evaluate Risk Factors
This Task will identify potential risk factors identified with collisions. These risk factors will align with
the State's SHSP identified challenge areas to reduce fatalities and serious injuries on all public roads.
Once the focused challenge areas are determined, they can be used to select similar locations that could
benefit from a low cost countermeasure to mitigate risks and collisions in a systemic approach.
Task 4 Deliverables
• GHD will provide GIS collision maps focusing on collision dense locations (hot spots), collision
severity (fatal and severe injury), bicycle and pedestrian collisions, and other focus challenge areas
identified by the agency.
• GHD will provide collision GIS shape files.
15
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Task 7 6 Develop Safety projects
Task 7.1 - Prioritize Projects
GHD will develop and apply a performance-based project prioritization process, using methods from the
HSM and Caltrans LSRM. These will likely include the EPDO severity index and crash rates. Crash rates
help to normalize the data in comparing the daily volumes entering the intersection or on the roadway
with the amount of crashes. This process will ultimately determine which low-cost systemic safety
improvements, or other countermeasures, could feasibly be implemented for maximum effect. The
prioritization will also consider criteria reflecting the Agency's planning goals (e.g., pedestrian or bicycle
facilities, proximity to schools, speed reduction/management, presence in a particular focus sub -area),
CIP projects and schedule, and other context -specific needs reflecting the Agency's challenge areas.
Task 7.2 - Calculate, BCR and Identify Funding
Given that the performance metric most advocated at both the state and federal level is BCR for
transportation project prioritization and selection, GHD will monetize all safety benefits (i.e., collision
reduction by collision severity) to allow preliminary BCR's to be developed with the best information
available. GHD will summarize the overall costs and the overall benefit of proposed improvements in the
LRSP per the HSIP analyzer methodology in a Technical Memorandum for the top five (5) ranking
projects or top five (5) project per the Agency's direction.
The preliminary BCR calculations will be developed using societal cost information from Caltrans
Economic Parameters for crash severity and will be consistent with HSIP methodologies and
requirements. However, the final BCRs would likely need to be further refined based on HSIP call for
projects set -asides and minimum BCR. GHD will use the most current HSIP call for projects criteria in
the development of the engineering safety projects.
This Task will also involve the identification of funding to construct improvements. Likely sources will
be from HSIP or ATP grants, but other regional and federal funding resources will be explored such as
but not limited to CMAQ, SRTS, and stimulus money.
Task 7 Deliverables
• GHD will provide a Technical Memorandum with prioritized list offive (5) projects including
proposed safety countermeasures and BCPs.
Task 8 e Focal Road Safety Plan Document
Task S.1 - Development of'I RS1' DOCUMetlt
GHD will prepare a LRSP in accordance with FHWA and Caltrans guidelines and requirements and
submit a copy of the Draft LRSP report to the Agency for their review and comments. After all comments
have been incorporated, the final LRSP document will be put on the Agency's Council consent agenda for
their approval. GHD will attend the meeting to address any questions.
Task 8 Deliverables
• GHD to prepare LRSP Draft and Final Report.
• GHD will provide a MS Word documents and PDF copies of the Draft and Final Reports will be
provided in an electronic format along with trvo (2) bound hardcopies of the Final LRSP Report.
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