Attachment B - Statement of Work.pdf

Resilient Lane Request for Proposals ATTACHMENT B – STATEMENT of WORK

A. PROJECT JUSTIFICATION and OVERVIEW of SERVICES

Project Overview

Lane Council of Governments (herein after referred to as “Agency”) received a Federal Highway Administration (FHWA) PROTECT program grant to implement Resilient Lane. Resilient Lane (herein after referred to as “Project”) will be a community-focused, data-driven planning effort to understand and address the surface transportation network’s vulnerability to hazards across Lane County. Agency will partner with Lane County on this 3-year planning effort. Project has 6 components, with community engagement integrated into each component:

1. Conduct an all-hazards, systems level Vulnerability Assessment of the surface transportation network

2. Plan for and designate Emergency Transportation Routes

3. Develop a Nature-Based Solutions Strategy

4. Establish a prioritized local Resilience Project List and bring top projects to 30% design

5. Create a Lane County specific Resilience Data Visualizer tool

6. Develop a coordinated Resilience Improvement Plan that covers both MPO and rural areas and meets Federal requirements

Consultant Support Need

Agency is seeking Consultant support with a primary focus on:

• Technical support for three of the six project components listed in “Project Overview”:

1. Vulnerability Assessment

2. Emergency Transportation Routes

3. Nature-Based Solutions Strategies

• Support for community and stakeholder engagement and translating complicated technical analysis and findings into community level and approachable language that will encourage meaningful engagement.

Project Management Team

The Project Management Team (PMT) will be composed of Agency and Lane County:

1. Agency is one of the oldest councils of governments in the nation, first organized in 1945.

Agency serves as a regional planning, coordination, program development, and service delivery organization in local communities across Lane County. Local issues often cross jurisdictional boundaries and can be most effectively addressed by communities working together within a regional forum. Agency is also the designated Metropolitan Planning Organization (MPO) for the Eugene, Springfield, and Coburg urban area. Central Lane MPO is a mid-sized MPO with a population of 275,251. Agency staff will contribute expertise in community engagement, hazards mitigation, transportation planning, Information Systems, and GIS analytics. Agency will be the Contract administrator.

2. Lane County covers approximately 4,722 square miles, extending from the Pacific Ocean in the west, through the Willamette Valley, to the Cascades Mountains in the east. Lane County has 12 incorporated cities and a population of 382,971. The County is predominantly rural. Around 70% of the population is centered within the MPO. Lane County’s population is estimated to grow 14% from 2020 to 2045. The transportation system in Lane County includes approximately 1,436 County maintained roadway miles, 429 public bridges, and a planned network of over 1,000 bike and pedestrian routes. Lane County will bring expertise in transportation, climate, and hazard mitigation planning;

public health; engineering; and GIS; and community engagement.

Agency’s role in the regional transportation planning landscape and history delivering large-scale, multi-jurisdictional projects position it as a skilled convener of diverse project partners, while the County’s expertise beyond transportation and role outside of the MPO boundary position it to provide support and facilitate partnerships. Agency and Lane County have a long and successful history of collaboration. Both agencies understand that surface transportation extends to, through, and from the MPO area throughout and beyond Lane County, providing critical access for residents, visitors, and commerce.

Community Engagement

Resilient Lane will include extensive community and stakeholder engagement with the intent of meaningfully engaging communities throughout Lane County in project development and decision-making. Project components (as scoped in the PROTECT grant application and listed in the “Project Overview” section above) will rely on qualitative input from a variety of community members, stakeholders, Tribes, and partners. Agency will use Resilient Lane grant funding to hire a community engagement coordinator to lead stakeholder engagement and ensure that relationships built throughout this process can be sustained to benefit the region beyond the scope of this Project.

Project Location

The Project area encompasses all of Lane County, with a sub-focus on the Central Lane MPO (see map). Lane County is located in western Oregon and is the State’s fourth most populous county.

The Central Lane MPO area is centrally located within the County along the I-5 corridor and includes the urban growth boundaries of the Cities of Eugene, Springfield, and Coburg as well as adjacent populated Lane County.

Project Need

Lane County spans 4,722 square miles from the Pacific Coast to the Willamette Valley to the crest of the Cascade Mountains. Several major rivers—including the McKenzie, Willamette, and Siuslaw—traverse the county, which has over 200 square river miles of floodplain. Approximately 50% to 55% of Lane County is Federal lands under several agencies.

The County’s varied physiography leaves it vulnerable to numerous hazards, including extreme weather, wildfires, flooding, landslides, volcanic eruptions, sea level rise, and the potential for a 9.0+ magnitude earthquake caused by the Cascadia Subduction Zone, which could cause a tsunami of up to 100 feet and five to seven minutes of severe shaking as far east as the I-5 corridor.

Many of Lane County’s roads feed into the State’s rural highway network which serves as the spine of the transportation system, providing critical connectivity to the MPO urban area. Furthermore, a significant number of the County’s roads provide lifeline connections for rural communities at greater risk of becoming isolated in a disaster. Loss of key accessways, coupled with the loss of power, significantly increases risks for communities living further from medical centers, emergency services, and sheltering locations. This unfortunately played out in a February 2019 snowstorm, which cut off several roadways and isolated communities for as much as a week.

Understanding the nature of these hazards, and the stresses they will put on the surface transportation system, is critical to improving community resilience within Lane County. Project will fill the need for a Lane County-wide, community informed, multi-modal, all-hazards analysis of transportation system vulnerabilities, development of Emergency Transportation Routes, and approach towards nature-based solutions. Project will move Lane County closer to being able to construct projects that address identified vulnerabilities by developing a prioritized project list with funding dedicated to bringing selected top projects to 30% design (not included in Consultant contract) and will also develop a data platform to provide community members and practitioners access to critical resilience data.

Agency has identified a need for Consultant support as identified and detailed in the “Consultant Support Need” and “Tasks, Deliverables and Schedule” sections of this RFP.

Project Coordination

The PMT will coordinate with a diverse group of interdisciplinary partners to help guide the work, ensure it aligns with other regional planning efforts, identify opportunities to leverage resources, and implement a sound technical approach balanced with broad community support and awareness. The PMT will convene and coordinate with three distinct advisory committees tailored to meet specific Project needs:

Advisory Group Purpose Duration Community Advisory Group

Representatives from community-based organizations and the communities throughout Lane County will play a critical role in guiding every Project phase.

Full Project

Jurisdiction Work Group

Jurisdictional partners will provide ongoing input to help inform development of Project work affecting their jurisdictions.

Full Project

Technical Resource Group

Technical experts will advise on key technical questions relating to natural hazards, critical assets, infrastructure, data, and technology.

One for each Project component

Advisory committee participants may represent agencies from local, State, and Federal levels as well as Federally recognized Tribes; local utilities; local businesses; regional academic institutions;

rural fire protection, water, and school districts; transit providers; economic development agencies; community-based organizations; and the community at large. Project partnerships are intended to establish long-term collaborative frameworks and processes to break down silos among disciplines and work across jurisdictional boundaries.

General Expectation

Consultant commits to provide, oversee, and direct Services herein to obtain the greatest long-term value for the government, and to promote prudent expenditure of public funds within the constraints of the Project, program, context, budget and cost-effective sustainability principles.

Consultant shall: (i) avoid expenditures for aesthetic effect which are disproportionate to the Project as a whole; (ii) use recycled/recyclable products to the maximum extent economically feasible in the performance of this Contract, and (iii) apprise Agency throughout Project concerning any issues or decisions with potential economic impact to the Project.

Agency Responsibilities

Agency will be responsible for Contract administration and Project management.

Acronyms and Definitions

APM – Agency Project Manager ETR – Emergency Transportation Route FHWA – Federal Highway Administration LCOG – Lane Council of Governments MPO – Metropolitan Planning Organization NBS – Nature-Based Solutions NTP – Notice to Proceed PMT – Project Management Team RTP – Regional Transportation Plan SOW – Statement of Work

B. STANDARDS and GENERAL REQUIREMENTS

1. Standards

RESERVE

2. Software and Format Requirements

Software standards and formats include but are not limited to the following:

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

• Consultant shall submit draft and final deliverables in electronic format via e-mail (and hard copy if requested).

• Consultant shall submit any graphic files accompanying reports separately in .jpg or .png formats unless specified differently by Agency.

• Consultant shall submit any geospatial files accompanying reports separately in ESRI shapefile or geodatabase unless specified differently by Agency.

Consultant's software shall produce deliverables that are fully compatible, readable and useable by Agency software, requiring no modification or translation of Consultant's deliverables. No loss of data integrity or accuracy shall result from any transfer of data.

Compressed data shall be in a "selfexpanding executable" format. Additional format requirements may be listed elsewhere in the Statement of Work or in the Contract.

3. Professional Licenses, Registrations, and Qualifications

Agency may require Consultant's Personnel to demonstrate a competency in the particular area/discipline to which they are assigned. This may include, but is not limited to, submittal of license number, resume, and work samples from previously completed projects.

4. RESERVED

5. RESERVED

6. Design Criteria and Project Assumptions/Conditions

Consultant shall consider the following specific Project needs and areas of interest identified by Agency and demonstrate the expertise needed to provide recommendations on how they may impact Project design and desired outcomes.

• Consultant shall ensure that Consultant team (including subconsultants as applicable) have adequate staffing capacity and technical expertise to lead this work throughout the duration of the Project. Consultant shall demonstrate Consultant team’s pre-existing knowledge of best practices in each Project task as described in Tasks 1through 5 of the Statement of Work in this RFP.

• Consultant may recommend alternative methods, tools, or approaches to vulnerability assessment, emergency transportation route designation, and nature-based solutions strategy as described in Tasks 3 through 5 of the Statement of Work in this RFP according to Consultant’s technical expertise. Consultant should provide sufficient detail in the proposal to justify the recommended modifications.

Agency may consider and either accept or reject Consultant’s recommendation.

• Consultant shall demonstrate expertise in communicating complex technical information to a diverse audience with varying levels of background technical knowledge, including the public, decisionmakers, local agency staff, and other technical experts.

• Consultant shall demonstrate commitment to working effectively and collaboratively in cross-cultural contexts in support of an inclusive and respectful environment. Consultant shall demonstrate ability to communicate effectively with Agency and partner staff, the general public, and decisionmakers using respect, tact, courtesy, and good judgment. Consultant shall describe any experience working in both urban and rural communities in Lane County or elsewhere.

• Consultant shall demonstrate ability to work with accuracy and attention to detail to meet deadlines.

• Consultant shall consider Agency’s desired long-term Project outcomes which will be measured in the data visualizer tool, including:

o Resilience improvement projects will be completed to strengthen transportation infrastructure to and through vulnerable communities o Disaster “islands” will shrink and disappear over time as they are connected by resilient infrastructure and emergency transportation routes o More projects incorporating nature-based solutions will be added to the map o Routes identified as vulnerable will disappear from the map, and those remaining will have redundancies

• Consultant shall give careful attention and thought to the unique political, geographic, social, and environmental context that may impact Project design, including, but not limited to, the Lane County specific context provided throughout this Statement of Work.

C. REVIEW, COMMENT and SCHEDULE OVERVIEW

• Consultant shall coordinate with Agency staff as necessary and shall revise draft deliverables to incorporate draft review comments.

• Consultant shall incorporate comments within 10 days from receipt by Agency and return the revised deliverables to Agency staff, unless a different timeframe is specified for specific tasks or otherwise agreed to in writing by Agency.

D. PROJECT COOPERATION

Consultant shall only be responsible for those obligations and deliverables identified as being assigned to Consultant (or its subconsultants) in the Contract and the Statement of Work. All work assigned to other entities, other than subconsultants, is not subject to this Contract, but shall be the subject of separate Intergovernmental Agreements or contracts which will contain the obligations of those entities. Any tasks or deliverables assigned to a subconsultant shall be construed as being the responsibility of Consultant. Any Consultant tasks or deliverables which are contingent upon receiving information, resources, assistance, or cooperation in any way from another entity (other than subconsultants) as described in this Statement of Work shall be subject to the following guidelines:

a. At the first indication of non-cooperation, Consultant shall provide written notice to Agency's Project Manager (APM) of the specific acts or inaction indicating non-cooperation and of any deliverables that may be delayed due to such lack of cooperation by other entities referenced in the Statement of Work.

b. APM shall contact the non-cooperative entity/s to discuss the matter and attempt to correct the problem and expedite items determined to be delaying Consultant/Project.

If Consultant has followed the notification process described in section "a", and delinquency or delay of any deliverable is found to be a result of the failure of other referenced entities to provide information, resources, assistance, or cooperation, as described in the Statement of Work, Consultant will not be found in breach or default with respect to delinquencies beyond any reasonable control of Consultant; nor shall Consultant be assessed or liable for any damages arising as a result of such delinquencies. Neither shall Agency be responsible or liable for any damages to Consultant as the result of such noncooperation by other entities. Agency's Contract Administrator will negotiate with Consultant in the best interest of the government, and may revise the delivery schedule to allow for delinquencies beyond any reasonable control of Consultant.

Revised delivery dates beyond the expiration date require an amendment to the Contract.

E. TASKS, DELIVERABLES and SCHEDULE

This section contains the Project tasks, deliverables, and schedule specific to this RFP. The Project contains 5 tasks:

Task Number Task Name Task 1 Project Management and Coordination Task 2 Stakeholder and Community Engagement Task 3 Vulnerability Assessment Task 4 Emergency Transportation Routes Task 5 Nature-Based Solutions

The tasks and deliverables are presented below with a summary of the task, its subtasks, Agency and Consultant roles, and Agency and Consultant deliverables.

Section “F. Contingency” contains tasks that may be executed based on budget and Project need.

TASK 1 - PROJECT MANAGEMENT AND COORDINATION

Consultant shall provide management and coordination of services under this SOW for delivery of tasks and deliverables according to the agreed upon schedule. Agency will administer the Contract. Consultant shall provide overall Project coordination with the PMT and day-to-day management of Project activities and deliverables.

1.1 Project Management and Coordination

Consultant shall:

• Schedule 1 Project kick-off meeting with PMT to meet the Project team, review the

Project scope of work, establish priorities, and establish Project management flow.

• Prepare a Project schedule. The Project schedule must include but is not limited to: all major authorized tasks as agreed upon by the APM and Consultant, subtasks needed to meet requirements of major tasks, Project team meetings, and milestones (type and date) specified in this SOW as required to complete all Services under this Contract.

Consultant shall maintain the Project schedule throughout the Contract and update it if milestone or deliverable due dates are modified.

• Coordinate with the APM as the main point of contact for coordination and management of Consultant Services under the Contract;

• Contact other Agency staff and regulatory agency staff as necessary throughout the Contract to gather information needed for the Project, Project site, regulations and guidance;

• Provide overall management, direction and coordination of Consultant staff (including subconsultants, if any), including any necessary internal Consultant staff meetings.

1.1 Consultant Deliverables and Schedule

Consultant shall provide:

• Schedule, agenda, and attendance for 1 kick-off meeting with PMT to be held within 14 calendar days after NTP. Meeting shall be 2 hours in duration.

• Ongoing coordination and communication as needed to appropriately manage the Services under this Contract.

• Draft Project schedule submitted within 7 calendar days before kick-off meeting.

Submit an electronic file format to the APM.

• Final Project schedule submitted within 7 calendar days after kick-off meeting.

Submit an electronic file format to APM.

• Updated Project Schedule throughout the Project, as necessary, via timeline agreed to by APM. Submit an electronic file format to APM.

• Regular communication with Agency as needed throughout Project.

• Monthly progress reports submitted with invoice submitted electronically to APM no later than the 20th calendar day of the month following the reporting period. Each progress report shall include but not be limited to:

o Include a summary of previous period’s activities and the planned activities for the upcoming period;

o Changes and reasons for any changes in schedule, work products, scope or team personnel;

o Identify percentage completed of each task, subtask, and deliverable;

o Reconcile the budget with the actual amount billed to date;

o Identify unresolved issues and concerns that may affect the SOW, schedule and/or budget for services.

1.2 Project Management Team Meetings

Consultant shall organize, prepare for, conduct, and attend PMT meetings to be held at an every other week frequency in Project years 1 and 2 and at a monthly frequency in Project year 3. Each PMT meeting shall be 1 hour in duration and held virtually with PMT, Consultant’s Project Manager, and other Consultant staff as necessitated by project status and need in attendance. Meeting content shall include, but is not limited to, Project status, work products and deliverables, schedules, budgets, technical documents, and any Project related issues. Consultant shall prepare the meeting agenda for each meeting with input from the Agency. Agency will prepare draft and final meeting notes to be distributed to PMT and all other meeting participants. For budgeting purposes, it is assumed that up to 2 Consultant staff shall attend each PMT meeting.

1.2 Consultant Deliverables and Schedule

For each meeting, Consultant shall:

• Submit meeting agenda electronically to APM and all other meeting participants 7 business days prior to meeting. Agenda topics shall include, but are not limited to:

o Tasks worked on and completed since the previous meeting o Tasks planned through the upcoming meeting o Any issues, challenges, or concerns encountered that may be a barrier to task completion o Options to address identified issues, challenges, or concerns encountered.

• Assume a total of 60 PMT meetings with a 1-hour duration for the purposes of this

RTP, with the following frequency:

o Every other week through Project years 1 and 2 o 1 meeting per month through Project year 3

• Attend regularly scheduled PMT meetings

TASK 2 - STAKEHOLDER AND COMMUNITY ENGAGEMENT

Stakeholder and community engagement will play a key role throughout all Project components.

Project advisory groups and the public will help define objectives, vet proposals, and provide critical on-the-ground knowledge to support decision-making. This engagement will be designed to ensure that Project outcomes reflect community values and priorities, incorporate knowledge from technical experts, and align with and leverage work at local jurisdictions.

Agency will develop Stakeholder Engagement Plans specific to each component and will lead stakeholder and community engagement. The Stakeholder Engagement Plans may:

• Define roles of Agency, Lane County, and Consultant in stakeholder engagement

• Define stakeholder engagement goals and desired outcomes

• Outline key messages for the component

• Describe the outreach methods and assign responsibility and deadlines

• Describe the number and types of engagements for both stakeholder groups and the public

• Establish a timeline for engagements

Agency will develop and maintain relationships with stakeholders and the community and will serve as the primary contact for all outreach and engagement efforts. Agency will manage stakeholder and community engagement efforts, logistics, summaries, and reporting. Consultant shall support Agency by translating complex technical material into approachable content that can be used to communicate with community members to ensure Project intent, process, value, and message is clear and relatable. Consultant shall attend engagements as the technical and content expert as described in Subtasks 2.1 and 2.2. Additional details specific to each Project component are described in Tasks 3 through 5.

2.1 Stakeholder Engagement Plans

Agency will develop Stakeholder Engagement Plans and lead planning and preparation for all community engagements according to the Stakeholder Engagement Plans.

Consultant shall review and provide comments on draft Stakeholder Engagement Plans for each component scoped in Tasks 3 through 5.

2.1 Consultant Deliverables and Schedule

Consultant shall:

• Review and provide feedback on 3 draft Stakeholder Engagement plans within 14 calendar days after receipt of each draft from Agency.

Agency will:

• Finalize Stakeholder Engagement plans within 7 calendar days after receipt of feedback from Consultant.

2.2 Stakeholder and Community Engagement Methods and Materials

Stakeholder and community engagement methods may include, but are not limited to:

• Project website

• In-person open houses

• Virtual open houses

• Tabling events

• Presentations to community groups

• Focus groups

• Surveys

• Presentations to public bodies, including but not limited to Agency policy board and

Lane County Board of Commissioners

• Quarterly meetings with 3 Project stakeholder advisory groups

For the purposes of this RFP, Consultant shall assume a budget of $45,000 to support stakeholder and community engagement methods. Agency will assign specific tasks in accordance with Stakeholder Engagement Plans. Consultant shall demonstrate expertise and capacity to support stakeholder and community engagement via the public engagement methods including, but not limited to, those listed in this Subtask.

Stakeholder and community engagement materials used to convey information and solicit feedback will depend on engagement method and may include, but are not limited to:

• Fact sheets

• Infographics

• Tabletop exercises

• Posters

• PowerPoint presentations

For the purposes of this RFP, Consultant shall assume responsibility for developing the following engagement materials:

• 1 fact sheet

• 1 infographic

• 1 poster

• 3 tabletop exercises

• 3 PowerPoint presentations presenting final reports for Tasks 3-5

2.2 Consultant Deliverables and Schedule

• For the purposes of this RFP, assume a budget of $45,000 to support stakeholder and community engagements as determined by Stakeholder Engagement Plans.

Consultant shall demonstrate expertise and capacity to support stakeholder and community engagement via the public engagement methods including, but not limited to, those listed in this Subtask.

• For the purposes of this RFP, assume development of engagement materials listed in type and quantity in this Subtask.

TASK 3 - VULNERABILITY ASSESSMENT

The network of County and City owned transportation facilities lacks a comprehensive vulnerability assessment. This work will fill a critical gap in the region’s understanding of hazard risk and will result in a system-wide assessment of the transportation network. The vulnerability assessment must take an all-hazards approach and consider the full multimodal transportation network.

This work will bring the region’s understanding of specific risks into focus at the local—road and milepost location—level. It will be a fundamental step toward subsequent Project components as it will provide a foundational understanding of the vulnerability of critical transportation assets in Lane County to facilitate future planning and help identify and prioritize adaptation options.

Agency will provide Project management oversight and manage relationships with stakeholders and the public. Consultant shall provide technical expertise for conducting an all-hazards, multimodal, system-level vulnerability assessment of the surface transportation network.

3.1 Stakeholder and Community Engagement

Agency will and Consultant shall conduct stakeholder and community engagement according to the Vulnerability Assessment Stakeholder Engagement Plan. Topics for stakeholder and community engagements for the vulnerability assessment may include, but are not limited to:

• Introduce and explain the vulnerability assessment and its value

• Gather input on vulnerability assessment objectives and scope

• Gather input into criticality assessment

• Gather feedback about adaptation options and collect suggestions for projects

• Ground truth vulnerability assessment results

3.1 Consultant Deliverables and Schedule

Consultant shall:

• Support stakeholder engagement as described in Consultant Deliverables and Schedules in Task 2.

3.2 Vulnerability Assessment Methodology

Consultant shall develop the methodology for performing the Vulnerability Assessment and shall document the methodology in Technical Memorandum #1: Vulnerability Assessment Methodology.

Consultant shall prepare Technical Memorandum #1: Vulnerability Assessment Methodology to include, at a minimum:

• Desired Outcomes: Document desired outcomes as determined by the PMT, stakeholder engagement, and Consultant.

• Best Practices: Document industry best practices in vulnerability assessment methodology, tools, and data.

• Local Context: Document local and statewide existing studies, plans, and programs relevant to the Project and identify opportunities for alignment, including but not limited to:

a. Central Lane MPO Regional Transportation Plan

b. Lane County Multi-Jurisdictional Natural Hazard Mitigation Plan

c. Lane County Climate Action Plan

d. Lane County Community Wildfire Protection Plan

e. Lane County Transportation System Plan and Bicycle Master Plan

f. Eugene Climate Action Plan

g. Lane County Community Resilience Hubs Project

h. University of Oregon Island Mapping Analysis

i. Oregon State University Coastal Lifelines work

j. Oregon Department of Transportation Climate Adaptation and Resilience

Roadmap

k. City of Eugene Stormwater Master Plan

• Hazards: Identify all hazards that impact transportation infrastructure across Lane County. Identify the subset of hazards most significant to the analysis and justify the recommendation using background and trends of the impact and area of influence of all hazards in Lane County. Hazards may include but are not limited to:

a. Cascadia Subduction Zone earthquake

b. Wildfire (including burn scar debris flows)

c. High intensity/short duration rainfall events (flooding, slope failure)

d. Temperature extremes

e. Drought

f. Landslides

g. Coastal hazards (sea level rise, storm surge, coastal cliff retreat, tsunami)

h. Winter Storms (extreme snowfall or ice)

i. Flooding

• Criticality Criteria: Identify relevant criteria to help assess the criticality of multimodal transportation infrastructure across Lane County as one lens through which to narrow the focus of the assessment. Criticality criteria may include, but are not limited to, the following:

a. Economic importance

b. Access to healthcare facilities

c. Emergency evacuation routes

d. Social connectivity

e. Cultural significance

f. Lack of redundancy

g. Multimodal linkages

h. Ability to serve communities that may be isolated in a disaster

• Method to Narrow Focus of Transportation Assets: Consultant shall propose one or more methods to narrow the focus to a subset of transportation assets across the county. Consultant shall recommend a preferred approach and justify the recommendation using background on desired outcomes, best practices, local context, and capacity and resources needed to complete each method).

• Methodology: Identify the methodology to conduct the vulnerability assessment based on desired outcomes, best practices, local context, and logistics.

• Transportation Infrastructure: Identify the specific transportation assets to be evaluated. Assets to be evaluated may include, but are not limited to, the following:

a. Pedestrian facilities

b. Bicycle facilities

c. Local roadways and associated infrastructure (roadways, bridges, slopes and embankments, retaining walls, guardrails, culverts and other drainage systems, utilities along roadway infrastructure, intersections)

d. Transit facilities

e. Rail lines

f. Airport

g. Transportation programs

h. Port

• Data: Identify best available data to be used for the assessment, building on work already completed and underway in the region and state. Data may include, but are not limited to:

a. Historical climate data

b. Future climate projections

c. Future sea level rise projections

d. Water resources (water quality, floodplain, surface water, etc.)

e. Historical drought data

f. Wildfire data

g. Geohazards (landslide, liquefaction, soils, earthquake)

h. Multimodal asset data (e.g. age, design life, elevation, performance condition, level of use, replacement cost, maintenance schedule, etc.)

i. Health and demographic indicators

j. Population and employment projections

• Summary geography: Establish geographic areas to categorize and summarize transportation assets based on alignment with existing data sources or peer best practices (e.g. Census block groups, watersheds, H3 hexagons, etc.)

• Tools: Identify existing tools and methodologies to be used for the assessment, aligning where possible with work already completed and underway in the region and state.

Consultant shall describe how the existing tools and methodologies will be used and any modifications that may be made to tailor the tools to the local context. Tools may include but are not limited to:

a. FHWA Vulnerability Assessment Scoring Tool (VAST)

b. FHWA Vulnerability Assessment and Adaptation Framework

c. FHWA Vulnerability, Consequences, and Adaptation Planning Scenarios

d. FHWA Guide to Assessing Criticality in Transportation Adaptation Planning

e. NOAA Coastal County Snapshots

f. Coastal Resilience Decision Support System

g. FEMA Hazus-MH

3.2 Consultant Deliverables and Schedule

Consultant shall:

• Prepare Draft Technical Memorandum #1: Vulnerability Assessment Methodology to contain, at a minimum, all elements listed in Subtask 3.2.

• Submit Draft Technical Memorandum #1: Vulnerability Assessment Methodology, due within 90 calendar days after NTP.

• Submit Final Technical Memorandum #1: Vulnerability Assessment Methodology incorporating feedback from Agency, due within 21 calendar days after receiving feedback from Agency.

3.3 Compile Data

Agency will compile the best available asset, climate, and natural hazard data needed to conduct the Vulnerability Assessment according to the methodology established in Technical Memorandum #1: Vulnerability Assessment Methodology.

3.3 Consultant Deliverables and Schedule

Consultant shall:

• Advise on best available data necessary to complete Vulnerability Assessment, including, but not limited to, asset, climate, and natural hazard data.

Agency will:

• Compile best available asset, climate, and natural hazards data.

• Share compiled asset, climate, and natural hazards data with Consultant within 30 calendar days after completion of Technical Memorandum #1: Vulnerability Assessment Methodology.

3.4 Conduct Vulnerability Assessment

Consultant shall conduct the vulnerability assessment in accordance with final Technical Memorandum #1: Vulnerability Assessment Methodology.

Consultant shall prepare Technical Memorandum #2: Vulnerability Assessment Results to include, at a minimum:

• Methodology – Summarize the methodology established in Technical Memorandum #1:

Vulnerability Assessment Methodology.

• Results – Document the results of the analysis, including, but not limited to, the following to convey results:

a. Maps

b. Tabular data

c. Summary statistics

d. Narrative

e. Identified vulnerabilities

f. Inventory of assessed transportation assets by established summary geography

• Stakeholder Group and Community Feedback: Describe stakeholder and community engagement and discuss how stakeholder group and community feedback influenced vulnerability assessment and results.

3.4 Consultant Deliverables and Schedule

Consultant shall:

• Prepare Draft Technical Memorandum #2: Vulnerability Assessment Results to contain, at a minimum, all elements listed in Subtask 3.4.

• Submit draft Technical Memorandum #2: Vulnerability Assessment Results to Agency, due within 90 days after final Technical Memorandum #1: Vulnerability Assessment Methodology.

• Submit final Technical Memorandum #2: Vulnerability Assessment Results, due within 21 days after receiving feedback from Agency.

3.5 Analyze Adaptation Options

Based on desired outcomes, best practices, and local context, Consultant shall describe context-and hazard-specific adaptation options and recommend preliminary projects to address vulnerabilities to specific transportation assets identified through the vulnerability assessment.

Consultant shall prepare Technical Memorandum #3: Adaptation Options to include, at a minimum:

• Vulnerability Assessment Results: Summarize the results from Technical Memorandum #2:

Vulnerability Assessment Results.

• Adaptation Options: Catalogue best practices in adaptation as they relate to transportation planning. Consultant shall recommend adaptation options for vulnerabilities identified in Technical Memorandum #2: Vulnerability Assessment Results as a resource for local transportation planners. Consultant shall provide context sensitive recommendations (for example, adaptation options appropriate for different geographic contexts, hazards, functional class). Adaptation options may include, but are not limited to, infrastructure improvements like seismic retrofits and drainage improvements, strategic asset relocation for highly vulnerable assets, nature-based solutions strategies like street trees, and operations and maintenance strategies like real-time monitoring and vegetation management.

• Project List: Identify specific projects to address vulnerabilities on specific transportation infrastructure identified in Technical Memorandum #2: Vulnerability Assessment Results.

Projects must include specific location, project extents, and project components.

• Stakeholder Group and Community Feedback: Describe stakeholder and community engagement and discuss how stakeholder group and community feedback influenced the adaptation options and preliminary projects.

3.5 Consultant Deliverables and Schedule

Consultant shall:

• Prepare draft Technical Memorandum #3: Adaptation Options to contain, at a minimum, all elements listed in Subtask 3.5.

• Submit draft Technical Memorandum #3: Adaptation Options within 30 calendar days after the completion of draft Technical Memorandum #2: Vulnerability Assessment Results

• Submit final Technical Memorandum #3: Adaptation Options incorporating feedback from Agency, due within 21 calendar days after receiving feedback from Agency.

3.6 Vulnerability Assessment Report

Consultant shall compile vulnerability assessment methodology, results, and adaptation options into Vulnerability Assessment Report. Consultant shall prepare Vulnerability Assessment Report to include, at a minimum:

• Methodology – Summarize the vulnerability assessment methodology as defined in Technical Memorandum #1: Vulnerability Assessment Methodology.

• Results – Summarize the vulnerability assessment results as defined in Technical Memorandum #2: Vulnerability Assessment Results.

• Adaptation Options – Summarize the adaptation options as defined in Technical Memorandum #3: Adaptation Options.

• Preliminary Projects – Prepare list of preliminary projects that address identified vulnerabilities from Technical Memorandum #3: Adaptation Options.

Stakeholder Group and Community Feedback: Describe stakeholder and community engagement and discuss how stakeholder group and community feedback influenced final outcomes.

3.6 Consultant Deliverables and Schedule

Consultant shall:

• Prepare draft Vulnerability Assessment Report list to contain, at a minimum, all elements listed in Subtask 3.6.

• Submit draft Vulnerability Assessment Report, due within 14 calendar days after the completion of final Technical Memorandum #3: Adaptation Options.

• Submit final Vulnerability Assessment Report, due within 21 calendar days after receiving feedback from Agency.

TASK 4 - EMERGENCY TRANSPORTATION ROUTES

ETRs are priority routes that facilitate lifesaving and life-sustaining response activities during an emergency. Establishing a set of multimodal ETRs is a key opportunity to enhance regional transportation resilience and contribute to security and emergency planning efforts led by emergency response and public safety agencies. Immediately following a disaster, ETRs will be targeted for rapid damage assessment and debris removal. In the long term, ETRs will play a key role in post-disaster recovery efforts. Designating ETRs will help prioritize investments to prepare critical transportation lifelines and reduce anticipated economic and social impacts. This local effort to establish ETRs will connect to the State’s statewide lifeline route framework.

Consultant shall provide technical expertise and engagement support in designating a countywide network of ETRs to facilitate immediate disaster response and long-term economic recovery activities within Lane County.

4.1 Stakeholder and Community Engagement

Agency will and Consultant shall conduct stakeholder and community engagement according to the ETR Stakeholder Engagement Plan. Topics for stakeholder and community engagements for the ETR component may include, but are not limited to:

• Introduce and explain the ETRs and their value

• Gather input on ETR component objectives and scope

• Gather input on ETR evaluation framework

• Gather input on ETR designation process

• Ground truth ETR evaluation results and encourage buy-in for ETR designation

4.1 Consultant Deliverables and Schedule

• Support stakeholder engagement as described in Consultant Deliverables and Schedules in Task 2.

4.2 ETR Evaluation Methodology

Consultant shall develop a methodology for evaluating and designating ETRs to facilitate immediate disaster response and long-term economic recovery activities within Lane County following a natural disaster. Consultant shall draw upon local and statewide assessments that have already been completed to ensure cohesion with other planning efforts.

Consultant shall prepare Technical Memorandum #4: ETR Evaluation Methodology to include, at a minimum:

• Desired Outcomes: Document desired outcomes discussed with PMT, stakeholder groups, and the public, including a definition of the purpose and function of ETRs at the state, regional, and local level.

• Best Practices: Catalogue best practices from similar efforts in other metropolitan regions and states. Include up to 5 other jurisdictions that have performed similar prioritization processes for emergency routes, including Portland Metro. Best practices shall include up to 2 examples featuring rural contexts.

• Local Context: Catalogue existing local, state, and federal studies, plans, and programs relevant to the ETR evaluation and designation methodology to understand the federal, state, regional, and local context for this project. Examples include, but are not limited to:

a. The Central Lane MPO Regional Transportation Plan (RTP)

b. Lane County Multi-Jurisdictional Natural Hazards Mitigation Plan

c. Lane County Community Wildfire Protection Plan

d. Lane County Transportation System Plan

e. University of Oregon Island Mapping Analysis

f. ODOT Oregon Resilience Plan

g. ODOT Bridge Condition Report

h. Regional Resiliency Assessment Program (RRAP) Resiliency Assessment: Oregon

Transportation System (2021)

• Demographics Analysis: Conduct countywide demographics analysis to identify communities most at risk of isolation in a disaster.

• Transportation Infrastructure: Identify types of transportation infrastructure and critical facilities that should be included. Consultant shall document known vulnerabilities of transportation infrastructure based on Final Vulnerability Assessment Report.

• Stakeholder Group and Public Feedback: Describe stakeholder and community engagement and discuss how stakeholder group and community feedback influenced methodology.

• Draft Evaluation Methodology: Recommend draft methodology for evaluating ETRs based on background research and stakeholder input including ETR evaluation criteria. Evaluation criteria may include, but are not limited to:

a. Connectivity and access (to statewide lifelines, community/neighborhood destinations, between local agencies and population centers, intermodal resources, transit hubs, critical facilities, Resilience Hubs, disaster “islands”)

b. Route resilience (incorporating results from the vulnerability assessment)

c. Route characteristics (such as ability to accommodate emergency vehicles)

d. Community profiles

e. Asset management ownership

• Designation Process: Develop a process for local agencies that perform transportation and emergency functions to ensure buy-in and acceptance of ETRs, including best practices for implementation.

4.2 Consultant Deliverables and Schedule

Consultant shall:

• Prepare Draft Technical Memorandum #4: ETR Evaluation Methodology to contain, at a minimum, all elements listed in Subtask 4.2.

• Submit Draft Technical Memorandum #4: ETR Evaluation Methodology, due within 30 calendar days after final Vulnerability Assessment Report.

• Submit final Technical Memorandum #4: ETR Evaluation Methodology, due within 21 calendar days after receiving feedback from Agency.

4.3 Compile Data

Consultant shall assess if additional data are needed beyond what has been compiled for Task 3:

Vulnerability Assessment. Relevant data may include, but are not limited to:

• ArcGIS data layers relevant to the existing transportation routes in each jurisdiction (city, county, regional and state partners), including:

a. State lifeline routes, sufficiency ratings, seismic evaluation of bridges

b. DOGAMI earthquake impact analysis and other relevant hazard data

c. Critical facilities mapped by local jurisdictions, including:

Hospitals and other facilities Police stations and fire stations Critical vehicle and equipment storage facilities Universities, schools, parks, and churches Government buildings Emergency Operations Centers (EOCs) Disaster debris management sites

d. Key transportation infrastructure within the study area and the hazard vulnerability rating determined by the vulnerability assessment, if applicable:

Roads and bridges (including roadway characteristics such as number of lanes, access control, and traffic volumes) Bicycle and pedestrian infrastructure Tunnels and culverts Regional transit routes and infrastructure (bus garages, transit stations/centers, transit maintenance sites) Regional freight routes Freight and passenger intermodal facilities Rail lines Airports Ports Regional active transportation network and crosswalks RTP projects

e. Urban reserves and future developable lands areas with estimated transportation infrastructure development as compared to the county hazard risk profile

4.3 Consultant Deliverables and Schedule

Consultant shall:

• Provide Agency a list of relevant data needed within 7 calendar days after Final Technical Memorandum #4: ETR Evaluation Methodology.

Agency will:

• Compile relevant ETR data.

• Share compiled ETR data with Consultant within 1 week after receipt of ETR data list.

4.4 Conduct ETR Evaluation and Designate ETRs

Consultant shall conduct the ETR evaluation in accordance with established methodology and evaluation criteria in Technical Memorandum #4: ETR Evaluation Methodology. Consultant shall prepare Technical Memorandum #5: ETR Evaluation Results and Designation to include, at a minimum:

• Methodology: Summarize the methodology established in Technical Memorandum #4: ETR Evaluation Methodology.

• Results: Document the results of the evaluation, including, but not limited to:

a. A minimum of 1 map per jurisdiction in Lane County and 1 countywide map in

ArcGIS and PDF format. The maps should reflect adjacencies and connections with Statewide Lifeline Routes.

b. Discussion of adjacencies and connections with Statewide Lifeline Routes

c. Reference table of designated ETRs by transportation facility owner

• Recommendations: Provide recommendations to operationalize and ensure functionality of established ETRs, including, at a minimum:

o Roles and responsibilities for transportation facility owners and local emergency management.

o Timing for future regional ETR updates and data management between all jurisdictions.

o Next steps for development of an MOU or other agreement.

o Future planning work, including refinements for consideration in future updates.

• Stakeholder Group and Community Feedback: Describe stakeholder and community engagement and discuss how stakeholder group and community feedback influenced ETR designation.

• List of Designated ETRs: Present finalized list of ETRs.

4.4 Consultant Deliverables and Schedule

Consultant shall:

• Prepare draft Technical Memorandum #5: ETR Evaluation Results and Designation to contain, at a minimum, all elements listed in Subtask 4.4.

• Submit draft Technical Memorandum #5: ETR Evaluation Results and Designation, due within 60 calendar days after the completion of final Technical Memorandum #4: ETR Evaluation Methodology.

• Submit final Technical Memorandum #5: ETR Evaluation Results and Designation, due within 21 calendar days after receiving feedback from Agency.

4.5 Preliminary ETR Project List

Consultant shall prepare a preliminary list of projects to strengthen and address vulnerabilities on identified ETRs. Consultant shall prepare draft Technical Memorandum #6: Preliminary ETR Project List to include, at a minimum:

• ETR Evaluation and Designation Results: Summarize results from Technical Memorandum #5: ETR Evaluation and Designation Results.

• Vulnerability Assessment: Summarize the vulnerability assessment results for the identified list of ETRs.

• Project List: Present list of projects that address identified vulnerabilities on ETRs.

Projects must include specific location, project extents, and project components.

Preliminary ETR projects may overlap with projects already identified in Subtask 3.5.

• Stakeholder Group and Public Feedback: Describe stakeholder engagement and a discussion of how stakeholder group and public feedback influenced project identification.

4.5 Consultant Deliverables and Schedule

• Prepare draft Technical Memorandum #6: Preliminary ETR Project List to contain, at a minimum, all elements listed in Subtask 4.5.

• Submit…