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Addendum BPMP MEETING DATE: 04/05/16 ITEM NO : ADDENDUM COUNCIL AGENDA REPORT DATE: APRIL 4, 2016 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER SUBJECT: BICYCLE AND PEDESTRIAN MASTER PLAN A.AUTHORIZE THE TOWN MANAGER TO EXECUTE AN 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. 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. REMARKS: After the staff report was distributed on March 31, 2016, staff received the following questions from Council Members: The Bicycle and Pedestrian Master Plan schedule indicates that the needs analysis will be conducted in June. Please explain how this will be done as schools will not be in session. The last day of school for both the Los Gatos high school and elementary school districts is June 2. It has always been the intent to conduct pedestrian and bicycle counts prior to the summer to ensure that trips to and from school are captured. Staff and the consultants are currently reviewing the project timeline and have scheduled a kick-off meeting and initial presentation to the BPAC for April 7, 2016 (contingent on Council approval of the agreement with PlaceWorks). A special meeting of the BPAC in May has also been calendared to ensure adequate opportunity for the BPAC to provide input on school- related issues concurrent with data gathering. Additional information from the ongoing study of traffic around schools, which is already underway, will provide additional data for the project. As needed, staff will adjust the Master Plan schedule to ensure adequate information is collected, both before and after the summer break. PREPARED BY: MATT MORLEY Director of Parks and Public Works Reviewed by: Assistant Town Manager Town Attorney Finance PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: BICYCLE AND PEDESTRIAN MASTER PLAN APRIL 4, 2016 REMARKS (cont’d): Was there any consideration in including the BPAC (or at least one representative) when reviewing the proposals? The Town’s standard practice for consultant selection does not include participation of Commission members. The BPAC is a major stakeholder in the development of the Plan and the Commission members will play a significant role in providing direction and feedback to staff and consultants in the development of the Master Plan through multiple meeting opportunities. We expect the Commission will add significant value to the program. PlaceWorks’ Scope of Work highlights work that will be done by volunteers. Are these volunteers already identified or is there a possibility that the costs will increase if we don’t get enough volunteers? Both of the finalist firms (Nelson/Nygaard and PlaceWorks) proposed using volunteers to assist with the collection of pedestrian and bicycle count data. This is an industry-standard practice that serves two roles, engaging the community and providing a template for cost-effective ongoing measurement of pedestrian and bicycle data. Volunteers have not yet been identified; however, it is anticipated that the BPAC, Transportation and Parking, Parks and Youth Commissions, along with Safe Routes to Schools Committee will provide a strong pool of likely volunteers. The project budget does include a modest contingency that could be used if needed to complete the count. Do the consultants we are working with for the school traffic study (Traffic Patterns) prepare Bicycle and Pedestrian Master Plans? It seems like there is an opportunity to have used their current work and analysis for this effort. Traffic Patterns submitted a proposal to the Town in response to the RFP and was also included as a sub-consultant on one of the proposal teams. Neither Traffic Patterns nor the team for which they were a sub-consultant was one of the two finalists. The data collection and analysis from Traffic Patterns work on traffic around schools will be an important input to the Bicycle Pedestrian Master Plan needs analysis. I appreciate that PlaceWorks will use different staff from the Housing Element; however, is it clear from your interviews that the same problems will not occur? Staff is very confident that the PlaceWorks team proposed for this project will provide the Town with a high quality Bicycle and Pedestrian Master Plan. Extensive background checking on PlaceWorks’ proposed project manager Michael Nilsson was conducted by staff prior to finalizing a recommendation to Council and the team includes only PlaceWorks staff who have had a positive relationship with the Town.