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HomeMy WebLinkAbout10 - Neighborhood Traffic Management ProgramCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 10 August 26, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Richard Edmonston, Transportation and Development Services Manager 949 - 644 -3311 redmonston@city.newport-beach.ca.us SUBJECT: NEWPORT HEIGHTS /CLIFF HAVEN NEIGHBORHOOD TRAFFIC MANAGEMENT PROGRAM — APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH KATZ, OKITSU & ASSOCIATES RECOMMENDATION: Approve a Professional Services Agreement with Katz, Okitsu & Associates of Tustin, CA, for preparing the Newport Heights /Cliff Haven Neighborhood Traffic Management Program (NTMP) at a contract price of $84,990 and authorize the Mayor and City Clerk to execute the Agreement. DISCUSSION: Three firms were invited to submit proposals to provide engineering services for the NTMP. Two firms responded to the City's request for proposals: • Katz, Okitsu & Associates • Willdan The proposals were independently reviewed to evaluate each firm's qualifications, past experience on similar projects, and availability before ranking Katz, Okitsu & Associates the highest. Upon selection, staff negotiated with Katz, Okitsu & Associates to provide the necessary scope of services for a fee of $84,990. This firm has completed engineering services competently and professionally on similar projects for other local agencies in Southern California. The scope of engineering professional services will include: Data collection — Staff has conducted traffic counts and speed studies on many of the streets within the study area which is bounded by Coast Highway, Newport Boulevard, 15'h and 16`h Streets, and Dover Drive. The consultant will conduct additional counts if determined to be necessary.. They will also conduct license SUBJECT: Newport Heights Neighborhood Traffic Management Program — Approval of Professional Services Agreement with Katz, Okitsu & Associates August 26. 2003 Page 2 plate surveys on approximately four streets to evaluate the extent of pass - through traffic. • Citizen workshops — Up to six workshops will be held with participation by area residents. These workshops will take place at key points throughout the project. • Vehicular and Pedestrian traffic analysis — The consultant will evaluate all the available data along with citizen input to determine the impact on neighborhood safety and reasonableness of traffic volumes. • Recommend mitigation measures — The consultant will prepare a prioritized list of recommended mitigation measures that could include signing, geometric changes, landscaped gateways as well as other methods that have proven to be effective in addressing neighborhood traffic concerns. • Final Report — A final report will be submitted detailing all the above components. The project is scheduled for completion and a presentation to the City Council in February, 2004. Funding Availability: Funds for this project are available in Account No. 7181- C5200407. Environmental Review: Not Applicable at this time. Submitted by: �RkWA� Richard Edmonston, P.E. Acting Public Works Director Attachment: Professional Services Agreement PROFESSIONAL SERVICES AGREEMENT FOR NEWPORT HEIGHTS /CLIFF HAVEN NEIGHBORHOOD TRAFFIC MANAGEMENT PROGRAM WITH KATZ, OKITSU & ASSOCIATES THIS AGREEMENT, entered into this day of 2003, by and between the City of Newport Beach , a Municipal Corporation (hereinafter referred to as "City "), and Katz, Okitsu & Associates, whose address is 17852 E. 17'' Street, Suite 102, Tustin, California, 92780 -2142, (hereinafter referred to as "Consultant'), is made with reference to the following: RECITALS A. City is a Municipal Corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City is planning to evaluate traffic problems in the Newport Heights and Cliff Haven Neighborhoods. C. City desires to engage Consultant to conduct an evaluation of traffic conditions in the areas and propose actions to address those traffic conditions that are deemed to be incompatible with the residential areas as outlined in the Scope of Services attached hereto as Exhibit "A" and upon the terms and conditions contained in this Agreement. D. The principal member of Consultant is for purpose of this Project is Rock Miller, P.E. -1- E. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to contract with Consultant under the terms and conditions provided in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the 1" day of September, 2003, and shall terminate on the 31st day of January, 2004, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the duties set forth in the Scope of Services, attached hereto as Exhibit "A" and incorporated herein by reference. 3. COMPENSATION TO CONSULTANT City shall pay Consultant for the services in accordance with the provisions of this Section and the scheduled billing rates set forth in Exhibit "B" attached hereto and incorporated herein by reference. No rate changes shall be made during the term of this Agreement without prior written approval of City. Consultant's compensation for all work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed the total contract price of Eighty-Four Thousand Nine Hundred Ninety Dollars ($84,990.). 3.1 Consultant shall maintain accounting records of its billings which includes the name of the employee, type of work performed, times and dates of all work which is -2- billed on an hourly basis and all approved incidental expenses including reproductions, computer printing, postage and mileage. 3.2 Consultant shall submit monthly progress invoices to City payable by City within thirty (30) days of receipt of invoice, subject to the approval of City. 3.3 Consultant shall not receive any compensation for extra work without prior written authorization of City. Any authorized compensation shall be paid in accordance with the schedule of the billing rates as set forth in Exhibit "B ". 3.4 City shall reimburse Consultant only for those costs or expenses which have been specifically approved in this Agreement, or specifically approved in advance by City. Such cost shall be limited and shall include nothing more than the following costs incurred by Consultant: A. The actual costs of subconsultants for performance of any of the services which Consultant agrees to render pursuant to this Agreement which have been approved in advance by City and awarded in accordance with the terms and conditions of this Agreement. B. Actual costs and /or other costs and /or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 3.5 Notwithstanding any other paragraph or provision of this Agreement, beginning on the effective date of this Agreement, City may withhold payment of ten percent (10 %) of each approved payment as approved retention until all services under this Agreement have been substantially completed. -3- 4. STANDARD OF CARE 4.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement and that it will perform all services in a manner commensurate with community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City nor have any contractual relationship with City. Consultant represents to City that it has or shall obtain all licenses, permits, qualifications and approvals required of its profession. Consultant further represents that it shall keep in effect all such licenses, permits and other approvals during the term of this Agreement. 4.2 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, acts of God, failure of City to furnish timely information or to promptly approve or disapprove Consultant's work, delay or faulty performance by City, contractors, or governmental agencies, or any other delays beyond Consultant's control. 5. INDEPENDENT PARTIES City retains Consultant on an independent contractor basis and Consultant is not an employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents to be the agents or employees of City. Consultant shall have the responsibility for and control over the details and means of performing the work provided that Consultant is in compliance ME with the terms of this Agreement. Anything in this Agreement which may appear to give City the right to direct Consultant as to the details of the performance of the services or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the services. 6. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator, and any other agencies which may have jurisdiction or interest in the work to be performed. City agrees to cooperate with Consultant on Project. 7. PROJECT MANAGER Consultant shall assign Project to a Project Manager, who shall coordinate all phases of Project. This Project Manager shall be available to City at all reasonable times during term of Project. Consultant has designated George Dore to be its Project Manager. Consultant shall not bill any personnel to Project other than those personnel identified in Exhibit "B ", whether or not considered to be key personnel, without City's prior written approval by name and specific hourly billing rate. Consultant shall not remove or reassign any personnel designated in this Section or assign any new or replacement person to Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants it will continuously furnish the necessary personnel to complete Project on a timely basis as contemplated by this Agreement. -5- 8. TIME OF PERFORMANCE Time is of the essence in the performance of the services under this Agreement and Consultant shall perform the services in accordance with the schedule specified below. The failure by Consultant to strictly adhere to the schedule may result in termination of this Agreement by City and assessment of damages against Consultant for delay. Notwithstanding the foregoing, Consultant shall not be responsible for delays, which are due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 8.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition, which purportedly causes a delay, but not later than the date upon which performance is due. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays, which are beyond Consultant's control. 8.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances by telephone, fax, hand delivery or mail. 9. CITY POLICY Consultant shall discuss and review all matters relating to policy and project direction with the Project Administrator in advance of all critical decision points in order to ensure that Project proceeds in a manner consistent with City goals and policies. In 10. CONFORMANCE TO APPLICABLE LAW REQUIREMENT All work prepared by Consultant shall conform to applicable city, county, state and federal law, regulations and permit requirements and be subject to approval of the Project Administrator and City Council. 11. PROGRESS Consultant is responsible to keep the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the work, activities performed and planned, and any meetings that have been scheduled or are desired. 12. HOLD HARMLESS Consultant shall indemnify, defend, save and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, allegations of liability, suits, costs and expenses for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, or any other claims arising from any and all negligent acts or omissions of Consultant, its employees, agents or subcontractors in the performance of services or work conducted or performed pursuant to this Agreement, excepting only the sole negligence or willful misconduct of City, its officers or employees, and shall include attorneys' fees and all other costs incurred in defending any such claim. Nothing in this indemnity shall be construed as authorizing any award of attorneys' fees in any action on or to enforce the terms of this Agreement. 13. INSURANCE Without limiting consultant's indemnification of City, and prior to commencement -7- of work, Consultant shall obtain and provide and maintain at its own expense during the term of this Agreement policy or policies of liability insurance of the type and amounts described below and satisfactory to City. Certification of all required policies shall be signed by a person authorized by that insurer to bind coverage on its behalf and must be filed with City prior to exercising any right or performing any work pursuant to this Agreement. Except for workers compensation and errors and omissions insurance, all insurance policies shall add City, its elected officials, officers, agents, representatives and employees as additional insureds for all liability arising from Consultant's services as described herein. All insurance policies shall be issued by an insurance company currently authorized by the Insurance commissioner to transact the business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) and Financial size Category Class VII (or larger) in accordance with the latest edition of Bests Key Rating guide: unless otherwise approved by the City Risk Manager. The following policies are required: A. Worker's compensation insurance, including a "Waiver of Subrogation" clause, covering all employees and principals of Consultant, per the laws of the State of California. B. Commercial general liability insurance original certificate and endorsement (which includes additional insured and primary and non- contributory wording, covering third party liability risks, including without limitation, contractual liability, in a minimum amount of $1 million combined single limit per occurrence for bodily injury, personal injury and property 5.1 damage. If commercial general liability insurance or other form with a general aggregate is used, either the general aggregate shall apply separately to this Project, or the general aggregate limit shall be twice the occurrence limit. C. Commercial auto liability and property insurance, including additional insured wording, covering any owned and rented vehicles of Consultant in a minimum amount of $1 million combined single limit per accident for bodily injury and property damage. D. Professional errors and omissions insurance, which covers the services, to be performed in connection with this Agreement in the minimum amount of Fifty Thousand Dollars ($50,000). Said policy or policies shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days' prior notice has been given in writing to City. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of Consultant's operation hereunder. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Consultant agrees that in the event of loss due to any of the perils for which it has agreed to provide comprehensive general and automotive liability insurance, Consultant shall look solely to its insurance for recovery. Consultant hereby grants to City, on behalf of any insurer providing workers compensation, comprehensive general, and automotive liability insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right of subrogation, which any such insurer of said Consultant ME may acquire against City by virtue of the payment of any loss under such insurance. 14. PROHIBITION AGAINST TRANSFERS Consultant shall not assign, sublease, hypothecate or transfer this Agreement or any of the services to be performed under this Agreement, directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without consent of City shall be null and void. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or co- tenant if Consultant is a partnership or joint- venture or syndicate or co- tenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership orjoint- venture. 15. OWNERSHIP OF DOCUMENTS Each and every report, draft, work product, map, record and other document reproduced, prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement shall be the exclusive property of City. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed documents for other projects and any use of incomplete documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than -10- Consultant is waived as against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. Consultant shall, at such time and in such forms as City may require, furnish reports concerning the status of services required under this Agreement. 16. CONFIDENTIALITY The information, which results from the services in this Agreement, is to be kept confidential unless City authorizes the release of information. 17. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of his responsibilities under this Agreement, City agrees to provide the following: A. City will provide access to and upon request of Consultant, provide one copy of all existing record information on file at City. Consultant shall be entitled to rely upon the accuracy of data information provided by City or others without independent review or evaluation. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide blueprinting, CADD plotting, copying and other services through City's reproduction company for each of the required submittals. Consultant will be required to coordinate the required submittals with City's reproduction company. All other reproduction will be the responsibility of Consultant and as defined above. C. City staff will provide usable life of facilities criteria and provide information -11- with regards to deficient facilities. D. City will prepare and provide to Consultant street base digital file in AutoCAD (DWG) compatible format. 18. ADMINISTRATION The Public Works Department will administer this Agreement. Tony Brine, P.E. shall be considered the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his/her authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 19. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit and make transcripts or copies of such records. Consultant shall allow inspection of all work, data, documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 20. WITHHOLDINGS City may withhold payment of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work as a result of such withholding, Consultant shall have an immediate right to appeal -12- to the City Manager or his designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of seven percent (7 %) per annum from the date of withholding of any amounts found to have been improperly withheld. 21. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the work accomplished by Consultant, the additional design, construction and /or a restoration expense shall be bome by Consultant. Nothing in this paragraph is intended to limit City's rights under any other sections of this Agreement. 22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other consultants in connection with Project. 23. CONFLICTS OF INTEREST A. Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. B. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for termination of this Agreement by City. Consultant shall indemnify and hold harmless 511011 City for any and all claims for damages resulting from Consultant's violation of this Section. 24. SUBCONSULTANT AND ASSIGNMENT Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred, contracted or subcontracted without prior written approval of City. 25. NOTICES Ali notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the third business day after the deposit thereof in the United States mail, postage prepaid, first class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Tony Brine, P.E. Public Works Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA, 92658 -8915 Phone: (949) 644 -3311 Fax: (949) 644 -3318 All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Attention: Rock Miller, P.E.. Katz, Okitsu & Associates 17852 E. 17`h Street, Suite 102 Tustin, CA 92780 -2142 Phone: (714) 573 -0137 Fax: (714) 573 -9534 MEN 26. TERMINATION In the event either part hereto fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) days, or if more than two (2) days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, the nondefaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 26.1 City shall have the option, at its sole discretion and without cause, of terminating this Agreement by giving seven (7) days' prior written notice to Consultant as provided herein. Upon termination of this Agreement, City shall pay to Consultant that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 27. COMPLIANCES Consultant shall comply with all laws, state or federal and all ordinances, rules and regulations enacted or issued by City. 28. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein whether of the same or a different character. -15- 29. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereon. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 30. OPINION OF COST Any opinion of the construction cost prepared by Consultant represents his /her judgment as a design professional and is supplied for the general guidance of City. Since Consultant has no control over the cost of labor and material, or over competitive bidding or market conditions, Consultant does not guarantee the accuracy of such opinions as compared to contractor bids or actual cost to City. 31. COMPUTER DELIVERABLES CADD data delivered to City shall include the professional stamp of the engineer or architect in responsible charge of the work. City agrees that Consultant shall not be liable for claims, liabilities or losses arising out of, or connected with (a) the modification or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of accuracy or readability of CADD data due to inappropriate storage conditions or duration; or (c) any use by City, or anyone authorized by City, of CADD data for additions to this Project, for the completion of this Project by others, or for any other project, excepting only such use as is authorized, in writing, by Consultant. By acceptance of CADD data, City agrees to indemnify Consultant for damages and liability resulting from the modification or misuse of such CADD data. -16- All original drawings shall be submitted to the City in the version of AutoCAD used by the City, in ".dwg" file format on a CD, and should comply with the City's digital submission requirements for Improvement Plans. The City will provide AutoCad file of City Title Sheets. All written documents shall be transmitted to the City in the City's latest adopted version of Microsoft Word and Excel. 32. PATENT INDEMNITY Consultant shall indemnify City, its agents, officers, representatives and employees against liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in Consultant's drawings and specifications provided under this Agreement. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: By: City Attorney ATTEST: By: City Clerk CITY OF NEWPORT BEACH A Municipal Corporation By: Steven Bromberg Mayor KATZ, OKITSU & ASSOCIATES Print Name: flusers\p1hMshared \agreements \y 03 -04 katz- okitsu- newport heights traffic- 082603.doc -17- IKatz., Okitsu & Associates O Trn(lic &16w,s mid Tmn5pcnmmn Plannns 9 3 - Project Approach This section outlines how we propose to accomplish our scope of services, including standard services, which describe the Katz, Okitsu & Associates teams' approach to providing the service deliverables described in the RFP. TASK 0 — PROJECT INITIATION / MANAGEMENT Project Initiation At the onset of the project, we will meet with City staff to discuss the project, to clearly define the proposed method of analysis, and finalize the project schedule. We will verify our approach and any additional specific study requirements prior to any data collection. We will also discuss current perceptions of parking issues with City staff to identify specific concerns and recommendations. At this kick -off meeting, it is anticipated that we will receive from the City the following items: :i Speed surveys and traffic volume counts :i Any electronic files of base maps or aerials for the study areas :j City code /ordinance parking requirements :i Future development projects /plans for which applications have been made. and other proposed developments of which the City is aware Project Alanagelnent The project will be managed through correspondence, meetings, Email; telephone calls and other management techniques utilized for study projects. The project will likely involve meetings with key City staff. Katz; Okitsu 4. Associates staff will be responsible for the meeting minutes and distribution of said minutes to all parties involved. TASK 1 — DATA COLLECTION Katz, Okitsu & Associates well understands that due to the scheduling of this RFP, the City will be collecting speed surveys and traffic volume counts prior to school letting out for the summer vacation. Even though the City is furnishing volume and speed data for the area, we propose to do supplementary counts in September when school starts up again to verily, counts taken at this time. We anticipate that approximately 40 one -day directional count.s and eight AM /PM peak hour turning movement counts will be needed. 7•.:IC.r l.-r rii, Cur aj i�Cl; '3cach ; 101: .- :ftchh a;J /ILiven A ; r;':',.,,:1 EXHIBIT „A„ "Katz, Okitsu & Associates Q Traffic Engiaem and Tran sporrarion Planners Katz, Okitsu & Associates will also conduct license plate surveys for approximately four (4) streets where through traffic problems must be quantified within the study area. TASK 2 — REVIEW AND DOCUMENT NEARBY PR OGRAMS Katz, Okitsu & Associates will review and document relevant information on neighborhood traffic management programs in nearby neighborhoods that may be relevant to this project. This includes activities nearby along 16" Street and other locations in the neighboring cities of Irvine and Costa Mesa that may have affected traffic conditions on roadways within the study area. The review will summarize nearby programs, their tools and measures, their local effectiveness, and any known effects such as diversion to study area roadways. TASK 3 — FACILITATE CITIZEN GROUP WORKSHOPS Katz, Okitsu & Associates senior staff will be responsible for facilitating and coordinating all NTMP Committee meetings /workshops, including prepare /provide meeting materials, displays, PowerPoint presentations, and neighborhood informational flyers (approximately 1,000 single -sided black text on white /colored paper tri- Folded for mailing per event). The NTMP is a community -based approach to addressing resident concerns and issues. It empowers residents with the knowledge and tools to help solve traffic related problems that specifically affect their neighborhood. Residents will be able to evaluate, develop and implement innovative solutions to create safer and livable local streets through the NTMP approach. Public outreach is an important part of this project. For the consultant team, it establishes a better understanding of each of the neighborhoods' specific issues so that the most effective program can be recommended. More importantly, residents become actively involved in the process, making it truly a community based program that will result in successful NTMP projects. The public outreach process involves citizen participation, up to six (6) general community workshops, and follow -up City Council meetings. Workshops create an open forum to gather residents' opinions and ideas about traffic concerns as well as an opportunity to explain to residents a variety of innovative solutions. Public hearings are an opportunity to present the recommended NTMP and receive final comments from the community. We anticipate between 3 and 6 general community workshops will be held. These meetings will schedule accordingly beginning, during, and at the end of the project. The first set of workshops R eparcd for the Cul- of Newport Bcach REVISED Proposal fcr Neugrrt Heights., Cliff Hanat 1'T.AiP Pr,'inr Nor Katz, Okitsu & Associates [/(O Tin(iit En . gm,,, and Transr'nnanmr Plan. will be used for identification of study issues and to build a relationship between the Community and the Consultant team. The second set will focus upon development of a traffic control plan that is tailored to each community with participation by residents concerns. The final set will be a presentation of the draft NTMP and an open discussion to listen to the residents. All neighborhood participants will be invited to attend all workshops, however it may be advisable to form and work with an advisory committee of residents who are most closely involved in the project. Katz, Okitsu & Associates senior staff will work with the City to organize the logistics of the workshop, set the agenda, facilitate the workshop, prepare minutes and follow up with ongoing tasks for each of the workshops. Information about the general workshops will be disseminated through press releases, mailings, Oyer postings, e -mail and website, as appropriate. TASK 4 — TRAFFICANALVSIS Katz, Okitsu & Associates will analyze the traffic conditions in the Newport Heights /Cliff Haven neighborhoods. The issues below will be addressed in the subsequent draft traffic report: :i 24 -hour traffic counts with speed classifications o Count locations will be taken at known trouble spots within the community The volume, hours, and routes of cut - through traffic should be determined through appropriate methods of data collection Zi The problematic locations, as revealed through the first citizen workshop, shall be studied for their impact on neighborhood traffic conditions. Each of the above will be analyzed for their effect on neighborhood safety and traffic levels. TASK 5 — PEDESTRIAN MOVEMENTANALYSIS Katz; Okitsu °x Associates will analyze the pedestrian traffic on streets near Newport Heights Elementary School, Ensign Intermediate School, Newport Harbor High School, and various parks in the neighborhood. Frequent or desirable pedestrian movement locations will be determined based on preliminary surveys, with a focus upon uncontrolled crossing locations. Measures that will facilitate or enhance pedestrian Prei,,✓ca iar ;ill Cry cj _,^:1; Katz, Okitsu & Associates Traffic Engineers anti Traaspormtion Planners flow or safety will be identified. Pedestrian counts will be provided at locations where the amount of use may affect recommendations. TASK 6 — GEOMETRICSANALYSIS Katz, Okitsu & Associates will conduct a complete assessment of traffic control, parking regulations, and roadway geometrics, which will be analyzed for their effect on traffic movements. Roadway geometrics include: ❑ Street widths Zi Curb radii ❑ Other physical street design features ❑ landscaping issues The above will be examined for any possible improvements that may improve traffic conditions in the Newport Heights /Cliff Haven neighborhoods. TASK 7 — DEVELOP RECOMMENDED MITICATIONMFASURES After analyzing existing traffic and pedestrian conditions in the Newport Heights /Cliff Haven neighborhoods, Katz, Okitsu & Associates and a group of neighborhood participants shall work together to recommend mitigation measures to improve traffic safety. Mitigation measures shall be recommended for all aspects analyzed. Katz, Okitsu & Associates has specific experience in designing and laying out mitigation measures and making recommendations for various neighborhoods /associations. All of the measures affect the various problems and traffic issues that residents are concerned about, such as: ❑ Speeding ❑ Traffic Volumes ❑ Pedestrian /Bicyclist Safety ❑ Reducing Vehicle Collisions Katz; Okitsu & Associates will prepare conceptual landscape design treatments for the various and applicable traffic calming techniques. Some measures readily lend themselves to landscaping and /or gateway treatments as shown in these two photos (on the right). P:gparet fr.! dre Ci:i: of.!";nvhon Bcach REIVISEJPmIr:Sailo ,\!: ugonH66is /Cliff11avtvAT97PProim AIIQf>: i9, �I Katz, Okitsu & Associates T affir Euginmrs aaG Traus;mnanea Planners 4ssumptions If Katz; Okitsu & Associates recommends any temporary measures for testing, they will be installed during a school break (spring/summer). The City Council will consider the implementation of any recommended temporary traffic calming efforts. Subsequent to the installation of any temporary traffic calming measures, the impact of these measures will need to be evaluated. Temporary traffic calming measures are to remain in place for a test period of no more than six months. TASK 8 — REPORT PREPARATION At the conclusion of the test period, Katz, Okitsu & Associates will submit a Draft Report for review by City staff. After initial review, we will be available to discuss the analysis and recommendations. The draft report will summarize the study methodology, analysis, findings, conclusions, and recommendations. The study will include maps, tables, and graphics as needed. The report will also prioritize the recommendations according to their benefit to the Newport Heights /Cliff Haven community as well as provide conceptual drawings of the recommendations. After all comments have been received, a Final Report will be submitted for review by City staff. All word processing, spreadsheet, and graphic files will also be provided to the City for future use. Katz, Okitsu & Associates will submit the necessary number of copies of the draft and final report. It is assumed that approximately three copies of the draft report and 25 copies of the final report will be required. TASK J — PROJECT SUPPORT Ratz, Okitsu & Associates will be available for up to six neighborhood meetings (as discussed in Task 3), two meetings with City staff, and two City Council meetings (as discussed in Task 10). These meetings are necessary to develop, implement, and authorize any recommended final traffic calming measures. TASK 40 — PRESENTATION TO CITI' COUNCIL Study sessions will be held with City staff and the City Council. There will be opportunities to present recommendations as well as provide a summary of the public outreach. Katz, Okitsu S° Associates team or members of the team will attend the City Council Meetings. It is anticipated that there will be a total of four meetings or study sessions scheduled. riie C1 a,' :v <tr, ru 3"i-" h RL!75ED Pror..c,il "Katz, Okitsu & Associates Trafti, Engineers and Rnnsp.,, on Flo ,;,rs Billing Rate Summary Tusm OFFICE Effective August 1, 2002 Classification Rate Expert Witness Testimony $220 /hour Firm Principal $140 /hour Senior Transportation Engineer / Designer $130 /hour Senior Planner $125 /hour Senior Signal Timing Analyst $100 /hour Associate Engineer $95 /hour Associate Designer / Planner $90 /hour Assistant Transportation Engineer/ Planner $80 /hour Junior Planner / Engineer $65 /hour Draftsman (ink) $75 /hour CAD Technician $55 /hour Administrative Assistant $45 /hour Messenger /Intern $35 /hour General Provisions Telephone, equipment, and fax are normally included in above hourly costs. Direct expenses including mileage, printing, blueprinting, commercial CAD plotting, subconsultant expense, issuance of specially endorsed insurance certificate, and direct costs, are billed at cost plus 5% unless stated otherwise in the proposal. Public meetings and public hearings are normally excluded from any proposal. but will be billed as extra work at the rates above. There is a four -hour minimum for nighttime public hearings. Expert witness testimony in court or at depositions shall include round trip travel door -to -door. Annual adjustments in these fees of approximately 5% will be request for each 12 -month period following authorization. If the governing Agency prefers a constant hourly cost for a multi -year contract, a 10% increase from the fees indicated above will be requested. 1 ;ssz E. Seventeenth sr, eat. s„i,c1m_ EXHIBIT "B" Tustin, California 9'780 -'141 Tel. (1774) 573 -031; * Faz: ('714; j 7?4594 * ii �iv.katrokitsu. can,