HomeMy WebLinkAboutCC Resolution 11081 (SRTS Program; Nelson/Nygaard)RESOLUTION NO. 11081
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL SELECTING THE FIRM OF NELSON\NYGAARD
CONSULTING ASSOCIATES TO CONDUCT THE SAFE ROUTES
TO SCHOOL PROGRAM IN MARIN COUNTY AND
AUTHORIZATION FOR THE MAYOR TO SIGN A
PROFESSIONAL SERVICES AGREEMENT
BE IT RESOLVED by the Council of the City of San Rafael as follows:
WHEREAS, the City of San Rafael has received a STIP grant from the
State of California in the amount of $310,000 to conduct a cowitywide Safe Routes to
School program; and
WHEREAS, State grant protocols require that certain measures be taken to
select an appropriate consultant; and
WHEREAS, the State is satisfied that the City has complied with its
requirements and approves the consultant recommended by City Staff; and
WHEREAS, City staff recommends the firm of Nelson\Nygaard.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of
San Rafael that the firm of Nelson\Nygaard Consulting Associates is selected to manage
the Safe Routes to School program in Marin County.
RESOLVED, FURTHER that the Council does hereby authorize the
Mayor to sign a professional services agreement in a form to be approved by the City
Attorney.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify that
the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of
the Council of said City on the 6th day of May, 2002, by the following vote, to wit:
AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips and Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
JEA(D NE M. LEONCINI, City Clerk
File No.: 18.10.10
AGREEMENT
FOR PROFESSIONAL SERVICES
FOR A SAFE ROUTES TO SCHOOL EDUCATIONAL PROGRAM
This Agreement is made and entered into this 4th day of June, 2002, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and Nelson/Nygaard and Associates (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, the CITY has determined that consulting services are required to conduct a
countywide safe routes to school educational program; and
WHEREAS, the CONTRACTOR has offered to render certain specialized professional
services in connection with this Project.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. DEFINITIONS.
2. PROJECT COORDINATION
A. CITY. The City Manager shall be the representative of the CITY for all
purposes under this Agreement. The City Engineer is hereby designated the PROJECT MANAGER for
the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of
this Agreement.
B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for
CONTRACTOR. Bonnie Nelson is hereby designated as the PROJECT DIRECTOR for
CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement
require a substitute PROJECT DIRECTOR for any reason, the CONTRACTOR shall notify the CITY
within ten (10) business days of the substitution.
3. DUTIES OF CONTRACTOR
CONTRACTOR shall perform the duties and/or provide services as outlined in
the Proposal from CONTRACTOR dated February 5, 2002, marked Exhibit "A", attached hereto, and
incorporated herein by this reference. The CONTRACTOR agrees to be available and perform the work
specified in this agreement in the time frame as specified and as shown in Exhibit "A".
4. DUTIES OF THE CITY
CITY shall perform the duties as described in Exhibit "A" attached hereto and
incorporated herein.
5. COMPENSATION
For the full performance of the services described herein by CONTRACTOR,
CITY shall pay CONTRACTOR on a time and materials basis for services rendered in accordance with
the rates shown on the current fee schedule as described in Exhibit "A" attached and incorporated herein.
The total payment made for any individual work task will not exceed the amounts shown on the Proposal
Budget, set out in Exhibit "A".
Payment will be made monthly upon receipt by PROJECT MANAGER of
itemized invoices submitted by CONTRACTOR.
is complete.
6. TERM OF AGREEMENT
The term of this Agreement shall be from the date of execution until the Project
7. TERMINATION
A. Discretionary. Either party may terminate this Agreement without cause
upon thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon ten
(10) days written notice mailed or personally delivered to the other party, and the notified party's failure
to cure or correct the cause of the termination notice, to the reasonable satisfaction of the party giving
such notice, within thirty (30) days of the receipt of said notice.
C. Effect of Termination. Upon receipt of notice of termination, neither
party shall incur additional obligations under any provision of this Agreement without the prior written
consent of the other.
D. Return of Documents. Upon termination, any and all CITY documents
or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY
as soon as possible, but not later than thirty (30) days after termination.
Agreement • 2
8. OWNERSHIP OF DOCUMENTS
The written documents and materials prepared by the CONTRACTOR in
connection with the performance of its duties under this Agreement, shall be the sole property of CITY.
CITY may use said property for any purpose, including projects not contemplated by this Agreement.
9. INSPECTION AND AUDIT
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its
agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in
connection with its performance of its duties under this Agreement. CONTRACTOR shall fully
cooperate with CITY or its agent in any such audit or inspection.
10. ASSIGNABILTY
The parties agree that they shall not assign or transfer any interest in this
Agreement nor the performance of any of their respective obligations hereunder, without the prior written
consent of the other party, and any attempt to so assign this Agreement or any rights, duties or
obligations arising hereunder shall be void and of no effect.
11. INSURANCE
A. During the term of this Agreement, CONTRACTOR, shall maintain, at no
expense to CITY, the following insurance policies:
1. A comprehensive general liability insurance policy in the minimum amount
of one million ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or property
damage;
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million ($1,000,000) dollars per occurrence;
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount of one
million ($1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance of
services under this Agreement.
B. The insurance coverage required of the CONTRACTOR by Section 11.
A., shall also meet the following requirements:
1. The insurance shall be primary with respect to any insurance or coverage
maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution;
2. Except for professional liability insurance, the insurance policies shall
be endorsed for contractural liability and personal injury;
Agreement • 3
3. Except for professional liability insurance, the insurance policies shall
be specifically endorsed to include the CITY, its officers, agents, and employees as additionally named
insureds under the policies;
4. CONTRACTOR shall provide to PROJECT MANAGER, (a)
Certificates of Insurance evidencing the insurance coverage required herein, and (b) specific
endorsements naming CITY, its officers, agents and employees, as additional insureds under the policies;
5. The insurance policies shall provide that the insurance carrier shall not
cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon
thirty (30) days written notice to CITY's PROJECT MANAGER;
6. If the insurance is written on a Claims Made Form, then, following
termination of this Agreement, said insurance coverage shall survive for a period of not less than five
years;
7. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement;
8. The insurance shall be approved as to form and sufficiency by
PROJECT MANAGER and the City Attorney.
C. If it employs any person, CONTRACTOR shall maintain worker's
compensation and employer's liability insurance, as required by the State Labor Code and other
applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all
liability for injuries to CONTRACTOR's officers and employees.
D. Any deductibles or self-insured retentions in CONTRACTOR's
insurance policies must be declared to and approved by the PROJECT MANAGER and the City
Attorney. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be
reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing
payment of losses and related investigations, claims administration, attorney's fees and defense expenses.
12. INDEMNIFICATION
CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its
officers, and employees, against any claim, demand, suit, judgement, loss, liability or expense of any
kind, including attorney's fees, arising out of or resulting in any way, in whole or in part, from any acts or
omissions, intentional or negligent, of CONTRACTOR or CONTRACTOR's officers, agents and
employees in the performance of their duties and obligations under this Agreement.
Agreement • 4
13. NONDISCRIMINATION
CONTRACTOR shall not discriminate, in any way, against any person on the
basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related
to the performance of its duties and obligations under this Agreement.
14. COMPLIANCE WITH ALL LAWS
CONTRACTOR shall observe and comply with all applicable federal, state and
local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these
laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold
harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines
and all other consequences from any noncompliance or violation of any laws, ordinances, codes or
regulations.
15. NO THIRD PARTY BENEFICIARIES
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to
create in any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
16. NOTICES
All notices and other communications required or permitted to be given under
this Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties
intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed,
upon the date of deposit with the United States Postal Service. Notice shall be given as follows:
TO CITY: Mr. David M. Bernardi, (Project Manager)
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR: Bonnie Nelson
Nelson\Nygaard Consulting Associates
833 Market Street, Suite 900
San Francisco, CA 94103
Agreement • 5
17. INDEPENDENT CONTRACTOR
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its
officers, agents and employees shall act in the capacity of an Independent Contractor, and not as
employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of
an employee of CITY.
18. ENTIRE AGREEMENT -- AMENDMENTS
A. The terms and conditions of this Agreement, all exhibits attached, and
all documents expressly incorporated by reference, represent the entire Agreement of the parties with
respect to the subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements,
oral or written, regarding the subject matter between the CONTRACT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the
subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or
modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this
Agreement, and the terms and conditions of the attached exhibits or the documents expressly
incorporated by reference, the terms and conditions of this Agreement shall control.
19. SET-OFF AGAINST DEBTS
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any
ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid
checks or other amounts.
20. WAIVERS
The waiver by either party of any breach or violation of any term, covenant or
condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of
any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent
acceptance by either party of any fee, performance, or other consideration which may become due or
owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by
Agreement - 6
the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or
regulation.
21. COSTS AND ATTORNEY'S FEES
The prevailing party in any action brought to enforce the terms and conditions of
this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
22. CITY BUSINESS LICENSE/OTHER TAXES
CONTRACTOR shall obtain and maintain during the duration of this
Agreement, a CITY business license as required by the San Rafael Municipal Code. CONTRACTOR
shall pay any and all state and federal taxes and any other applicable taxes. CONTRACTOR's taxpayer
identification number is 58-2592493, and CONTRACTOR certifies under penalty of perjury that said
taxpayer identification number is correct.
23. APPLICABLE LAW
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
bert/ Boro,
Mayor
ATTEST:
Jea a M. Leononcini,
City Clerk
CONTRACTOR
Ne[sonlNveaard and Associates
By: 4A , V \
Title:
IV
Agreement • 7
5. WORK PLAN
EXHIBIT
A
The following work plan builds upon the detailed Scope of Services included in the RFP.
We are committed to accomplishing the entire work scope as outlined within the given
budget. Below, we focus on our the particular qualities of our strategy.
Task 1 - Strategy Meetings
Since our team has been working on Safe Routes to Schools programs in the county for two
years, we are well aware of all of the stakeholders in Marin and have already developed
good relations with each of the important groups. We intend to build on the regularly
scheduled meetings that each group has, and offer individual assistance where needed.
This will minimize the burden of the program on individuals who want to remain
informed, but don't necessarily have the time for individual or long meetings.
Our staff engineer will have direct responsibility for relations with Public Works Directors
and CMA staff. This will ensure that real practical engineering solutions are geared directly
to the standards and values of each community. We want to ensure that our "tool box" of
potential infrastructure projects is tailored to the standards used in each community so that
solutions fit seamlessly into their other programs.
MCBC will be responsible for relationships with the School Districts and local school
officials. This has been one of their strengths in the current program. Program staff will
attend Superintendents meetings at the Marin Office of Education to provide an overview
of the program and ensure that every school has an equal opportunity to participate. Once
a school expresses interest, staff will meet with the school principal to assist with the
application process and to develop a contract with the school. MCBC staff will work
directly with principals, teachers and volunteers at each school site, and will tailor the
program to their needs.
NN will be responsible for relations with City Managers. As the "management face" for the
program, we will ensure that program milestones are understood by the cities, and that City
Managers understand which schools are participating and which are not — a question that
is often asked by the elected officials in their district.
Task 2 - Evaluate Existing Program
NN will lead this task. The evaluation will include a statistical analysis, stakeholder
interviews and a peer review.
The statistical analysis will be based on data collected at each participating school by the
current program. This consists of a journey to school survey done in every classroom at a
participating school. Both before and after statistics will be available at the completion of
the current school year. The data includes both classrooms that had classroom instruction
and those that did not. One interesting question that can be answered by this data is
whether having a program at a school site creates a cultural change that — combined with
February 5, 2002
Safe Routes to Schools Proposal
CITY OF SAN RAFAEL - COUNTY OF MARIN
the physical improvements at a site — encourage non -motorized travel even in classrooms
that didn't have classroom instruction. We will also review recidivism rates — looking at
whether mode shift is maintained after program completion. Our stakeholder interviews
will evaluate the entire SR2S process — how did it work for the teachers, for principals, for
parents and for students. We will identify areas in both procedures and curriculum that
could be improved to enhance the experience.
A peer review will compare the results of the Marin program with other SR2S programs.
Our review will include the other local program in Marin County — Tiburon/Belvedere as
well as other regional (Santa Clara) and national (Portland, Boston) programs that are
considered models. The peer review will not only compare results, but will identify areas
where transferable lessons can be learned.
Task 2 Deliverable: Technical memorandum summarizing existing Safe Routes to Schools
efforts in Marin County, plus an analysis of the effectiveness of these programs, and
recommendations for changes or additions in Marin.
Task 3 - Refine Existing Programs and Materials
The work completed in Task 2 will be used to continually enhance and improve programs
and materials. Our Tool Kit which has been sought out by programs across the country, is
currently in final editing and will be printed in large quantity by the National Highway
Traffic Safety Administration. We have capability in each of the areas identified by the RFP:
Materials to assist schools. The existing tool kit includes copies of all forms necessary to
receive a SR2S program. This funding will enable us to enhance that program by
developing a very specific contract with each school that identifies responsibilities of the
school, the parents, the participants and the program. By signing the contract, school
officials will have a clearer understanding of the "big picture". We will also work more
closely with school officials to provide assistance to get them through the paperwork
necessary for the program.
Educational materials. We will have a curriculum sample for the appendix. Our curricula
are written in a way that can be easily fit into an overall program. The curriculum is
designed to be value-added to the other things kids are learning; for example, the 4th grade
curriculum emphasizes map reading and math skills while doing fun projects. One
classroom has established pen pals with another school in Canada — they're each tracking
their bike and walk miles with the plan of "meeting" at the Olympics in Salt Lake.
Also, the Marin program is somewhat unique in that they identify the routes that kids are
using now and work to make them safer, rather than mapping out "safe routes" that may or
may not actually be safe. This is an important distinction because it minimizes school
liability and doesn't try to change the behavior of kids that are doing the right thing by
choosing a bike -walk mode.
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Mapping. Both Parisi Associates and NN have extensive experience turning technical GIS
maps into readable, useful maps for lay and technical audiences. We will rely primarily on
County data, but we will turn these maps into easily usable and readable Illustrator files.
Outreach on traffic calming. We will enhance the current traffic calming toolkit, ensuring
that community standards are recognized. This will be presented in a way that is most
useful to a variety of key audiences, ranging from city engineering staff to local parents
who are interested in enhancing pedestrian and bike routes. Parisi has produced traffic
calming toolkits for other communities which will also help us update the Marin version.
Generalized Public Outreach. We are starting from a position of strength here. Our team
has a new website, www.saferoutestoschooIs.org, which includes downloadable editions
of the toolkit and other information in very accessible format. We will enhance the
website and publicize its availability. Other tools include:
• Periodic newsletters which are distributed in backpack mail to all participating
schools and also made available to all schools that have expressed interest.
• An e-mail newsletter that has over 600 subscribers.
• Joint programming with other bicycle coalition activities.
• Monthly status reports sent to all elected official stakeholders (SO subscribers).
• Experience in press releases and other ways of getting press attention. SR2S has
been featured on local news shows and has had numerous articles in local
publications.
On-going feedback and evaluation. Routine reporting includes the monthly progress
report, monthly accounting reports, and newsletters. Monthly data collection (in addition
to the big annual effort) will include counts of participants at key events, and
documentation of progress in the process. We will also stay in close contact with
principals and participating classroom teachers to ensure that things are going well from
their perspectives.
Task 3 Deliverable: A comprehensive set of materials including a refined "Tool Kit" and
samples of all forms and outreach materials that will be used for the expanded Safe Routes
to Schools program.
Task 4 - Develop Measures of Success
Success measures will be developed in conjunction with the Task 2 review. We intend to
develop both program -wide measures and individual school measures, which can be stated
in the school contract.
Program measures would include:
• Number of schools participating
• % of eligible students participating at each school
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CITY OF SAN RAFAEL - COUNTY OF MARIN
• % returning schools for second year programs and beyond
• Positive school evaluations
• % of interested schools that make it through the process
• Time to respond to inquiries.
Individual school measures could include:
• First year mode shift
• Maintenance years mode shift
• Design completions for physical improvements.
Reporting would be done on all measures on a monthly, quarterly and annual basis as
appropriate. Reporting would officially come through NN with information gathered by
MCBC.
Task 4 Deliverable: A comprehensive set of evaluation measures for both monthly and
quarterly reporting.
Task 5 -- Maintaining Activities
The current Safe Routes to Schools program has an excellent track record: only one school
dropped out and the size of the program doubled this year. With additional funding we
will be able to provide closer coordination with schools and should be able to further
enhance maintenance activities. Our objective is to have a long term, on-going program.
Since there are new kids in the targeted grades every year, the program is always fresh.
We recognize that with the emphasis on test scores and measurable academic
performance, some teachers will not want this program taking up class time. As a result,
we plan to work closely with schools to make sure this activity enhances their curriculum
and their overall educational goals.
We will also target new materials to experienced schools — programs that require more
sophistication that would not be easily absorbed in the first year.
Another key element for retention is making sure that the community and the school get
infrastructure improvements, which are the big reward for participation. Our engineering
involvement will be greatly expanded so that we can write grants, do the designs, and
work as an extension of engineering staffs, as desired, to get the infrastructure
improvements moving forward.
Task 5 Deliverable: Strategy and materials necessary to maintain participation of schools
that have already been involved in the program for at least one year.
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Task 6 - Implement Program
Our team is particularly suited to implementing a program quickly and seamlessly since we
are currently operating an on-going program. Details of our current implementation
strategy are included below. There are two innovations over the current program,
however, that are noteworthy:
• We expect to hire a second instructor. Shelhe will report to the current instructor
(Chris) but will double our capability for working in schools. This is currently a
limitation to program expansion.
• We will also add a half-time administrative assistant who will coordinate logistics,
including coordinating volunteers. We have found that this is essential, because
volunteers often burn out doing the routine logistical tasks required to accomplish
this program. This will also free up the program director to work more closely with
individual schools.
The Safe Routes to Schools program works by developing "Teams" for each school. These
Teams seek to include parents, teachers, students, members of the school administration,
town associates, local law enforcement, and neighbors. Through a collaborative approach
the program brings forth a new standard for school transportation that emphasizes safety
and encouragement for walking and bicycling.
The Teams have two overall tasks: outreach and mapping. The Team organizes Walk and
Bike to School Days, special events, contests, and regular "School Pools" for walking and
biking with parent escorts. Through the mapping exercise, they examine the roads and
paths that children take to school and consult with our programs' certified engineer to
develop proposals for engineering improvements that can be done on a short term basis
(painting crosswalks, retiming lights, increased enforcement, signage, etc.) and long term
basis (applying for grants and budgeting for sidewalks, bike lanes, multi -use paths, and
traffic calming) to make the routes physically safer for children. Throughout the mapping
process, Safe Routes to Schools works in a collaborative manner with the local public
works department and city council so that the town will embrace the solutions and apply
for funding from capital grant sources to make the physical improvements that promote
pedestrian and bicycle safety.
The Safe Routes to Schools program holds regular regional meetings and trainings with
representatives from each Team and other interested parents and neighbors. We supply
them with traffic survey forms, "walkability" check lists, contest materials, event flyers, facts
and statistics for writing school newsletter articles, and other organizing tools including a
Safe Routes Manual so that the Teams take local ownership for their programs.
Safe Routes to Schools also offers in -classroom curriculum on how to walk and bicycle
safely through a "Safetyville" obstacle course, videos, and assemblies on bicycle and
pedestrian safety including a "game show -style" exercise based on the TV Show Jeopardy.
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Other educational programs offered to the schools include environmental education,
mapping, and an overall understanding of how our transportation choices affect our
communities. We conduct these activities by recruiting volunteers to assist in the
classroom work.
Task 6 Deliverable: Monthly and quarterly progress reports documenting progress toward
the established Safe Routes to Schools goals.
Task 7 - Engineering
The following presents a proposed engineering work plan to support Marin's Countywide
Program for Safe Routes to Schools:
Task A: Data Collection and Field Observations
The Engineer will request information on any previous and ongoing study efforts related to
pedestrian and bicycle routing to and from the study area schools. Any available and
relevant traffic count, travel speed and collision history information will be requested.
Relevant traffic reports will be reviewed. In addition, the Engineer will request GIS -based
street maps from the County. Lastly, site maps and future improvement plans will be
requested.
The Engineer will work with each Task Force to schedule school site observations. A
checklist of information to be obtained for each study area will be developed by a joint
committee of the Engineer, the Project Director, and others as appropriate. In addition to
the use of a standardized checklist, the observers will document conditions
photographically.
The following conditions will be observed at and near each school site:
• Traffic conditions
• Pedestrian and bicycle conditions
• Public street and sidewalk conditions
All of the above conditions will be documented on the checklists, as well as on available
base mapping.
Task B: Existing Conditions and Toolbox Presentation
For each of the communities, the Engineer will prepare a slideshow presentation that
documents existing traffic, pedestrian and bicycle, and public street and sidewalk
conditions. The presentation will provide maps, photographs, and documentation as
appropriate.
Task C: Community and Task Force Workshops
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After presenting existing conditions and the most appropriate education, enforcement and
engineering tools to consider in addressing existing issues, the Engineer will attend a
workshop for each study community. The intent of each workshop will be to develop
preliminary recommended improvements. It is assumed that the workshops will be
sponsored by the appropriate Task Force and that attendees will include the general public,
as well as the appropriate public works and police representatives.
Task D: Development of Recommendations
Using the results from Task C, the Engineer will review the feasibility of each
recommended improvement. Preliminary cost estimates will be prepared. Based on
professional judgment, the Engineer may recommend some different measures.
Task E: Project Management and Meetings
This task provides for management of the project's Engineering component, as well as
various meetings with city and county representatives and with the Project Director. It
includes coordination with the Project Manager, who is in charge of managing the overall
contract. It also includes the Engineer's meetings with the Task Forces.
Task 7 Deliverable: On-going engineering support of the Program, including support for
school-based groups and coordination with city staffs responsible for project
implementation.
Task 8 - Management and oversight
Nelson\Nygaard will lead this task and will be the face of the program to the City of San
Rafael, City Managers and elected officials as necessary. Tasks include:
• Manage the team, ensuring that the appropriate resources are deployed where
needed most.
• Continually evaluate the program and ensure that appropriate budget, performance
monitoring, and accountability are maintained.
• Look for opportunities for "value added" activities, such as matching grants, etc.
• Provide additional assistance to the City of San Rafael, coordinating this program
with others, potentially writing grants, progress reports, etc.
• Providing monthly updates to elected officials and others as necessary.
• Managing the demand for services based on the budget and time available.
Task 8 Deliverable: On-going and as -needed support related to project management,
oversight and development.
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G. PROJECT SCHEDULE
April- June 2002: Select schools and get agreements from school districts and towns.
Ongoing programs will be participating in spring programs (see
schedule for 2003)
June 2002: Identify site coordinators ("Team Leaders") for each school. Develop
school committees now that will be "ready to go" at the start of the
2002-2003 school year.
July/August 2002: Summer Vacation.
August 2002: Training for new and ongoing Team Leaders and volunteers. Send -
home materials about Safe Routes to Schools in the "Welcome to
School Packet" and announce the first meeting of the Safe Routes to
Schools "Team" which will focus on organizing "Walk and Bike to
School Day."
September 2002: Regroup Safe Routes Teams and plan International Walk and Bike to
School Day for October 2, 2002. At new participating schools, hold
assemblies to introduce Safe Routes to Schools to the student body,
and encourage art departments to work with students to develop
"Safe Routes Signs" for the upcoming "Walk and Bike to School
Day."
Sept/October 2002: Take baseline surveys.
Oct. — Dec. 2002: Hold International Walk and Bike to School Day.
Initiate mapping process for new schools
Continue monthly Walk and Bike to School Days.
Optional classroom contests for continuing programs.
Safety Skills Training in P.E. Classes.
Jan - March 2003: Continue outreach and regular Walk and Bike Days.
Develop Safe Routes engineering proposals.
Continued work on mapping process.
April — May 2003: Increase Walk and Bike to School Days to be weekly events.
Initiate the "Frequent Rider Miles" Contest where children track how
they arrive at school and win prizes for "pollution free" miles.
In -class presentations on the environment
Page 8 • NelsonlNygaard Consulting Associates
Safe Routes to Schools Proposal
CITY OF SAN RAFAEL - COUNTY OF MARIN
Continued Safety training
Retake surveys in May or June
June 2003: Acknowledge successes for the year at each school.
Finalize program "Teams" and agreements for next year program.
Note: The engineering process will be ongoing throughout the timeline. Each community
will be in a different stage of the process so it will be difficult to predict when the
Improvement Plans will be ready for presentation to the local jurisdiction. In addition, Safe
Routes to Schools is program that thrives on local community participation. We provide a
base format for the program but encourage local Team Leaders to take ownership for the
program and to plan their own events and activities.
Page 9 • NelsonlNygaard Consulting Associates
Safe Routes to Schools Proposal
CITY OF SAN RAFAEL - COUNTY OF MARIN
7. PROJECT BUDGET
Page 10 • NelsonlNygaard Consulting Associates
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