Attachment_A_-_City_of_Tustin_SS4A_SOW.pdf

Attachment A

SCOPE OF WORK

INTRODUCTION

The City desires to engage a qualified professional consultant to prepare a Citywide Vision Zero Action Plan (VZAP). The City was awarded $280,000 in federal funding through the Safe Streets and Roads for All (SS4A) program Planning Grant, supplemented by local matching funds, to develop a comprehensive, data-driven strategy to reduce and ultimately eliminate roadway fatalities and serious injuries for all roadway users. The completed Plan will satisfy all requirements of the SS4A Comprehensive Safety Action Plan, establish a framework for prioritizing future safety improvements, and position the City to pursue future SS4A Implementation Grants and other transportation safety funding opportunities.

The consultant contract shall not exceed $300,000, inclusive of all labor, materials, travel, outreach activities, and reimbursable expenses necessary to complete the project.

MINIMUM QUALIFICATIONS

Only those consultants with verifiable experience as it relates to the services requested in this solicitation will be considered during the evaluation process. Consultant staff assigned to execute the scope of services must have relevant experience in providing the necessary services as described under the scope of services. All personnel assigned to the work shall possess appropriate certifications or registrations as required by state and local agencies.

The designated Project Manager (PM) and/or Deputy Project Manager (DPM) shall be a licensed Civil Engineer in the State of California or a certified Roadway Safety Professional (RSP1/RSP2) by the Transportation Professional Certification Board (TPCB).

SCOPE OF WORK

The Scope of Work is intended to be a general guide, but also may outline a complete list of all work to be performed as required of this RFP. Selected firms will report to, and operate under, the direction of the City of Tustin Public Works staff, to provide professional engineering services to the City. The Proposer shall perform the following tasks and key services as required herein of this RFP:

Task 1: Project Management, Coordination, & Administration

The City will work with the project team to finalize a work plan and schedule completion for the Vision Zero Action Plan (VZAP). Expectations for the project’s scope of work, goals, schedule, and communication channels will be established at the kick-off meeting.

Task 1 will also include all work related to project management: processing invoices, creating progress reports, and periodic check-ins. Bi-weekly virtual check-ins with the project team will be held to provide updates on work activities, deliverables, and upcoming engagements.

Task Deliverables:

• Project Team & City Staff Meetings.

• Each Meeting to include agenda, presentation materials, and meeting minutes.

• Monthly invoices and progress reports.

Task 2: Vision Zero Task Force

A core element of Vision Zero program is creating a Vision Zero Task Force to engage key stakeholders that represent different communities and interests. The development of a Vision Zero Task Force will ensure that the committee is responsible and accountable for the development, implementation, and monitoring phases of the Action Plan. These members will provide input on data collection methods, community meeting locations and topics, and proposed alternatives. At a minimum, the Task Force will meet bi-monthly to discuss project milestones, outreach strategies, and analyze collected data.

Task Force members include but not limited to Tustin Police Department, Tustin Unified School District, City’s Planning Commission members, key leaders from communities within Tustin, and Community-Based Organizations.

• Preparation, execution of, facilitation, and follow-up associated with Vision Zero Task Force Meetings during the Plan’s development (assumes an 18-month schedule)

Task 3: Existing Conditions / Data Collection

Task 3.1 – Collision and Contextual Database Development

The Consultant shall perform a systemic, data-driven assessment of collisions involving all road users throughout Tustin using collision data from the most recent five to ten years to establish a baseline level of crashes involving fatalities and serious injuries. Additionally, the Consultant shall conduct focused analyses within school influence areas to better understand safety conditions affecting students traveling to and from school.

Potential data sources will include, but not be limited to, collision data (GIS database format), contextual data such as roadway characteristics, speed data (e.g., posted speed limits, speed surveys, Transportation Information Mapping System (TIMS), historical traffic counts and AADT, other active transportation related data, hospital and health related data, and community concerns.

Consultant will review existing plans and programs as they relate to the transportation goals, visions, and efforts. Literature review will include, at a minimum:

• Census Tract data

• Tustin General Plan (Housing Element & Mobility Circulation)

• OCTA Long Range Transportation Plan (LRTP)

• OCTA OC Active Report

• Caltrans Sustainability Plans and Programs

• State of California Plans and Programs

Additionally, the Consultant shall also incorporate datasets that provide additional insights on underserved communities to capture equity considerations. Focus will be put on capturing areas that are low-income, and have a high percentage of minorities, seniors, lack of access to private vehicles, community centers, schools etc.

Task Deliverables

• Collision database in GIS format, enhanced with contextual data

• Maps and graphics visually summarizing findings from collision landscape analysis

Task 3.2 Location Mapping and Emphasis Area Identification

The Consultant shall develop a High Injury Network (HIN) map using the collision database from Task 3.1. The HIN map will identify locations for systemic issues as well as priority The HIN map will identify locations for systemic issues as well as priority locations due to history of severe collisions. The geospatial map will also highlight high risk locations, with input from public engagement and collaboration through Task 4. Building on the HIN map and collision landscape analysis, the Consultant will define collision profiles that describe primary factors leading to fatalities and severe injuries. The collision profiles will identify emphasis areas most relevant to the city and identify locations for systemic treatments.

Task Deliverables

• Multi-modal High Injury Network map

• Up to ten collision profiles that define key factors associated with fatal and severe injuries

Task 4: Public Outreach and Engagement

The Consultant will work with the project team to create a public outreach and engagement plan. The plan will include community engagement tools and events to be used throughout the development of VZAP. Events will be publicly noticed to ensure maximum attendance. Notices will be in English, Spanish, and any additional languages necessary to effectively communicate with and engage the targeted communities.

Additionally, the Consultant shall coordinate with Tustin Unified School District and selected schools to obtain input regarding student travel patterns, perceived safety concerns, and opportunities to improve conditions for walking and bicycling to school.

A priority of the Outreach and Engagement Plan will be to include a strategy to fully engage disadvantaged communities, including outreach in multiple languages and means to reach groups that may not participate in traditional planning events. The plan will also include strategies for engaging all project stakeholders. At a minimum, specific outreach methods shall include, and not be limited to:

1. A project-specific project webpage that includes interactive features to make the project engaging and easy to understand so as to encourage input;

2. Survey questions or announcements on municipal websites;

3. At least six (6) community workshops in various parts of the city with interpreters and child-friendly activities;

4. At least six (6) interactive pop-ups at community events such as farmers markets, street fairs, or neighborhood gatherings; and

5. Social media channels such as City’s website, Facebook, Twitter, and Nextdoor.

Community engagement is a key component of the overall process, ensuring that community stakeholders have ample opportunities to identify issues, influence outcomes, and participate in final recommendations. Educating community members on what it means to focus on eliminating severe injuries and fatalities on public roads within the city – why is this important, how can they be involved, etc. is also equally important.

The project is anticipated to include a minimum of six (6) workshops, with at least one conducted virtually and at least two (2) conducted in person within disadvantaged community areas. Proposers are encouraged to recommend additional workshops, as deemed necessary, to support meaningful stakeholder engagement and achieve the project objectives.

The Consultant will develop content for the city to include on a city-hosted VZAP website.

The VZAP city hosted website may include, but is not limited to, developing the action plans, priority intersection list, collision dashboard, traffic safety policies, ongoing safety projects, sample annual reports, strategies update, newsletter updates, etc. The city would be posting the VZAP content on a city website indefinitely.

The Consultant will incorporate findings from the outreach campaign into contextual database to help provide insights on priorities.

Task Deliverables:

• Outreach and Engagement Plan

• Project Website

• Surveys/Questionnaires

• PowerPoint presentations

• Website announcements

• Photos, outreach materials/handouts

• Pop-Ups/Workshops

Task 5: Analysis

Task 5.1 – Update Traffic Safety Policy and Establish Procedures/Standards

This task is for the project team to review the city’s state of the practice and policies regarding traffic safety including transportation planning, traffic engineering, traffic enforcement, traffic operations, and culture in order to make recommendations. The Consultant shall evaluate the City's existing policies, procedures, standards, and practices to identify opportunities to better integrate Vision Zero principles into routine decision-making.

The review shall include, but not be limited to:

• Development review practices, including driveway spacing, pedestrian and bicycle connectivity, internal circulation, frontage improvement requirements, and multimodal level of service considerations;

• Speed management policies and procedures, including implementation of Assembly Bill 43, speed survey practices, and traffic calming programs;

• Traffic operations practices, including signal timing policies, leading pedestrian intervals, protected turn phasing, and pedestrian crossing treatments;

• Capital improvement programming processes, including incorporation of Vision Zero screening criteria into project development and prioritization efforts; and

• Identification of policy gaps, implementation barriers, and opportunities to institutionalize the Safe System Approach across City departments.

• Inventory and assessment of existing traffic safety policies, programs, procedures, and development standards

• Review of development review practices related to multimodal safety

• Review of speed management policies and procedures

• Review of traffic operations practices affecting safety outcomes

• Recommendations for integrating Vision Zero principles into the Capital Improvement

Program development process

• Vision Zero Policy Action Matrix identifying recommended policy updates, responsible departments, implementation priorities, and estimated implementation timeframes

Task 5.2 – Socio-Economic Equity Data Analysis

The Consultant shall prepare equity analysis, in collaboration with appropriate partners, focused on initial equity impact assessments of the proposed projects and strategies, and population characteristics.

Task Deliverables:

• Develop maps, graphs, data sets, for citywide disadvantaged community designations for the purposes of evaluation with collision data profiles and preparation for future grant applications.

Task 5.3 – Identify Countermeasures and Project Opportunities

The Consultant will work closely with the city staff and Vision Zero Task Force to develop a set of criteria that will be utilized for prioritization of safety projects and strategies. The prioritization approach will integrate equity analysis to assess the impacts of proposed projects and strategies as well as give higher priority to underserved and disadvantaged areas.

The Consultant will identify a range of proven safety countermeasures and strategies.

Countermeasures will be tied to specific proposed safety projects and/or programs to address emphasis areas as well as high priority locations on HIN. The countermeasures, strategies, and project recommendations will reflect best practices, emerging technologies, and include engineering and non-engineering measures.

• Prioritization Method

• Countermeasures and Strategies Toolbox

• Proposed Projects, Programs and Strategies for Implementation

Task 5.4 – Prioritization Work Plan Development

The Consultant will develop a prioritized work plan using the prioritization method and criteria and the proposed projects, programs, and strategies for implementation identified in Task

5.3. The work plan will identify near-, mid-, and long-term recommended projects/strategies to advance those priorities towards implementation. The work plan will include responsible parties, key partners, and time frames for actions. It will also include high-level cost estimates and potential funding sources.

Task Deliverables:

• Prioritized Projects, Programs and Strategies

• Near-, Mid-, and Long- Term Implementation Actions

• Action Plan Funding Strategy

Task 5.5 - Conceptual Design, Cost Estimate, & Fact Sheets

The Consultant shall develop conceptual designs and grant-ready fact sheets for a minimum of ten projects to improve vehicular safety as well as pedestrian/bicyclist safety.

The project portfolio shall represent a variety of project types, scales, and implementation strategies to maximize the City's competitiveness for future federal, state, regional, and local funding opportunities. Field visits for these project sites are necessary to evaluate if/how countermeasures can be implemented to improve multi-modal safety.

Conceptual designs shall identify high-level engineering features such as topography, drainage, traffic, utilities, right of way, geotechnical data, and any other information required to ensure constructability. The conceptual designs will be provided to the city in .pdf and .dwg format. The concept shall be to a level of detail to determine an accurate cost estimate. The cost estimate shall be itemized and reflect anticipated cost escalations at project year build-out.

The Consultant shall also prepare a fact sheet for each project identified. The fact sheet shall have all relevant information to be “grant ready” for future implementation grants.

Details on the fact sheet include, but are not limited to, project location, mode focus, collision history, applicable countermeasures, anticipated implementation cost, potential funding sources, and preliminary benefit-cost information. The Consultant shall develop benefit-cost methodologies and supporting assumptions consistent with current FHWA and USDOT guidance applicable to safety grant programs. The Consultant shall develop preliminary benefit-cost methodologies and supporting assumptions consistent with current FHWA and USDOT guidance applicable to transportation safety funding programs.

For each conceptual project, the Consultant shall prepare a preliminary benefit-cost worksheet documenting the proposed countermeasures, estimated implementation cost, anticipated safety benefits, applicable crash modification factors (where available), key assumptions, and resulting benefit-cost estimate. The level of analysis shall be sufficient to support future implementation grant applications and project prioritization efforts. Final benefit-cost analyses may require refinement during subsequent project development phases.

Task Deliverables:

• Conceptual Design

• Cost Estimate

• Fact Sheet

• Preliminary Benefit-Cost Methodology Memorandum

• Benefit-Cost Assumptions Matrix

• Preliminary Benefit-Cost Worksheets for each conceptual project

Task 6 – Comprehensive Safety Action Plan Document

Task 6.1: Draft and Final Action Plan

The Consultant will prepare a Draft VAZP for the City Staff to review. The Consultant will incorporate the city’s comments as applicable and prepare a revised Draft VAZP for stakeholder and general public review. The plan will be in a format that is compatible for uploading to the city’s websites and used individually as needed. A request for public comments will be advertised through various media per each City’s requirements. The Consultant will gather feedback from all stakeholders and make appropriate revisions. The Final Plan will include next steps for environmental work, permitting, and engineering. The Consultant shall provide all GIS products developed as part of the project in a format compatible with the City's existing GIS platform. All GIS data, geodatabases, shapefiles, maps, metadata, and associated spatial datasets developed as part of this project shall become property of the City and shall be provided in editable formats. Deliverables shall include geodatabases, shapefiles, layer files, metadata documentation, and any custom symbology utilized in preparation of the Vision Zero Action Plan.

Task Deliverables:

• Internal Draft VZAP for City Staff’s review.

• Draft VZAP for Stakeholder and General Public review.

• Presentation at the VZAP Task meeting

• Compilation of Public Comments and Responses

• Final VAZP

Task 6.2: Council Review and Adoption:

The Final VZAP will be scheduled on the City Council’s agendas for final adoption. The Consultant will present the Final VZAP to the Tustin City Council for approval and adoption.

If any critical issues are raised, The Consultant will respond and resolve these issues.

Task Deliverables:

• Tustin City Council Meeting Presentation

• Final VZAP presentation materials

Task 6.3: Monitoring, Evaluation, and Reporting Framework

The Consultant shall develop a monitoring and evaluation framework to enable the City to track progress toward Vision Zero goals following adoption of the Action Plan. The Consultant shall prepare reporting templates, performance measures, data collection procedures, and recommendations regarding the frequency of future reporting.

Task Deliverables:

• Vision Zero Performance Measures Matrix;

• Data Governance and Update Procedures Memorandum

• One (1) sample Annual Vision Zero Progress Report utilizing available data to demonstrate the reporting format and methodology

• Vision Zero Dashboard recommendations and data structure

• Recommendations regarding the appropriate reporting frequency (annual or biennial)

All spatial data developed as part of this project shall become the property of the City.

GIS deliverables shall be provided in native editable formats compatible with the City's GIS platform, including associated metadata sufficient for future maintenance and updates by City staff.