00016136_Att D Samples SOW.docx

Form C004-B122723R1

ATTACHMENT D – SAMPLE STATEMENT of WORK and DELIVERY SCHEDULE for WOC # TBD under PA # TBD Clatsop County Transportation Plan

Descriptions in this Attachment D are provided to inform Proposal development and future negotiations with the selected Proposer and may not fully constitute the scope of services in the final WOC. To-Be-Determined (“TBD”) is used in place of information that will be provided or negotiated in the final Statement of Work and Delivery Schedule unless otherwise removed in the resulting WOC. “Consultant” as used in this Attachment D refers to the apparent successful Proposer.

Name:

Address:

Phone:

Email:

Agency’s Project Manager (“APM”) for the WOC

Address:

Phone:

Consultant’s Project Manager (“PM”) for the WOC

Phone:

Agency’s Contract Administrator for the WOC

Phone:

Alternate Contact for Consultant

Agency may change the APM designation, Agency’s address for invoicing (section H.5), or both by promptly sending written notice (e-mail notice acceptable) to Consultant, with a copy to ODOT Procurement Office. Changes to Agency's Contract Administrator for the WOC must be done by amendment. Any changes to Consultant’s Project Manager must be approved in writing (e-mail acceptable) by Agency. Consultant shall provide written notice (email acceptable) to Agency of any changes to Consultant’s other contacts for this WOC.

A. PROJECT DESCRIPTION and OVERVIEW of SERVICES Agency is contracting with Consultant for Services in connection with the Clatsop County Transportation Plan (the “Project”).

Consultant shall develop a Clatsop County Transportation System Plan (“CTSP”) outside of any applicable Urban Growth Boundary (“UGB”), including the unincorporated communities of Arch Cape/Falcon Cove, Jeffers Garden, Knappa/Svensen, Miles Crossing, Westport, Else/Jewell, and other unincorporated areas of Clatsop County (“Rural Communities”) as identified by Agency and Clatsop County (the “County”). Consultant shall document transportation needs, policies, and goals for each of these communities. The desired Project outcome is for this CTSP to serve as the transportation element of the County’s comprehensive plan in accordance with OAR 660-012-0000. The Project area includes all trails, bike paths, and roads located within these unincorporated communities and other unincorporated areas of Clatsop County, including interconnectivity with incorporated cities and adjacent jurisdictions (the “Project Area”).

Agency Responsibilities Unless otherwise specified for specific tasks, Agency will:

· Develop, launch, and maintain a public website(“Project Website”) for the Project

· Provide a link between the Project Website and ODOT, and County websites

· Provide Agency’s traffic team contact information for reviews

· Provide comments on draft technical memorandums within 2 weeks of submittal of draft

· Provide funding forecasts for ODOT funding sources

County Responsibilities The County will have involvement with this Project and will provide information to Consultant as described in this Statement of Work and Delivery Schedule (“SOW”). County’s involvement and responsibilities in this SOW are for informational purposes only. Unless otherwise specified for specific tasks, County will:

· Provide comments on draft technical memorandums within 2 weeks of submittal of draft

· Coordinate with Agency to assist Consultant to identify expected land development within the UGB and planned UGB expansion areas

· Provide updates to the Department of Land Conservation and Development ("DLCD”) and Agency on any significant revisions to the CTSP

· Review and adopt the final implementing ordinances concurrently with the CTSP

B. STANDARDS and GENERAL REQUIREMENTS

1. Standards The standards, manuals, directives and other guidance applicable to Professional Services and Related Services are referenced below or available on Agency’s webpages linked below and are incorporated by this reference with the same force and effect as though fully set forth herein.

The standards, manuals, directives and other guidance listed below or available on Agency’s webpages are not exhaustive and may not include all applicable standards for a given Project. Consultant shall be responsible for determining all applicable practices and standards to be used in performing Professional Services and Related Services. Consultant shall inform and demonstrate to Agency if standards, directives or practices required by Agency in performance of the work are insufficient, in conflict with applicable standards, or otherwise create a problem for the design. Should the requirements of any reference, standard, manual or policy referenced in the PA or WOC conflict with another, Consultant shall, in writing, request Agency to resolve the conflict.

Unless otherwise specified in a given task, the most current version of applicable standards, manuals, directives and other procedural guidance shall apply. Unless otherwise specified, the system of measurement and language used in all deliverables must be English.

a. Planning, Survey, Preliminary Engineering and Design Manuals, Standards and Guidance:

· Technical Manuals - alphabetical list https://www.oregon.gov/ODOT/Engineering/Pages/Manuals.aspx)

· Planning Guidance and Resources (https://www.oregon.gov/ODOT/Planning/Pages/Guidance.aspx)

· Planning Analysis (https://www.oregon.gov/ODOT/Planning/Pages/Technical-Tools.aspx)

· ODOT Forms Library (https://www.oregon.gov/ODOT/Forms/Pages/default.aspx)

· ADA Compliance – Assessment, Design, Inspection. When the Services under this WOC include assessment or design (or both) for curb ramps, sidewalks or pedestrian-activated signals (new, modifications or upgrades), Consultant shall:

a. Use ODOT standards to assess and ensure Project compliance with the Americans with Disabilities Act of 1990 (“ADA”), including ensuring that all sidewalks, curb ramps, and pedestrian-activated signals meet current ODOT Highway Design Manual standards; and

b. Follow ODOT’s processes for design, modification, upgrade, or construction of sidewalks, curb ramps, and pedestrian-activated signals, including using the ODOT Highway Design Manual, ODOT Design Exception process, ODOT Standard Drawings, ODOT Construction Specifications, providing a temporary pedestrian accessible route plan and current ODOT Curb Ramp Inspection form.

When the Services under this WOC include inspection of curb ramps, sidewalks or pedestrian-activated signals (new, modifications or upgrades), all such inspections shall include inspection for compliance with the standards and requirements in a. and b. above. Inspections must be performed by ODOT certified inspectors (which must include certified environmental inspectors when appropriate). In addition, at Project completion, Consultant shall complete the applicable ramp-specific ODOT Curb Ramp Inspection Form734-5020(A-G) for each curb ramp constructed, modified, upgraded, or improved as part of the Project. Each completed form must be submitted electronically by clicking the “Submit by E-mail” button on the form (and cc APM). The forms are documentation required to show that each curb ramp meets ODOT standards and is ADA compliant. ODOT’s fillable Curb Ramp Inspection Forms and instructions are available at the following address: https://www.oregon.gov/ODOT/Engineering/Pages/Accessibility.aspx

Above references to curb ramps, sidewalks or pedestrian-activated signals also include, when applicable, shared use paths, transit stops, park-and-rides and on-street parking.

b. Website or Web Content Development and Maintenance Standards Consultant shall perform all required web-related Services in conformance with the ODOT Web Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx), which is incorporated into this PA with the same force and effect as though fully set forth herein. ODOT shall have ownership and control of Work Products developed by Consultant as set forth in the terms and conditions of the PA, Part II, Section 7 - Ownership of Work Product.

c. ODOT Communications Standards For any Consultant tasks that require communications functions on behalf of Agency, Consultant shall comply with the ODOT Communications Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx) which is incorporated into this WOC with the same force and effect as though fully set forth herein.

2. RESERVED

3. Software Requirements In addition to the software requirements set forth in the PA, the following shall apply to this WOC:

· Basecamp. Use of ODOT provided Basecamp software is required for this Project.

· ARCGIS. Use to develop maps and shapefiles.

· Microsoft Teams or Zoom, or equivalent as approved by Agency

4. Professional Licenses, Registrations and Qualifications Transportation Engineer or Planner. Consultant shall identify a transportation engineer or planner (section G.2 Key Persons) to provide independent reviews of any technical calculations required for the Services and deliverables described in this SOW.

5. General Requirements

· Consultant Quality Plan (CQP) for Professional Services and Related Services- A CQP must be approved and on file with Agency before design and related Services may be provided under the WOC. The CQP must be consistent with requirements of Agency’s “Consultant Quality Plan Guidance” available on the Quality Plans and Guides webpage at: https://www.oregon.gov/odot/ProjectDel/Pages/Quality-Guides.aspx.

Consultant shall ensure quality assurance and quality control is performed in conformance with the approved CQP on all Services and deliverables provided under the WOC. Consultant shall submit an updated CQP for approval if there are changes to Consultant’s quality management processes or organizational structure from what is in the approved CQP during the term of the WOC.

· Endorsement of Data. Consultant shall place their official Oregon Registered Engineer seal and signature on all engineering design drawings and specifications furnished to ODOT, as well as any other materials specified in ORS 671.025, 671.379, 672.020(2), 672.025(2), 672.028(2) and 672.605, as applicable, that require such seal and signature.

· Electronic Documents, Digital Seal and Signature. If required under the WOC, Consultant shall use ODOT’s ProjectWise Network (see Exhibit L) for electronic submittal and receipt of files as necessary for the Project. All final documents identified in ORS 671.025, 671.379, 672.020(2), 672.025(2), 672.028(2) and 672.605, as applicable, must bear the digital seal and signature of the Oregon registered professional under whose supervision and control they were prepared. Documents must be submitted in the format specified in the WOC for each deliverable and must comply with OAR 804-030, OAR 806-010, OAR 809-050 and OAR 820-025 requirements, as applicable, for digital seal and signature capable of independent verification, final and draft documents, modifications to designs, and dual stamping of documents.

· State Owned Assets. All State-owned assets, if any, in Consultant’s possession must be promptly returned to Agency when the Services are complete, when the WOC is terminated, or when requested by Agency, whichever occurs first.

· Legal Services and Fees. If Consultant uses legal services to support the Consultant’s performance of any Services under this WOC, that is a decision within the Consultant’s discretion; however, no charges for Consultant legal counsel or for legal services shall be charged to Agency as a subconsultant cost or other cost and any such costs or charges shall be paid for by the Consultant at the Consultant’s sole expense and at no cost to the Agency.

C. REVIEW, COMMENT and SCHEDULE OVERVIEW

· Consultant shall coordinate with Agency staff, County staff, the Project Management Team (“PMT”), and Technical Advisory Committee (“TAC”) for reviews of deliverables as necessary and shall revise deliverables to incorporate review comments, as approved by Agency.

· Consultant shall return the revised deliverables to Agency staff, with Agency comments incorporated, within 10 business days of Consultant’s receipt of Agency’s comments, unless a different timeframe is specified for specific tasks or otherwise agreed to in writing by Agency.

· Consultants shall furnish supporting documentation, as applicable, for all assumptions, data, calculations, and results, including, but not limited to, spreadsheets and analysis software files.

D. FORMAT REQUIREMENTS

· Consultant shall submit draft deliverables in electronic format via email (and hard copy if requested).

· Consultant shall also submit all graphic files accompanying reports separately in .jpg or .tif formats unless specified differently by Agency.

· Each draft and final text-based or spreadsheet-based deliverable shall be provided in MS Office file formats (i.e., MS Word, Excel, etc.) and must be fully compatible with version used by Agency.

· All public documents (i.e., outreach materials and technical memorandums) must be digitally accessible as per state and federal ADA standards.

· Additional format requirements may be listed with specific tasks/deliverables in the SOW or in the PA.

E. TASKS, DELIVERABLES and SCHEDULE Unless the WOC is terminated or suspended, Consultant shall complete all tasks and provide all deliverables (collectively, the “Services”) included in this WOC and in accordance with the performance requirements and delivery schedules included in this WOC. For purposes of standardization, the task numbering in this SOW may be non-sequential. The delivery schedule is listed under each task. Unless otherwise stated in a specific task or deliverable, “up to” in this SOW will be as determined or approved by APM if the quantity requires less than the specified maximum to meet the Project need.

TASK 1: Project Management Consultant shall provide on-going project management and contract administration throughout the Project. Consultant shall lead, manage, and monitor the progress of Consultant’s work towards completion of the tasks described in this SOW.

Task 1.1 Project Administration – Establish Project Management Team and Project Protocols Consultant shall establish a Project Management Team (“PMT”) comprised of Consultant’s Project Manager (“PM”), a representative from Agency’s traffic team, APM, and 2 representatives from County. Consultant shall provide a PMT roster to APM in coordination with County for review and approval.

Consultant shall develop a Project protocols plan (the “Project Protocols”) that must describe the quality assurance (“QA”) /quality control (“QC”) process for all work products and deliverables for this SOW. Consultant shall perform QA/QC reviews before submittal of deliverables in conformance with the Project Protocols. Consultant shall review all Project deliverables with a final review conducted by Consultant’s PM. Consultant shall ensure all technical calculations are reviewed by Consultant’s transportation engineer or planner identified in section G.2 Key Persons prior to submittal to Agency for review.

Deliverables and Schedule:

Consultant shall submit:

· PMT roster to APM within 2 weeks of WOC NTP

· Draft Project Protocols to APM within 4 weeks of WOC NTP

· Final Project Protocols to APM within 1 week after receiving Agency comments

Task 1.2 Develop and Maintain Project Management Website Consultant shall use Agency-provided Basecamp software for use in developing a Project Management Website. Consultant shall maintain the Project Management Website throughout the Project. The Project Management Website must serve as the primary platform for Consultant’s submittals, reviews, tracking, and discussions regarding Project deliverables.

Deliverables and Schedule:

Consultant shall:

· Develop project management website on Basecamp platform due within 1 month of WOC NTP

· Provide ongoing maintenance and file management on Basecamp platform

Task 1.3 Project Kick-Off Meeting Consultant shall schedule, participate in, facilitate and lead 1 virtual kick-off meeting (the “Kick-Off Meeting”) to be conducted via Microsoft Teams (or other Agency-approved virtual software) for up to 1.5 hours with PMT and TAC members. Consultant shall develop an agenda and draft Project schedule for APM review and approval in advance of the Kick-Off Meeting. The Kick-Off Meeting must include review of Project scope, draft Project Schedule, and provide PMT and TAC members an opportunity to share major issues and priorities for the Project. Consultant shall prepare meeting summary notes which must include attendees list, discussion items, action items, and decision log for the meeting. Consultant shall prepare Project Schedule updates as requested by APM.

Deliverables and Schedule:

Consultant shall:

· Schedule Kick-Off Meeting to be held within 4 weeks of WOC NTP

· Submit agenda and draft Project Schedule to APM at least 5 business days before Kick-Off Meeting

· Submit final Project Schedule and Kick-Off Meeting summary notes to APM within 5 business days following the Kick-Off Meeting

· Submit Project Schedule updates as request by APM

Task 1.4 Prepare Project Branding Template for Deliverables Consultant shall develop draft and final Project branding, which includes a Project logo and style guide, to be used for all documents and deliverables (e.g., Technical Memorandums (“TM”), reports, PowerPoint presentations, etc.). The style guide must be reflective of the Rural Communities and the CTSP and include fonts and color selections for all documents prepared (e.g., TM, reports, and PowerPoint presentations, etc.).

Consultant shall submit draft Project branding to PMT for review and comment. Consultant shall address and incorporate PMT's comments, then deliver a final Project branding for Agency approval.

Deliverables and Schedule:

Consultant shall submit:

· Draft Project branding to PMT within 4 weeks of WOC NTP

· Final Project branding to APM within 6 weeks of WOC NTP

Task 1.5 Monthly PMT Calls Consultant shall schedule, participate in, facilitate and lead up to 20 monthly coordination calls with PMT. Monthly coordination calls must include updates on Project progress, solicit feedback from PMT, provide direction on upcoming deliverables, and discuss key Project milestones. Consultant shall prepare an agenda and provide meeting summary notes which must include attendees list, discussion items, action items, and decision log.

Deliverables and Schedule:

Consultant shall submit:

· Agendas to APM at least 3 business days before each PMT call

· Meeting summary notes to APM within 5 business days after each PMT call

Task 1.6 Prepare Monthly Progress Reports Consultant shall prepare monthly progress reports documenting the work completed and deliverables submitted by task for the reporting period. Consultant’s progress reports must identify schedule or budget issues and if there are pending issues that need resolution. Consultant shall submit monthly progress reports with Project invoices and must be included in the materials provided for PMT calls (Task 1.5).

Deliverables and Schedule:

Consultant shall submit:

· Monthly progress reports with invoices on the 20th of each month, and with agendas for each PMT call (Task 1.5)

TASK 2: Public Involvement Program Consultant shall establish a public involvement program to gain input through the duration of Project development at key milestones.

Task 2.1 PMT Meeting #1 Consultant shall schedule, participate in, facilitate and lead a PMT Meeting #1 (“PMT#1”) to be conducted via Microsoft Teams (or other Agency-approved virtual software) for up to 1.5 hours in length. Consultant shall prepare an agenda for PMT#1 which includes a proposed outline for the Public and Stakeholder Involvement Strategy (“PSIS”) (Task 2.2) to ensure the PSIS accurately addresses the needs of the Project. Consultant shall prepare the draft meeting summary notes (including action items and decision log) and distribute them to the PMT for review. Consultant shall prepare final meeting summary notes based on PMT edits and comments. Up to 3 members of Consultant team shall attend, as approved by APM.

Deliverables and Schedule:

Consultant shall:

· Schedule PMT#1 to be held within [TBD] business days after [TBD]

· Submit agenda to PMT at least 3 business days prior to PMT#1

· Submit draft meeting summary notes to PMT within 5 business days after PMT#1

· Submit final meeting summary notes to APM within 5 business days after receiving comments

Task 2.2 Public and Stakeholder Involvement Strategy (“PSIS”) – Technical Memorandum #1 Consultant shall develop a PSIS, with input from PMT, that includes, but is not limited to, strategies for key community contacts, advertising community events, distributing work products, methods to gather community input, community workshop format and Planning Commission/ Board of Commissioners work sessions. Consultant shall ensure the PSIS incorporates key messaging, key stakeholders, communications protocols, branding standards, and the content captured in the final PMT#1 meeting summary notes.

Consultant shall document the PSIS in TM #1 ("TM#1") for review and input from County and Agency. Consultant shall ensure PSIS guides the overall strategy for Project outreach and identifies specific strategies and outreach points for each of the Rural Communities.

Consultant shall complete an analysis to be included in TM#1 to identify underserved or under-represented populations in the Project Area. Consultant shall follow outreach and reporting protocols to meet Title VI provision requirements and to ensure full and fair participation by all potentially affected community members in the decision-making process, including the potential to participate in the Planning Advisory Committee (“PAC”), and other community outreach events. Project outreach strategies must include disabled, low-income, limited English proficiency, minority, or other underserved groups within the census area.

Consultant shall perform demographic analysis using U.S. Census data (at the smallest scale possible, e.g., Census Tract or Block Group) and input from the County and other service providers to identify translation services or ADA accommodations needs for the Project Area and responsible parties for completing tasks related to accommodating the needs. Consultant shall ensure the analysis and documentation is consistent with the ODOT Region 2 Guidelines for Addressing Title VI in Transportation Planning. Consultant shall ensure the PSIS clarifies roles and responsibilities for the County and Consultant staff as approved by Agency.

Consultant shall submit draft TM#1 to Agency and County for review and comments. Consultant shall address and incorporate comments and edits, then deliver a final TM#1 for Agency approval.

Deliverables and Schedule:

Consultant shall submit:

· Draft TM#1 to APM and County within 1 month following PMT#1

· Final TM#1 to APM within 1 week of receiving comments

Task 2.3 Interpretation Assistance Consultant shall provide a Spanish language interpreter to provide interpretation services for up to 3 community events. Consultant shall meet with interpreter in advance of meeting or event to review materials, purpose of outreach activity, talking points, and questions for the public, if applicable.

Deliverables and Schedule Consultant shall:

· Provide Interpretation services for community events as requested by APM

Task 2.4 Establish Planning Advisory Committee and Technical Advisory Committee Consultant shall coordinate with County and Agency to develop a Planning Advisory Committee ("PAC") and Technical Advisory Committee (“TAC”) roster. Consultant shall coordinate with County and Agency to obtain contact information for prospective PAC members. Consultant shall be responsible for contacting and inviting prospective PAC members to participate in the PAC. The PAC must consist of, but is not limited to, 1 representative from each of the following:

· Oregon Department of Forestry

· School District Representative

· Emergency service provider

· Transit service provider

· Oregon Department of Transportation

· Department of Land Conservation and Development

· Oregon Department of State Lands

· Bicycle/Pedestrian Interest Groups

· Tourist Industry Representatives

· Title VI / Transportation-disadvantaged representative

· Citizens-at-large

Consultant shall coordinate with County and Agency to obtain contact information for prospective TAC members. The TAC will consist of representatives from ODOT Region 2 Traffic, ODOT Region 2 Roadway, Planning, Transportation Planning Analysis Unit ("TPAU"), Active Transportation, and 4 County representatives to provide oversight and guidance on technical analyses' methodologies and results to maintain consistency between and within jurisdictions as well as maintain compliance with State and regional plans and regulations. As appropriate, members of the TAC will participate in PMT meetings and will serve as reviewers for the technical memoranda.

Deliverables and Schedule:

Consultant shall:

· Submit PAC and TAC rosters to APM within 5 weeks of PMT#1

Task 2.5 Targeted Outreach Consultant shall prepare a public handout documenting the Project process and information (“Fact Sheet”) and have it translated into Spanish for use in public outreach (“Focus Events”). Consultant shall provide a summary report of each Focus Event, including the method used, how many people were engaged or informed, feedback themes, and how the feedback may be considered.

Consultant shall conduct 3 Focus Events (on 2 separate days) to share Project information with communities in Clatsop County with underserved or under-represented populations. Consultant shall inform and invite Agency and County to each Focus Event. Consultant shall conduct Focus Events using any 2 of the following methods:

· Having a presence at the Sunset Empire Transportation District transit center or other major transit stops,

· Riding the bus to conduct intercept surveys,

· Meeting with a Hispanic/Latino community group or council to conduct interviews,

· Tabling at community events such as farmers markets or local festivals, or

· Meeting with social service providers serving low-income, limited English proficiency, or traditionally underserved populations.

Deliverables and Schedule:

Consultant shall:

· Conduct Focus Events as approved by APM (dates and times to be determined)

· Submit Fact Sheet to APM at least 5 business days prior to Focus Events

· Submit summary report for Focus Events to APM within 3 weeks following Focus Events

TASK 3: Background Plans and Policy Review Consultant shall conduct an overview of existing plans and policies related to the Project. Consultant shall focus on establishing the goals and objectives the CTSP should advance and select the appropriate metrics to evaluate policies and improvements. Consultant shall submit all technical documents to Agency’s traffic team and APM, for review and edits.

Task 3.1 Background Plan & Policy Review Consultant shall conduct a background plan and policy review to summarize the findings and analysis in TM #2 and TM #3. Consultant shall obtain from Agency and County, as applicable, plans and policies relevant to the Project and review other necessary background documents online. The review must include, but is not limited to, the following:

· Oregon Highway Plan (and subsequent amendments) (1999)

· Oregon Bicycle and Pedestrian Plan (2016)

· Oregon Public Transportation Plan (2018)

· Oregon State Rail Freight Plan (2014)

· Oregon Freight Plan (2017)

· Oregon Transportation Plan (2023)

· Transportation Planning Rules [Oregon Administrative Rules (“OAR”) 660-012-0000 to 660-012-0920]

· Statewide Transportation Improvement Program (“STIP”)

· Oregon Aviation Plan (2018)

· Oregon Transportation Safety Action Plan (2016)

· Statewide Transportation Strategy: A 2050 Vision for Greenhouse Gas Emissions Reduction (2013)

· ODOT Analysis Procedures Manual ( Last updated: 06/04/2024)

· ODOT Highway Design Manual

· Oregon TSP Guidelines (2020)

· Access Management Rules (OAR 734-051-1020 – 734-051-7010)

· Oregon Resilience Plan (2013)

· Clatsop County Transportation System Plan (2015)

· Clatsop County Comprehensive Plan Goal 12

· Transportation system plans and mobility elements for incorporated cities within Clatsop County (e.g., Astoria, Warrenton, Seaside, Cannon Beach, Gearhart)

· Clatsop County Comprehensive Plan and applicable Goal exception areas

· Local Capital Improvement Plans (“CIP”) for Clatsop County and incorporated cities

· Clatsop County Transportation Safety Action Plan or other local safety plans (if available)

· US 101 corridor plans and condition reports relevant to Clatsop County

· Oregon Coast Bike Route planning documents relevant to Clatsop County

· Oregon Coast Trail plans and mapping within Clatsop County

· Regional and local transit plans, including Sunset Empire Transportation District plans and service strategies

· Regional emergency management, evacuation, and seismic resiliency studies affecting Clatsop County’s transportation network

· The Sunset Empire Transportation District’s Long Range Comprehensive Transportation Plan (2019)Clatsop County Bicycle Plan (1993)

Deliverables and Schedule:

Consultant shall submit:

· Findings and analysis from background plan and policy review submitted with Task 3.2 and Task 3.3 deliverables, as applicable

Task 3.2 Plan review summary – Technical Memorandum #2 Consultant shall prepare a technical memorandum (“TM#2”) summarizing the plan review from the documents and other information reviewed under Task 3.1. TM#2 must include, but is not limited to, an overview of the regional plans and a separate appendix detailing the plans. Consultant shall highlight key Project improvement goals, policies, growth assumptions, and regulatory provisions from the documents listed under Task 3.1. Consultant shall use findings and relevancy statements to identify and distinguish regional issues as they relate to the goals identified from the review conducted under Task 3.1. Consultant shall identify how relevant documents relate specifically to the unique goals of the CTSP.

Consultant shall submit a draft TM#2 to PMT for review and comments. PMT edits and comments are anticipated to be complete within 2 weeks of receiving the draft TM#2. Consultant shall address and incorporate PMT's comments, then deliver a final TM#2 for Agency approval.

Deliverables and Schedule:

Consultant shall submit:

· Draft TM#2 to PMT within 7 weeks of Kick-Off Meeting

· Final TM#2 to APM within 1 week of receiving comments

Task 3.3 Regulatory Review – Technical Memorandum #3 Consultant shall prepare a technical memorandum (“TM#3”) summarizing the policy review from the documents and other information reviewed in Task 3.1 with specific policy and regulatory gaps identified as appropriate. Consultant shall review and identify policy and regulatory gaps in the County’s Comprehensive Plan and Development Codes that need to be updated to bring them into compliance with the Oregon Transportation Plan (“OTP”) and the Transportation Planning Rules (“TPR”) under OAR 660-012-0000 to 660-012-0920. Consultant shall review the policies anticipated to be included in the CTSP and ensure roadway classifications are compatible with both County and federal classifications and that policies exist to protect the function of roadway facilities and promote alternate modes of transportation (e.g., transit, bicycling and walking, etc.) and land uses. Consultant shall use findings from this review to develop implementing ordinances in Task 6.4.

Consultant shall submit a draft TM#3 to PMT for review and comments. PMT edits and comments are anticipated to be complete within 2 weeks of receiving the draft TM#3. Consultant shall address and incorporate PMT's comments, then deliver a final TM#3 for Agency approval.

Deliverables and Schedule:

Consultant shall submit:

· Draft TM#3 to PMT within 7 weeks of Kick-Off Meeting

· Final TM#2 to APM within 1 week of receiving comments

Task 3.4 PMT Meeting #2 Consultant shall schedule, participate in, facilitate and lead a PMT Meeting #2 (“PMT#2”) to present and review TM#2 and TM#3. PMT#2 must be conducted via Microsoft Teams (or other Agency-approved virtual software) for up to 1.5 hours in length. Consultant shall facilitate this meeting to allow the PMT and appropriate PAC and TAC members to provide feedback on the information documented in both TM#2 and TM#3. PMT#2 must include discussion around policies proposed to be included in the CTSP. Consultant shall prepare an agenda and draft meeting summary notes (including action items and decision log) and distribute them to PMT. Consultant shall prepare final meeting summary notes based on PMT edits and comments. Up to 3 members of Consultant team shall attend, as approved by APM.

Deliverables and Schedule:

Consultant shall:

· Schedule PMT#2 to be held within [TBD] business days after [TBD]

· Submit agenda to PMT at least 3 business days prior to PMT#2

· Submit draft meeting summary notes to PMT within 5 business days after PMT#2

· Submit final meeting summary notes to APM within [TBD] business days after receiving comments

Task 3.5 PAC Meeting #1 – Draft Goals and Objectives Consultant shall schedule, participate in, facilitate and lead a PAC Meeting #1 (“PAC#1”) to be conducted via Microsoft Teams (or other Agency-approved virtual software) for up to 1.5 hours in length. Consultant shall prepare an agenda which must include, but is not limited to, protocols for discussion, and an overview of TM#2 and TM#3 with a focus on goals and objectives from the perspective of PAC members. PAC#1 must include a group discussion on regional goals and policies, followed by break out discussions focused on the goals and objectives. Consultant shall prepare meeting summary notes which must include attendees list, discussion items, action items, and decision log for the meeting. Up to 3 members of Consultant team shall attend, as approved by APM.

Deliverables and Schedule:

Consultant shall:

· Schedule PAC#1 to be held within [TBD] business days after [TBD]

· Submit agenda to APM at least 3 business days prior to PAC#1

· Submit draft meeting summary notes to APM within 5 business days after PAC#1

· Submit final meeting summary notes to APM within 5 business days after receiving comments

Task 3.6 Goals, Objectives and Criteria – Technical Memorandum #4.

Consultant shall prepare a technical memorandum (TM#4) identifying goals, objectives and evaluation criteria that establish the framework for developing the CTSP. Consultant shall draft goals and objectives developed under this task based on TM#2 and TM#3 (Tasks 3.2 and 3.3) and incorporate discussions from PAC#1 and PMT#2. Consultant shall review and incorporate applicable of existing transportation goals and policies in the existing CTSP (2015) and Comprehensive Plan. Review of the existing goals and policies will also provide the basis for potential amendments to the goals and policies to be prepared as part of implementing ordinances in Task 6.4.

Consultant shall draft goals and objectives consistent with the TPR (OAR 660-012-0000 to 660-012-0920), County’s Comprehensive Plan and relevant ODOT transportation policies. Consultant shall include draft criteria that provides fair distribution of benefits and impacts of transportation projects and programs to reflect Title VI provision requirements and objectives.

Consultant shall submit a draft TM#4 to PMT for review and comments. PMT edits and comments are anticipated to be complete within 2 weeks of receiving draft TM#4. Consultant shall address and incorporate PMT's comments, then deliver a final TM#4 for Agency approval.

Deliverables and Schedule:

Consultant shall submit:

· Draft TM#4 to PMT within 3 weeks of PAC#1 and PMT#2

· Final TM#4 to APM within 1 week of receiving comments

TASK 4: Existing and Forecasted System Conditions Consultant's existing conditions analysis must focus on understanding the existing and future needs of the transportation system within Clatsop County and ODOT Region 2.

Task 4.1 Evaluate Existing Conditions – Technical Memorandum #5 Consultant shall prepare a technical memorandum (“TM#5”) summarizing the review, findings, and analysis conducted under this task. Consultant shall conduct an existing transportation system conditions analysis to determine existing conditions, problems, and deficiencies for all modes of travel within the Project Area. Traffic analysis must follow methods in the Highway Capacity Manual ("HCM") 7th edition published by the Transportation Research Board ("TRB") or as approved by Agency. All traffic analysis software programs used must follow HCM 7th edition procedures. Consultant shall compute signalized intersection volume‑to‑capacity (“v/c”) ratios using either documented manual HCM‑based methods or approved traffic analysis software, and TM#5 must identify the method used in the submittal. Consultant’s existing transportation system analysis methodology must be approved by ODOT Traffic and TPAU prior to any analysis within TM#5.

Consultant shall confirm the Project Area study intersections for traffic analysis with Agency and County at the Kick-Off Meeting (Task 1.3). Consultant shall collect 16-hour classification (light, medium and heavy trucks, bicycles and pedestrians) turn movement counts at up to 5 intersections. Consultant shall collect 3-hour classification (light, medium and heavy trucks, bicycles and pedestrians) turn movement counts at up to 10 intersections.

Consultant shall:

· Prior to beginning the existing conditions analysis, develop a methodology for developing traffic volume at identified Project Area locations which must be approved by Agency, prior to beginning the existing conditions analysis; TM#5 must include a review of available data sources and a methodology for adjusting available data as necessary to represent peak conditions within the Project Area.

· Evaluate count data and analyze Level of Service (“LOS”) and v/c ratio for 30th-highest hour conditions.

· Obtain access to the Regional Integrated Transportation Information System (“RITIS”) through Agency and pull data for use in further describing operational characteristics on major corridors by analyzing variations in travel speeds and travel times during peak and non-peak travel periods.

· Screen the street network for crash trends by analyzing the most recent 5 years of available and complete crash data for all arterial and collector roadways in Clatsop County; where applicable, analysis must include the following:

· Calculation of critical crash rates and excess proportion of specific crash types at all Project Area intersections as outlined in Chapter 4 of ODOT’s Analysis Procedures Manual;

· Identify the top 10% ODOT Safety Priority Index System (“SPIS”) sites; and

· The crash analysis at the top 10% SPIS locations must identify any crash patterns and suggest potential countermeasures.

· Review ODOT’s State Highway Crash Rate Tables and identify highway segments experiencing crash rates greater than the statewide average for similar facilities.

· Give special consideration to potential causes of problems at locations with high bicycle/pedestrian crash frequencies and locations that are identified as bicycle/pedestrian crash risk factors as defined in National Cooperative Highway Research Program (“NCHRP”) 893.

· Evaluate crash trends in Clatsop County to support low-cost systemic safety measures in Task 5.1 that could be considered to reduce fatal and serious injury crashes.

· Assess existing driveway and intersection spacing on the following highways by comparing an aerial photo inventory to access spacing standards and validate with a windshield survey or ODOT Digital Video Log as needed: US101, Hwy 101B, Hwy 30, Hwy 202, Hwy 103, Hwy104, and Hwy53 .

· Review funding revenue information provided by the County to determine the average transportation funding sources and expenditures over the past five years. Consultant’s analysis must identify both flexible and restricted funds and their usage. Expenditures must be converted to Base Year (2024) dollars.

· Review pedestrian facilities and volumes (collected as part of the traffic counts at Project Area intersections) to determine existing system gaps and key pedestrian volume locations.

· Analyze bicycle and pedestrian operations for all collector and arterial roadways in the Project Area with the Qualitative Assessment and the Bicycle Level of Traffic Stress/ Pedestrian Level of Traffic Stress (“BLTS/PLTS”) shown in ODOT’s Analysis Procedure Manual Version 2, Addendum G. Where data is unavailable to complete a BLTS/PLTS analysis, Consultant shall provide a qualitative assessment.

· Review established tsunami evacuation routes and congregation areas.

· Review the sufficiency ratings of the local bridges, tsunami inundation maps, and other relevant existing data.

· Determine the vulnerability of existing routes through mapping of existing flood and slide history, bridge/culvert conditions condition, and route redundancy.

· Review truck routes and identify truck percentages at Project Area intersections.

· Review heavy rail facilities and identify volume and schedule.

· Document pedestrian and bicycle deficiencies on collector and arterial roadways.

Consultant shall use an Oregon-registered professional engineer (civil or traffic) to perform or oversee all traffic analysis Services. Consultant shall obtain all required data license agreements.

Consultant shall document the results system conditions analysis in TM#5 in accordance with the ODOT approved transportation system analysis methodology and ODOT's Analysis Procedures Manual, Version 2.

Consultant shall incorporate the information listed below in TM#5, as available and provided by County, and incorporate into the draft CTSP (Task 6.3). The following information provided by County is anticipated to be complete within 1 month of WOC NTP:

· Tax lot parcels with County assessor’s data for unincorporated communities of Clatsop County

· Locations of schools, parks, libraries, and other key public areas

· Locations of key shopping areas and other key locations as identified by County staff

· Aerial Photography

· Parcel zoning

· Comprehensive Plan designations

· Street-view files for all County roadways

· Street centerlines

· Existing off-street trails

· Pavement Conditions

· Street, shoulder, and right-of-way widths (as available)

· Jurisdiction of roadways within the Project Area

· Roadway traffic volume and speed data (tube counts)

· Location of transit stops and routes

· Bridges (including conditions and restrictions)

· Rail lines, crossing locations, and crossing controls

· Air facilities

· Water facilities

· Goal 5 resources and setbacks

· Topography

· Lifeline routes

· Tourist Routes (i.e., Hwy26, Hwy30 and US101) and Congestion Points

· Tsunami evacuation routes and congregation areas

· Pipeline facilities

· Known configuration or maneuvering problems (County to provide, qualitative)

· Sidewalk presence and condition and buffer presence and type.

Consultant shall not conduct any new inventory in TM#5 other than the CTSP update of supplemental data noted below, and incorporate into the draft CTSP (Task 6.3):

· Road Inventory: For arterials and collectors within County (outside UGB), Consultant shall describe:

· functional classifications, designations, and important uses (e.g., freight routes);

· ODOT, County or city in jurisdiction;

· typical right-of-way widths, typical cross-sections, turn lane locations, and posted speeds;

· lane configurations and traffic controls at Project Area intersections;

· access densities along the following highways: US101, US101, Hwy 101B, Hwy 30, Hwy 202, Hwy 103, Hwy104, and Hwy53;

· pavement types and conditions (where data is made available by County and ODOT);

· bridge locations and conditions (where data is made available by County and ODOT); and

· intelligent transportation systems infrastructure.

· Public Transportation Inventory: Providers of public transportation routes, transit stops, service characteristics, use of services, transit policies, etc.

· Rail Inventory: For active rail lines, type of service, owner/operator of rail line, location of rail line and terminals, classification of the line (I, II, III), number of trains, daily/schedules, industries serviced and commodities handled, passengers served, track conditions, train speeds, crossing locations and controls.

· Bicycle/Pedestrian Inventory: Conditions, locations, and use of bicycle facilities and pedestrian facilities on arterial and collector roadways, including locations of marked crossing locations and wheelchair ramps at Project Area intersections, location and trip characteristics of major pedestrian generators, BLTS and PLTS, and consistency of facilities with federal and State standards.

· Marine Transportation Inventory: Navigable waterways, minimum channel depths, port locations, services provided and commodities transported.

· Aviation Inventory: Airport locations, ownership and classifications and types of aircraft served (including drones).

· Additional Inventories:

· Major truck freight routes;

· Major activity centers schools and surrounding infrastructure inventory that could focus on potential Safe Routes to Schools program; and

· Locations of underserved or under-represented populations (identified by Consultant in TM#1) and transportation facilities and services used by these populations.

Consultant shall submit draft TM#5 to Agency, County, and the appropriate TAC members for review and comments. Edits and comments from reviewers are anticipated to be complete within 2 weeks of receiving the draft TM#5. Consultant shall address and incorporate comments from reviewers, then submit a revised draft TM#5to APM for approval. Consultant shall address and incorporate comments from APM, if any, then deliver a final TM#5 stamped by an Oregon-registered Professional Engineer.

Agency will facilitate the request of Geographic Information Systems (“GIS”) data from Clatsop County as needed and provide access to Regional Integrated Transportation Information System (“RITIS”).

Deliverables and Schedule:

Consultant shall submit:

· Methodology for developing traffic volume to APM at least [TBD] before conducting traffic study analysis

· Draft TM#5 to Agency, County, and TAC members within 4 months after the Kick-Off Meeting

· Revised draft TM#5 to APM within 1 week of receiving comments

· Final stamped TM#5 to APM within 1 week of receiving comments from APM

Task 4.2 Future Traffic Forecast – Technical Memorandum #6 Consultant shall prepare a technical memorandum (“TM#6”) documenting the forecasting methods and results conducted under this task. Consultant shall submit forecasting methodology to TPAU and APM for approval prior to Consultant’s review and analysis conducted for TM#6. The analysis and findings in TM#6 must confirm the methods and assumptions of TM#5 and address the use of Enhanced Zonal Cumulative Analysis or Future Volumes Tables and pulls data from the Oregon Statewide Integrated Model ("SWIM"), in accordance with the Analysis Procedure Manual Version 2.

Consultant, as approved by Agency, shall coordinate with County staff to identify expected land development within the UGB and planned UGB expansion areas as identified in each city’s comprehensive plan. Consultant’s future forecasts must be consistent with the 20-year population projections from Clatsop County’s Economic Opportunities Analysis (“EOA”). Consultant shall develop a base year (2024) and future year (2045) land use forecast for residential, employment, and school uses in coordination with County staff for the transportation analysis zones. Population projections used for the 2045 land use inputs must be based on control totals prepared by Portland State University.

Consultant shall consider traffic growth from planned local development, along with expected through traffic growth on US 101 and other major state highways located within Clatsop County, based on ODOT Future Traffic Volume estimates. Growth rates must be developed based on either historical count data or forecasts developed for roadways with similar characteristics (e.g., traffic volume, land use, location). Other recent studies or tools may be utilized for traffic forecasting, as appropriate, including the EOA, the cities’ comprehensive plans, and the 2023 Clatsop County Analysis of the Fiscal Impacts of Tourism.

Consultant shall develop forecasted traffic volumes for average weekday AM, PM or midday peak hour conditions, as appropriate, as well as seasonal peak conditions to estimate 30th-highest hour volume conditions. These forecasting methods must reflect and maintain consistency with countywide and city population projections.

Consultant shall develop future year 2047 baseline motor vehicle volumes for Project Area intersections and post-process them using National Cooperative Highway Research Program Report 255 guidelines, as coordinated with ODOT’s TPAU. The future 20-year baseline scenario must include only those transportation improvements in County's adopted plans with committed funding sources.

Consultant shall document the forecasting methods and results in TM#6. Consultant shall submit draft TM#6 to Agency, TAC and County for review and comments. Consultant shall address and incorporate comments and edits, then deliver a final for Agency approval.

Deliverables and Schedule:

Consultant shall submit:

· Draft TM#6 to APM, TAC, and County within 4 weeks of submitting the final TM#5 (Task 4.1)

· Final TM#6 to APM within 1 week of receiving comments

Task 4.3 PMT Meeting #3 Consultant shall schedule, participate in, facilitate and lead a PMT Meeting #3 (“PMT#3”) with appropriate TAC members (as determined by APM) to review GIS mapping, results of existing conditions analysis (Task 4.1), and preliminary forecasting results (Task 4.2). Consultant shall prepare an agenda and draft meeting summary notes (including action items and decision log) and distribute them to the PMT.