HomeMy WebLinkAboutTransportation Packet July 2021Note: Anyone wishing to speak at any Transportation Commission meeting is encouraged to do so. If you wish to speak, please rise and, after you have been recognized by the Chair, give your name and complete address for the record. You will then be allowed to speak. Please note the public testimony may be limited by the Chair. AASSHHLLAANNDD TTRRAANNSSPPOORRTTAATTIIOONN CCOOMMMMIISSSSIIOONN JJuullyy 1155,, 22002211 AGENDA I. CALL TO ORDER: 6:00 PM, Meeting held virtually via Zoom II. ANNOUNCEMENTS III. CONSENT AGENDA A. Approval of Minutes: June 24, 2021 IV. PUBLIC FORUM (6:05-6:20) A. Public Forum-if you wish to speak during public forum please register with Scott.fleury@ashland.or.us by 10am July 14th. B. If you wish to provide public comment or discuss an agenda item please contact Scott.fleury@ashland.or.us by July 14th by 10am to register to participate. Written comments can also be submitted in the same time frame. C. If you are interested in watching the meeting via Zoom please utilize the following link: https://zoom.us/j/91628073338 V. CRASH REPORT (6:20-6:30) VI. NEW BUSINESS A. Oregon Department of Transportation – Intergovernmental Agreement “Ashland ADA Improvements” (6:30-6:45, action required, discuss IGA and make recommendation to Council for Approval) VII. OLD BUSINESS A. Vision Zero Program and Resolution (6:45-7:10, action required discuss final resolution and Council information) B. Transportation System Plan Scope Review (7:10-7:40, action required, discuss final scope and Council information) VIII. TASK LIST (If time allows) A. Discuss current action item list IX. FOLLOW UP ITEMS A. None X. INFORMATIONAL ITEMS (If time allows) A. Bike Rack Installations XI. COMMISSION OPEN DISCUSSION (If time allows) XII. FUTURE AGENDA TOPICS A. Residential Parking Program B. Street User Fee/Gas Tax (budget process) C. Crosswalk Policy XIII. ADJOURNMENT: 8:00 PM Next Meeting Date: August 19, 2021 Meeting In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Office at 488-5587 (TTY phone number 1 800 735 2900). Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).
Transportation Commission
Contact List as of February 2021
Name Title Telephone Mailing Address Email Address Expiration of Term
Mark Brouillard Commissioner 206-661-7085 159 Helman St mtbrouillard@msn.com 4/30/2023
Joe Graf Commissioner 541-488-8429 1160 Fern St. jlgtrans15@gmail.com 4/30/2024
Corinne Vièville Commissioner 541-488-9300 or 541-944-9600 805 Glendale Ave. corinne@mind.net 4/30/2022
Derrick Claypool-Barnes Commissioner 503-482-9271 1361 Quincy St #6F dorkforest@gmail.com 4/30/2024
Linda Peterson Adams Commissioner 541-554-1544 642 Oak St gardengriotashland@gmail.com 4/30/2022
Katharine Danner Commissioner 541-482-2302 PO Box 628 ksdashland@gmail.com 4/30/2022
Vacant Commissioner
Non-Voting Ex Officio Membership
Scott Fleury Director, Public Works 541-488-5587 20 E. Main Street scott.fleury@ashland.or.us
Paula Hyatt Council Liaison 20 E. Main Street Paula.Hyatt@council.ashland.or.us
Brandon Goldman Planning Department 541- 488-5305 20 E. Main Street goldmanb@ashland.or.us
Steve MacLennan Police Department 541- 552-2433 20 E. Main Street maclenns@ashland.or.us
Vacant SOU Liaison 541-552-8328 1250 Siskiyou Blvd
Dan Dorrell, PE ODOT 541- 774-6354 100 Antelope Rd WC 97503 Dan.w.dorrell@odot.state.or.us
Edem Gómez RVTD 541-608-2411 3200 Crater Lake Av 97504 egomez@rvtd.org
Jenna Stanke ODOT 541- 774-5925 100 Antelope Rd WC 97503 Jenna.MARMON@odot.state.or.us
David Wolske Airport Commission david@davidwolske.com
Vacant Ashland Parks
Vacant Ashland Schools
Staff Support
Scott Fleury Public Works Director 541-488-5587 20 E. Main Street Scott.fleury@ashland.or.us
Karl Johnson Associate Engineer 541-552-2415 20 E. Main Street johnsonk@ashland.or.us
ASHLAND TRANSPORTATION COMMISSION MINUTES June 24, 2021
Transportation Commission January 21, 2021 Page 1 of 3
CALL TO ORDER: 6:02pm Commissioners Present: Mark Brouillard, Joe Graf, Corinne Vièville, Linda Peterson Adams, Katharine Danner, Bruce Borgerson, Derrick Claypool-Barnes Commissioners Not Present Council Liaison Present: None Staff Present: Scott Fleury Guests Present: None ANNOUNCEMENTS – Chair Peterson-Adams announces that ODOT will be performing pavement maintenance related work on Siskiyou Boulevard from Walker Avenue to the interstate. The work will go to July 6th and be careful of the work zones and flaggers. CONSENT AGENDA Approval of Minutes May 20, 2021 Vièville motions to approve minutes with stated corrections, Danner seconds. Commissioners approve minutes as amended. All ayes. Minutes approved. PUBLIC FORUM Chair Peterson-Adams recognizes the letter in the packet from Southern Oregon Climate Action now and also the memo and information provided by Climate Policy Commission member Gary Schaff as part of the Vision Zero program. CRASH REPORT: Officer MacLennan presents crash report. Crashes picked up in the past month. No pedestrian or bicycle crashes in the past month. There were three DUI crashes in the past month. Commissioner Vièville asks if the DUIs are alcohol or drug related. Officer MacLennan’s states that a majority of the DUIs appear to be Poly-DUI which includes both drugs and alcohol. Commissioner Danner asks if it is documented the crash was caused by cell phone use or distracted driving. Officer MacLennan states that reference isn’t on the Commissions information, but it is on the police’s crash report form and it could be included on the Commissions form. Commission discusses potential additions/subtractions to the accident report information and decides to take no action at this time. As the Commission works through development of the Vision Zero action plan, they will discuss the accident report information again and determine if changes would benefit the data collection side of the program. NEW BUSINESS A. Commission Meeting Policy- Chair Peterson-Adams details the need for the Commission to set a meeting policy with respect to either meet in-person or virtually as required by the code. Chair Peterson-Adams recommends continuing to meet virtually via Zoom due to administrative staff reductions in Public Works and until such time as there is administrative capacity to begin hosting in person meetings. Vièville would like to continue meeting virtually as it is a benefit for her. Danner would like to meet at least twice a year in person. Danner motions to continue to meet virtually until such time as there is administrative capacity and/or Commission business requires an in-person meeting with a minimum of two (2) in person meetings per year. Vièville seconds. All Ayes, Motion Carries. Old Business-
ASHLAND TRANSPORTATION COMMISSION MINUTES June 24, 2021
Transportation Commission January 21, 2021 Page 2 of 3
A. Vision Zero Program and Resolution - The Commission discusses the simplified resolution as developed by staff from the Commissions discussion at the May 20, 2021 meeting. The recital section was simplified, and the Planning Commission was added to the list of Commissions that support the Vision Zero Resolution. Chair Peterson-Adams represents concern over the fact the resolution does not contain a statement about the potential of the program to reduce GHG emissions, but this is implicit in the CEAP, in chapter 13 of the current TSP and referenced in the updated TSP scope. Chair Peterson-Adams recommends updating section three (3) of the resolution to include development of an action plan. The group discusses language adjustments to section three (3) of the resolution. Staff recommends the language be updated to state: The Ashland City Council supports efforts by the City of Ashland’s Transportation, to develop a Vision Zero Action Plan that develops and prioritizes safety improvements for people walking, bicycling, using mobility devices and driving motorized vehicles. Commission agrees this language meets their intent. The Commission also discusses simplifying the process and acting as the primary Commission moving forward. The TC will work with the other Commissions and associated stakeholders as part of the Vision Zero Action Plan development and staff can include this information in the Council staff report. Staff recommends updating the resolution and developing the outlines of the staff report that would go to Council for a final Commission discussion at the July meeting. Commission agrees this an appropriate next step. B. Transportation System Plan Scope Review – Commission discusses updated TSP scope. Staff explains the updated scope includes the addition of the Racial Justice and Social Equity Commission as a potential member of the Citizens Advisory Committee (CAC), and additional meetings were included for the Transportation Commission as part of the review and adoption process. Commission recommends grammatical and functional changes to TSP scope document. Staff to incorporate changes and notate document for Kittelson to make final updates for the July meeting. Staff will also generate a draft Council report for the Commission to review at the July meeting. Staff expects a formal motion and recommendation to the Council to approve a professional services contract with Kittelson Associates for the TSP update at the July meeting. The group discusses representation for the Citizen Advisory Committee and will look to develop a list of recommendations that could be brought forward to the Mayor for consideration. C. CEAP Implementation Plan- The Commission discusses the CEAP implementation plan and associated response memo from Gary Schaff regarding the conversations that occurred at the May 20th meeting. Commissioner Graff expresses general concern about ensuring that other Commissions don’t go around the Transportation Commission when it specifically comes to Transportation related issues and projects. The Commission wants it explicit that any transportation related items from any plan or document are the purview of the Transportation Commission first and foremost. Chair Peterson-Adams informs Commission that she is confident that any items the Climate Policy or Climate outreach Commissions are working on that have a Transportation related element will come before the Transportation Commission as part a fundamental process. In general the Commission is in agreement that the policies from the CEAP plan are in alignment with many of the policies of the Transportation System Plan (2012) and they will be vetted again with the Transportation System Plan update moving forward to ensure the vision tracks with the communities expectations. The Commission would like to clarify their position with respect to comments on the
ASHLAND TRANSPORTATION COMMISSION MINUTES June 24, 2021
Transportation Commission January 21, 2021 Page 3 of 3
implementation plan and how transportation related projects/items should be handled moving forward on a Commission level basis. The Commission values working with the other Commissions to advocate for improvements that benefit the community, but also want to ensure they are in the lead or in the know when it comes to transportation related items being presented before the City Council. Staff to summarize information in an email and send to Stu Green, staff liaison to the CPC. Chair Peterson-Adams looks for support from the Commission to participate as a TC member on the Community based Ashland Climate Coalition. Vièville motions to recommend that Chair Peterson-Adams participate as a Transportation Commission member on the Ashland Climate Coalition. Danner seconds. All Ayes, Motion Carries. TASK LIST A. Discuss current action item list- No discussion FOLLOW UP ITEMS A. None INFORMATIONAL ITEMS- None COMMISSION OPEN DISCUSSION- None FUTURE AGENDA TOPICS A. Residential Parking Program B. Street User Fee/Gas Tax (budget/TSP) C. Crosswalk Policy ADJOURNMENT: @ 8:01pm Respectfully submitted, Scott Fleury PE, Public Works Director **Full Video Available by Request**
June 2021 Accidents
Motor Vehicle (15)
Bike/Ped Involved (1)
Previous 2021 Accidents
Motor Vehicle (63)
Bike/Ped Involved (5)
Traffic AccidentsJune 2021
NO. OF ACCIDENTS: 16
Rep DATE TIME DAY LOCATION
NO.
VEH
PED
INV.
BIKE
INV.INJ. DUII Cited
Police
On Site
PROP
DAM.
HIT/
RUN
CITY
VEH.CAUSE - DRIVER ERROR
NR 1 8:15 Tue
Tolman Creek Rd near Siskiyou
Blvd 2NNNNN Y NN N
Dv1 paused in traffic, waiting to make a
turn, when v2 ran into the back of v1. Minor
damage, no citation.
NR 2 14:37 Wed N Main St at the Plaza 2 N N N N N Y N N N
Dv1 crashed into the rear of v2 in the Plaza
area. Information exchanged.
R 5 19:37 Sat E Main St at Sherman 2 N N N N Y Y Y Y N
Dv1 sideswiped v1 which was waiting at a
stop sign. Dv1 cited for hit and run.
NR 7 11:00 Mon Tolman Creek Rd near Grizzly Dr 2 N N N N N Y N N N
Dv1 and 2 were waiting in construction
traffic when dv2 began backing, and v2
backed into v1. Information exchanged.
NR 9 13:54 Wed
Tolman Creek Rd near Ashland
St 2NNNNN Y YN N
Dv2 sideswiped parked v1. Minor damage
only, information exchanged.
R 10 15:40 Thur N Main St near Glenn St 2 Y N N N N Y Y N N
Dv1 stopped behind another veh which had
stopped for a ped crossing the street, and
while paused, v2 rearended v1. Information
exchanged.
R 12 1:43 Sat E Main St near Pioneer St 2 N N N Y Y Y Y N N
Dv1 attempted to merge into the right lane.
V2 was occupying the right lane, traveling
about the same speed. Dv1 crashed into
the side of v2, and was arrested for DUII
and Reckless Driving.
R 12 2:54 Sat Winburn Way near Nutley St 1 N N N N N Y N N N
Dv was sleeping in vehicle in a parking spot
facing the creek. Driver accidentally shifted
veh out of park while sleeping, and it drifted
over the curb, down an embankment and
came to rest on a tree.
R 12 14:10 Sat
Siskiyou Blvd near Tolman Creek
Rd 2NNNNN Y YN N
Dv2 did not stop at the stop sign, and
crashed into Dv1 who was turning left onto
Tolman Creek Road. Information
exchanged.
MONTH: JUNE 2021
MOTOR VEHICLE CRASH SUMMARY
Rep DATE TIME DAY LOCATION
NO.
VEH
PED
INV.
BIKE
INV.INJ. DUII Cited
Police
On Site
PROP
DAM.
HIT/
RUN
CITY
VEH.CAUSE - DRIVER ERROR
R 14 18:00 Mon Ashland St at Tolman Creek Rd 2 N N N N N Y Y N N
Dv1 travelling west on Ashland St with a
green light was struck by v2. Dv2 made a
left turn north on Tolman Creek Road on a
blinking yellow light causing the collision.
R 15 20:28 Tue Morton St near Siskiyou Blvd 2 N N N U N Y Y Y N
Unknown driver crashed into parked vehicle
1 and left the area. No leads.
R 18 12:47 Fri Oak St near E Main St 2 N N N N Y Y Y N N
Dv1 was traveling on Oak St when v2
pulled out from a parking lot and crashed
into the side of v1. Dv2 cited for failure to
yield.
R 20 12:02 Sun Ashland St near Washington St 2 N N N N N Y Y N N
Dv1 was attempting to enter the median to
make a left turn when v2 tried to pass on
the left. the 2 vehicles side crashed. No
fault determined.
R 21 11:28 Mon Clay St at Siskiyou Blvd 2 N N N Y Y N Y Y N
Driver struck parked vehicle and was
arrested for DUII, hit and run.
R 27 19:33 Sun Highway 66 at Applegate Wy 2 N N N N Y Y Y N N
Dv1 pulled out from a side street to merge
onto Highway 66 and struck v2. Dv1 cited
for failure to obey traffic control device.
R 29 13:10 Tue E Main St near Pioneer St 2 N N N N N Y Y N N
Dv1 pulled over to park, and realizing she
was in a loading zone, pulled back into the
travel lane, impacting v2. Information
exchanged.
Memo
Date:
July 6, 2021
From: Scott A. Fleury
To: Transportation Commission RE: Oregon Department of Transportation – Intergovernmental Agreement, Americans with Disabilities Improvements (Rectangular Rapid Flashing Beacons Installation)
BACKGROUND: Before the Commission is a request to recommend approval of an Intergovernmental Agreement (IGA) with the Oregon Department of Transportation (ODOT) for Americans with Disabilities (ADA) improvements including pedestrian enhancements (RRFB) at the Van Ness Avenue
intersection. ODOT will be performing numerous ADA ramp upgrades along the Highway 99 corridor as part of its legal settlement. It is typical for the City to enter into IGAs with ODOT for improvement related projects within the City limits. Inherent to this IGA is the request to reimburse ODOT for
the enhanced pedestrian facilities associated with the RRFB installation at Van Ness Avenue. There has long been the need to install additional safe marked crosswalks along the North Main corridor. The Transportation Commission previously worked with the Public Works and the City’s consultant Traffic Engineer to develop and recommend additional safe crosswalk
locations and associated enhancements. The recommendations developed included installing a marked crosswalk at Nursery Street and a marked crosswalk with RRFB’s at the Van Ness Avenue location. The RRFB would be audible and similar to others already installed in the community.
Staff has been working with ODOT on the possibility of having additional crosswalk improvements included in their ADA program project. ODOT has agreed to include the additional improvements as part of the engineering and construction phases. ODOT has also obtain approval from the State Traffic Engineer to install the marked crosswalks at both locations
and the RRFBs at the Van Ness Avenue location. ODOT would not install the crosswalks or
RRFBs if the City did not agree to participate in the associated cost as these would be far outside the scope of their ADA project. As the City had defined this project in the Capital Improvement Plan and monies were appropriated in the current budget for the project staff requested ODOT update the IGA to include the estimated costs to be borne by the City.
ODOT estimated the cost for the RRFB installation at $95,000, given current market conditions. This is more than the originally anticipated cost of $75,000 for the improvement that was estimated for the Capital Improvement Program and included in the 2021-2023 biennium budget. Staff believes any additional cost can be covered by the Street Fund (ending fund balance). Staff
is also working with ODOT on the potential for grant funding a portion of the project through
their active transportation program. As part of the IGA the request is to provide ODOT with the fully anticipated cost upfront. After the construction phase is completed budget a reconciliation will occur with either the City being
provided a refund (cost savings) or additional monies (cost overrun) as required to cover the complete cost. CONCLUSION: Action required by Commission; provide a recommendation to the City Council to approve the IGA with ODOT for the ADA improvements and to cover the cost of the RRFB installation at Van Ness Street.
Memo
Date:
July 6, 2021
From: Scott A. Fleury
To: Transportation Commission RE: Vision Zero Resolution BACKGROUND: At the June 24, 2021 the Commission discussed the updated draft Vision Zero Resolution
developed and recommended changes to the resolution. Staff has captured the requested changes
and updated the resolution (attached). As part of the discussion the staff recommended the Commission review the resolution one final time at the July meeting along with a draft of the staff report that would go before Council
requesting approval of the resolution. Staff has constructed a rough draft Council report for
review and edits as necessary (attached).
The Commission should also discuss and develop the process for moving the resolution through various Commission’s. This process should include development of background documentation or a “staff report” that can be provided to each Commission as part of the recommendation process.
CONCLUSION: Action required: Commission should discuss the final draft resolution and Council staff report
and provide comments/feedback. Once the Council staff report is finalized the item can be placed on the Council look ahead for discussion and deliberation.
Memo
Date:
July 6, 2021
From: Scott A. Fleury
To: Transportation Commission RE: Transportation System Plan Update Scope, Fee and Schedule (July2021) 2021 B ACKGROUND: The previous two (2) meetings the Commission has discussed the TSP update scope of services
and has made various recommendations for improvement. The final updated TSP scope is
attached for reference. At the June meeting staff requested the Commission provide a final review of the document along with the staff report that will be presented before Council for approval of a professional services contract with Kittelson Associates. The staff report is also attached for reference.
Proposed Timeline:
1. May-July – Review TSP scope 2. July – Final review and recommendation to Council to award 3. August/September – Council award of professional services contract for TSP update 4. September – Project kickoff and data collection 5. September (2021) thru November 2022 – Complete all project tasks
CONCLUSION:
Commission should discuss the final scope and ensure it encapsulates all previous recommended
changes and make a recommendation for the City Council to approve award of contract for the project. In addition, the Commission should provide any comments on the staff report that will be presented before Council regarding approval of the contract with Kittelson Associates for the TSP update. Staff will take the final contract documents to the City Council in
August/September for approval.
Transportation Commission
Action Item List
J uly 15, 2021 Action Items: 1. Capital Improvement Plan-Review and Recommendation (2020/21)
• Review proposed roadway, pedestrian and bicycle network CIP projects for the 2021-2023
budget biennium
• Make recommendation on priorities for 2 and 6-year CIP projects
2. TSP Update (2020-21)
• Solicitation documents have been submitted and scored by project team
• Scope, schedule and fee documents under review (TC December 2019/January 2020/February
2020)
• Professional services contract requires Council approval
• Schedule Council approval (April 7, 2020)
• TSP Postponed until timing to start project is more appropriate (FY22/23)
• Review Scope and Fee (May & June 2021)
• Recommend approval of a contract with Kittelson Associates to City Council
• August 2021 approval anticipated
3. Main St. Crosswalk truck parking (no change)
• Analysis is included in the revitalize downtown Ashland plan and was recently discussed during
the kickoff meeting.
• The Revitalize Downtown Ashland Transportation Growth and Management grant project has
begun that will assess safety and parking in the downtown core. (February 2020) No change-
March 2020
• The Revitalize Downtown Ashland Project has been cancelled with the expectation to re-start
the project at a more appropriate time in the future (1-2 years).
4. Siskiyou Blvd. and Tolman Creek Intersection Improvements
• The Oregon Department of Transportation removed median island and restriped Tolman
Creek portion of intersection to allow for better right-hand turning truck movements.
• The Oregon Department of Transportation is also looking at curb ramp design changes to the
intersection. (February 2020) No change-March 2020
• Reference ODOT Intersection Change Schematic Drawing (September 2020)
• Forwarded TC comments to ODOT regarding review of 60% Design (September 2020)
• ODOT Provided Advance Plans of intersection redesign (March 2021)
5. 20 is Plenty Subcommittee Work (November 2021 start)
• Mark Brouillard is participating in the 20 mph is plenty subcommittee work with the Climate
Policy Commission representatives.
• Commission endorsed recommendation developed in the 20 is Plenty report discussed at the
January 2021 meeting. Next steps include continued discussion of program and associated
strategies for public outreach (education, engineering, enforcement, evaluation), inclusion into
the TSP update, updating CIP, and holding a formal Council discussion.
• 20 Is Plenty programmatic discussion to be scheduled for April 2021.
• Commission recommended moving forward with the Vision Zero program and associated
resolution. Options to meet the Vision Zero goal could include the 20 Is Plenty Program
and other associated safety improvements (vehicular, bike & ped). The TSP update could
assist at a programmatic level in meeting Vision Zero goals.
6. Railroad District Parking Limitations Review
• At a future meeting TBD, discuss current parking limitations in railroad district.
Misc. Contracts and Agreements No. 34713
06-12-15
INTERGOVERNMENTAL AGREEMENT
Ashland ADA Improvements THIS AGREEMENT is made and entered into by and between the STATE OF OREGON, acting by and through its Department of Transportation, hereinafter referred to as "State;” and the City of Ashland, acting by and through its elected officials, hereinafter referred to
as "Agency,” both herein referred to individually or collectively as “Party” or “Parties.”
RECITALS
1. Pacific Hwy., No. 1 (I-5) and Rogue Valley Hwy., No. 63 (OR 99), are a part of the state highway system under the jurisdiction and control of the Oregon Transportation Commission (OTC). Jackson Rd., Sheridan St., Coolidge St. (Glenn St.), Nursery St., Wimer St. (Hersey St.), Van Ness Ave., First St., Harmony Ln., Hillview Dr., Normal
Ave., Beswick Way, Park St., Terra Ave. (Faith Ave.), Glendale Ave., Mary Jane
Ave., Clay St., Blackberry Ln., Manzanita St. (Skidmore St.), Central Ave., Bush St., Church St., Granite St., N Main St. (Water St.), Oak St., Bellview Ave., Tolman Creek Rd., E. Jefferson Ave. and Jefferson Ave. are a part of the city street system under the jurisdiction and control of city.
2. By the authority granted in Oregon Revised Statute (ORS) 190.110, state agencies
may enter into agreements with units of local government for the performance of any or all functions and activities that a party to the agreement, its officers, or agents have the authority to perform.
3. State, by ORS 366.220 is vested with complete jurisdiction and control over the
roadways of other jurisdictions taken for state highway purposes. By the authority
granted by ORS 373.020, the jurisdiction extends from curb to curb, or, if there is no regular established curb, then control extends over such portion of the right of way as may be utilized by State for highway purposes. Responsibility for and jurisdiction over all other portions of a city street remains with the Agency.
4. By the authority granted in ORS 810.080 State has the authority to establish marked
pedestrian crosswalks on its highway facilities.
5. By the authority granted in ORS 810.210, State is authorized to determine the character or type of traffic control devices to be used, and to place or erect them upon state highways at places where State deems necessary for the safe and expeditious
control of traffic. No traffic control devices shall be erected, maintained, or operated
upon any state highway by any authority other than State, except with its written approval. Traffic signal work on this Project will conform to the current State standards and specifications.
6. By the authority granted in ORS 366.425, State may accept deposits of money or an
irrevocable letter of credit from any county, city, road district, person, firm, or
corporation for the performance of work on any public highway within the State.
Agency/State Agreement No. 34713
2
When said money or letter of credit is deposited, State shall proceed with the Project. Money so deposited shall be disbursed for the purpose for which it was deposited.
7. In order for State to ensure that curb ramps along the state highway system in Region
3 are in compliance with the current standards of Section 504 of the Rehabilitation Act on 1973 and the Americans with Disabilities Act of 1990 as amended (together, “ADA”); State intends to enter into agreements with cities throughout Region 3 that have been identified in the 2021-2024 Statewide Transportation Improvement
Program (STIP) as needing curb ramp improvements to bring curb ramps on or along
state highways in those cities into compliance with current ADA standards. This Agreement identifies Parties’ respective responsibilities.
NOW THEREFORE, the premises being in general as stated in the foregoing Recitals, it is agreed by and between the Parties hereto as follows:
TERMS OF AGREEMENT
1. Under such authority, State and Agency agree that State shall design and construct ADA-compliant curb ramp improvements for the City of Ashland in the locations identified below:
• OR 99 MP 17.8 @ Jackson Rd.
• OR 99 MP 18.21 @ Sheridan St.
• OR 99 MP 18.52 @ Coolidge St. (Glenn St.)
• OR 99 MP 18.6 @ Nursery St.
• OR 99 MP 18.65 @ Wimer St. (Hersey St.)
• OR 99 MP 18.69 @ Van Ness Ave.
• OR 99 MP 18.79 @ Manzanita St. (Skidmorre St.)
• OR 99 MP 18.84 @ Central Ave.
• OR 99 MP 18.93 @ Bush St.
• OR 99 MP NB & SB 19.05 @ Church St.
• OR 99 MP 19.08 @ Granite St.
• OR 99 MP 19.11 @ N Main St. (Water St.)
• OR 99 MP NB & SB 19.17 & 19.19 @ Oak St.
• OR 99 MP NB & SB 19.32 & 19.46 @ First St.
• OR 99 MP 21.01 @ Harmony Ln.
• OR 99 MP 21.11 @ Hillview Dr.
• OR 99 MP 21.16 @ Normal Ave.
• OR 99 MP 21.18 @ Beswick Way
• OR 99 MP 21.27 & 21.28 @ Park St.
• OR 99 MP 21.35 @ Terra Ave. (Faith Ave.)
• OR 99 MP 21.45 @ Glendale Ave.
• OR 99 MP 21.48 @ Mary Jane Ave.
• OR 99 MP 21.57 @ Clay St.
• OR 99 MP 21.64 @ Blackberry Ln.
Agency/State Agreement No. 34713
3
• OR 99 MP 21.76 @ Bellview Ave.
• OR 99 MP 21.87 @ Tolman Creek Rd.
• I-5 MP 13.86 @ E Jefferson Ave.
• I-5 MP 14.15 @ Jefferson Ave.
These improvements shall consist of ADA-compliant curb ramp rehabilitation,
replacement, or construction as needed (“Project”). The location of the Project is approximately as shown on the sketch maps attached hereto, marked A, and by this reference made a part hereof.
2. The Project will be financed with state and federal funds available to the State as
identified in the 2021-2024 STIP. The State shall be responsible for all costs for the Project except for Agency-owned utilities, artwork, irrigation and landscape on Agency-owned right of way and the pedestrian island and RRFB pedestals with flashers at Van Ness and OR9 intersection. Agency shall be responsible for the
pedestrian island and RRFB pedestals with flashers at Van Ness and OR99
intersection. The estimate Agency cost for the pedestrian island and RRFB pedestals with flashers is $95,000. The Agency estimate for the pedestrian island and RRFB pedestals and flashers costs is subject to change. Agency shall be responsible for Agency-owned utilities, Artwork, irrigation and landscape on State right of way.
3. The term of this Agreement shall begin on the date all required signatures are obtained and shall terminate upon completion of the Project and final payment or ten (10) calendar years following the date all required signatures are obtained, whichever is sooner.
AGENCY OBLIGATIONS
1. Agency shall upon receipt of a fully executed copy of this Agreement and upon a
subsequent letter of request from State, forward to State an advance deposit or
irrevocable letter of credit in the amount of $95,000.00 for the pedestrian island and RRFB pedestals with flashers at Van Ness and OR99 intersection portion of the Project, said amount being equal to the estimated total cost for the work performed by State at Agency’s request under State Obligations paragraph 1. Agency agrees to
make additional deposits as needed upon request from State. Depending upon the
timing of portions of the Project to which the advance deposit contributes, it may be requested by State prior to Preliminary Engineering, purchase of right of way, or approximately 4-6 weeks prior to Project bid opening.
2. Upon completion of the Project and receipt from State of an itemized statement of the
actual total cost of State’s participation for the Project, Agency shall pay any amount
which, when added to Agency’s advance deposit, will equal 100 percent of actual total State costs for the Project. Any portion of said advance deposit which is in excess of the State’s total costs will be refunded or released to Agency.
Agency/State Agreement No. 34713
4
3. Agency shall, at its own expense, be responsible for all costs of Agency-owned utility
conduits, lines, poles, mains, pipes, and all other such facilities of every kind and
nature on State right of way where such relocation or reconstruction is made necessary for the plans of this Project.
4. Agency shall be responsible for 100 percent of Agency-owned utilities on State right of way as part of this Project. Agency shall require the utility company to send
invoices directly to Agency.
5. Upon completion of Project, Agency shall continue with ownership of Agency-owned sidewalks and ADA ramp improvements and maintenance obligations of Agency-owned sidewalks and ADA ramp improvements.
6. Agency, by execution of Agreement, gives its consent as required by ORS 373.050(1)
to any and all closure of streets that intersect the state highway, if any there be in
connection with or arising out of the Project covered by the Agreement.
7. Agency, by execution of Agreement, gives its consent as required by ORS 373.030(2) and ORS 105.760 to any and all changes of grade within the Agency limits, and gives its consent as required by ORS 373.050(1) to any and all closure of streets
intersection the highway, if any there be in connection with or arising out of the Project
covered by the Agreement.
8. Agency grants State the right to enter onto Agency right of way for the performance of duties as set forth in this Agreement.
9. Agency certifies and represents that the individual(s) signing this Agreement has been
authorized to enter into and execute this Agreement on behalf of Agency, under the
direction or approval of its governing body, commission, board, officers, members or representatives, and to legally bind Agency.
10. Upon completion of this Project, Agency shall be responsible for maintaining improvements constructed as part of this Project, and all other existing features to
include but not limited to all surface, sub-surface features such as storm water
systems, curbs, gutters, sidewalks, easements, fences, sanitary sewer, water lines, and all other features that are within Agency right of way. In instances where City Ordinances requires property owners to maintain sidewalks, curbs and gutters along frontages that adjoin their property, those ordinances shall not relieve Agency of its
obligations under this Agreement. This provision shall survive termination of this
Agreement.
11. Americans with Disabilities Act Compliance:
a. When the Project scope includes work on sidewalks, curb ramps, or pedestrian-activated signals or triggers an obligation to address curb ramps
or pedestrian signals, the Parties shall:
Agency/State Agreement No. 34713
5
i. Utilize ODOT standards to assess and ensure Project compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of
1990 as amended (together, “ADA”), including ensuring that all sidewalks, curb
ramps, and pedestrian-activated signals meet current ODOT Highway Design Manual standards;
ii. Follow ODOT’s processes for design, construction, or alteration of sidewalks, curb ramps, and pedestrian-activated signals, including using the ODOT
Highway Design Manual, ODOT Design Exception process, ODOT Standard
Drawings, ODOT Construction Specifications, providing a temporary pedestrian accessible route plan and current ODOT Curb Ramp Inspection form;
iii. At Project completion, send a completed ODOT Curb Ramp Inspection Form
734-5020 to the address on the form as well as to State’s Project Manager for
each curb ramp constructed or altered as part of the Project. The completed form is the documentation required to show that each curb ramp meets ODOT standards and is ADA compliant. ODOT’s fillable Curb Ramp Inspection Form and instructions are available at the following address:
https://www.oregon.gov/ODOT/Engineering/Pages/Accessibility.aspx; and
b. Agency shall ensure that any portions of the Project under Agency’s maintenance
jurisdiction are maintained in compliance with the ADA throughout the useful life of
the Project. This includes, but is not limited to, Agency ensuring that:
i. Pedestrian access is maintained as required by the ADA,
ii. Any complaints received by Agency identifying sidewalk, curb ramp, or pedestrian-activated signal safety or access issues are promptly evaluated and
addressed,
iii. Agency, or abutting property owner, pursuant to local code provisions, performs any repair or removal of obstructions needed to maintain the facility in compliance with the ADA requirements that were in effect at the time the facility was constructed or altered,
iv. Any future alteration work on Project or Project features during the useful life of
the Project complies with the ADA requirements in effect at the time the future alteration work is performed, and
v. Applicable permitting and regulatory actions are consistent with ADA requirements.
c. Maintenance obligations in this section shall survive termination of this Agreement.
12. Agency’s Project Manager for this Project is Scott Fleury, Public Works Director, 20 East Main, Ashland, OR 97520, 541-488-5587, scott.fleury@ashland.or.us, or
Agency/State Agreement No. 34713
6
assigned designee upon individual’s absence. Agency shall notify the other Party in writing of any contact information changes during the term of this Agreement.
STATE OBLIGATIONS
1. State shall design and construct, rehabilitate, or replace curb as it deems necessary
to comply with current ADA standards, at the locations identified in Terms of Agreement, Paragraph 1 and construct a pedestrian island and RRFB pedestals with flashers at Van Ness and OR99 intersection per Agency’s request. State shall also establish lane reductions or detours if it deems any are necessary for construction staging on this Project.
2. State shall be responsible for all costs associated with construction and installation of the Project except the pedestrian island and RRFB pedestals with flashers at Van Ness and OR99 intersection and Agency-owned utilities, artwork, irrigation and landscape on Agency-owned right of way.
3. State shall, upon execution of the agreement, forward to Agency a letter of request
for an advance deposit or irrevocable letter of credit in the amount of $95,000.00 for payment of a pedestrian island and RRFB pedestals with flashers at Van Ness and OR99 intersection. Requests for additional deposits shall be accompanied by an itemized statement of expenditures and an estimated cost to complete Project.
4. Upon completion of the Project, State shall either send to Agency a bill for the
amount which, when added to Agency’s advance deposit, will equal 100 percent of the total state costs for Project or State will refund to Agency any portion of said advance deposit which is in excess of the total State costs for Project.
5.
6. State certifies, at the time this Agreement is executed, that sufficient funds are
available and authorized for expenditure to finance costs of this Agreement within State's current appropriation or limitation of the current biennial budget.
7. State, or its consultant, shall conduct the necessary field surveys, environmental studies, traffic investigations, preliminary engineering and design work required to produce and provide final plans, specifications and cost estimates for the highway
Project; identify and obtain all required permits; perform all construction engineering, including all required materials testing and quality documentation; prepare all bid and contract documents; advertise for construction bid proposals; award all contracts; pay all contractor costs, provide technical inspection, project management services and other necessary functions for sole administration of the construction contract entered
into for this Project.
8. State, or its consultant shall cause to be relocated or reconstructed, all privately or publicly owned utility conduits, lines, poles, mains, pipes, and all other such facilities of every kind and nature where such relocation or reconstruction is made necessary by the plans of the Project in order to conform the utilities and other facilities with the
Agency/State Agreement No. 34713
7
plans and the ultimate requirements for the portions of the Project which may interfere with the ADA improvements.
1. State’s Project Manager for this Project is Justin Shoemaker, Construction Project
Manager 2, 100 Antelope Rd., White City, OR 97503, 541-774-6376, Justin.d.shoemaker@odot.state.or.us, or assigned designee upon individual’s absence. State shall notify the other Party in writing of any contact information changes during the term of this Agreement.
GENERAL PROVISIONS
1. This Agreement may be terminated by either Party upon thirty (30) days' notice, in
writing and delivered by certified mail or in person.
2. State may terminate this Agreement effective upon delivery of written notice to Agency, or at such later date as may be established by State, under any of the following conditions:
a. If Agency fails to provide services called for by this Agreement within the
time specified herein or any extension thereof.
b. If Agency fails to perform any of the other provisions of this Agreement, or so fails to pursue the work as to endanger performance of this Agreement in accordance with its terms, and after receipt of written notice from State fails to correct such failures within ten (10) days or such longer period as
State may authorize.
c. If Agency fails to provide payment of its share of the cost of the Project.
d. If State fails to receive funding, appropriations, limitations or other expenditure authority sufficient to allow State, in the exercise of its reasonable administrative discretion, to continue to make payments for
performance of this Agreement.
e. If federal or state laws, regulations or guidelines are modified or interpreted in such a way that either the work under this Agreement is prohibited or State is prohibited from paying for such work from the planned funding source.
3. Any termination of this Agreement shall not prejudice any rights or obligations accrued to the Parties prior to termination.
4. If any third party makes any claim or brings any action, suit or proceeding alleging a tort as now or hereafter defined in ORS 30.260 ("Third Party Claim") against State or Agency with respect to which the other Party may have liability, the notified Party
must promptly notify the other Party in writing of the Third Party Claim and deliver to the other Party a copy of the claim, process, and all legal pleadings with respect to the Third Party Claim. Each Party is entitled to participate in the defense of a Third Party
Agency/State Agreement No. 34713
8
Claim, and to defend a Third Party Claim with counsel of its own choosing. Receipt by a Party of the notice and copies required in this paragraph and meaningful opportunity
for the Party to participate in the investigation, defense and settlement of the Third
Party Claim with counsel of its own choosing are conditions precedent to that Party's liability with respect to the Third Party Claim.
5. With respect to a Third Party Claim for which State is jointly liable with Agency (or would be if joined in the Third Party Claim), State shall contribute to the amount of
expenses (including attorneys' fees), judgments, fines and amounts paid in settlement
actually and reasonably incurred and paid or payable by Agency in such proportion as is appropriate to reflect the relative fault of State on the one hand and of Agency on the other hand in connection with the events which resulted in such expenses, judgments, fines or settlement amounts, as well as any other relevant equitable
considerations. The relative fault of State on the one hand and of Agency on the other
hand shall be determined by reference to, among other things, the Parties' relative intent, knowledge, access to information and opportunity to correct or prevent the circumstances resulting in such expenses, judgments, fines or settlement amounts. State’s contribution amount in any instance is capped to the same extent it would
have been capped under Oregon law, including the Oregon Tort Claims Act, ORS
30.260 to 30.300, if State had sole liability in the proceeding.
6. With respect to a Third Party Claim for which Agency is jointly liable with State (or would be if joined in the Third Party Claim), Agency shall contribute to the amount of expenses (including attorneys' fees), judgments, fines and amounts paid in settlement
actually and reasonably incurred and paid or payable by State in such proportion as is
appropriate to reflect the relative fault of Agency on the one hand and of State on the other hand in connection with the events which resulted in such expenses, judgments, fines or settlement amounts, as well as any other relevant equitable considerations. The relative fault of Agency on the one hand and of State on the other hand shall be
determined by reference to, among other things, the Parties' relative intent,
knowledge, access to information and opportunity to correct or prevent the circumstances resulting in such expenses, judgments, fines or settlement amounts. Agency's contribution amount in any instance is capped to the same extent it would have been capped under Oregon law, including the Oregon Tort Claims Act, ORS
30.260 to 30.300, if it had sole liability in the proceeding.
7. The Parties shall attempt in good faith to resolve any dispute arising out of this Agreement. In addition, the Parties may agree to utilize a jointly selected mediator or arbitrator (for non-binding arbitration) to resolve the dispute short of litigation.
8. If Agency fails to maintain facilities in accordance with the terms of this Agreement,
State, at its option, may maintain the facility and bill Agency, seek an injunction to
enforce the duties and obligations of this Agreement or take any other action allowed by law.
9. This Agreement may be executed in several counterparts (facsimile or otherwise) all of which when taken together shall constitute one agreement binding on all Parties,
Agency/State Agreement No. 34713
9
notwithstanding that all Parties are not signatories to the same counterpart. Each copy of this Agreement so executed shall constitute an original.
10. This Agreement and attached exhibits constitute the entire agreement between the
Parties on the subject matter hereof. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this Agreement. No waiver, consent, modification or change of terms of this Agreement shall bind either Party unless in writing and signed by both Parties and all necessary approvals have
been obtained. Such waiver, consent, modification or change, if made, shall be
effective only in the specific instance and for the specific purpose given. The failure of State to enforce any provision of this Agreement shall not constitute a waiver by State of that or any other provision.
THE PARTIES, by execution of this Agreement, hereby acknowledge that their signing representatives have read this Agreement, understand it, and agree to be bound by its terms and conditions.
This Project is in the 2021-2024 Statewide Transportation Improvement Program (STIP),
(Key #22389) that was adopted by the Oregon Transportation Commission on July 16, 2020 (or subsequently by amendment to the STIP).
SIGNATURE PAGE TO FOLLOW
CITY OF ASHLAND, by and through its elected officials
By _______________________________
STATE OF OREGON, by and through its Department of Transportation
By_______________________________
Agency/State Agreement No. 34713
10
Date _____________________________
By _______________________________
Date _____________________________
By _______________________________
Date _____________________________
LEGAL REVIEW APPROVAL (If required in Agency’s process)
By _______________________________ Agency’s Counsel
Date _____________________________
Agency Contact: Scott Fleury
Public Works Director
20 East Main Ashland, OR 97520 541-488-5587 Scott.fleury@ashland.or.us
State Contact:
Justin Shoemaker Construction Project Manager 2 100 Antelope Road White City, OR 97503 541-774-6376
Justin.d.shoemaker@odot.state.or.us
Delivery & Operations Division Manager
Date _____________________________
APPROVAL RECOMMENDED
By_______________________________
Region 3 Manager
Date ____________________________
APPROVED AS TO LEGAL
SUFFICIENCY
By_______________________________ Assistant Attorney General Date_____________________________
Agency/State Agreement No. 34713
11
EXHIBIT A
Agency/State Agreement No. 34713
12
Agency/State Agreement No.
06-12-15
Page 1 of 4
Council Business Meeting
00 00 2021
Agenda Item Vision Zero Resolution
From Scott Fleury PE Linda Peterson-Adams Public Works Director Transportation Commission Chair
Contact Scott.fleury@ashland.or.us 541-552-2412
SUMMARY Before the Council is a resolution establishing a Vision Zero Goal. A Vision Zero Goal for the community sets the standard that no loss of life or serious injury on a transportation system is acceptable. The City of
Ashland Transportation Commission has taken the lead to discuss and develop the resolution and if approved
is looking forward to beginning the development of a Vision Zero Action Plan in conjunction with working on the Transportation System Plan Update.
POLICIES, PLANS & GOALS SUPPORTED Council Goals: Essential Services
• Streets Value Services
• Multi-Modal Transportation
• All-Age Friendly Community
• Downtown Parking Current Transportation System Plan:
• Create a green template for other communities in the state and nation to follow
• Make safety a priority for all modes
• Maintain small-town character, support economic prosperity and accommodate future growth.
• Create a system-wide balance for serving and facilitating pedestrian, bicycle, rail, air, transit, and vehicular traffic in terms of mobility and access within and through the City of Ashland.
Department Goals:
• Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs
• Deliver timely life cycle capital improvement projects
• Maintain and improve infrastructure that enhances the economic vitality of the community
• Evaluate all city infrastructure regarding planning management and financial resources
PREVIOUS COUNCIL ACTION N/A BACKGROUND AND ADDITIONAL INFORMATION The City of Ashland Transportation Commission Mission: “Ashland has a vision - to retain our small-town character even while we grow. To achieve this vision, we must proactively plan for a transportation system that is integrated into the community and enhances
Ashland’s livability, character and natural environment. The focus must be on people being able to
Page 2 of 4
move easily through the City in all modes of travel. Modal equity then is more than just a phase. It is a planning concept that does not necessarily imply equal financial commitment or equal percentage use of each mode, but rather ensures that we will have the opportunity to conveniently and safely use the
transportation mode of our choice, and allow us to move toward a less auto-dependent community.”
To meet the mission, the Transportation Commission has worked towards developing a Vision Zero Resolution with a mind that the City of Ashland becomes a Vision Zero Community. Commission members have been working with staff and the City of Eugene (Vision Zero Community) to develop a resolution that begins the Vision Zero process, reference attachment #1.
“Vision Zero is a strategy to eliminate all traffic fatalities and severe injuries, while increasing safe,
healthy, equitable mobility for all. First implemented in Sweden in the 1990s, Vision Zero has proved
successful across Europe — and now it’s gaining momentum in major American cities”. Along with development of the Vision Zero Resolution the Transportation Commission has been working with staff to vet and update the Transportation System Plan scope of work developed by Kittelson
Associates. The goals and objectives scope items for the TSP update include recognizing Vision Zero goals
along with others developed since the 2012 TSP.
Transportation System Plan Update: Goals and Objectives: The purpose of this task is to review state, regional and local planning documents relevant to a TSP update, articulate a vision for the community’s transportation priorities, define how the system should function, and form the basis for criteria to select preferred improvements. The goals in the current TSP will be updated to reflect the goals in more recent planning documents, including the Ashland Climate Energy Action Plan and
the Evacuation Time Estimate Study. They will also be updated to reflect more recent initiatives, such as 20’s Plenty and Vision Zero Program goals. The goals will be used to guide the development of the TSP and ensure that all aspects of the plan help the City move toward meetings their goals of reducing Ashland’s contribution to global carbon pollution, preparing the City to be more resilient to climate change and its
impacts, and ensuring Ashland continues to be an “all ages and abilities” community.
If the resolution is approved by Council, the Transportation Commission will begin working on development
of the Vision Zero action plan in conjunction with the TSP update. The Commission’s intent is to engage various stakeholders through development of the action plan including the City’s Planning, Climate Policy and Climate Outreach Commissions and community input. Once the draft action plan is developed the Transportation Commission and staff will schedule presentation update before Council for discussion.
Vision Zero Background:
A New Vision for Safety
Page 3 of 4
Vision Zero starts with the ethical belief that everyone has the right to move safely in their communities,
and that system designers and policy makers share the responsibility to ensure safe systems for travel.
Vision Zero is a significant departure from the status quo in two major ways:
1. Vision Zero recognizes that people will sometimes make mistakes, so the road system and related policies should be designed to ensure those inevitable mistakes do not result in severe
injuries or fatalities. This means that system designers and policymakers are expected to improve
the roadway environment, policies (such as speed management), and other related systems to lessen the severity of crashes. 2. Vision Zero is a multidisciplinary approach, bringing together diverse and necessary stakeholders to address this complex problem. In the past, meaningful, cross-disciplinary
collaboration among local traffic planners and engineers, policymakers, and public health
professionals has not been the norm. Vision Zero acknowledges that many factors contribute to safe mobility -- including roadway design, speeds, behaviors, technology, and policies -- and sets clear goals to achieve the shared goal of zero fatalities and severe injuries.
FISCAL IMPACTS
Fiscal impacts associated with resolution approval include the staff time necessary to work with the Transportation
Commission, other City Commissions, and community stakeholders to develop the action plan. Part of this work can be incorporated into the Transportation System Plan update process.
STAFF RECOMMENDATION The Transportation Commission and staff recommend approval of the Vision Zero Resolution ACTIONS, OPTIONS & POTENTIAL MOTIONS 1. I move to approve a resolution titled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ASHLAND, OREGON SETTING AS OFFICIAL POLICY THE VISION ZERO GOAL THAT NO
LOSS OF LIFE OR SERIOUS INJURY ON OUR TRANSPORTATION SYSTEM IS ACCEPTABLE”. 2. I move to take no action.
Page 4 of 4
REFERENCES & ATTACHMENTS Attachment #1: Vision Zero Resolution 2021-XX Attachment #2: 9 Components of a Strong Vision Zero Commitment
Attachment #3: Guidelines for an Effective Vision Zero Action Plan
RESOLUTION NO. 2021 - XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND,
OREGON SETTING AS OFFICIAL POLICY THE VISION ZERO GOAL
THAT NO LOSS OF LIFE OR SERIOUS INJURY ON OUR
TRANSPORTATION SYSTEM IS ACCEPTABLE.
RECITALS:
A. The life and health of the City of Ashland’s residents are our utmost priority.
B. No one should die or be seriously injured on our transportation system.
C. Communities of Concern face a disproportionate risk of traffic injuries and fatalities.
D. Vision Zero is an approach to transportation safety that accepts no loss of life or serious injuries on the
transportation system.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The Ashland City Council sets as official policy Vision Zero’s goal of zero fatalities or
serious injuries on our transportation system.
SECTION 2. The Ashland City Council supports efforts by the City of Ashland and our regional partners to
eliminate deaths and serious injuries on our transportation system, with an emphasis on the most vulnerable
users.
SECTION 3. The Ashland City Council supports efforts by the City of Ashland’s Transportation, to develop a Vision Zero Action Plan that develops and prioritizes safety improvements for people
walking, bicycling, using mobility devices and driving motorized vehicles.
SECTION 4. This Resolution takes effect upon signing by the Mayor. This resolution was duly PASSED
and ADOPTED this day of (Month) 2021.
Melissa Huhtala, City Recorder SIGNED and APPROVED this day of (Month) 2021.
Reviewed as to form:
Julie Akins, Mayor
City Attorney
Revised draft July 2021
9 Components of a Strong Vision Zero Commitment
POLITICAL COMMITMENT
The highest-ranking local officials (Mayor, City Council,
City Manager) make an official and public commitment
to a Vision Zero goal to achieve zero traffic fatalities
and severe injuries among all road users (including
people walking, biking, using transit,
and driving) within a set timeframe. This
should include passage of a local policy
laying out goals, timeline, stakeholders,
and a commitment to community
engagement, transparency, &
equitable outcomes.
MULTI-DISCIPLINARY LEADERSHIP
An official city Vision Zero Taskforce (or Leadership
Committee) is created and charged with leading the
planning effort for Vision Zero. The Taskforce should
include, at a minimum, high-ranking representatives
from the Office of the Mayor, Police, Transportation
(or equivalent), and Public Health. Other departments
to involve include Planning, Fire, Emergency Services,
Public Works, District
Attorney, Office of Senior
Services, Disability, and
the School District.
ACTION PLAN
Vision Zero Action Plan (or
Strategy) is created within 1
year of initial commitment
and is implemented with clear
strategies, owners of each
strategy, interim targets,
timelines, & performance
measures.
EQUITY
City stakeholders commit to both
an equitable approach to Vision
Zero by establishing inclusive and
representative processes, as well
as equitable outcomes by ensuring
measurable benchmarks to provide
safe transportation
options for all road
users in all parts of
the city.
COOPERATION & COLLABORATION
A commitment is
made to encourage
meaningful cooperation
and collaboration among relevant
governmental agencies & community
stakeholders to establish a
framework for multiple stakeholders
to set shared goals and focus on
coordination and accountability.
SYSTEMS-BASED APPROACH
City leaders commit to and prioritize a systems-based
approach to Vision Zero — focusing on the built
environment, systems, and policies that influence
behavior — as well as adopting messaging that
emphasizes that these traffic losses are preventable.
DATA-DRIVEN
City stakeholders commit to gather,
analyze, utilize, and share reliable data
to understand traffic safety issues and
prioritize resources based on evidence of
the greatest needs and impact.
COMMUNITY ENGAGEMENT
Opportunities are created to invite meaningful
community engagement, such as select community
representation on the Taskforce, broader community
input through public meetings or
workshops, online surveys, and other
feedback opportunities.
TRANSPARENCY
The city’s process is transparent to city stakeholders
and the community, including regular
updates on the progress on the Action
Plan and performance measures, and a
yearly report (at minimum) to the local
governing board (e.g., City Council).
Based on the experiences of early-adopter cities in the United States, these nine components have proven to be
an effective high-level framework for communities considering a Vision Zero commitment. While these are not
the only factors to consider, they are critical aspects to ensure a strong and lasting commitment to Vision Zero.
For more visit the Vision Zero Network at visionzeronetwork.org.
Questions or ideas? Contact leah@visionzeronetwork.org.
1Action PlAn GuiDElinES
Vision, Strategies, Action:
Guidelines for an Effective
Vision Zero Action Plan
December 2017
2Action PlAn GuiDElinES
WE thAnk LivableStreets Alliance
and the Massachusetts Vision Zero
Coalition for their partnership in
writing this report.
Primary authors include Kathleen
Ferrier and Leah Shahum of Vision
Zero Network and Louisa Gag and
Stacy Thompson of LivableStreets
Alliance.
Graphic design by Rachel Krause of
Banjo Creative.
AcknoWlEDGEmEntS
3Action PlAn GuiDElinES
Across the country, U.S. towns and cities are committing to Vision Zero, which, in addition to setting the goal of zero traffic deaths or severe injuries, also commits communities to a fundamental shift in how they approach traffic safety.
once a community has committed to Vision Zero, it should create an Action Plan to clearly lay out action steps, timelines, and priorities and include broader community and stakeholder input.
At its best, Vision Zero has the potential to galvanize a thorough and lasting shift in how we design and use our transportation systems to prioritize the preservation and quality of human life. At its worst, Vision Zero runs the risk of becoming a watered-down slogan that provides only a vague attempt toward real, life-saving change.
The guidelines presented here are meant for communities that have already committed to Vision Zero, to outline key principles of the initiative, and just as importantly, to help committed communities effectively move from planning to on-the-ground implementation and institutionalization of safety priorities.
WhAt DiStinGuiShES ViSion ZEro
Vision Zero is a strategy to eliminate all traffic
fatalities and severe injuries, while increasing safe,
healthy, equitable mobility for all. In creating a Vision
Zero Action Plan, stakeholders should understand,
acknowledge, and discuss how Vision Zero differs from
the traditional approach to traffic safety:
Any Vision Zero Action Plan must be rooted
in the understanding that traffic deaths are
preventable through:
» The prioritization of proven safety strategies
» Multi-departmental collaboration toward the shared goal of zero
» A focus on data-driven decision-making
» A systems-based approach
Vision Zero is not just “business as usual”
with a new name; its core principles must be
acknowledged and built into everyday efforts.
(Read our publication Moving from Vision to Action
to learn more on Fundamental Principles, Policies
and Practices of Vision Zero.)
trADitionAl APProAch
Traffic deaths are iNeViTABLe
PeRFeCT human behavior
Prevent CoLLiSioNS
iNdiViduAL responsibility
Saving lives is exPeNSiVe
ViSion ZEro
Traffic deaths are PReVeNTABLe
Integrate huMAN FAiLiNG in approach
Prevent FATAL ANd SeVeRe CRASheS
SySTeMS approach
Saving lives is NoT exPeNSiVe
VS
introDuction
4Action PlAn GuiDElinES
hoW to uSE thiS GuiDE
A Vision Zero Action Plan should be a living document. This guide is designed to help cities who have committed to Vision Zero build an implementation plan that is concrete and action driven, while being responsive to the context and needs of the community you are serving. This guide lays out two key components of a strong Action Plan: Foundational Elements and Actionable Strategies. These key components are underpinned by a process of continued community Engagement and attention to Equity. Below we have defined each of these components in more detail. All together this creates a guide that is a road mapfor action, as well as a tool for measuring and assessing progress towards the bottom line goal of eliminating severe injury crashes and fatalities.
FounDAtionAl ElEmEntSFoundational elements are just that - foundational to the success of Vision Zero implementation. These are baseline best practices for creating any strong plan of action.
ActionAblE StrAtEGiESWhile every city and town is unique, there are certain strategies that are fundamental to achieving Vision Zero. This is especially important to ensure local actions follow the Vision Zero strategy of prioritizing safe roadway design and managing speed, amongst other strategies.
robuSt community EnGAGEmEnt The process of building an Action Plan is just as important as the final product. Vision Zero is based on the concept of shared responsibility for safety, and outreach and engagement to communities — especially those who are most vulnerable on the roadways — is absolutely essential for success.
recommendations to underpin the
success of your Vision Zero Action Plan:
1. Create a multi-stakeholder Vision Zero Task Force that includes perspectives from representatives in public health, transportation, policy makers, police, community, and advocates, among others.
2. Conduct meaningful community outreach prior to releasing the Action Plan, in order to inform its priorities.
3. Gather input from residents, particularly those in Communities of Concern—specifically low-income communities, communities of color, seniors, children, people with disabilities, and people who rely on walking, biking, and transit as their primary means of transportation—about what they see and experience on the streets. Learn about their unique context and adapt the language and approach you are using.
Equity PriorityEquity is not only a desired outcome of Vision Zero, it is integral to every component of Vision Zero planning and implementation. Equitable strategies such as prioritizing safety improvements in areas that have historically been underserved, and building robust engagement strategies to reach those who are most vulnerable on the roadways and who have not typically been included in traditional city planning processes are fundamental to achieving Vision Zero.
recommendations to underpin the
success of your Vision Zero Action Plan:
1. Prioritize outreach and street design safety efforts in Communities of Concern, which have been traditionally underserved.
2. Utilize data to determine if people of color are disproportionately being targeted by law enforcement in your community. Make a public commitment that Vision Zero efforts will not result in racial profiling and commit to report publicly on this issue to build trust with the community.
3. Provide anti-racism and cultural competency training for all staff and departments involved in Vision Zero.
Throughout this document, we have provided examples of what equitable approaches might look like as you build out the Foundational Elements and Actionable Strategies for your Action Plan. These examples should not be considered all inclusive, as we acknowledge this is an area with great room for expansion and improvement.
5Action PlAn GuiDElinES
ActionAblE
StrAtEGiES
EVAluAtion
FounDAtionAl
ElEmEntS imPlEmEntAtion
A good action plan is a living document and includes a dynamic, iterative process to establish
and implement strategies, evaluate progress, and make corrective actions as needed,
all the while engaging community and prioritizing equity.
thE ViSion ZEro APProAch
com
m
un
i
ty
&
E
q
uit
ycommunity&E q u it y
6Action PlAn GuiDElinES
1. builD A
robuSt DAtA
FrAmEWork
Vision Zero is a data-driven approach, and gathering, analyzing, utilizing, and sharing both formal data on injury crashes and community input to understand traffic safety priorities is fundamental to Vision Zero success.
We recommend that injury crash data be collected before the Action Plan is created, focusing on fatal and serious injuries, specifically.
the data should answer questions like:
» Are injury crashes more likely to occur in certain locations? At certain times of day?
» Are some demographics and road users over-represented in injury crashes? If so, who? Where?
» What crash factors are prominent? (Examples include behaviors such as high speeds, left turns, or the lack of Complete Streets facilities for people walking/bicycling.)
It is also important to consider who is involved in collecting and putting forward the data. A burgeoning best practice includes supplementing traditional injury crash data collected by police, with hospital data. This has been shown to better represent certain populations, such as low-income and communities of color, and those walking and bicycling. Including public health department professionals, policy makers, and other stakeholders in the data collection and assessment process, along with those in the transportation and police departments, can help ensure a more complete and comprehensive understanding of the data.
Ultimately, analysis of Vision Zero data should lead to the development of a High Injury Network that geographically identifies locations where investments in safety are most urgent, which in turn will drive your implementation strategy. Given that
all communities have limited resources, this data-
driven approach will help allocate resources to those
locations that need them most.
Equity lEnS
While data is important, it also needs context and
usually does not tell the full story on its own. For
example, communities that have been systematically
marginalized may be less likely to report traffic
crashes. Additionally, some locations feel so
dangerous and unwelcoming that people avoid
walking or biking there, which means they are not
elevated as problem spots with high injuries, but still
may deserve attention. Depending on data alone
will leave gaps in your strategy and may compound
inequities in already underserved communities.
To gather an accurate picture, a successful and
equitable data-driven approach will require both
collecting data as well as a robust community
engagement process that prioritizes outreach in
Communities of Concern.
FounDAtionAl ElEmEntS
ReLeVANT exAMPLe
PortlAnD’S ViSion ZEro ProGrAm overlays the city’s High Injury Network with its Communities of Concern as shown in the image below. Cities including Denver, Los Angeles, Chicago, and San Francisco use a similar methodology.
7Action PlAn GuiDElinES
2. SEt
mEASurAblE
GoAlS With
A clEAr
timElinE For
imPlEmEntAtion
Clear, measurable short-term and mid-term goals,
combined with timelines and ownership from
responsible government agencies, will create a
framework that is easier to evaluate and fund, and
will build buy-in, accountability, and transparency
throughout the implementation process.
We recommend identifying your “reach zero
year” as a baseline. Many cities are using a 10
year time frame as their baseline. Your Action Plan
should then include near term (2-3 year) goals along
with interim goals and measures of progress (5-8
year time horizon). This will ensure that your Action
Plan is more than just a 1-2 year list of priorities,
but truly a long-term strategy.
Each goal identified in your Action Plan
should be measurable and provide
answers to the following questions:
» What does success look like? What are the measures of success?
» Who is primarily responsible for achieving this goal and in what timeframe?
» What are the conditions and limitations for success? (For example, are more staff and/or funding needed in certain areas to succeed? If so, be clear about that need.)
Equity lEnS
There is overwhelming evidence that communities
of color are disproportionately impacted by traffic
crashes. When setting goals for Vision Zero, it is
important to both acknowledge these disparities,
as well as set specific goals designed to close this
gap, in addition to reducing the overall number of
serious crashes.
ReLeVANT exAMPLe
EAch oF thE StrAtEGiES liStED in PhilADElPhiA’S ViSion ZEro Action PlAn includes the Lead Agency and a timeline for implementation. The timeline distinguishes between short-term (1 to 3 years) and long-term goals.
8Action PlAn GuiDElinES
3. bE
AccountAblE
Vision Zero is rooted in the shared responsibility
among system designers and policymakers to design
and operate safe systems for transportation. Clear
ownership of Action Plan strategies is important to
achieving success and long-term institutionalization of
Vision Zero principles and outcomes.
Each Action Plan strategy should identify
the lead agency responsible, along with
supporting/partner agencies, and budget
needs.
Being clear about the budget implications for each
strategy will help ensure the sustainability of your
Vision Zero work and identify the need for additional
resources early on. This will also help to foster more
cross-departmental collaboration and community
partnerships to help fill those resource gaps.
questions you should answer for each
strategy:
» Is the strategy currently funded? If not, what is the need?
» Will you need to invest in training for planners, engineers, public works staff, police, or others to ensure everyone is working with the same understanding of Vision Zero implementation?
» Are there other key influencers outside of the city family that will be key to this goal’s success, such as the county or state? If so, lay out an action to address this need.
» Have you considered the seasonality of your Action Plan? Do annual weather patterns impact your construction schedules? Will you need to buy new equipment to ensure year-round maintenance of new facilities?
Equity lEnS
When you are planning annual Vision Zero funding
priorities, make sure to include support for training
and resources for city staff on the role structural
racism has played in creating inequitable street and
safety conditions in your community. It is important
to ensure that municipal staff have the training,
resources, and tools necessary to achieve the goals
they’ve been assigned in an equitable manner.
DEnVEr’S Action PlAn includes time-bound measurable goals with the responsible city departments identified.
ReLeVANT exAMPLe
9Action PlAn GuiDElinES
4. EnSurE
trAnSPArEncy
The process of establishing baseline data, creating the Action Plan, and assessing progress towards the goal of zero must be transparent to key stakeholders and the broader community.
Provide regular opportunities to measure progress, celebrate success, identify unforeseen challenges, prevent against problematic actions, and create an opportunity for course-corrections when needed.
At a minimum, cities should prioritize
the following actions to promote
transparency:
» Maintain a comprehensive, public website to share crash data and progress on Action Plan strategies, and solicit feedback on safety concerns, projects, and strategies;
» Meet routinely with your Vision Zero Task Force to solicit input, review data, and provide ongoing feedback on progress and challenges; » Meet with and solicit input from residents in an ongoing dialogue about Vision Zero projects, priorities and safety concerns; and
» Seek opportunities for 3rd party assessment of your progress, and report regularly (annually at a minimum) to key stakeholders, decision making bodies, and the public.
Equity lEnS
As part of San Francisco’s Vision Zero commitment, the city’s Traffic Commander reports quarterly to the SF Police Commission, in a public forum, on their traffic enforcement activities, providing opportunities for transparency and ensuring against problematic activities, such as racial bias in traffic stops.
Created by alrigelfrom the Noun Project
ReLeVANT exAMPLe
SEAttlE routinely posts Vision Zero updates
on its website. For example, each of the
projects listed below opens to a new page
with more project details and information
for “What’s happening now?” The city also
provides progress reports and additional
project analyses to update the public.
10Action PlAn GuiDElinES
PrioritiZE
roADWAy DESiGn
Roadway design is the most important factor that influences speed and safety. Cities should consider and plan transportation systems that make slower, safe speeds the norm to protect the most vulnerable road users, especially in areas with historic patterns of fatalities and serious injuries, which will, in turn, mean that all road users are safer.
recommended Actionable Strategies:
1. Invest in capital safety treatments in high injury areas, prioritizing improvements in Communities of Concern. Along with large capital improvements, consider low-cost, near-term safety treatments, such as painted corner sidewalk extensions and paint-and-post-protected bike lanes.
2. Identify intersections, corridors, and areas through predictive analysis where severe crashes are likely to occur, based on characteristics of the built environment, to proactively target interventions and prevent future serious crashes.
3. Create a rapid response protocol and delivery timelines for safety improvements when serious crashes do occur. This includes a rapid, on-the-ground assessment of the crash scene and immediate implementation for short-term or pilot interventions.
4. Employ policies including Complete Streets and Transit First in all projects in order to increase safety for all modes, and to boost the number of trips by walking, bicycling, and transit. Overall, more people moving by these modes and fewer by private autos will boost safety.
FocuS on SPEED
mAnAGEmEnt
In addition to roadway design, cities should employ specific strategies to reduce speed for the sake of safety. Most important is designing (or redesigning) roadways for safe, intended speeds. Proven countermeasures include lowering speed limits and the smart use of automated speed enforcement. A 2017 study by the National Transportation Safety Board recommends both greater usage of automated speed enforcement and flexibility for cities to lower speeds for the sake of safety.
recommended Actionable Strategies:
1. Prioritize designing streets to reduce vehicle speed in the High Injury Network first. Most Vision Zero cities have found that a relatively small percentage of the local road network contributes to the majority of severe crashes. Reducing speed on these roads through proven design measures will bring some of the biggest benefits.
2. Lower speed limits to fit context. In communities where there is a mix of people walking, biking, driving, and taking transit, speeds are generally more appropriate in the 20-25 mph range, and particularly in areas with schools, senior centers, parks, and transit centers.
3. Institute an automated speed enforcement program, a strategy which is proving effective in encouraging safe behavior and saving lives in communities in the U.S. and around the world. This should be carefully planned to ensure that safety and equity are the priorities of the program, avoiding the pitfalls of troubling perceptions about an over focus on revenue generation.
4. Create a neighborhood traffic calming program to reduce the number and severity of crashes on residential streets. These programs can be designed to allow communities to identify their own problems and nominate themselves for projects as in Boston’s Neighborhood Slow Streets program.
ActionAblE StrAtEGiES
Public transportation investment is among the most
cost effective ways to enhance traffic safety for a
community. Public transit passengers have less than 1/10 the per-mile crash rates as automobile occupants, and transit-oriented communities have less than 1/5 the total per capita traffic fatality rates as in automobile-dependent communities. Source: American Public Transportation Association
11Action PlAn GuiDElinES
utiliZE imPActFul
EDucAtion
StrAtEGiES
While roadway design and speed management are core to Vision Zero, education can bolster the success of Vision Zero implementation. While this includes educating people about safe road behaviors, it also includes educating policy makers, decision makers, and other influencers about the importance of Vision Zero and the strategies that are proven to be most effective in order to make real change.
recommended Actionable Strategies:
1. Use data and research to prioritize the most effective education/outreach strategies. This includes focusing on dangerous driving behaviors such as speeding, distracted driving, and driving under the influence, while avoiding overemphasizing attention on “distracted” pedestrians. Using this data-driven approach to proactively educate key stakeholders, including government partners and community members, about the leading causes and locations of injury crashes helps align efforts appropriately.
2. Implement or expand Safe Routes educational programming, such as Safe Routes to School, Safe Routes for Seniors, Safe Routes for People with Disabilities. These efforts should prioritize vulnerable populations and high crash areas, as well as areas targeted for increasing walking and bicycling trips.
3. Develop a Vision Zero training manual to share with key stakeholders. Training can include high-level principles, communications strategies, leading causes of injury crashes, the definition and meaning of the High Injury Network, etc. We also recommend requiring all municipal employees and contractors who drive a vehicle as part of their job to participate in Vision Zero safety trainings.
4. Require Vision Zero training for frequent drivers, such as fleet operators, taxi drivers, and large vehicle operators to meet certain safety practices. Cities can model good behavior by ensuring their own fleets, and those they contract with, require Vision Zero safety training.
Equity lEnS
Develop educational materials and communicate in languages that are appropriate for diverse communities. This may include multilingual flyers, pop-up information tents within the community, having information available on the city website, and working with community-based organizations who have developed relationships and trust in that community. Read our report Elevating Equity in Vision Zero Communications for more information.
nEW york city: Injury crash data showed
a concentration of serious crashes during late
afternoon and evening hours, so the Task Force
developed and implemented a multi-pronged
education and enforcement seasonal campaign
aimed at night safety. The city measured a 30%
decrease in traffic fatalities for the time period that
year compared to the same time frame during the
three previous years. (Read here for more details
on NYC’s research and campaign.)
ReLeVANT exAMPLe
12Action PlAn GuiDElinES
ReLeVANT exAMPLe
EnSurE
EnForcEmEnt iS
EquitAblE
As we emphasize Vision Zero’s safe systems approach
on the front-end — particularly through street design
and speed management strategies proven to encourage
safe behavior — we can reduce the need to correct for
individual problems on the back-end via traffic stops,
ticketing, and fines. Admittedly, this requires long-term
investment to shift our environment and our culture.
In the meantime, we must acknowledge and address
today’s pressing problems related to racial bias in
traffic enforcement and, by extension, to Vision Zero
enforcement activities.
It is important that promoters of Vision Zero in U.S.
communities recognize that officer-initiated traffic
stops allow for higher-than-average levels of individual
discretion and can be a slippery slope for racial bias
and aggressive police action. The broader Vision Zero
community has a role and responsibility in improving —
not exacerbating — these problems.
the most appropriate enforcement strategies
will focus on providing education on the
most dangerous driving behaviors and will
be community supported, as well as ensure
transparency into police activity. While enforcement
has a role to play in traffic safety efforts, it should
not be a primary strategy and should be approached
thoughtfully.
recommended Actionable Strategies:
1. Vision Zero Action Plans should commit to employing enforcement strategies that will not result in racial profiling. (See Portland’s example in sidebar.) Of course,
a commitment is not all that is needed, but it is an
important first step.
2. Focus enforcement on the most dangerous behaviors based on reliable data to ensure that this is communicated effectively to ensure public understanding. Activities such as speeding and violating
pedestrian right of way are more dangerous than minor
infractions such as broken taillights or overly tinted
windows, so police activity should focus on the former.
3. Provide regular updates on law enforcement’s traffic stop activities. This is essential to building trust amongst
the community for a productive role for enforcement.
Understanding who is being stopped by police, where,
and when, as well as who is ticketed, etc. will be
important information to ensure accountability.
4. Support a Community Policing approach as part of Vision Zero work. The U.S. Department of Justice
presents 10 Principles of Community Policing, including
two that police and the community share ownership,
responsibility, and accountability for the prevention of
crime, and that mutual trust between the police and the
community is essential for effective policing.
5. Create a diversion program to provide alternatives to traffic fines. Recognizing the disproportionate
impact of traffic fines on low-income communities, we
recommend developing diversion programs that offer
education and positive reinforcement of safe behavior in
place of overly burdensome fees.
Equity lEnS
When utilized properly, automated speed enforcement
can reduce the number of crashes as well as severity
of injuries. Though far under-used, this approach is cited
as one of the most effective in influencing behavior and
lowering dangerous speeds, while also de-emphasizing
officer-initiated traffic stops that cause concern about
racial profiling. If used inappropriately, these technologies
can reinforce structural inequities. It is important
to recognize that no piece of technology exists in a
vacuum. Any automated speed enforcement program
must be developed with input and buy-in from the most
marginalized and vulnerable people in your community.
Portland’s Vision Zero Action Plan includes
an explicit statement that the plan will be equitable
and “it will not result in racial profiling.” The
diversity of participants drafting Portland’s Action
Plan brought equity to the forefront throughout
its development. As a result, Portland explicitly
commits to develop and implement a set of actions
that would not lead to disproportionately negative
outcomes for communities of color and low-income
communities.
For more about Portland’s approach and other
recommendations regarding centering equity in Vision Zero,
see visonzeronetwork.org/resources/equity.
13Action PlAn GuiDElinES
While elements of evaluation are included
throughout this guide, we want to highlight the
importance of creating a transparent and regular
evaluation process for your Action Plan. Evaluation
can be one of the best ways to ensure your Action
Plan is a living document. How updates will be
developed should be included in the Plan, as well as
when progress updates will be provided to the public.
lead agencies working toward Vision Zero should regularly update policymakers, other agencies, and the public. This reporting
and evaluation process should include regular
updates in a variety of forums such as community
conversations, events, report cards, or other
creative engagement strategies.
recommended Actionable Strategies:
1. Highlight and celebrate accomplishments, but be real about challenges. Be transparent when
you don’t achieve a goal, assess what happened,
and recommend changes to the strategy to correct
course.
2. Revisit the Foundational Elements every time you modify a goal or strategy. A good Action Plan is
a living document that is utilized often and evolves
over time. However, it is important to maintain your
foundation throughout the process.
3. Utilize the Community Engagement and Equity Strategies outlined in this document to get feedback
on progress from the people in your community most
impacted by traffic crashes.
concluSion
Ultimately, there are no shortcuts or compromises
in achieving the goals of Vision Zero. The metrics of
success are simple: one fatality or serious injury in
traffic is one too many. A strong Action Plan will be a
road map for success in your Vision Zero efforts.
Numerous resources available at www.visionzeronetwork.org/resources
ViSion ZEro PrinciPlES
Why Vision Zero Differs from the Traditional Approach
to Traffic Safety
Nine Components of a Strong Vision Zero Commitment
Moving from Vision to Action: Fundamental Principles,
Policies & Practices to Advance Vision Zero in the U.S.
community EnGAGEmEnt
Incorporating and budgeting for community group
engagement
Philadelphia, Pennsylvania, p. 18
Denver, Colorado, p. 8
Equity
Vision Zero Equity Strategies for Practitioners
Elevating Equity in Vision Zero Communications
Health Equity Road Map for Getting to Zero
Untokening 1.0 - Principles for Mobility Justice
communitiES oF concErn DEFinitionS
Denver, Colorado, p. 6
Los Angeles, California
Portland, Oregon
San Francisco, California
hiGh injury nEtWork ExAmPlES
Denver, Colorado, p. 8
Los Angeles, California
San Francisco, California, p. 6
ProGrESS rEPortS
New York City, New York
Seattle, Washington
Washington, D.C.
EVAluAtion & rESourcES
ReSouRCeS
14Action PlAn GuiDElinES
A PublicAtion oF thE
in PArtnErShiP With
liVAblEStrEEtS AlliAncE AnD thE
mASSAchuSEttS ViSion ZEro coAlition
WWW.ViSionZEronEtWork.orG
Page 1 of 4
Council Business Meeting
TBD, 2021
Agenda Item Professional Services Contract-Transportation System Plan Update
From Scott Fleury PE Public Works Director
Contact Scott.fleury@ashland.or.us 541-552-2412
SUMMARY Before the Council is a professional services contract with Kittelson & Associates to perform the scope of services associated with a Transportation System Plan Update (TSP). The Transportation System Plan
provides critical analysis and planning details for all elements of the transportation network; automobile;
bicycle; pedestrian; transit; aviation;
Development of the TSP is governed by the Transportation Planning Rule (OAR 660 Division 12) and provides a 20 year look ahead of all transportation network elements.
POLICIES, PLANS & GOALS SUPPORTED Council Goals: Essential Services
• Streets Value Services
• Multi-Modal Transportation
• All-Age Friendly Community
• Downtown Parking Climate Energy Action Plan:
• Coordinate with neighboring local governments to promote use of transit, carpooling, and car-sharing. C
• Work with RVTD to implement climate-friendly transitMi
• Establish policies to support development near transit hubs without displacing disadvantaged populations i
• Evaluate feasibility of expanded local transit options.
• Implement bicycle- and pedestrian-friendly actions in the Transportation System Plan and Downtown Parking Management PlanMi
• Explore opportunities to convert to shared streets where appropriate to provide multimodal connectivity.
• Implement a local fuel-related tax
Current Transportation System Plan:
• Create a green template for other communities in the state and nation to follow
• Make safety a priority for all modes
• Maintain small-town character, support economic prosperity and accommodate future growth.
• Create a system-wide balance for serving and facilitating pedestrian, bicycle, rail, air, transit, and vehicular traffic in terms of mobility and access within and through the City of Ashland.
Page 2 of 4
Department Goals:
• Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs
• Deliver timely life cycle capital improvement projects
• Maintain and improve infrastructure that enhances the economic vitality of the community
• Evaluate all city infrastructure regarding planning management and financial resources
PREVIOUS COUNCIL ACTION
The Council has previously approved professional services contracts for TSP development. The last TSP was
approved and amended into the comprehensive plan in 2013.
BACKGROUND AND ADDITIONAL INFORMATION Public Works has recommended to Council that major master plans be updated on a 7-10 years basis to account for changes within the system. Major changes can include updates to policies (local, state, federal), regulatory requirements, technology enhancements, and land use changes. The last TSP was completed in
October of 2012 and amended into the City Comprehensive Plan by Council approval in March of 2013.
Transportation networks and associated technologies are rapidly changing, and appropriate transportation system planning associated with adjacent land uses is important. Public Works is recommending moving forward with a TSP update at this time as numerous changes/improvements have occurred since the last plan was adopted including adoptions of the Climate Energy Action Plan (CEAP), approval of the transportation network company ordinance, completion of the Transit Feasibility Study, statewide changes in transportation
funding with the passing of HB 2017, the community focus on providing an all ages all abilities complete network, Transit Triangle overlay, and potential future annexations including the proposed Grand Terrace Development. The scope of work for the TSP update follows the requirements of the Oregon transportation planning rule along with providing a robust public input process in order to final TSP document that best fits the needs of the City of Ashland.
The full scope of services is provided as exhibit C in attachment #1. The major tasks items for the TSP
update include
1. Develop Public Engagement Plan 2. Goals and Objectives 3. Existing Conditions 4. Future Conditions 5. Solutions Development and Evaluation
6. Funding Program 7. Final Documentation 8. Plan Adoption Request for Proposal On September 10, 2019, a Qualifications Based Selection (QBS) Proposal for professional services for a Transportation System Plan Update (TSP) was advertised on the Oregon Procurement Information Network
(ORPIN), in the Daily Journal of Commerce, the Mail Tribune, and posted on the City’s website. This solicitation document was developed internally by staff and approved by the Legal Department prior to release. A qualifications selection process entails selecting a consultant solely on their qualifications to perform the proposals scope of work. Once a consultant is selected a final scope and associated fee is developed through a negotiation process.
Page 3 of 4
On October 10, 2019, the City of Ashland received just one (1) proposal to provide professional services for the development of the Ashland Transportation System Plan Update. A scoring team of Karl Johnson, Associate Engineer, Derek Severson, Senior Planner, Linda Peterson-Adams, Transportation Commissioner
and Scott Fleury, Deputy Public Works Director, completed a comprehensive review of the proposal. The proposal was scored in accordance with the criteria listed in the QBS Proposal document. Scoring was conducted individually and independently by each team member. The results of the scoring are as follows:
CONSULTANT TOTAL SCORE RANK
Kittelson Associates 352 1
Even though the City received only one proposal document for the TSP update project, after initial scoring
was completed Public Works staff decided it was best to move forward with Kittelson & Associates to the scope and fee negotiation phase. Through an iterative process of staff meetings with the consultant and Transportation Commission review of the documents, a final scope and fee was developed.
The original intent was to award the professional services contract to Kittelson Associates in the spring of
2020, but that decision was delayed due to the Covid19 Pandemic and to be reassessed in the future as to a more appropriate time to begin the project. Now that things are reopening and the 2021-2023 Budget has been approved, staff and the Transportation Commission believe the time is right to begin the TSP update. The Transportation Commission has reviewed the scope at the May, June and July Commission meetings and
is confident the scope meets their expectations moving forward for the TSP update.
The Transportation Commission motion (July 2021): TBD
FISCAL IMPACTS The proposed fee for the scope of services is $243,258.69. The project is SDC eligible and budgeted at $300,000 within the current biennium budget. Additional costs include staff soft costs associated with managing the project.
STAFF RECOMMENDATION
Staff recommends approval of the professional services contract with Kittelson Associates for the
Transportation System Plan Update project.
ACTIONS, OPTIONS & POTENTIAL MOTIONS 1. I move to approve to approve a professional services contract with Kittelson Associates in the amount of $243,258.69. 2. I move to amend the scope of service, [add amendment]
Criteria Maximum Score
Project Approach 20
Project Experience 30
Project Team Experience 30
Ability to Successfully Complete Similar
Projects on Time and Within Budget 20
TOTAL 100 Points
Page 4 of 4
REFERENCES & ATTACHMENTS Attachment #1: Kittelson Associates Scope of Services
FILENAME: H:\24\24505 - ASHLAND TSP UPDATE\ADMIN\P\07_CONTRACT_INSURANCE_RATES\FINAL ASHLAND TSP SOW_2021-07-
06.DOCX
ASHLAND TRANSPORTATION SYSTEM PLAN - SCOPE OF WORK
General Requirements
Personnel, Materials, and Equipment: The consultant shall provide qualified and competent personnel
and shall furnish all supplies, equipment, tools and incidentals required to accomplish the work. All
materials and supplies shall be of good quality and suitable for the assigned work.
Safety Equipment: The consultant shall provide and use all safety equipment including, and not limited
to hard hats, safety vests and clothing as required by state and federal regulations and department
policies and procedures.
Professional Responsibilities: The consultant shall perform the work using the standards of care, skill
and diligence normally provided by a professional in the performance of such services in respect to similar
work and shall comply will all applicable codes and standards.
Project Management: The consultant and the City staff will meet monthly throughout the duration of
the project. The objectives of the meetings will include reviewing the scope, budget, schedule and
deliverables. The consultant will organize and manage the consultant project team and coordinate with
city project manager and City staff. Project management will also include coordination with all affected
agencies‐including but not limited to, Jackson County, Rogue Valley Transportation District, Rogue Valley
Metropolitan Planning Organization, and the Oregon Department of Transportation.
Monthly Invoices and Progress Reports: The consultant shall prepare monthly invoices and progress
reports including the following:
▪ Work completed during the month by work task as a percentage of completion
▪ Needs for additional information, reviews, or changes to the scope of work
▪ Scope, schedule, and budget issues and changes
Specific Requirements
The City of Ashland (City) is seeking professional consultant services for Project 2019‐02 Transportation
System Plan (TSP) Update. The purpose of this project is to provide an update to the City’s 2013 adopted
Transportation System Plan. The current plan conforms with the Transportation Planning Rule (TPR) and
outlines the City’s goals and the multi‐modal network projects to meet these goals. Since adoption of the
plan in 2013 numerous things have changed which require an update to the TSP. The update shall be
consistent with the 2019 Oregon Department of Transportation TSP guidelines.
Ashland Transportation System Plan Project #: 24505.0
July 6, 2021 Page 2
Kittelson & Associates, Inc. Portland, Oregon
TASK 1: DEVELOP THE AGENCY PUBLIC ENGAGEMENT PLAN
The purpose of this task is to develop a comprehensive public outreach program that will enable the
residents of Ashland to provide a voice on how their transportation network is modified to meet their
goals and expectations. The public outreach program should allow for both in-person and electronic
access.
1.1 Committee Rosters
City shall establish and prepare Committee Rosters for the following:
1. Technical Advisory Committee (TAC), which will provide the primary technical review and
guidance for the Project and is expected to include representatives from the following:
a. Community Development, Public Works, and Police and Fire Departments;
b. Jackson County Roads Department;
c. Oregon Department of Transportation (ODOT);
d. Oregon Department of Land Conservation and Development (DLCD);
e. Rogue Valley Transit District (RVTD);
f. Others as deemed appropriate or invited to participate in individual meetings when certain
expertise is required or throughout the Project.
2. Citizens Advisory Committee (CAC), which will consist of community members that will inform
the Project from their respective community perspectives. CAC may include representation from
the following:
a. City Council (ex-officio);
b. Planning Commission;
c. Transportation Commission;
d. Climate Policy/Conservation Commission;
e. Social Equity and Racial Justice Commission;
f. Ashland Senior Advisory Committee;
g. Ashland School District;
h. Southern Oregon University;
i. Chamber of Commerce/local business;
j. Local community members;
k. Active transportation advocates;
l. Representative of the transportation disadvantaged; and
m. Representatives from Title VI communities.
1.2 Kick-Off Meeting
Consultant shall arrange and facilitate a Kick-Off Meeting with the Project Management Team (PMT) via
conference call to review project objectives and processes. Consultant shall facilitate a discussion of dates
for the Refined Project Schedule, elements of PICP, and Project Website.
Ashland Transportation System Plan Project #: 24505.0
July 6, 2021 Page 3
Kittelson & Associates, Inc. Portland, Oregon
Consultant shall hold the Kick-Off Meeting within two weeks of the Notice to Proceed. Consultant shall
provide a written agenda to PMT at least three business days prior to the Kick-Off Meeting and provide
a meeting summary to PMT no later than one week following the Kick-Off Meeting.
1.3 PMT Teleconferences
Consultant shall arrange and facilitate up to twelve (12) teleconferences with the PMT, both as scheduled
in the Refined Project Schedule and as required to address specific Project issues. The duration of each
teleconference is not expected to exceed one hour. Dates and times of scheduled teleconferences will
be determined at the Kick-Off Meeting and included in the Refined Project Schedule. Consultant shall
arrange a standard call-in number and provide teleconference dates, times, and access information to
the PMT members as needed. Consultant shall develop a written agenda for each teleconference and
shall disseminate the agenda to the PMT no later than three days prior to the teleconference. Consultant
shall provide a summary of action items following the meeting.
1.4 PICP
Consultant shall prepare draft and Final Public Involvement and Communications Plan (PICP) with input
from the City to gain input throughout the duration of Project and at key milestones. Elements of the
PICP must include, but are not limited to, the following:
• Public involvement goals for the Project;
• Identification of key populations and stakeholder groups for the plan;
• Identification of City and Consultant roles and responsibilities for public involvement;
• Strategy for accomplishing inclusive public outreach, including Title VI/Environmental justice
community outreach and reporting;
• Description of methods used to reach various stakeholders;
• Recommendations for engaging key existing committees; and
• Schedule for public involvement activities that are consistent with the Refined Project Schedule.
Consultant shall submit Draft PICP to PMT for review and make revisions to address comments.
1.5 Stakeholder Database and Comment Log
Consultant shall develop and maintain a Stakeholder Database that will be used to inform interested
parties including, but not limited to, federal, state, regional, and local authorities, environmental groups,
active transportation advocates, individuals, key businesses, public services, education, and community
organizations. Information must include, where available, name, affiliation, address, and email address.
Consultant shall expand and update this database throughout Project to document new stakeholders
and parties as they express interest. City shall forward contact information that it receives.
Consultant shall log public comments, questions, and concerns received throughout the Project in the
Comment Log. Consultant shall forward this log to City along with each final deliverable. Any comments
received directly by City will be forwarded to Consultant for entry in comment log.
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1.6 Project Website
Consultant shall develop and maintain a Project Website during the entire Project. Consultant shall
coordinate with the PMT as needed to provide a linkage between the Project Website and City website
according to City requirements. Consultant shall be responsible for all aspects of the Project Website,
including development, registration, hosting, gathering and monitoring of content, and controls, as
required by, and subject to approval by PMT. The Project Website must be fully functioning and
accessible within two weeks after the Kick-Off Meeting and remain fully functioning and accessible for a
minimum of six months following Project completion.
Project Website must include, at a minimum:
• Project deliverables: Tech Memos and all maps and graphics in PDF or JPG format;
• Meeting information (times, locations, agendas, summaries, and materials); and
• Contact information (City and Consultant project manager).
Project Website must be updated before and after meetings and at the end of Tasks. The Project Website
must include an interactive on-line mapping tool element that allows the public to provide input and to
pinpoint issues, ideas, and comments directly on a map of the Project Area for the duration of the project.
1.7 Refined Project Schedule
Consultant shall prepare a draft and revised Refined Project Schedule with the due dates for required
services and deliverables and shall deliver the draft Refined Project Schedule to the PMT within two
weeks after the Kick-Off Meeting for approval. To maximize efficiency, Consultant shall schedule and
perform tasks concurrently where appropriate. City and Consultant may revise the services and
deliverables due dates in the Refined Project Schedule throughout the duration of the project.
City Deliverables
1a Committee Rosters (Subtask 1.1)
1b Kick-off Meeting (Subtask 1.2)
1c PMT Teleconferences, up to 12 (Subtask 1.3)
1d Review and comment on Task 1 deliverables
Consultant Deliverables
1A Kick-Off Meeting (Subtask 1.2)
1B PMT Teleconferences, up to 12 (Subtask 1.3)
1C PICP (Subtask 1.4)
1D Stakeholder Database and Comment Log (Subtask 1.5)
1E Project Website (Subtask 1.6)
1F Refined Project Schedule (Subtask 1.7)
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TASK 2: GOALS AND OBJECTIVES
The purpose of this task is to review state, regional and local planning documents relevant to a TSP
update, articulate a vision for the community’s transportation priorities, define how the system should
function, and form the basis for criteria to select preferred improvements. The goals in the current TSP
will be updated to reflect the goals in more recent planning documents, including the Ashland Climate
Energy Action Plan and the Evacuation Time Estimate Study. They will also be updated to reflect more
recent initiatives, such as 20’s Plenty and Vision Zero Program goals. The goals will be used to guide the
development of the TSP and ensure that all aspects of the plan help the City move toward meetings their
goals of reducing Ashland’s contribution to global carbon pollution, preparing the City to be more
resilient to climate change and its impacts, and ensuring Ashland continues to be an “all ages and
abilities” community.
2.1 Background Documents
City shall provide the most current version of the existing City Developed plans, policies, standards, rules,
regulations, and other documents pertinent to the Updated TSP in electronic format, as available.
Background Documents are expected to include:
Statewide
• Oregon Highway Plan (1999, last amended on May 2015)
• Oregon Transportation Plan (2006)
• Oregon Freight Plan (2011)
• Oregon Public Transportation Plan (1997)
• Oregon Rail Plan (2014)
• Oregon Bicycle and Pedestrian Plan (2016)
• Oregon Transportation Safety Action Plan (2016) (2021 Pending)
• Statewide Planning Goals
• State Law on Reduction in Vehicle-Carrying Capacity (Oregon Revised Statutes 366.215)
• Oregon Administrative Rules (“OAR”) chapter 734 division 051
• OAR chapter 660, division 012, known as the Transportation Planning Rules
• ODOT funding projections
• Statewide Transportation Improvement Program
• ODOT Highway Design Manual (2012)
• Oregon Roadway Departure Safety Implementation Plan (2010)
• Oregon Intersection Safety Implementation Plan (2012)
• Oregon Bicycle and Pedestrian Safety Implementation Plan (2014)
• Oregon Standard Specifications for Construction, Oregon Standard Drawing and Oregon Standard
Details (2015)
Local
• Jackson County, Comprehensive Land Use Plan
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• Jackson County, Transportation System Plan (2017)
• Rogue Valley Metropolitan Planning Organization, 2017-2042 Regional Transportation Plan
• Rogue Valley Transit District, 2040 Transit Plan
• Ashland Comprehensive Plan (2019)
• Ashland Transportation System Plan (2013)
• Ashland Capital Improvement Program (2019)
• Ashland Zoning Ordinance (August 2019)
• Revitalization Downtown Ashland Plan (2020)
• Ashland Climate Energy Action Plan (2017)
• Ashland Transit Feasibility Study (2018)
• Ashland Trails Master Plan
• Ashland Evacuation Time Estimate (ETE)
• 20’s Plenty Initiative
• Other as determined City Staff
2.2 Draft Tech Memo #1: Plans and Policy Framework
Consultant shall prepare Draft Tech Memo #1, a summary and review of Background Documents to
provide the baseline of existing plans, policies, standards, rules, regulations, and other applicable
documents as they pertain to development of the Updated TSP. Draft Tech Memo #1 must include an
audit of City’s Zoning Ordinance for compliance with the Transportation Planning Rules (OAR 660-12-
0045) and recommendations to inform future tasks.
Consultant shall submit Draft Tech Memo #1 to PMT for review and comment. City shall provide a
consolidated set of comments to Consultant in a comment log.
2.3 Analysis Methodology and Assumptions Memorandum
Consultant shall prepare draft and revised Analysis Methodology and Assumptions Memorandum
documenting methodology and assumptions for existing conditions, future conditions, and alternatives
traffic analysis.
The memorandum must address existing conditions (i.e. seasonal factors used, demographic categories),
future conditions (i.e. volume development and post-processing methodology, transit demand), and
alternative analysis (i.e. peak hour factors, analysis parameters, calibration, etc.).
The memorandum must include existing and future analysis methodologies to examine transportation
network in terms of access to bicycle, pedestrian, micro-mobility and transit mobility and assumptions
for Level of Traffic Stress, Qualitative Multimodal Assessment, and Multimodal Level of Service.
Consultant shall process the traffic count data to a common base year, following procedures and
methods outlined in the ODOT Analysis Procedure Manual. Consultant shall analyze traffic count
information for the peak period, apply seasonal and annual adjustment factors, as appropriate, to
develop volumes for the 30th highest hour and the Average Daily Traffic volumes.
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Operational analysis for study intersections, regardless of jurisdiction, must include:
a. Volume-to-Capacity ratio
b. Level-of-service
c. Peak hour vehicles
d. Average daily trips
e. Delay
f. 95th percentile queuing
g. Turning movements
Consultant shall use ODOT operational mobility targets for State facilities and City design standards for
City facilities, clarifying required standards and targets when there is different jurisdiction on multiple
legs of a single intersection.
Consultant’s non- automobile transportation analysis must also include the following:
a. Inventory of existing sidewalks and bicycle lanes
b. General condition of existing sidewalks and bicycle facilities
c. Pedestrian and Bicycle Level of Traffic Stress per the ODOT Analysis Procedure Manual
d. Qualitative (multimodal) assessment for transit modes per the ODOT Analysis Procedure Manual
e. A qualitative assessment of transit service and identification of underserved areas
f. Gaps in intermodal connectivity
Consultant’s crash inventory must include the following:
a. Location;
b. Crash type and characteristics;
c. Severity (property damage, injury, or fatality);
d. Summary review of pedestrian and bicycle crashes; including bicycle or pedestrian present; and
e. Summary review of fatal and serious injury crashes.
Consultant’s data for State highways must include locations of Top 5% or 10% Safety Priority Index
System sites.
Consultant shall calculate study intersection crash rates. Intersection crash rates must be compared to
critical crash rates based on the method outlined in Part B of the Highway Safety Manual. If a critical
crash rate cannot be calculated due to limited data, the published 90th percentile rates in Table 4-1 of
the ODOT Analysis Procedure Manual must be used. Consultant shall calculate the segment crash rates
and compare to Table II in the statewide Crash Rate Book to identify locations with more crashes than
other similar facilities in Oregon.
Consultant shall identify and present crash patterns and potential projects, policies, or studies at
intersections that exceed the statewide crash rate performance threshold, for all areas that exceed the
critical crash rate, 90th percentile rate, the Table II rate, or are a top 5% or 10% Safety Priority Index
System site. Consultant shall identify Crash Modification Factors associated with each countermeasure
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to provide an estimate of the potential change in crash frequency, based on Crash Modification Factors
from the Highway Safety Manual or Federal Highway Administration’s online Crash Modification Factor
Clearinghouse with a star rating of 3 or better.
All Crash Modification Factors must have consistent volumes and parameters with the TSP analysis.
Summary crash data, including crash rates must be documented. Documentation must consider
intersections in the Project Area vicinity, if any, that were under construction at the time counts were
conducted.
The no-build scenarios must contain volume-to-capacity ratio, Level of Service, 95th percentile queuing,
and turning movements, shown on figures.
Consultant shall submit to and obtain approval of the revised Analysis Methodology and Assumptions
Memorandum from TPAU, Region 3 Traffic, and PMT prior to beginning the traffic analysis in Tasks 3 and
4.
2.4 Draft Tech Memo #2: Goals, Objectives, and Evaluation Criteria
Consultant shall prepare Draft Tech Memo #2 to establish the goals, objectives, and evaluation criteria
for later use in setting policy and selecting preferred alternatives. Consultant shall review existing
transportation policies and compare with Project Objectives to produce a set of Project Goals. Consultant
shall draft policy revisions for consideration by City, TAC, and CAC consistent with the community’s goals
as expressed in the Comprehensive Plan and other relevant adopted plans.
Consultant shall also develop a framework for evaluating the performance of programs and projects
identified in the planned modal systems in Tasks 5 and 6. This performance evaluation tool will be critical
in helping City understand how to prioritize transportation investments in the years following the
adoption of Updated TSP and in identifying transportation solutions for subsequent TSP Updates.
Evaluation Criteria may include:
• Multimodal improvements – must include measured improvement to qualitative assessment
levels and Level of Traffic Stress.
• Road capacity improvements – must include measured improvement to volume to capacity,
Level-of-Service, queue length, and qualitative safety benefit.
• System and demand management techniques – must include the use of simple factors –
elasticities, comparative case study findings, and more qualitative approaches to assess the
potential impacts of TDM as appropriate.
• Social benefit – must include impact and benefit for disadvantaged and minority groups and
impact to cost of housing and transportation.
• Environmental impacts – must include improvement to greenhouse gas emissions.
• Active transportation.
• Access to transit.
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• Cost.
• Consistency.
• Mode shift.
The goals, objectives, and evaluation criteria will be refined throughout the planning process to ensure
they continue to reflect those of the project team and the general public. Consultant shall submit Draft
Tech Memo #2 to PMT for review and comment. City shall provide a consolidated set of comments to
Consultant in a comment log.
2.5 Final Tech Memo #1
Consultant shall revise Draft Tech Memo #1, incorporating consolidated comments from PMT.
2.6 Revised Tech Memo #2
Consultant shall revise Draft Tech Memo #2, incorporating consolidated comments from PMT.
City Deliverables
2a Background Documents (Subtask 2.1)
2b Review and Comments on Task 2 Deliverables
Consultant Deliverables
2A Draft Tech Memo #1: Plans and Policy Framework (Subtask 2.2)
2B Analysis Methodology and Assumptions Memorandum (Subtask 2.3)
2C Draft Tech Memo #2: Goals, Objectives, and Evaluation Criteria (Subtask 2.4)
2D Final Tech Memo #1 (Subtask 2.5)
2E Revised Tech Memo #2 (Subtask 2.6)
TASK 3: EXISTING CONDITIONS
The purpose of this task is to develop the existing conditions inventory and determine system needs.
3.1 Draft Tech Memo #3: Existing Conditions Inventory and Analysis
Consultant shall prepare Draft Tech Memo #3 using 2013 TSP and other information gathered in Task 2
to inventory and assess existing conditions in the Project Area. Draft Tech Memo #3 must include the
following:
i. Inventory
Consultant shall update the 2013 TSP inventory of the existing transportation system and the land uses
and population within the Project Area. Inventories must be presented in tabular and map format, as
feasible, with a simple and concise accompanying narrative. City shall provide Geographic Information
Systems (GIS) data, where available; where GIS data is not available, data will be provided in an Excel
database. The most current Portland State University coordinated population estimates must be used. In
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accordance with the TSP Guidelines Existing Conditions Inventory, Inventory must include the following
elements:
1. Lands and Population Inventory
Consultant shall update the inventory of available lands data to identify existing, planned, and
potential land uses, and environmental constraints to development. The Lands and Population
Inventory must be consistent with acknowledged comprehensive plans and based on data assembled
by City that must include the following:
a) Vacant and developable land
b) Zoning, both current and planned
c) Natural resources and environmental barriers
d) Key Destinations that are likely destinations for bicyclists and pedestrians, such as schools,
parks, commercial centers, and neighborhood centers
e) Historic and projected population growth patterns
f) Locations of the following socio-economically sensitive populations:
• Minority groups (all persons who did not self-identify as white, non-Hispanic);
• Low-income (persons who earned between 0 and 1.99 times the federal Poverty Level);
• Elderly persons (persons 65 years of age or older in 2010);
• Youth (persons 16 years of age or younger in 2010);
• Non-English speakers (people who stated that they didn't speak any English at all in 2010);
and
• All persons 5 years or older with any type of disability, as available: sensory, physical,
mental, self-care, go-outside-the-home or employment.
g) Evaluate the cost of housing and transportation as a percentage of income across City’s
demographic spectrum.
2. Bicycle and Pedestrian Inventory
Consultant shall update inventory of bicycle and pedestrian system to provide a comprehensive
portrait of multi-modal infrastructure and overall connectivity and access within the Project Area,
including but not limited to the following:
a) Bicycle facility types, locations, geometry, and condition;
b) Pedestrian facility types, locations, geometry, and condition;
c) Crosswalk locations, crosswalk treatments, and condition;
d) Consistency of facilities with state and local standards; and
e) Location and trip characteristics of major bicycle and pedestrian generators.
3. Roadway System Inventory
Consultant shall update the inventory of existing road system characteristics to establish a baseline
for comparison with future needs. Road System Inventory must include the following as available:
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a) Facility functional classifications for state and local roads;
b) Jurisdictional responsibility for state and local roads;
c) Geometry for study intersections (Consultant shall assemble);
d) Number and width of study intersection lanes (Consultant shall assemble);
e) Signal locations (Consultant shall assemble);
f) Posted speed limits;
g) Pavement types and conditions;
h) Street locations on the local system;
i) For state, city, and local streets in downtown or business areas, on-street parking locations
and utilization;
j) Park and ride locations;
k) Right of way widths;
l) Intelligent Transportation System facilities;
m) Intermodal connections and facilities;
n) National, state, regional, and local freight and motor carrier routes;
o) National highway system facilities; and
p) Americans with Disabilities Act accessible public sidewalk impediments (such as driveway
aprons, ramps, and public sidewalks).
4. Public Transportation Inventory
Consultant shall update the inventory of the public transportation system including but not limited
to the following:
a) Existing routes, circulation, schedules, and frequency;
b) Location of bus stops, stop amenities, and ridership;
c) Connectivity with transit facilities, including RVTD and other agencies providing service in the
Project Area;
d) Identify on-demand/door-to-door transit services in the region;
e) Paratransit service, including demand and accessibility; and
f) ADA connectivity.
5. Rail Inventory
Consultant shall update the inventory of rail system characteristics based on data Consultant collects
from the railroads or the ODOT Rail Division, including but not limited to the following:
a) Type of service (freight);
b) Owner and operator of rail line;
c) Location of rail lines and terminals;
d) Proximity to the highway;
e) Classification of the lines;
f) Number of trains and schedule;
g) Industries served and commodities handled;
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h) Track conditions;
i) Train speeds;
j) Crossing locations and known issues; and
k) Bicycle and pedestrian facilities at rail crossings.
6. Air Transport Inventory
Consultant shall summarize the inventory of air transportation system characteristics using Ashland
Airport Master Plan (adoption pending), including but not limited to the following:
a) Type of service (passenger or freight, commercial or recreational);
b) Volume;
c) Location of airport, airport runways, and key destinations for air traffic;
d) Implications for nearby land uses;
e) Industries served and commodities handled;
f) Runway conditions; and
g) Runway Protection Zones.
7. Freight Generators Inventory
Consultant shall update inventory of the major freight generators in the Project Area. Freight
generators are the industrial areas, distribution centers, truck terminals and businesses that ship or
receive a significant amount of freight. The Freight Generators Inventory is expected to be based on
Chamber of Commerce and Oregon Employment Department data assembled by City and must
include the following:
a) Location of at grade crossings with other transportation modes;
b) Location of above- or below-grade crossings with other transportation modes;
c) General information and mapped location of major freight generators;
d) Major commodities shipped or received;
e) Intermodal facilities; and
f) Connector roads connecting to intermodal facilities or to major freight generators.
8. Funding Inventory
Consultant shall prepare a summary of current and historical transportation funding. City shall
provide Consultant with currently available funding information, including the following:
a) Transportation revenues received from the State;
b) Local transportation revenues; and
c) System Development Charges and other revenue from development.
City shall provide Consultant with a history in electronic format of all existing revenue streams with
a ten-year history of trends.
ii. Existing System Conditions Analysis
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Consultant shall analyze existing conditions and identify deficiencies of the transportation system based
on ODOT Analysis Methodology and Assumptions Memorandum. Consultant’s analysis must include the
following:
1. Traffic Counts
Consultant shall conduct traffic counts at up to twenty (20) study intersections during the weekday
evening (2:00 to 6:00 PM) peak period in a standardized format. The counts shall include the total
number of bicycles, pedestrians, and motor vehicles that enter the intersection in 5-minute
increments. The final list of study intersections will be determined following Task 1.
2. Intersection Operations Analysis
Consultant shall perform traffic analysis of City’s transportation system and identify existing
deficiencies.
3. Non-Automobile Transportation Analysis
Consultant shall perform analysis of primary non-motorized transportation on collector and arterial
roadways. Consultant’s analysis must include availability of sidewalks, bicycle facilities, transit routes
and facilities, and gaps in primary routes and intermodal opportunities based on available GIS data
and online mapping.
4. Crash Analysis
Consultant shall obtain the most recent available five years of complete crash data from ODOT’s
Crash Analysis and Reporting Unit in the Project Area. Consultant shall assemble an inventory and
identify crash patterns in the history of collisions on the transportation system among all users (for
example, trucks, autos, pedestrians, and bicyclists).
5. Access Management Analysis
Consultant shall identify existing access management standards as defined in OAR 734-051.
Consultant shall review City standards and review existing City arterials and collectors adjacent to
study intersections identifying general corridor areas with driveways that are non-compliant.
6. Environmental Justice Analysis
Consultant shall utilize PICP maps and text, to prepare environmental justice analysis to identify
needs and to avoid undue adverse impacts when examining future projects and needs.
Consultant shall submit Draft Tech Memo #3 to PMT for review and comment. Consultant shall prepare
and submit revised Draft Tech Memo #3 to the TAC and CAC one week prior to TAC and CAC Meetings
#1 after receiving comments from the PMT.
3.2 TAC Meeting #1
City shall arrange and Consultant shall conduct TAC Meeting #1 via conference call. The purpose of TAC
Meeting #1 is to provide an orientation to the Project, outline the plan and policy context for the Project
as summarized in Final Tech Memo #1, consider the draft Project goals, objectives, and evaluation criteria
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in Revised Tech Memo #2, review the existing conditions in Draft Tech Memo #3, and provide a timeline
of TAC meetings and key project milestones. The meeting is not expected to exceed 2 hours. Consultant
shall prepare a written meeting schedule, written agenda, and other supporting materials for TAC
Meeting #1 and meeting minutes afterwards.
C3.2 TAC Meeting #1 – In-person Meeting
Pending changes to COVID 19 restrictions and City policy regarding in-person meetings, TAC Meeting #1
may be held in Ashland and follow a similar format as indicated above.
3.3 CAC Meeting #1
City shall arrange and Consultant shall conduct CAC Meeting #1. The meeting will occur on the same day
and in the same format as TAC Meeting #1. The purpose of CAC Meeting #1 is to provide an orientation
to the Project, outline the plan and policy context for the Project as summarized in Final Tech Memo #1,
consider the draft Project goals, objectives, and evaluation criteria in Revised Tech Memo #2, review the
existing conditions in Draft Tech Memo #3, and provide a timeline of CAC meetings and key project
milestones. The meeting is not expected to exceed 2 hours. Consultant shall prepare a written meeting
schedule, written agenda, and other supporting materials for CAC Meeting #1 and meeting minutes
afterwards.
3.4 Task 3 Publicity
Consultant shall prepare Task 3 Publicity to provide information regarding the Project in a variety of
methods to encourage public participation. Publicity must include:
1. Project Newsletter #1
Project Newsletter #1 must include a Project introduction and include logistical information on the
open house and online open house, schedule, and other relevant Project information. City shall
distribute Project Newsletter #1 in City’s utility bills and share on its social media accounts to promote
the open house.
2. Project Flyer #1
Project Flyer #1 must include a Project introduction and include logistical information on the open
house and online open house, schedule, and other relevant Project information. City shall place
Project Flyer #1 at high-traffic areas to promote the open house. Consultant shall post Project Flyer
#1 to the Project Website.
3. News Release
News release must announce the open house. Consultant shall produce and purchase print
advertising for the news release to provide notice for the open house. Consultant shall place news
release in local newspapers of record. Consultant shall also provide news release to community
papers, city newsletters, community calendars, or similar publications in the Project Area. City shall
post news release on its social media accounts.
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4. Stakeholder Emails
Five separate Stakeholder Emails distributed by City to recipients in the stakeholder database to
include the following subject areas:
• CAC Meeting #1,
• Project Newsletter #1,
• Announce the in-person Open House and Workshop #1, and
• Online Open House #1 as well as pertinent information regarding next steps.
Consultant shall submit draft Task 3 Publicity materials to PMT for review and make revisions to
address comments.
3.5 Community and Small Group Briefing #1
City shall arrange and conduct Community and Small Group Briefing #1 to meet with identified
stakeholders with common interests (i.e., the same geographic area, businesses, and church groups) as
identified in the Task 1 PICP to update them on the Project and obtain their input on Project goals and
existing conditions. Community and Small Group Briefing #1 is anticipated to be one hour in duration.
City shall produce a PowerPoint for Community and Small Group Briefing #1. PMT shall review draft
PowerPoint and provide comments to City prior to Community and Small Group Briefing #1. Consultant
shall review PowerPoint and provide comments to City.
3.6 Open House and Workshop #1
City shall arrange and Consultant shall conduct Open House and Workshop #1 to offer input on the goals
and policies of the Updated TSP and existing conditions. The open house and workshop will occur in
Ashland on the same day or on the day following Community and Small Group Briefing #1 and will take
up to three hours. Consultant shall prepare written handouts, display boards, and other visual media to
facilitate public opportunity and provide to City in advance of meeting for review and revision. Consultant
shall prepare an open house and workshop handout, sign in sheets, comment forms, and provide an open
house and workshop comment summary. City shall provide location arrangements and logistics and
promote the event on its social media accounts.
It is assumed that Open House and Workshop #1 will occur in Ashland and be open to the public; however,
pending further COVID-19 restrictions on in-person meetings, the budget for Open House and Workshop
#1 will be reallocated to Online Open House #1 and the online version will be accompanied by a series of
virtual live events via YouTube or Facebook. The City may also choose to host pop-up events at local
community centers, grocery stores, or other locations that attract a broad cross-section of the population.
3.7 Online Open House #1
Consultant shall upload Open House and Workshop #1 materials to the Project Website and encourage
the use of the interactive map to provide comments. Consultant shall prepare summary of comments
received.
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3.8 Final Tech Memos #2 and #3
Consultant shall revise Draft Tech Memos #2 and #3 incorporating comments from TAC Meeting #1,
Community and Small Group Briefing #1, Open House and Workshop #1, and Online Open House #1
within one week after Open House and Workshop #1. Consultant shall post Final Tech Memos #2 and #3
to Project Website and provide to PMT within two weeks of receiving comments.
City Deliverables
3a Draft Tech Memo #3 - Inventory Documents (Subtask 3.1)
3b TAC Meeting #1 (Subtask 3.2)
3c CAC Meeting #1 (Subtask 3.3)
3d Distribution of Task 3 Publicity materials (Subtask 3.4)
3e Community and Small Group Briefing #1 (Subtask 3.5)
3f Open House and Workshop #1 (Subtask 3.6)
3g Review and Comments on Task 3 Deliverables
Consultant Deliverables
3A Draft Tech Memo #3: Existing Conditions Inventory and Analysis (Subtask 3.1)
3B TAC Meeting #1 (Subtask 3.2)
3C CAC Meeting #1 (Subtask 3.3)
3D Task 3 Publicity (Subtask 3.4)
3E Comments on Community and Small Group Briefing #1 PowerPoint (Subtask 3.5)
3F Open House and Workshop #1 (Subtask 3.6)
3G Online Open House #1 (Subtask 3.7)
3H Final Tech Memos #2 and #3 (Subtask 3.8)
TASK 4: FUTURE CONDITIONS
The purpose of this task is to analyze future multimodal travel demand and identify gaps and deficiencies
within the transportation infrastructure. Future needs shall be based on population and employment
forecasts and distributions shall be consistent with the comprehensive plan with a 20‐year forecast from
expected date of TSP adoption.
4.1 Draft Tech Memo #4: Future Systems Conditions
Consultant shall prepare initial and revised Draft Tech Memo #4, an assessment of land use and future
transportation system conditions in the Project Area under a “no-build” scenario. Consultant shall rely
only on completed transportation improvements and planned transportation improvements that have
an identified and committed funding source, in preparing the “no-build” scenario (for example, are in the
Statewide Transportation Improvement Program).
Draft Tech Memo #4 must include the elements listed below:
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1. Population and Employment Forecasts
Consultant shall summarize the future population and employment data.
2. Future No-Build Scenario
Consultant shall prepare traffic analysis, qualitative multimodal assessment of transit and Bicycle and
Pedestrian Level of Traffic Stress under a no-build scenario for automobile and non-automobile
transportation.
3. Future Deficiencies
Consultant shall identify projected future transportation system deficiencies for all transportation
modes. Deficiencies include both the failure to meet measurable standards identified in Task 2
Analysis Methodology and Assumptions Memorandum, and the failure to satisfy the goals,
objectives, and evaluation criteria identified in Tech Memo #2.
Consultant shall clearly describe each deficiency. Consultant shall also include future needs
determination based on standards and targets identified in the Oregon Transportation Plan and
associated statewide modal and topic plans.
Consultant shall submit Draft Tech Memo #4 to PMT for review and comment. Consultant shall prepare
and submit revised Draft Tech Memo #4 to the TAC and CAC one week prior to TAC and CAC Meetings
#2 after receiving comments from the PMT.
City Deliverables
4a Review and Comment on Task 4 Deliverables
Consultant Deliverables
4A Draft Tech Memo #4: Future Systems Conditions (Subtask 4.1)
TASK 5: SOLUTIONS DEVELOPMENT AND EVALUATION
The purpose of this task is to develop and evaluate solutions that are consistent with the vision, goals,
objectives and performance measures (criteria) established in Task 2.
5.1 Draft Tech Memo #5: Alternatives Analysis
Consultant shall prepare initial and revised Draft Tech Memo #5 identifying up to three alternative
solution packages that address the identified deficiencies and needs. Alternatives must address the
standards, goals, and objectives identified in Tech Memo 2. Consultant shall coordinate with City to solicit
comments from TPAU and ODOT’s Region 3 Traffic regarding the potential of the solution packages and
recommended improvements on ODOT’s facilities.
Consultant shall provide an evaluation matrix for the alternative solution packages, utilizing the
evaluation criteria identified in Tech Memo #2.
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Consultant shall estimate conceptual construction and operational costs for alternative solution
packages. Cost estimates must be planning-level cost estimates, based on year 2020 dollars, and
referenced to appropriate escalation factors.
Draft Tech Memo #5 must include the elements listed below:
1. Bicycle and Pedestrian Connectivity
Consultant shall recommend connectivity, safety, access, and comfort improvements to City’s
existing bicycle and pedestrian network, particularly routes that connect to schools, parks and
commercial centers. Consultant shall recommend future bicycle and pedestrian network extensions
within the Project Area or connecting to existing facilities in adjacent areas.
Consultant shall incorporate the existing multi-use trails system and park trail system plans into the
planned system. Consultant shall provide recommendations to improve connectivity to the existing
multi-use trails system and identify potential future connectivity to multi-use trail system locations
within and adjacent to the Project Area.
2. Identification of Auto-Related Alternatives
Consultant shall prepare proposed solutions to identified deficiencies for automotive traffic.
Consultant shall make a list of recommended changes to street classifications, street design
standards, access spacing standards, and roadway segments and intersections with supporting
rationale.
3. Transit
Consultant shall recommend connectivity, frequency, and accessibility improvements to RVTDs’
existing transit routes and facilities and recommend future transit routing extensions into and beyond
the Project Area.
4. Intermodal Route Connectivity
Consultant shall recommend intermodal connectivity improvements between City’s existing bicycle
and pedestrian networks, as well as any existing or planned transit facilities. Consultant shall
recommend future bicycle, pedestrian, and transit network improvements into and beyond the
Project Area in a way that supports intermodal connectivity.
5. Freight
Consultant shall identify the major freight issues in the Project Area including accessibility, mobility,
safety and freight passage through, into, and from City with an emphasis on intermodal connections.
Consultant shall recommend freight route improvements (including rail) to the existing
transportation system and future freight route improvements to accommodate future land use and
transportation system changes. This task includes identifying problem areas such as access issues,
roadway constraints, turning radii at intersections, vertical clearance constraints and truck loading
zone issues.
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6. Air
Consultant shall discuss recommendations developed in the Ashland Airport Master Plan (adoption
pending) and the implications for land uses and transportation in Ashland. Consultant shall provide
recommendations for ongoing coordination with the Airport and Oregon Department of Aviation.
7. Safe Routes To Schools
Consultant shall identify potential alternative connective routes, facility enhancements, and crossing
treatments that would improve student safety when walking or biking to school. Consultant shall
document these identified alternatives, enhancements, and treatments in a format that can be
integrated into the Updated TSP and that can also be crafted to address the needs of future “Safe
Routes to Schools” programs. Consultant shall identify school siting and site design factors, as well as
student transportation policies, which enhance accessibility for pedestrians, bicyclists, and transit
users.
8. Safety
Consultant shall identify study intersections or segments where countermeasures could be applied
to reduce crash frequency to mitigate increases in crashes associated with increased traffic volume
or future roadway projects.
9. Local Street Connectivity and Extension Plan
Consultant shall prepare a list of local street alignment and connectivity improvements in several
areas of the Project Area where the local street alignment influences future development of these
areas, consistent with City’s local street grid pattern. Consultant shall depict future local street
connections in these areas on a map and in text.
10. Emerging Transportation Technologies
Consultant shall assess the range of emerging transportation technologies (ridesharing, autonomous
vehicles, bike- and scooter-share programs, and the like) that are likely to be implemented in Project
Area during the planning horizon. Such technologies shall be identified as discrete projects, policies,
and programs, including privately owned and operated systems.
11. Funding Programs
Consultant shall prepare a comprehensive list of funding options for consideration by City. Funding
options section must include a summary of historic, existing, and future City transportation funding
sources. Funding options must include all funding sources available to City in a matrix form, and a
brief narrative explaining each option.
Consultant shall prepare a future transportation funding plan based on the current and historic
transportation funding information in Tech Memo #3 and consistent with Step 15 of Transportation
System Planning Guidelines 2018 and ODOT directive, PB-03, Financial Feasibility in System Planning.
Consultant shall obtain projected transportation funding and revenue from City.
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12. Development Code Amendments
Consultant shall prepare a list of amendments to City’s development code to implement the audit of
City’s Zoning Ordinance in Task 2 to comply with OAR 660-012-0045.
13. Transportation Demand Management
Consultant shall prepare a list of transportation demand management strategies. Strategies must
offer sustainable solutions to help create a multi-modal transportation environment.
Consultant shall submit Draft Tech Memo #5 to PMT for review and comment. Consultant shall prepare
and submit a revised version of Draft Tech Memo #5 to the TAC and CAC one week prior to TAC and CAC
Meeting #2.
5.2 TAC Meeting #2
City shall arrange and Consultant shall conduct TAC Meeting #2 via conference call. The purpose of TAC
Meeting #2 is to review and discuss the future baseline transportation conditions in Draft Tech Memo #4
and the alternative solution packages and their performance evaluation in Draft Tech Memo #5. The
meeting is not expected to exceed 2 hours. Consultant shall prepare meeting schedule, agendas, and
supporting materials for TAC Meeting #2 and meeting minutes afterwards.
C5.2 TAC Meeting #2 – In-person Meeting
Pending changes to COVID 19 restrictions and City policy regarding in-person meetings, TAC Meeting #2
may be held in Ashland and follow a similar format as indicated above.
5.3 CAC Meeting #2
City shall arrange and Consultant shall conduct CAC Meeting #2. The meeting will occur on the same day
and in the same format as TAC Meeting #2. The purpose of CAC Meeting #2 is to review and discuss the
future baseline transportation conditions in Draft Tech Memo #4 and the alternative solution packages
and their performance evaluation in Draft Tech Memo #5. The meeting is not expected to exceed 2 hours.
Consultant shall prepare meeting schedule, agendas, and supporting materials for CAC Meeting #2 and
meeting minutes afterwards.
5.4 Task 5 Publicity
Consultant shall prepare Task 4 Publicity to provide information regarding the Project in a variety of
methods to encourage public participation. Publicity must include:
1. Project Newsletter #2
Project Newsletter #2 must include a Project introduction and include logistical information on the
open house and online open house, schedule, and other relevant Project information. City shall
distribute Project Newsletter #2 in City’s utility bills and share on its social media accounts.
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2. Project Flyer #2
Project Flyer #2 must include a Project introduction and include logistical information on the open
house and online open house, schedule, and other relevant Project information. City shall place Flyer
#2 at high-traffic areas to promote the open house. Consultant shall post Flyer #2 to the Project
Website.
3. News Release
News release must announce the open house. Consultant shall produce and purchase print
advertising for the news release to provide notice for the open house. Consultant shall place news
release in local newspapers of record. Consultant shall also provide news release to community
papers, city newsletters, community calendars, or similar publications in the Project Area. City shall
post news release on its social media accounts.
4. Stakeholder Emails
Five separate Stakeholder Emails distributed by City to recipients in the stakeholder database to
include the following subject areas:
• CAC Meeting #2,
• Project Newsletter #2,
• Announce the in-person Open House and Workshop #2, and
• Online Open House #2 as well as pertinent information regarding next steps.
Consultant shall submit draft Task 5 Publicity materials to PMT for review and make revisions to address
comments.
5.5 Community and Small Group Briefings #2
City shall arrange and consultant shall conduct Community and Small Group Briefing #2 to meet with
identified stakeholders with common interests (i.e., the same geographic area, businesses, and church
groups) as identified in the Task 1 PICP to update them on the Project and obtain their input on
alternative solution packages to meet deficiencies. Community and Small Group Briefing #2 is anticipated
to occur at a regularly scheduled Transportation Commission meeting and be one hour in duration. City
shall produce a PowerPoint for Community and Small Group Briefing #2. Consultant shall review
PowerPoint and provide comments to City.
5.6 Open House and Workshop #2
City shall arrange and Consultant shall conduct Open House and Workshop #2 to offer input on
alternative packages to address deficiencies. The open house and workshop will occur in Ashland on the
same day or on the day following Community and Small Group Briefing #2 and will take up to three hours.
Consultant shall prepare written handouts, display boards, and other visual media to facilitate public
opportunity and provide to City in advance of meeting for review and revision. Consultant shall prepare
an Open House and Workshop #2 handout, sign in sheets, comment forms, and provide an open house
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and workshop comment summary. City shall provide location arrangements and logistics and promote
the event on its social media accounts.
It is assumed that Open House and Workshop #2 will occur in Ashland and be open to the public; however,
pending further COVID-19 restrictions on in-person meetings, the budget for Open House and Workshop
#2 will be reallocated to Online Open House #2 and the online version will be accompanied by a series of
virtual live events via YouTube or Facebook. The City may also choose to host pop-up events at local
community centers, grocery stores, or other locations that attract a broad cross-section of the population.
5.7 Online Open House #2
Consultant shall upload Open House and Workshop #2 materials to the Project Website and encourage
the use of the interactive map to provide comments. Consultant shall prepare summary of comments
received.
5.8 Final Tech Memos #4 and #5
Consultant shall revise Draft Tech Memos #4 and #5 incorporating comments received from TAC Meeting
#2, CAC Meeting #2, Community and Small Group Briefing #2, Open House and Workshop #2 and Online
Open House #2. Consultant shall post Final Tech Memos #4 and #5 to Project Website and provide Final
Tech Memos #4 and #5 to PMT within two weeks of receiving comments.
City Deliverables
5a TAC Meeting #2 (Subtask 5.2)
5b CAC Meeting #2 (Subtask 5.3)
5d Task 5 Publicity (Subtask 5.4)
5e Community and Small Group Briefing #2 (Subtask 5.5)
5f Open House and Workshop #2 (Subtask 5.6)
5g Review and Comment on Task 4 Deliverables
Consultant Deliverables
5A Draft Tech Memo #5: Alternatives Analysis and Funding Program (Subtask 5.1)
5B TAC Meeting #2 (Subtask 5.2)
5C CAC Meeting #2 (Subtask 5.3)
5D Task 5 Publicity (Subtask 5.4)
5E Comments on Community and Small Group Briefing #2 PowerPoint (Subtask 5.5)
5F Open House and Workshop #2 (Subtask 5.6)
5G Online Open House #2 (Subtask 5.7)
5H Final Tech Memos #4 and #5 (Subtask 5.8)
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TASK 6: FUNDING PROGRAM
The purpose of this task is to identify the preferred alternatives along with revenue streams, both existing
and anticipated, that will support proposed projects and programs.
6.1 Draft Tech Memo #6: Preferred Alternatives
Consultant shall prepare initial and revised Draft Tech Memo #6, identifying preferred and cost-
constrained alternatives based on earlier Tech Memos, the 2013 TSP, and input received from the PMT,
TAC, CAC and public. Draft Tech Memo #6 must include the elements listed below:
1. Selection of Preferred Alternatives
Consultant shall identify a preferred alternative for each deficiency or need and, if different, a cost-
constrained alternative taking into account the revenue forecast for each deficiency or need,
consistent with Step 15 of Transportation System Planning Guidelines 2018. Identification of
alternatives must include, in addition to those elements required by the Transportation Planning
Rules, the following elements:
a) Projects necessary to reduce transportation barriers to key development and redevelopment
areas.
b) Corridor improvement needs.
c) Access management strategies for City, County, and State arterials and collectors.
d) Identification of improvements that could be incorporated into a future “Safe Routes to
Schools” plan, including school siting, site planning, and student transportation policies.
e) Planning-level cost estimates referenced to an appropriate escalation factor for updates.
f) A list of features needing approval (e.g., marked crosswalks on State Highways).
Preferred improvements to ODOT’s facilities must be coordinated with ODOT’s Region 3 Traffic.
2. Future Transportation Funding Plan
Consultant shall prepare a future transportation funding plan based on the current and historic
transportation funding information in Tech Memo #3 and consistent with Step 15 of Transportation
System Planning Guidelines 2018 and ODOT Directive PB-03, Financial Feasibility in System Planning.
3. Project Prioritization Tool
The preferred alternatives shall be prioritized based on how well they meet the goals, objectives, and
evaluation criteria developed in Task 2 as well as other criteria as identified by the PMT. Consultant
shall format the prioritization tool so that it can be used by the City to reevaluate priorities over time.
Consultant shall submit Draft Tech Memo #6 to PMT for review and comment. Consultant shall prepare
and submit a revised version of Draft Tech Memo #6 to the TAC and CAC one week prior to TAC and CAC
Meeting #3.
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6.2 TAC Meeting #3
City shall arrange and Consultant shall conduct TAC Meeting #3 via conference call. The purpose of TAC
Meeting #3 is to discuss proposed preferred alternatives and funding plan in Draft Tech Memo #6. The
meeting is not expected to exceed 2 hours. Consultant shall prepare the meeting schedule, written
agendas, and supporting materials for TAC Meeting #3 and shall prepare meeting minutes afterwards.
C6.2 TAC Meeting #3 – In-person Meeting
Pending changes to COVID 19 restrictions and City policy regarding in-person meetings, TAC Meeting #3
may be held in Ashland and follow a similar format as indicated above.
6.3 CAC Meeting #3
City shall arrange and Consultant shall conduct CAC Meeting #3. The meeting will occur on the same day
and in the same format as TAC Meeting #3. The purpose of CAC Meeting #3 is to discuss proposed
preferred alternatives and funding plan in Draft Tech Memo #6. The meeting is not expected to exceed
2 hours. Consultant shall prepare the meeting schedule, written agendas, and supporting materials for
CAC Meeting #3 and shall prepare meeting minutes afterwards.
6.4 Task 6 Publicity
Consultant shall prepare Task 6 Publicity to provide information regarding the Project in a variety of
methods to encourage public participation. Publicity must include:
4. Project Newsletter #3
Project Newsletter #3 must include a Project introduction and include logistical information on the
open house and online open house, schedule, and other relevant Project information. City shall
distribute Project Newsletter #3 in City’s utility bills and share on its social media accounts.
5. Project Flyer #3
Project Flyer #3 must include a Project introduction and include logistical information on the open
house and online open house, schedule, and other relevant Project information. City shall place Flyer
#3 at high-traffic areas to promote the open house. Consultant shall post Flyer #3 to the Project
Website.
6. News Release
News release must announce the open house. Consultant shall produce and purchase print
advertising for the news release to provide notice for the open house. Consultant shall place news
release in local newspapers of record. Consultant shall also provide news release to community
papers, city newsletters, community calendars, or similar publications in the Project Area. City shall
post news release on its social media accounts.
7. Stakeholder Emails
Five separate Stakeholder Emails distributed by City to recipients in the stakeholder database to
include the following subject areas:
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• CAC Meeting #3,
• Project Newsletter #3,
• Announce the in-person Open House and Workshop #3, and
• Online Open House #3 as well as pertinent information regarding next steps.
Consultant shall submit draft Task 6 Publicity materials to PMT for review and make revisions to address
comments.
6.5 Community and Small Group Briefings #3
City shall arrange and consultant shall conduct Community and Small Group Briefing #3 to meet with
identified stakeholders with common interests (i.e. the same geographic area, businesses, church groups)
as identified in the PICP to update them on the Project and obtain input on proposed preferred
alternatives and funding plan. Community and Small group Briefing #3 is anticipated to be one hour in
duration. City shall produce a PowerPoint for the Community and Small Group Briefing #3. Consultant
shall review PowerPoint and provide comments to City.
6.6 Open House and Workshop #3
City shall arrange and Consultant shall conduct Open House and Workshop #3 to offer input on proposed
preferred alternatives and funding plan. The open house and workshop will occur in Ashland on the same
day or on the day following Community and Small Group Briefings #3 and will take up to three hours.
Consultant shall prepare written handouts, display boards, and other visual media to facilitate public
opportunity and provide to City in advance of meeting for review and revision. Consultant shall prepare
an Open House and Workshop #3 handout, sign in sheets, comment forms, and provide an open house
and workshop comment summary. City shall provide location arrangements and logistics and promote
the event on its social media accounts.
It is assumed that Open House and Workshop #3 will occur in Ashland and be open to the public; however,
pending further COVID-19 restrictions on in-person meetings, the budget for Open House and Workshop
#3 will be reallocated to Online Open House #3 and the online version will be accompanied by a series of
virtual live events via YouTube or Facebook. The City may also choose to host pop-up events at local
community centers, grocery stores, or other locations that attract a broad cross-section of the population.
6.7 Online Open House #3
Consultant shall upload Open House and Workshop #3 materials to the Project Website and encourage
the use of the interactive map to provide comments. Consultant shall prepare summary of comments
received.
6.8 Transportation Commission Work Session #1
City shall arrange and Consultant shall conduct Transportation Commission Work Session #1. The purpose
of Transportation Commission Work Sessions #1 is to discuss proposed preferred alternatives and
funding plan in Draft Tech Memo #6. Consultant shall prepare the meeting schedule, written agendas,
and supporting materials and meeting summary afterwards.
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6.9 Joint Planning Commission and City Council Work Session #1
City shall arrange and Consultant shall conduct Joint Planning Commission and City Council Work Session
#1. The purpose of Planning Commission and City Council Work Session #1 is to discuss proposed
preferred alternatives and funding plan in Draft Tech Memo #6. Consultant shall prepare the meeting
schedule, written agendas, and supporting materials and meeting summary afterwards. City shall
prepare legally required minutes.
6.10 Final Tech Memo #6
Consultant shall revise Draft Tech Memo #6 incorporating Task 5 comments. Consultant shall post Final
Tech Memo #6 to Project Website and provide to PMT within two weeks of receiving comments.
City Deliverables
6a TAC Meeting #3 (Subtask 6.2)
6b CAC Meeting #3 (Subtask 6.3)
6d Task 6 Publicity (Task 6.4)
6e Community and Small Group Briefings #3 (Subtask 6.5)
6f Open House and Workshop #3 (Subtask 6.6)
6g Transportation Commission Work Session #1 (Subtask 6.8)
6h Joint Planning Commission and City Council Work Session #1 (Subtask 6.9)
6i Review and Comment on Task 6 Deliverables
Consultant Deliverables
6A Draft Tech Memo #6: Preferred Alternatives (Subtask 6.1)
6B TAC Meeting #3 (Subtask 6.2)
6C CAC Meeting #3 (Subtask 6.3)
6D Task 6 Publicity (Subtask 6.4)
6E Comments on Community and Small Group Briefing #3 PowerPoint (Subtask 6.5)
6F Open House and Workshop #3 (Subtask 6.6)
6G Online Open House #3 (Subtask 6.7)
6H Transportation Commission Work Session #1 (Subtask 6.8)
6I Joint Planning Commission and City Council Work Session #1 (Subtask 6.9)
6J Final Tech Memo #6 (Subtask 6.10)
TASK 7: FINAL DOCUMENTATION
The purpose of this task is to compile all technical documents created into a final comprehensive
document that will shape the transportation system throughout the planning period. The document
should be inclusive of all modes and describe a cohesive link between them and the transportation
network.
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The City of Ashland would like the fiscally constrained plan to account for transportation network
improvements that are cohesive and provide a complete benefit to all modes when and if possible. In
addition, recommended improvements need to account for other planned infrastructure projects (water,
storm, sewer, roadway maintenance) within the City’s adopted 20‐year capital improvement program.
The final plan should document improvements that when feasible serve all modes along with the network
area they benefit.
7.1 Draft Updated TSP
Consultant shall prepare initial and revised Draft Updated TSP updating 2013 TSP and incorporating
earlier Tech Memos #1 – #6 and the additional comments received. Draft Updated TSP must include the
following:
A. Maps showing each updated future network and a comprehensive map showing all networks;
B. Prioritized list of multi-modal projects with planning-level cost estimates, including escalation
factor estimates;
C. Project summary prospectus sheets, including Project costs, location map, and cross-section;
D. Funding strategy for near term fiscally constrained projects throughout the Project Area and
planning horizon; and
E. Access spacing standards
Draft Updated TSP must summarize the following in either the report body or appendix:
i. Transportation System Summary
• Inventory of entire transportation system for all modes of travel.
ii. Transportation Goals, Plans, and Policy Framework
• Survey of state, regional, and local plans, policies, rules and regulations; identify relationships,
conflicts, and discrepancies within and between these documents.
• Goals and objectives supporting the community’s vision.
• A discrete, actionable set of policies which capture the opportunities and strategies
supporting an Updated TSP and otherwise reflect the intent of Goal 12 “to provide and
encourage a safe, convenient, and economical transportation system.”
iii. Existing Conditions
• Analysis of existing traffic conditions for all modes of travel: volumes, Level-of-Service,
turning movements, queuing, mobility, and safety for all through streets and intersections.
Areas of significant queuing or traffic safety concerns.
iv. Future Demand and Land Use
• Existing and future land uses to estimate traffic generation in the community, as well as future
through traffic. Trip distribution, including estimates of trip ends per land use type, total
annual trip ends.
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v. Safety Plan
• A Safety Plan that aligns with current goals in the Oregon Transportation Safety Action Plan
and identifies cost-effective opportunities to obtain programed safety funds (e.g., Highway
Safety Improvement Program funding, Safe Routes to Schools) to reduce fatal and serious
injury crashes through the ODOT All Roads Transportation Safety Program. This must include
systemic applications which may be viable with a demonstrated benefit cost ratio (e.g., bike
and pedestrian).
vi. Pedestrian Plan
• A Pedestrian Plan aligned with current intermodal policy goals.
• Examination and analysis of existing facilities. Recommendations for improvements and
design standards. Focus on safety and gaps in the pedestrian network. Special emphasis must
be placed on connectivity among primary pedestrian facilities and intermodal linkages.
• Comprehensive and prioritized list of improvements, including itemized planning-level cost
estimates.
vii. Bicycle Plan
• A Bicycle Plan aligned with current intermodal policy goals.
• Examination and analysis of existing facilities. Recommendations for improvements and
design standards. Focus on safety and gaps in the bicycle network.
• Comprehensive and prioritized list of improvements, including itemized planning-level cost
estimates.
viii. Transit Plan
• Examination and analysis of existing facilities. Recommendations for improvements and
design standards. Focus on safety, gaps in the system and intermodal linkages with the
pedestrian and bicycle networks.
• Comprehensive and prioritized list of improvements, including itemized planning-level cost
estimates.
• Analysis and recommended improvements must reflect current intermodal policy goals.
ix. Motor Vehicle Plan (including Transportation System Management and Truck Freight Plan)
• Proposed changes and improvements to best accommodate vehicle traffic within the existing
constraints and long-term vision of City.
• Focus on impacts to businesses.
• Potential to add pedestrian improvements.
• Comprehensive and prioritized list of improvements, including itemized planning-level cost
estimates.
x. Other Modes Plan (Air, Rail and Pipeline)
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• Survey of other transportation modes.
• Incorporate pertinent elements of the Ashland Airport Master Plan.
xi. Funding and Implementation
• Examination of historic funding sources and potential future funding sources.
Consultant shall submit Draft Updated TSP to PMT in electronic format for review and comment.
Consultant shall revise Draft Updated TSP based on City comments. Consultant shall prepare and submit
a revision to the TAC and CAC one week prior to Joint TAC and CAC Meeting #4.
7.2 Draft Implementing Ordinances
As consistent with TGM guidance documents, Consultant shall prepare initial and revised Draft
Implementing Ordinances, specifically amendments to City’s Development Ordinance, necessary for
implementing the Draft Updated TSP and its policies and recommendations. Amendments are expected
to include:
• Street-width standards with the goal of narrowing streets for safety and economy.
• Right-size parking standards, looking for opportunities to decrease them.
• Traffic Impact Analysis requirements, which may reference ODOT standards or requirements of
other similar cities in Oregon.
• State transportation planning requirements, including findings for the Transportation Planning
Rules, to support adoption of Draft Updated TSP by City.
Consultant shall submit revised Draft Implementing Ordinances to the PMT. Consultant shall prepare a
revision based on City and APM comments and submit to the TAC and CAC one week prior to Joint TAC
and CAC Meeting #4.
7.3 Draft Findings
City shall prepare Draft Findings addressing local ordinance requirements to support adoption of the
Draft Updated TSP by City and provide to PMT.77.4 Advertising and Media
Consultant shall prepare a draft news release announcing updates on the Project, Joint TAC and CAC
Meeting #4 and Draft Updated TSP for City finalization and distribution. Consultant shall produce and
purchase print advertising for the news release to provide notice for the adoption hearings. Consultant
shall place news release in local newspapers of record. Consultant shall also provide news release to
community papers, city newsletters, community calendars or similar publications in smaller markets in
the Project area. City shall post Advertisements on their social media accounts.
7.4 Advertising and Media
Consultant shall prepare a draft news release announcing updates on the Project, Joint TAC and CAC
Meeting #4 and Draft Updated TSP for City finalization and distribution. Consultant shall produce and
purchase print advertising for the news release to provide notice for the adoption hearings. Consultant
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shall place news release in local newspapers of record. Consultant shall also provide news release to
community papers, city newsletters, community calendars or similar publications in smaller markets in
the Project area. City shall post Advertisements on their social media accounts.
7.5 Stakeholder Emails
Consultant shall prepare up to three stakeholder emails to the stakeholder database to provide updates
on the Project, Joint TAC and CAC Meeting #4 and Draft Updated TSP.
7.6 Joint TAC and CAC Meeting #4
City shall arrange and Consultant conduct Joint TAC and CAC Meeting #4. The purpose of Joint TAC and
CAC Meeting #4 is to review and discuss the Draft Updated TSP and Draft Implementing Ordinances.
Consultant shall prepare a meeting schedule, a written agenda, and supporting materials and meeting
minutes afterwards.
C7.6 Joint TAC and CAC Meeting #4 – In-person Meeting
Pending changes to COVID 19 restrictions and City policy regarding in-person meetings, Joint TAC and
CAC Meeting #4 may be held in Ashland and follow a similar format as indicated above.
7.7 Adoption Draft Updated TSP, Adoption Draft Implementing Ordinances and
Final Findings
Consultant shall revise the Draft Updated TSP, Draft Implementing Ordinances, and Draft Findings,
incorporating comments received from the PMT, TAC and CAC.
7.8 Department of Land Conservation and Development Notice
City shall submit a copy of the Adoption Draft Updated TSP and Draft Implementing Ordinances to the
Department of Land Conservation and Development at least 35 days prior to the first evidentiary hearing
as directed by Oregon Revised Statutes 197.610 and OAR 660-018-0020.
City Deliverables
7a Draft Findings (Subtask 7.3)
7b Advertising and Media (Subtask 7.4)
7c Joint TAC and CAC Meeting #4 (Subtask 7.6)
7d Department of Land Conservation and Development Notice (Subtask 7.8)
7e Review and Comment on Task 7 Deliverables
Consultant Deliverables
7A Draft Updated TSP (Subtask 7.1)
7B Draft Implementing Ordinances (Subtask 7.2)
7C Advertising and Media (Subtask 7.4)
7D Stakeholder Emails (Subtask 7.5)
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7E Joint TAC and CAC Meeting #4 (Subtask 7.6)
7F Adoption Draft Updated TSP, Adoption Draft Implementing Ordinances and Final Findings
(Subtask 7.7)
3.2.8 MAJOR TASK 8: ADOPTION PROCESS
The purpose of this task is to navigate the adoption process through public hearings at the Planning
Commission and City Council levels.
8.1 Transportation Commission Work Session #2
City shall arrange and conduct Transportation Commission Work Session #2 for presentation of the
Adoption Draft Updated TSP, Adoption Draft Implementing Ordinances, and Final Findings. Consultant
shall attend Transportation Commission Work Session #2 to present documents and answer questions.
8.2 Joint Planning Commission and City Council Work Session #2
City shall arrange and conduct Joint Planning Commission and City Council Work Session #2 for
presentation of the Adoption Draft Updated TSP, Adoption Draft Implementing Ordinances, and Final
Findings. Consultant shall attend Joint Planning Commission and City Council Work Session #2 to present
documents and answer questions.
8.3 Transportation Commission Hearing
City shall arrange and conduct the Transportation Commission Hearing for consideration of the Adoption
Draft Updated TSP, Adoption Draft Implementing Ordinances, and Final Findings. Consultant shall attend
hearing to present documents and answer questions.
8.4 Planning Commission Hearing
City shall arrange and conduct the Planning Commission Hearing for consideration of the Adoption Draft
Updated TSP, Adoption Draft Implementing Ordinances, and Final Findings. Consultant shall attend
hearing to present documents and answer questions.
8.5 City Council Hearing
City shall arrange and conduct City Council Hearing for consideration of Adoption Draft Updated TSP,
Adoption Draft Implementing Ordinances, and Final Findings for approval and adoption. Consultant shall
attend hearing to present documents and answer questions.
8.6 Final Updated TSP and Final Implementing Ordinances
Consultant shall revise the Adoption Draft Updated TSP and Final Implementing Ordinances to reflect
City Council actions. Consultant shall submit three bound “hard” copies and one electronic copy of the
Final Updated TSP and Final Implementing Ordinances to City. City shall submit electronic copies of the
adopted Final Updated TSP and Final Implementing Ordinances to the Department of Land Conservation
Ashland Transportation System Plan Project #: 24505.0
July 6, 2021 Page 32
Kittelson & Associates, Inc. Portland, Oregon
and Development. Consultant shall submit one bound “hard” copy and one electronic copy of the Final
Updated TSP and Final Implementing Ordinances to ODOT.
8.7 Public and Stakeholder Involvement and Communications Summary Report
Consultant shall prepare draft and final Public and Stakeholder Involvement and Communications
Summary Report to summarize the activities, their effectiveness, and lessons learned of the following:
• Committee meetings
• Public meetings and open houses
• Community and small group briefings
• Stakeholder Database
• Comment Log summary and key public issues
• Project Website analytics
Consultant shall submit draft Public and Stakeholder Involvement and Communications Summary Report
to City and APM for review and make revisions to address comments.
8.8 Title VI Report
City shall prepare and submit to ODOT a report delineating Title VI activities, and documenting Project
processes and outreach for all low income, race, gender, and age groups.
City Deliverables
8a Transportation Commission Work Session #2 (Subtask 8.1)
8b Joint Planning Commission and City Council Work Session #2 (Subtask 8.2)
8c Transportation Commission Hearing (Subtask 8.3)
8c Planning Commission Hearing (Subtask 8.4)
8d City Council Hearing (Subtask 8.5)
8e Submit Final Updated TSP and Final Implementing Ordinances to DLCD (Subtask 8.6)
8f Title VI Report (Subtask 8.8)
8f Review and Comment on Task 8 Deliverables
Consultant Deliverables
8A Transportation Commission Work Session #2 (Subtask 8.1)
8B Joint Planning Commission and City Council Work Session #2 (Subtask 8.2)
8C Transportation Commission Hearing (Subtask 8.3)
8D Planning Commission Hearing (Subtask 8.4)
8E City Council Hearing (Subtask 8.5)
8F Final Updated TSP and Final Implementing Ordinances (Subtask 8.6)
8G Public and Stakeholder Involvement and Communications Summary Report (Subtask 8.7)