BPMPPREPARED BY : MATT MORLEY
DIRECTOR OF PARKS AND PUBLIC WORKS
Reviewed by: Assistant Town Manager Town Attorney Finance
MEETING DATE: 0 4/05 /16
ITEM NO : 2
COUNCIL AGENDA REPORT
DATE: MARCH 24 , 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: BICYCLE AND PEDESTRIAN MASTER PLAN
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A N AGREEMENT FOR
C ONSULTANT SERVICES WITH PLACEWORKS FOR PREPARATION OF A
BICYCLE AND PEDESTRIAN MASTER PLAN IN AN AMOUNT NOT TO
EXCEED $110,000 , WHICH INCLUDES A 10% CONTINGENCY .
B. ESTABLISH A BICYCLE AND PEDESTRIAN MASTER PLAN CAPITAL
IMPROVEMENT PROJECT IN THE AMOUNT OF $120,000 .
C. AUTHORIZE A BUDGET ADJUSTMENT IN THE AMOUNT OF $72,500 FROM
TRAFFIC IMPACT MITIGATION FEES TO FULLY FUND THE PROJECT.
RECOMMENDATION S :
1. A uthorize the Town Manager to execute a n agreement for consultant services with Placeworks for
preparation of a Bicycle and Pedestrian Master Plan in an amount not to exceed $110,000 , which
includes a 10% contingency .
2. Establish a Bicycle and Pedestrian Master Plan Capital Improvemen t Project in the amount of
120,000.
3. Authorize a budget adjustment in the amount of $72,500 from Traffic Impact Mitigation Fees to
fully fund the project .
BACKGROUND :
On January 19, 2016, the Town Council authorized the issuance of a Request for Proposa ls (RFP) for
preparation of a Bicycle and Pedestrian Master Plan (BPMP) and concurrently accepted a $40,000
County Health Department Grant and a $7,500 contribution from the City of Monte Sereno and
allocated those funds to partially fund the BPMP developm ent effort. These funds, with the requested
budget adjustment of $72,500, make up the total project cost.
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: BICYCLE AND PEDESTRIAN MASTER PLAN
MARCH 24, 2016
BACKGROUND (cont’d)
As previously noted, t he Town of Los Gatos does not currently have a n adopted Bicycle or Pedestrian
Master Plan . Development of a BPMP is identified as an Action Item in the Los Gatos General Plan
Transportation Element Action TRA -11.1) and is a top strategic goal for the recently established
Bicycle and Pedestrian Advisory Commission (B PAC ). Beyond providing a r oadmap for enhancing
bicycle and pedestrian mobility throughout the Town, adoption of a BPMP is anticipated to allow the
Town to compete more successfully for a range of regional and State grant funds for bicycle and
pedestrian related improvement projects .
A Request for Proposals for preparation of a Bicycle and Pedestrian Master Plan was issued on January
21, 2016 with proposals due on February 18, 2016. Proposals were received from five firms and
following review of the proposals by Parks and Public Wo rks and Community Development staff, four
firms were interviewed: Placeworks, Nelson/Nygaard Consulting Associates, Alta Planning and Design,
and TJKM Transportation Consultants. Follow up phone interviews were conducted with the two
finalist firms, Nelso n/Nygaard and Placeworks, with reference checks conducted on Placeworks, which
was determined by staff to be the top rated firm.
DISCUSSION :
Formerly known as The Planning Center /DCE, Placeworks’ previous work for Los Gatos includes
preparation of the To wn’s Housing Element, the 2020 General Plan Update, and the Los Gatos
Sustainability Plan. Placeworks’ familiarity with Los Gatos and its existing data on the Town’s
transportation network and activity nodes were viewed as significant be nefits to selectin g this firm.
Most compelling , however, wa s the firm’s approach to the project and designated project team
members, which includes a highly recommended project manager with broad experience in municipal
bicycle, pedestrian and mobility planning. These tea m members would not be the same Placeworks staff
that participated in the Town’s Housing Element.
Placeworks ’ project approach emphasizes engaging the community, planning and design that is sensitive
to the Town’s unique attributes , optimizing connectivity, identifying and prioritizing improvements, and
delivering to the Town a final plan that is expected to position the Town to compete for bicycle and
pedestrian improvement and program grants. The complete scope of work is include d as part of the
consultant services agreement with the Town which is included as an attachment to this report.
CONCLUSION :
1. A uthorize the Town Manager to execute an agreement for consultant services with Placeworks for
preparation of a Bicycle and Pedest rian Master Plan in an amount not to exceed $110,000, which
includes a 10% contingency.
2. Establish a Bicycle and Pedestrian Master Plan Capital Improvement Project in the amount of
120,000.
3. Authorize a budget adjustment in the amount of $72,500 from Traffi c Impact Mitigation Fees to
fully fund the project.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: BICYCLE AND PEDESTRIAN MASTER PLAN
MARCH 24, 2016
ALTERNATIVES:
The Council could request that staff meet with the recommended consultant to add or delete work scope
components. Adding components to the work scope would likely increase the project bu dget whereas
eliminating work scope items would impact the quality and comprehensiveness of the final work
product. Neither of these alternatives is recommended as the proposed scope is consistent with that
presented in the RFP which was reviewed previous ly by the Town Council.
Alternatively, the Council could elect to not enter an agreement with the vendor. Staff does not
recommend this direction as there are significant benefits of a BPMP, as outlined in this report.
COORDINATION:
This report has be en coordinated with the Finance Department and the Office of the Town Attorney .
FISCAL IMPACT :
Staff previously advised the Council that t he estimated cost of consultant and staff project management
services to prepare a BPMP would be in the $85,000 to $120,000 range . Placeworks’ proposed project
cost is a base amount of $100,000. A $10,000 contingency is identified for additional services as needed
e.g., additional public meetings, expanded community outreach, more focused analysis of selected
projec ts, or limited environmental review). Staff project management costs are estimated at $10,000 for
a total recommended budget of $120,000. This project will utilize temporary part time staff for
management of the project as current budgeted staff resource s do not have the capacity for this
workload .
Funding for the preparation of the BPMP is proposed to come from multiple sources, including
previously approved funding of $40,000 from the County Health Department Grant and $7,500
contribution from Monte Se reno . The additional $72,500 from Traffic Impact Mitigation Fees will fully
fund the project . The project list associated with the Traffic Impact Mitigation fees identifies Town
wide bicycle and pedestrian projects as acceptable for the use of these fund s. The complete Source and
Use of Funds is shown in the table on the following page.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: BICYCLE AND PEDESTRIAN MASTER PLAN
MARCH 24, 2016
Source and Use of Funds
Source of Funds
County Health Department Grant $ 40 ,000
Monte Sereno Contribution 7 ,500
Traffic Impact Mitigation Fee Funds 72 ,500
Total Source of Funds $ 120 ,000
Use of Funds
Consultant Services Agreement $ 100,000
Consultant Services Contingency 10,000
Staff Project Management 10,000
Total Use of Funds $ 120,000
ENVIRONMENTAL ASSESSMENT :
This i s not a project as defined under CEQA , and no further action is required.
Attachment :
1. Agreement for Consultant Services including:
Exhibit A -1 – Scope of Services
Exhibit A -2 – Schedule
Exhibit B – Fee Schedule
Page 1 of 6
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT is made and entered into on _________ by and between TOWN OF LOS
GATOS , a California municipal corporation, (“Town”) and Placeworks (“Consultant”), whose
address is 1625 Shattuck Avenue, Suite 300, Berkeley, California, 94709. This Agreement is made
with r eference to the following facts.
I. RECITALS
1.1 The Town desire s to engage Consultant to provide Consultant Services for preparation of a
Bicycle and Pedestrian Master Plan.
1.2 The Consultant represents and affirms that it is willing to perform the desired work pursuant
to this Agreement .
1.3 Consultant warrants it possesses the distinct professional skills, qualifications, experience,
and resources necessary to timely perform the services described in this Agreement.
Consultant acknowledges Town has relied upon these warranties to retain Consultant.
II. AGREEMENTS
2.1 Sc ope of Services . Consultant shall provide services as described in the Scope of Services
attached as Exhibit A -1 and the schedule attached as Exhibit A -2 .
2.2 Term and Time of Performance . This contract will remain in effect from the date of
execution through March 30, 2017.
2.3 Compliance with Laws . The Consultant shall comply with all applicable laws, codes,
ordinances, and regulations of governing federal, state and local laws. Consultant
represents and warrants to Town that it has all licenses, permits, qualifications and
approvals of whatsoeve r nature which are legally required for Consultant to practice its
profession. Consultant shall maintain a Town of Los Gatos business license pursuant to
Chapter 14 of the Code of the Town of Los Gatos.
2.4 Sole Responsibility . Consultant shall be respo nsible for employing or engaging all persons
necessary to perform the services under this Agreement.
2.5 Information/Report Handling . All documents furnished to Consultant by the Town and all
reports and supportive data prepared by the Consultant under this Agreement are the
Town’s property and shall be delivered to the Town upon the completion of Consultant's
services or at the Town's written request. All reports, information, data, a nd exhibits
prepared or assembled by Consultant in connection with the performance of its services
pursuant to this Agreement are confidential until released by the Town to the public, and the
Consultant shall not make any of the these documents or informa tion available to any
individual or organization not employed by the Consultant or the Town without the written
consent of the Town before such release. The Town acknowledges that the reports to be
Page 2 of 6
prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a
defined project, and Town's use of the information contained in the reports prepared by the
Consultant in connection with other projects shall be solely at Town's risk, unless
Consultant expressly consents to such use in wr iting. Town further agrees that it will not
appropriate any methodology or technique of Consultant which is and has been confirmed
in writing by Consultant to be a trade secret of Consultant.
2.6 Compensation . Compensation for Consultant's professional services shall not exceed
1 0 0,000 inclusive of all costs. Payment shall be made against tasks at costs as set forth in
Exhibit B Fee Schedule.
2.7 Billing . Billing shall be monthly by invoice within thirty (30) days of the rendering of the
service a nd shall be accompanied by a detailed explanation of the work performed by whom
at what rate and on what date. .
Payment shall be net thirty (30) days. All invoices and statements to the Town shall be
addressed as follows:
Invoices
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95031 -0655
2.8 Availability of Records . Consultant shall maintain the records supporting this billing for
not less than three years following completion of the work under this Agreement.
Consultant shall make these records available to authorized personnel of the Town at the
Consultan t's offices during business hours upon written request of the Town.
2.9 Assignability and Subcontracting . The services to be performed under this Agreement are
unique and personal to the Consultant. No portion of these services shall be assigned or
subc ontracted without the written consent of the Town.
2.10 Independent Contractor . It is understood that the Consultant, in the performance of the
work and services agreed to be performed, shall act as and be an independent contractor and
not an agent or em ployee of the Town. As an independent contractor he/she shall not obtain
any rights to retirement benefits or other benefits which accrue to Town employee(s). With
prior written consent, the Consultant may perform some obligations under this Agreement
by subcontracting, but may not delegate ultimate responsibility for performance or assign or
transfer interests under this Agreement. Consultant agrees to testify in any litigation brought
regarding the subject of the work to be performed under this Agreemen t. Consultant shall
be compensated for its costs and expenses in preparing for, traveling to, and testifying in
such matters at its then current hourly rates of compensation, unless such litigation is
brought by Consultant or is based on allegations of Co nsultant's negligent performance or
wrongdoing.
Page 3 of 6
2.11 Conflict of Interest . Consultant understands that its professional responsibilities are solely
to the Town. The Consultant has and shall not obtain any holding or interest within the
Town of Los Gatos. Consultant has no business holdings or agreements with any individual
member of the Staff or management of the Town or its representatives nor shall it enter into
any such holdings or agreements. In addition, Consultant warrants that it does not p resently
and shall not acquire any direct or indirect interest adverse to those of the Town in the
subject of this Agreement, and it shall immediately disassociate itself from such an interest ,
should it discover it has done so and shall, at the Town's sol e discretion, divest itself of such
interest. Consultant shall not knowingly and shall take reasonable steps to ensure that it
does not employ a person having such an interest in this performance of this Agreement. If
after employment of a person, Consul tant discovers it has employed a person with a direct
or indirect interest that would conflict with its performance of this Agreement, Consultant
shall promptly notify Town of this employment relationship, and shall, at the Town's sole
discretio n, sever an y such employment relationship.
2.12 Equal Employment Opportunity . Consultant warrants that it is an equal opportunity
employer and shall comply with applicable regulations governing equal employment
opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate
against persons employed or seeking employment with them on the basis of age, sex, color,
race, marital status, sexual orientation, ancestry, physical or mental disability, national
origin, religion, or medi cal condition, unless based upon a bona fide occupational
qualification pursuant to the California Fair Employment & Housing Act.
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
i. Consultant agrees to have and maintain, for the duration of the contract,
General Liability insurance policies insuring him/her and his/her firm to an
amount not less than: one million dollars ($1,000,000) combined single limit
per occurrence for bodily injury, personal injury and property damage.
ii. Consult ant agrees to have and maintain for the duration of the contract, an
Automobile Liability insurance policy ensuring him/her and his/her staff to
an amount not less than one million dollars ($1,000,000) combined single
limit per accident for bodily injury a nd property damage.
iii. Consu ltant shall provide to the Town all certificates of insurance, with
original endorsements effecting coverage. Consultant agrees that all
certificates and endorsements are to be received and approved by the Town
before work c ommences.
iv. Consultant agrees to have and maintain, for the duration of the contract,
professional liability insurance in amounts not less than $1,000,000 which is
sufficient to insure Consultant for professional errors or omissions in the
performance o f the particular scope of work under this agreement.
Page 4 of 6
General Liability:
i . The Town, its officers, officials, employees and volunteers are to be covered
as insured as respects: liability arising out of activities performed by or on
behalf of the Consulta nt; products and completed operations of Consultant,
premises owned or used by the Consultant. This requirement does not apply
to the professional liability insurance required for professional errors and
omissions.
ii. The Consultant's insurance coverage shall be primary insurance as respects
the Town, its officers, officials, employees and volunteers. Any insurance or
self -insurances maintained by the Town, its officers, officials, employees or
volunteers shall be excess of the Consultant's insurance an d shall not
contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the Town, its officers, officials, employees or
volunteers.
iv. The Consultant's insurance shall apply separately t o each insured against
whom a claim is made or suit is brought, except with respect to the limits of
the insurer's liability.
3.2 All Coverages . Each insurance policy required in this item shall be endorsed to state that
coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except
after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the Town. Current certification of such insurance shall be kept on file at all
times dur ing the term of this agreement with the Town Clerk.
3.3 Workers’ Compensation . In addition to these policies, Consultant shall have and maintain
Workers' Compensation insurance as required by California law and shall provide evidence
of such policy to th e Town before beginning services under this Agreement. Further,
Consultant shall ensure that all subcontractors employed by Consultant provide the required
Workers' Compensation insurance for their respective employees.
3.4 Indemnification . The Consultan t shall save, keep , hold harmless and indemnify and defend
the Town its officers, agent, employees and volunteers from all damages, liabilities,
penalties, costs, or expenses in law or equity that may at any time arise or be set up because
of damages to pr operty or personal injury received by reason of, or in the course of
performing work which may be occasioned by a willful or negligent act or omissions of the
Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant.
Page 5 of 6
IV. GENERAL TERMS
4.1 Waiver . No failure on the part of either party to exercise any right or remedy hereunder
shall operate as a waiver of any other right or remedy that party may have hereunder, nor
does waiver of a breach or default under this Agree ment constitute a continuing waiver of a
subsequent breach of the same or any other provision of this Agreement.
4.2 Governing Law . This Agreement, regardless of where executed, shall be governed by and
construed to the laws of the State of California . Venue for any action regarding this
Agreement shall be in the Superior Court of the County of Santa Clara.
4.3 Termination of Agreement . The Town and the Consultant shall have the right to terminate
this agreement with or without cause by giving not less than fifteen days (15) written notice
of termination. In the event of termination, the Consultant shall deliver to the Town all
plans, files, documents, reports, performed to date by the Consultant. In the event of such
termination, Town shall pay C onsultant an amount that bears the same ratio to the
maximum contract price as the work delivered to the Town bears to completed services
contemplated under this Agreement, unless such termination is made for cause, in which
event, compensation, if any, sh all be adjusted in light of the particular facts and
circumstances involved in such termination.
4.4 Amendment . No modification, waiver, mutual termination, or amendment of this
Agreement is effective unless made in writing and signed by the Town and th e Consultant.
4.5 Disputes . In any dispute over any aspect of this Agreement, the prevailing party shall be
entitled to reasonable attorney's fees, including costs of appeal.
4.6 Notices . Any notice required to be given shall be deemed to be duly and p roperly given if
mailed postage prepaid, and addressed to:
Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 9503 0
Consultant
Joanna Jansen, Associate Principal
1625 Shattuck Avenue, Suite 300
Berkeley, CA 94709
or personally delivered to Consultant to such address or such other address as
Consultant designates in writing to Town.
4.7 Order of Precedence . In the event of any conflict, contradiction, or ambiguity between the
terms and conditions of this Agreement in respect of the Products or Services and any
attachments to this Agreement, then the terms and conditions of this Agreement shall
prevail over attachments or other writings.
4.8 Entire Agreement . This Agreement, includin g all Exhibits, constitutes the complete and
exclusive statement of the Agreement be tween the Town and Consultant. No terms,
conditions, understandings or agreements purporting to modify or vary this Agreement,
Page 6 of 6
unless hereafter made in writing and signed b y the party to be bound, shall be binding on
either party.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement .
Town of Los Gatos by:
Laurel Prevetti, Town Manager
Recommended by:
Matt Morley, Director of Parks and Public
Works
Consultant, by:
Title
Approved as to Form:
Robert Schultz , Town Attorney
EXHIBIT A —SCOPE OF WORK
Project Initiation Task A.
In this task, PlaceWorks and Town staff will work together to initiate the project through the following subtasks.
1. Kick -off Meeting
PlaceWorksAwillAattendAaAmeetingAwithAtheATown’sAProjectAManagerAandAotherAappropriateATownAstaffAtoAdiscussAtheAfollowingAit ems:
Project Objectives and Expectations
Scope of Work and Schedule
Outreach Strategy
Communication Channels
Key Issues
Data Need s
One week p rior to the meeting, PlaceWorks will submit to the Town a draft work plan and a more detailed schedule for deliverables
and meetings to facilitate the discussion. Schedule for deliverables shall provide adequate time for Town staff to review an d
approve all materials proposed to be presented at commission and community meetings. After the initial meeting, PlaceWorks will
tour the Plan Area with key Town staff.
Deliverable: Meeting Summary and revised work plan and schedule as needed (Word and PDF).
2. Background Document Assembly
The PlaceWorks team will assemble existing local, County, and regional pedestrian and bicycle goals, policies, and programs
relevant to this work, including but not limited to:
Los Gatos General Plan 2020 and EIR
Los Gatos Sustainability Plan
Los Gatos Parks, Open Spaces, and Trail Inventory and Assessment
Los Gatos Safe Routes to School Program
Los Gatos Streets Program
Bicycle Transportation and Safety in Santa Clara County
Santa Clara Countywide Bicycle Plan
VT ’sABicycleAandAPedestrianATechnicalAGuidelinesA
San Jose Bike Plan 2020
Google Bike Vision Plan (for North Santa Clara County)
Midpeninsula Regional Open Space Vision Plan
MTC’sAPlanABayA reaA2040
Si l icon Valley Bicy cle C oalition’sAVisionAZeroAToolkit
Because of recent experience in open space planning, trail design, and streetscape design in Saratoga and San Jose, as well as
around the State, PlaceWorks is very familiar with current Caltrans and VTA bicycle and pedes trian standards, policies, and plans.
3. Outreach Strategy
PlaceWorksAproposesAaAcommunity dr iven approach to developing the BPMP. We recommend conduct ing outreach to both inform
the community and learn from the community. Public participation is key to succ essful planning, allowing us to address the needs
and concerns of the community as well as build excitement and support for all aspects of the Plan.
Throughout the project, PlaceWorks will work closely with staff to ensure there is effective outreach for the project. We have found
the following outreach strategies to be effective, and propose to implement them for the BPMP planning process.
P roactive O ut reach M ate rials, such as a n informational flier, contentAforAtheATown’sA website and social media account s, and
press releases in local pa pers prior to community workshops and at significant milestones .
Stakeholder Surveys that can be distributed at the start of the planning process to elicit input to inform Task s B and C . The list of
local stakeholders woul d be developed with input from Town staff and the BPAC, and may include :
Los Gatos Bicycle Racing Club
Silicon Valley Bicycle Coalition
SafeARoutesAtoASchools”ACollaborativeAWorkingAGroup
Los Gatos -Saratoga Joint Union High School District
Los Gatos Union School District
Lakeside Joint School District
Loma Prieta Joint Union Elementary School District
Saratoga Union School District
Los Gatos -Saratoga Community Education and Recreation (LGS Recreation)
Local Bike Shops
Event Tabling, such as at local schools during parent -teacherAconferenceAperiodsAandAatAtheALosAGatosAfarmers’AmarketAonA
Sundays. PlaceWorks would prepare materials and attend up two events, but Town staff could use materials to gather input at
other events.
Public Online Surve ys developed as brief and user -friendly surveys available on the Town website to e licit in put from the greater
public.
PlaceWorks wi ll prepar e materials for the above outreach strategies. Public input received will be incorporated in the BPMP
development (Tasks C and D).
Deliverable: Outreach Plan Memorandum which will include dates for draft outreach materials to be submitted to the Town for
approval (Word and PDF)
Existing Conditions Analysis Task B.
In this task, PlaceWorks will inventory and analyze existin g conditions for bicycling and walking in the Town of Los Gatos.
1. Base Map Preparation
In this task, PlaceWorks will compile all existing bicycle and pedestrian data provided by Town staff and other agencies to p repare a
GIS base map of the Plan Area. This initial base map will include parcels, streets, existing and proposed bike facilities, town limits,
and other boundaries, as required.
The base map will also include data from the following existing maps:
Los Gatos Parks, Open Space, and Trails Assessment Maps prepared by P laceWorks in 2012. These maps illustrate existing and
proposed faci lities with overlays of land use, population density, and underserved areas.
School Route Maps prepared by the Town of Los Gatos for four local schools. These will be used as resources for developing the
base map, as they include crossing guard, marked cr osswalk, signalized intersection, and stop sign approach locations.
An overlay will be created of key attractors and trip destination s, such as theAK 12AschoolsAwithinAandAinAproximityAtoALosAGatos;A
government buildings, commercial corridors , farmers markets, the library, transit stops, and local and regional parks.
The base map will be used to collect a greater inventory of existing bicycle and pedestrian facilities in Task B.2 .
Deliverable: Base Map (PDF)
2. Data Collection
Information assembled in th is task will be used in later tasks to analyze the walkability and bikeability of the Town, identify gaps,
suggest possible routes, develop a list of improvement projects , estimate improvement costs, and prioritize projects. The data will
serve as a resour ce to the Town as implementation of the Plan is carried out and for consideration of other projects being
devel oped in the Town. Data collection will include the following sub tasks:
a) Cyclist and Pedestrian Counts
PlaceWorks will collect bicycle and pedestri an counts for up to 10 intersections within the town, as identified by Town staff and the
BPAC. Counts would be collected for the AM Peak and PM Peak periods. Bicycle and Pedestrian c ounts will be conducted in -person
by PlaceWorks staff, Town staff if avai lable, and trained volunteers, using a count form , which will be provided to the volunteer
prior to collecting data. C ount forms will use methodologies supported by numerous Regional Council s of Governments in
California (i.e . UCLA/Southern California Ass ociation of Governments Bicycle Data Clearinghouse). PlaceWorks will assemble and
train volunteers to conduct count s, and will collect and analyze completed data forms.
b) Site Visit Inventory of Existing Bicycle and Pedestrian Network
Through our approach of walking and bicycling key streets in Los Gatos and Monte Sereno, we will be able to collect the data
needed to 1) evaluate the existing conditions; 2) identify the dominant walking and bicycling travel patterns in the Town; 3) assess
the comfor t level and ease of walking and bicycling on Los Gatos streets and pathways; and using these data, 4) craft realistic
improvement projects.
PlaceWorks will condu ct a field survey of key roadways and trails, focusing on areas that Town staff identifies as gaps in their
existing database. We will p ay spe cial attention to roadways and trails connecting to schools, commercial corridors , trail ac cess
points, transit stops, and nearby attractions and commu nities.
Studies in Google Earth will be used to suppleme nt the data collected in the field, especially in steep and rural regions that are not
assessed on foot or bike during the site visit.
Data to be collected may include, but not be limited to:
Bicycle Network
Length and type of facility (path, lane, route, or protected bikeway).
Location(s) and type(s) of bikeway signage and pavement markings.
Bicycle route gaps and intersection deficiencies.
RoadwayAgeometryA(includingAbothAnumberAofAlanesAandAcurb to curbAroadAwidths);ApostedAspeed;AtrafficAcontrols;AandA
pavement condition at key locations throughout the Town (key locations will be determined in cooperation with Town staff). As
laneAgeometriesAandAroadAwidthsAoftenAvaryAbetweenAtheAmid blockAandAintersection;AinformationAwillAbeAgatheredAwhereA
appropriate and as determined in consultation with Town staff).
Locations of bicycle parking with description of type, condition, and usage (Class 1 lockers and Class 2 racks).
Locations in need of formal bicycle parking (i.e., where bicycles are parked to trees, pole s or other devices ).
Locations of any bicycle facilities for showering, changing, storing clothing, pumping tires, and repairing or replacing equipment.
Substandard facilities and the cause for the deficiencies (i.e., design, installation, or maintenance).
Hazards and barriers to bicycle travel, with particular attention paid to safety considerations in the vicinity of schools an d other
keyAbicycleAactivityAgeneratorsAasAwellAasAtheAbarriersAimposedAbyAhighAvolume highAspeedAroadways;Adiscontin uous and
circuitous street patterns that dissuade bicycling, sound walls, and superblock land use patterns.
Pedestrian Network
Walkway facilities, including sidewalk widths, condition, obstructions (fixed and m oveable), buffers, lighting, and compliance
wi th ADA accessibility guidelines.
Pedestrian crossing aids at intersections, including signal actuation, pedestrian signal heads and types, curb extensions,
crosswalk markings, advanced stop bars, signs, curb ramps, audible signals, and detectable warnings.
Sidewalk gaps and intersection deficiencies.
Pedestrian amenities such as benches, water fountains, maps, plazas, refuse cans, newspaper racks, and public information
kiosks.
Adjacent land uses and their orientation towards pedestrians.
Transit stops, inc ludingAbenches;Ashelters;ArouteAmaps;AbusAschedule;Areal timeAinformation;AandAmaintenance.
c) Collision Analysis
PlaceWorks will study collision trends involving bicyclists and pedestrians in Los Gatos using the previous five years of data available
from the Town or the California Highway Patrol Statewide Integrated Traffic Records System (SWITRS). We will examine these
collision hotspot s to understand deficiencies in existing infrastructure. Particular attention will be given to collisions involving
minors a nd senior citizens. A map of collision locations will be prepare dAandAcomparedAtoAtheACounty’sAcollisionAmappingAfromAMayA
2015.
d) Existing Bicycle and Pedestrian Programs
PlaceWorks will compile a list and description of the available bicycle and pedestrian programs for education, safety, promotion,
and enforcement. These programs will be described, including program agendas and contact information. To complete this task,
PlaceWorks will summarize information provided by the Town regarding existing programs a nd other organizations. PlaceWorks will
send an email to the following departments requesting information regarding existing and planned programs, events, and level of
participation:
Los Gatos -Saratoga Joint Union High School District
SafeARoutesAtoASchoo ls”ACollaborativeAWorkingAGroup
Silicon Valley Bicycle Coalition
Los Gatos Bicycle Racing Club
Los Gatos -Saratoga Community Education and Recreation (LGS Recreation)
Local Bike Shops
Los Gatos Parks and Public Works Department
Monte Sereno Planning and Eng ineering Departments
Santa Clara County Public Health Department
Los Gatos and Monte Sereno Police Departments (regarding efforts to enforce provisions of the Vehicle Code pertaining to
bicycling, walking, and bicycle licensing).
e) Commute Mode Split Statist ics
PlaceWorks will provide an estimate of current bicycle commuters in Los Gatos using a variety of data sources, including Journey to
WorkAdataAfromAtheAmostArecent;AavailableACensus/ mericanACommunityASurveyA2010,AtheAMTC’sABayA reaATravelASurveyA(B TS);
and any recent pedestrian and bicycle surveys/counts taken within the Town. Based upon trends, an estimated increase in the
number of bicycle commuters from implementation of the plan will be develope d and the implications for these changes on travel
pat terns and proposed bicycle and pedestrian improvements in th e Town will be provided.
3. Existing Conditions Memorandum
PlaceWorks will prepare an Existing Conditions Memorandum summarizing the information gathered in Task A.2 and B.2. The
memorandum will include descriptive maps, tables (as relevant), and text, and will highlight opportunities and constraints for
improving pedestrian and bicycle networks within Los Gatos as well as connections to adjacent networks, destinations, and tra nsit
facilities.
Del iverable: Existing Conditions Memorandum (Word and PDF)
4. BPAC Meeting #1: Existing Conditions and Visioning
PlaceWorks will meet with the BPAC to present key findings from the existing conditions review and discuss the vision and goals for
the project incl uding a draft vision statement and guiding principles . The meeting will include a discussion of the public outreach
strategy, and materials for the first community workshop will be presented and discussed . As warranted, PlaceWorks will revise the
Existing Conditions Memorandum and community workshop materials based on input from the BPAC, and prepare a written
summary of the meeting and any input received.
Deliverable: Meeting Summary (Word and PDF)
5. Community Workshop #1: Existing Conditions and Visioning
At this meeting, PlaceWorks will collect information from community members to use as a starting point for focused documentat ion
of bicycling and pedestrian needs and to seek input on possible project recommendations and policy solutions. PlaceWorks will
p resent the background analysis and then divide participants into small groups and have them work on table maps to identify
specific locations for ideas and concerns. Compiled background information and maps from the previous tasks will be used to
facilitat e the discussion. The small groups will then present their conclusions, so that community members will have the
opportunity to share thoughts and concerns. Following the meeting, PlaceWorks will prepare a memorandum summarizing the
meeting and any public i nput received.
At this workshop, the draft vision statement and guiding principles presented to the BPAC will be displayed for the community ’sA
review and input.
At the request of the Town and as an optional task, PlaceWorks could incorporate a walking an d bicycle trip as part of this meeting
to examine potential bicycle and pedestrian improvement areas and known areas of concern. This trip could be useful in educat ing
participants that might not be as familiar with the needs and requirements of bicycle an d pedestrian facilities.
Deliverable: Workshop Materials and Summary (Word and PDF)
Gap Analysis and Project Identification Task C.
Based on the findings from Task B, PlaceWorks will work with Town staff, stakeholders, and the community to develop a propose d
bic ycle and pedestrian network map and prioritized list of improvements for Los Gatos and Monte Sereno.
1. Draft Bicycle and Pedestrian Network Map
Based on findings from the existing conditions analysis and input received in the previous tasks, PlaceWorks will create a map
showing a proposed townwide bicycle and pedestrian network that addresses the gaps in the existing network. The proposed
network will:
Provide safe and convenient bicycle and pedestrian access to activity centers, schools, employment centers, and transit.
Offer opportunities for all ages and abilities to access bicycle facilities, sidewalks, and trails.
Mitigate existing gaps, hazards, and barriers to pedestrian and bicycle travel.
Coordinate bikeways with those of Santa Clara County.
Identify appropriate locations for bicycle support facilities and key pedestrian locations.
The proposed bicycle and pedestrian network will likely include Class I, II, III, and IV bicycle facilities, sidewalks and pe destrian paths,
and multi -use trails. Additions to the existing network will generally be based on community needs, available right -of -ways,
connectivity, directness, barriers, multi -modal linkages, and safety and security.
2. Proposed Network Memorandum
PlaceWorks will prepare a memorandum to accompany the proposed network map that highlights how the proposed map
address es gaps in the existing network and identifies locations where additional right -of -way and/or plan line adjustments may be
needed to accommodate improvements. We will also assemble a matr ix of proposed capital projects based on the future network
map with a variety of metrics to rank each improvement project. Potential metrics include safety, accessibility, connectivity , public
health, feasibility, costs, and community support.
Deliverabl e: Proposed Network Memorandum (Word and PDF)
3. Recommended Policies and Programs Memorandum
BasedAonAtheATown’sAexistingApoliciesAandAnationalAandAregionalAbestApractices;APlaceWorksAwillAprepareArecommendedApoliciesA to
support the implementation of the BP MP and proposed improvement projects.
The memorandum will also include a matrix of existing and proposed programs addressing bicycle safety and education, traffic law
enforcement;ASafeARoutesAtoASchools.AWeAwillAprovideAsuggestionsAforAnewA“crowdsourcing” tools to gather input on needed
improvements in the future.
Deliverable: Recommended Policies and Programs Memorandum (Word and PDF)
4. BPAC Meeting #2: Recommended Network Evaluation
PlaceWorks will meet with the BPAC to review the proposed bicycle and pe destrian network map, the list of improvement projects,
policies, and programs , and recommended priorities . The network map and accompanying memorandums will incorporate input
from the BPAC prior to the presentations to the Parks Commission and Transporta tion and Parking Commission.
Deliverable: Meeting Summary and revised memoranda. (Word and PDF)
5. Parks and Transportation/Parking Commission Meetings Round #1: Recommended Network
Evaluation
PlaceWorks will meet with both the Parks Commission and the Trans portation and Parking Commission (possibly in a joint meeting)
to present and discuss the proposed network and improvement projects. The Commissions will give input on the draft map and
recommende d list of projects and programs.
Deliverable: Meeting Su mmaries (Word and PDF)
Draft BPMP Document Task D.
The findings and projects identified in Tasks B and C will be compiled into the draft BPMP document. The Plan will include maps and
graphics to effectively illustrate the elements of the Plan, and will best respo ndAtoACaltrans’A ctiveATransportationAProgramA( TP)A
guidelines . For each draft, the reviewing body will have a 2 - to 3 -week review period, and the Town of Los Gatos will coordinate and
provide the PlaceWorks team with a consolidated set of revisions.
1. Admi nistrative Draft
The Administrative Draft of the Master Plan will be prepared for review by Town staff. PlaceWorks will design the Master Plan as a
clear and succinct document that is graphically rich and can be easily navigated by community members, stak eholders, and Town
staff; and can be used as a marketing tool for future funding. The Plan will likely include the following chapters:
Introduction provides an overview of the purpose and contents of the Master Plan, and describe how the document should be
navigated and utilized.
Vision and Guiding Principles presents the community -based vision statement and guiding principles for improving pedestrian
and bicycle mobility in L os Gatos.
Existing Conditions Analysis identifies k ey findings and outcomes of th e Existing Conditions Memorandum prepared in Task B.
Community Outreach and Process summarizes the input received through the public engagement process, including feedback
from the BPAC, Parks Commission, Transportation and Parking Commission, key stakehol ders, and other community members.
Future Bicycle and Pedestrian Network presents the future bicycle and pedestrian network developed in Task C as a clear and
attractive map, and described in concise language.
Priority Improvement Projects describes i mprovements to existing bicycle and pedestrian facilities and recommend s new
facilities. Projects will be organized according to project type and include high -level cost estimates and phasing
recommendations .
Recommended Policies and Programs defines poli cies and programs for improving pedestrian and bicycle mobility, encouraging
non -vehicular transportation, and engaging the community in these efforts.
Implementation and Funding identifies strategies for project prioritization and phasing, as well as pote ntial partners and funding
sources.
Deliverable: Administrative Draft (Word and PDF)
2. Screencheck Draft
PlaceWorks will incorporate revisions provided by the Town staff of the Administrative Draft to create a Screencheck Draft of the
PlanAforAaA“fatalAflaw”AreviewApriorAtoApublishingAtheAPublicAReviewADraft.A
Deliverable: Screencheck Draft (Word and PDF)
3. Public Review Draft
PlaceWorks will address minor revisions of the Screencheck Draft to create a Public Review Draft of the Plan. The Public Review
DraftAwillAbeAmadeAavailableAonAtheATown’sAwebsite following review by the BPAC and commissions , and PlaceWorks will help Town
staff to coordinate notification to the community.
Deliverable: Public Review Draft (Word and PDF)
4. BPAC Meeting #3: Plan Review
PlaceWorks will meet with the BPAC to review the Public Review Draft of the BPMP. Input received from the BPAC will be
incorporated into the Final Plan.
Deliverable: Meeting Su mmary (Word and PDF)
5. Parks and Transportation/Parking Commission Meetings Round #2: Draft Plan
PlaceWorks will meet with both the Parks Commission and the Transportation and Parking Commission (possibly in a joint meeting)
to present and discuss the Draft BPMP. The Commissions will give input on the Draft BPMP, focusing on the proposed network,
project recommendations, design standards, and implementation strategies.
Deliverable: Meeting Su mmaries (Word and PDF)
6. Community Workshop #2: Plan Review
PlaceWorks will hold a community worksh op to present the Draft BPMP and discuss the proposed townwide bicycle and pedestrian
network and a list of improvement projects. At the workshop, after a brief presentation, PlaceWorks will facilitate table dis cussions.
Each group will work together over large -format maps to provide input on the recommended improvements including identification
of any additionalAimprovementAprojects..ABasedAonAtheAcommunity’sAinput;AtheAdraftAnetwork;AimprovementAprojects;AandAprojectA
prioritization list will be updated.
Following the meeting, PlaceWorks will prepare a memorandum summarizing the meeting and any public input received.
Deliverable: Workshop Summary (Word and PDF)
Final BPMP Document Task E.
In this task, PlaceWorks will prepare a final draft plan and attend the Tow n Council meeting to consider adoption of the Final Plan.
1. Town Council Meeting
PlaceWorks will prepare a final draft plan and attend the Town Council meeting to consider the final plan. Input received on the
Draft BPMP from the BPAC, Commissions, and the community will be presented to the Town Council. As determined by Town staff
Placeworks will either present the final plan to the Council or be available to answer any questions on the plan raised by th e Council
or members of the public at the Council me eting. It is anticipated that the BPMP will be prepared such that it is not a project as
defined by CEQA and will not be subject to environmental review. If requested by the Town, Placeworks will provide a written
opinion regarding the level of environme ntal assessment required.
2. Final Plan
Comments received from the Town Council will be incorporated into the Final Plan.
Deliverable: Final Plan (Word and PDF)
1
2
3
4
5
Project Tasks
2016
Project Initiation
and Outreach
Existing Conditions
Analysis
Gap Analysis &
Project Identification
Draft BPMP
Document
Final BPMP
Document
MAY JUN JUL AUG SEP OCT NOV DEC
Work Period Product
BPAC Meetings Kick-off Meeting Public Meetings Community Workshops
Kick-off
Meeting
Outreach
Strategy
Memo
Base
Map
Existing
Conditions
Memo
Draft
Network
Map
Proposed
Network
Memo
Admin
Draft
Screencheck
Draft
Public
Review
Draft
BPAC #1 &
Community Workshop #1
BPAC #2 &
Commission Meetings
Final
Plan
Data Collection
Policies &
Programs
Memo
BPAC #2,
Commission Meetings, &
Community Workshop #2
Town
Council
PLACEWORKS
PlaceWorks
Los Gatos Bicycle and Pedestrian Master Plan Project
COST PROPOSAL
Principal
Senior
Associate /
Advisor
Project
Manager
Associate/
GIS
Manager
Project
Planner/
Designer
Hourly Rate:$180 $175 $170 $135 $105
TASK 1. Project Initiation and Outreach
1.1 Kick-Off Meeting 6 10 16 $2,780
1.2 Background Document Assembly 2 4 6 $760
1.3 Outreach Strategy 2 2 6 12 30 52 $6,500
Task 1. Subtotal 8 2 18 12 34 74 $10,040
TASK 2. Existing Conditions Analysis
2.1 Base Map Preparation 4 8 16 28 $3,440
2.2 Data Collection 2 8 12 30 52 $6,480
2.3 Existing Conditions Memorandum 1 2 4 10 16 33 $4,240
2.4 BPAC Meeting #1: Existing Conditions and Visioning 1 8 9 $1,540
2.5 Community Workshop #1: Existing Conditions and Visioning 8 12 20 40 $5,580
Task 2. Subtotal 10 4 36 30 82 162 $21,280
TASK 3. Gap Analysis and Project Identification
3.1 Draft Bicycle and Pedestrian Network Map 1 2 8 16 28 55 $6,990
3.2 Proposed Network Memorandum 2 2 4 12 16 36 $4,690
3.3 Recommended Policies and Programs Memorandum 2 2 4 12 16 36 $4,690
3.4 BPAC Meeting #2: Recommended Network Evaluation 1 8 4 13 $1,960
3.5 Parks and Transportation/Parking Commission Meetings: Round #1 2 16 4 22 $3,500
Task 3. Subtotal 8 6 40 40 68 162 $21,830
TASK 4. Draft BPMP Document
4.1 Administrative Draft 4 6 12 24 36 82 $10,830
4.2 Screencheck Draft 2 4 12 16 34 $4,340
4.3 Public Review Draft 2 4 12 16 34 $4,340
4.4 BPAC Meeting #3: Plan Review 1 8 4 13 $1,960
4.5 Parks and Transportation/Parking Commission Meetings: Round #2 2 16 4 22 $3,500
4.6 Community Workshop #2: Plan Review 8 12 20 40 $5,580
Task 4. Subtotal 19 6 56 48 96 225 $30,550
TASK 5. Final BPMP Document
5.2 Town Council Meeting 2 8 4 14 $2,140
5.3 Final Plan 2 4 12 16 34 $4,340
Task 5. Subtotal 4 0 12 12 20 48 $6,480
Labor Hours Total 49 18 162 142 300 671
Labor Dollars Total $8,820 $3,150 $27,540 $19,170 $31,500 $90,180
PlaceWorks Percent of Total Labor 7%3%24%21%45%
EXPENSES
PlaceWorks Reimbursable Expenses $4,075
2% of Labor for Office Expenses (Copies, Faxes, Phone, Misc. Printing)$1,804
Traffic Counts at 10 intersections $3,800
EXPENSES TOTAL $9,679
Contingency $10,000
GRAND TOTAL $109,859
NOTES
Reimbursable expenses are billed at our current rates plus 2% of PlaceWorks labor
PLACEWORKS
PlaceWorks
Hours
PlaceWorks
Labor Total