Agenda SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION. October 11, 2016 Time: 4:30 p.m. Siskiyou County Transit Center 190 Greenhorn Road, Yreka

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1 Agenda SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION October 11, 2016 Time: 4:30 p.m. Siskiyou County Transit Center 190 Greenhorn Road, Yreka The Agenda is located on the County s web site at 1. Call Meeting to Order 2. Public Comment 3. Approval of Minutes August 2, Discussion/Action City of Weed: Parks and Recreation Planning, Facilities, and Standards Resolution # Discussion/Action - Regional Surface Transportation Program Call For Projects 6. Discussion/Action State Transit Assistance Claim Resolution # Discussion/Action Local Transportation Fund Claims Resolution # Discussion/Action Request for Proposals Pavement Management System / Annual Update 9. Discussion/Action Request for Proposals Pavement Management System / Phase II 10. Discussion/Action California Statewide Local Streets and Roads Needs Assessment Resolution # Discussion/Action Authorization for Expenses Related to Hosting North State Super Region Fall 2016 Meeting 12. Staff Report Informational Only 13. Misc. 14. Adjourn

2 Siskiyou County Local Transportation Commission (RTPA) Tuesday, August 2, 2016, 4:30 p.m. Siskiyou County Transit Center 190 Greenhorn Rd, Yreka, California The Siskiyou County Local Transportation Commission meeting was called to order at 4:31 by Chairperson Joan Smith-Freeman in the Siskiyou County Transit Center Yreka, CA. The following Commissioners were in attendance: Joan Smith Freeman Grace Bennett Michael Burns Michael Kobseff Tom McCulley Ed Valenzuela Marilyn Seward City of Yreka County of Siskiyou City of Mt Shasta County of Siskiyou City of Fort Jones County of Siskiyou City of Etna Staff Present: Melissa Cummins Scott Billingsley Nicole Kreider Executive Director Transportation Services Coordinator Fiscal Technician Also Present: Bill Willman City of Dunsmuir 1. Call to Order Madam Chair Smith-Freeman called the meeting to order at 4:31pm. 2. Public Comments There were no public comments. 3. Approval of Minutes A motion was made by Commissioner Bennett and seconded by Commissioner Kobseff to approve the minutes. The motion carries. Ayes: Smith-Freeman, Bennett, Burns, Kobseff Absent: Seward Abstain: Valenzuela, McCulley, Burns, with correction 1 P age

3 Siskiyou County Local Transportation Commission (RTPA) Tuesday, August 2, 2016, 4:30 p.m. Siskiyou County Transit Center 190 Greenhorn Rd, Yreka, California Correction: Approval of Minutes from June 7, 2016 Item 5 Discussion/Action Unmet Needs FY 2016/17 Resolution #16-06/Resolution #16-07: REVISED Commissioner Burns did not make the first motion as he was absent from this meeting. Commissioner Kobseff made the motion and it was seconded by Commissioner Bennett. 4. Presentation/Discussion Update from Caltrans District 2 Director, Dave Moore Dave Moore, Director for Caltrans District 2 discussed local and statewide transportation issues with the Commissioners. Mr. Moore provided a booklet Transportation Funding in California 2015 stating transportation funding for California changes yearly because of Sales based Excise Tax on gasoline. Regarding the booklet, he pointed out; Booklet is not updated with current state budget after its adopted Fuel Tax per Gallon State Price-based tax for Fiscal Year stated $ 0.12 per gallon but today is $ per gallon today. (page 12) Revenue is used to backfill weight fees that are diverted to the Transportation Debit Services Fund is $ 0.06 per gallon off the top (of the $ cents per gallon) goes back to General Fund $ per gallon for STIPP & local roads with the remainder going to the SHOPP program. Mr. Moore states in a four year time frame, as revenue begins to drop, the debt services takes a bigger piece of the pie. Revenue is based upon a 5 year projection. Commissioner Kobseff inquired about the $ 0.18 per gallon of federal excise tax and Mr. Moore stated: SHOPP Huda (Highway Users Tax Account) Active Transportation City County Roads State Highway Operating Expenses 2 P age

4 Siskiyou County Local Transportation Commission (RTPA) Tuesday, August 2, 2016, 4:30 p.m. Siskiyou County Transit Center 190 Greenhorn Rd, Yreka, California Commissioner Bennett inquired whether this will get better or worse. Mr. Moore explained there may be a few solutions out there. Governor Brown authorized a special session in the state legislature to consider transportation revenues starting off initially at 6 billion a year. Governor revised proposal but hasn t been discussed in months and is suppose come back for discussion. 40% back to local roads, cities, counties 40% Caltrans for SHOPP Remaining split up between transit and other accounts Straight flat excise tax for the sales tax based portion to stabilize STIPP Tax increase are considered $ per vehicle with registration including the electric vehicle Pilot program, lasting 9 months, which started beginning July: Different methods of this program as well: GPS, charging by the mile 5. Discussion/Action Regional Surface Transportation Program Call for Projects Ms. Cummins gave a bit of history on the RSTP funds received by the Commission annually. Ms. Cummins gave updates on the City of Weed s Lincoln Heights project. The Commission authorized staff to conduct a call for projects with at least 6 weeks between the call and the deadline to allow agencies sufficient time to prepare their proposals. 6. Staff Report Informational Only Ms. Cummins met with staff from Caltrans and the Siskiyou County Road Department regarding a Transportation Concept Report for State Route 97. Caltrans is seeking comments from Commissioners and constituents regarding concerns with the route. Ms. Cummins provided an update on Saturday Service. Ms. Cummins is scheduled to attend the City of Dunsmuir City Council meeting on August 18 th to discuss bus stop locations and other improvements. 3 P age

5 Siskiyou County Local Transportation Commission (RTPA) Tuesday, August 2, 2016, 4:30 p.m. Siskiyou County Transit Center 190 Greenhorn Rd, Yreka, California 7. Miscellaneous The Commission decided to move the October meeting from Tuesday, October 4 th to Tuesday, October 11 th to accommodate a 6 week call for projects for the RSTP. The meeting will be October 11, 2016 at 4:30 p.m. 8. Adjourn The meeting was adjourned at 5:20 p.m. 4 P age

6 Agenda Worksheet TO: SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION DATE: October 11, 2016 SUBJECT: Agenda Item # 4 City of Weed: Parks and Recreation Planning, Facilities and Standards Plan Resolution # SUMMARY (Description of Issue): The City of Weed is requesting the Commission s concurrence on their recently adopted Bicycle and Pedestrian Master Plan. In order to qualify for many state and federal grant funds the City of Weed must have their Bicycle and Pedestrian Master Plan adopted by the local Regional Transportation Planning Agency (RTPA). The plan, as presented, was adopted by the Weed City Council on September 8, A memo from Keith McKinley, Contract Planner for the City of Weed, documents some minor adjustments and responses to comments received. They items were adopted by the City Council as part of the final draft, which will be prepared after all entities have reviewed the plan. Staff would like to note that the City of Weed does not currently have any bicycle and pedestrian projects listed in the Siskiyou County Regional Transportation Plan Starting with the Active Transportation Program (ATP) Cycle 3 funding any project submitted by the City of Weed must be included in an approved Regional Transportation Plan. This will require an amendment to the Siskiyou County RTP 2015, which must be presented and approved by the SCLTC at a regularly scheduled meeting. RECOMMENDED ACTION: Approve Resolution #16-11 showing support for City of Weed s Parks and Recreation Planning, Facilities and Standards Plan. 1

7 MEMO DATE: September 15, 2016 TO: FROM: RE: Siskiyou County Local Transportation Commission Keith McKinley, Contract Planner City of Weed City of Weed Bicycle and Pedestrian Master Plan Council Action Introduction This Item is to discuss and possibly approve the Adopterd City of Weed Bicycle and Pedestrian Master Plan, and Mitigated Negative Declaration. The purpose of this memo is to provide the Local Transportation Commission with the results of the Public Hearings that occurred at the August 2016 Planning Commission Meeting, and the City Council Meeting of September. In addition, this memo provides the responses to comments received on themitigated Negative Declaration as part of the CEQA process. The City Council of the City of Weed conducted a hearing at their regularly scheduled meeting in Sdeptember 2016 and adopted the Biocycle and Pedestrian Master Plan with recomended changes discussed and forwarded from the Planning Commission as described Below. Changes to the Draft Plan were Adopted. The following modifications were made to the Plan: 1. The proposed Class II facility on Main Street is not preferred. The City Council accepted the recomendation from the Planning Commission that eliminating parking in the downtown district for a striped bike lane is not what they would support. The assertion that the parking in downtown is underutilized at the current time, but with progressive interest in downtown, this commitment could be problematic. While the Council supports bike safety downtown, they unanimously supported the idea of keeping the route as a Class III facility thus sharing the roadway with parked vehicles. 2. In response to Public Input from the Puble, the City Council will be working with a land owner abutting North and South Davis (identified as a Class III Bicycle Facilities Project in the Draft Plan at page 83) to get adequate right of way dedicated to install a Class I shared use path. The property being offered for dedication to the City was historically a de-facto path used by students and other pedestrians. This area is also mentioned in the Pedestrian Network as Schoolhouse Hill and has been suggested to make that area a priority for sidewalk expansions currently. Environmental Recommendation

8 The adoption of this Bicycle and Pedestrian Master Plan is subject to the California Environmental Quality Act. While there are no projects designed or proposed at this time, in general, Staff found that the project is not exempt from CEQA, and completed a Mitigated Negative Declaration (MND). The MND was published and circulated for public and agency review for a 30-day period. The City received the following comments from public agencies as of this writing (summarized): California Public Utilities Commission. The PUC offered cautionary comments regarding safety of Railroad crossings. The PUC suggested that future projects should mitigate for safety issues at rail road crossings and noted a few techniques and standards to be followed. The PUC also reminded that any project that is adjacent to or crossing Rail Road ROW must be approved by the PUC. Response: The City appreciates the input and looks forward to working with the Commission when projects that interface the Rail Road come forth. No action is necessary at this time and no changes to the document are proposed. California Fish and Wildlife. The Cal Fish and Wildlife had no current concerns noting that CEQA review will occur when projects and designs are ready for approval and construction. County of Siskiyou Air Pollution Control District. The County offered some information noting an error in the document on Page 10. The document states that Siskiyou County is a Nonattainment area when in-fact it is in attainment of those pollutants. Response: The City would like to thank the District for the comment and acknowledges the error and will make the change. Mitigated Negative Declaration The comments received do not trigger any new mitigation measures as this document is essentially a policy document. Staff is recommending the Council adopt the findings for the MND along with the attached Resolution. Thank You for this opportunity for review of the City of Weed Bicycle and Pedestrian Master Plan.

9 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Table of Contents Introduction...2 Recreation Resources...3 Weed Parks and Recreation District Map of Parks Natural Open Space Recreational Opportunities...6 Demographics Bicycle and Trails Linkage Map of Trails/Bikeways Park & Recreation District Planning Standards...3 Recommended Park Development Standards...2 Park Facility Guidelines...3 Mini-Parks...3 City Parks... Park Site Selection Standards Mini-Park Site Selection Standards...4 Public Park Site Selection Standards...4 Typical Parks And Facilities Costs...6 Mini-Park, Low Intensity Mini-Park, High Intensity City Park, Low Intensity City Park, High Intensity Linear Parks, Trails and Bikeways Trail Classification System Trail Standards Multi-purpose Paved Improved Dirt Open Space Connector Trail Design Bikeways Classification Bikeways Standards Trail and Bikeway Development Trails and Bikeways Goals and Policies List of Figures

10 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards INTRODUCTION The City of Weed is fortunate to have parks and open space within and surrounding the City. The residents also benefit from the efforts of the Weed Recreation District which maintains the parks and provides a myriad of programs designed to enhance the quality of life in Weed. Also, the City has not seen the growth that has affected much of the state. The population estimate in 2007 of 3,030 is only slightly higher than the 2000 Census estimate of 2,978. Picture of park color Despite the historically slow growth rate, the City has received applications for new subdivisions and there is an expectation of growth within the General Plan Area. Further, the City is the focal point for the Weed Recreation District with boundaries that extend far beyond the General Plan Area. Although the County does not know how many permits have been issued in the last five years in this area, it is clear that growth has occurred outside of the City Limits. The City believes that there will be new homes constructed over the next ten years, and that these new homes will bring additional population to the City. Parks and recreation are commonly agreed to be beneficial to community physical and economic health. Parks establish local areas which can revitalize neighborhoods, enhance economic development and improve property values as well as provide a setting for physical activity for all ages. The city recognizes the value of parks and recreation to quality of life in the community in its ordinances and general plan. Some time ago the City adopted the Quimby Act in its subdivision ordinance, requiring 5 acres per 1,000 population, or a substitute fee, for subdivisions over 5 parcels in size. In 2003 the Land Use Element of the General Plan was updated, calling for providing public parks and recreation facilities to serve each residential area within the city. To address this policy, the updated Land Use Element has identified a new program to prepare park and recreation standards for new development to amend the Open Space Element of the Weed General Plan. In 2006, the City Council formed a committee to evaluate the state of recreation in the City, and formulate recommendations to ensure that parks and open space do not suffer as the community grows. The good news is that, in general, the City is well served by its system of parks and open space and through its relationship with schools and the College of the Siskiyous. (see Figure 1) The current parkland ratio is acres per 1,000 residents within the Park and Recreation Planning Area delineated on page xxx. The parks are also well situated serving much of the community without the need to cross busy streets.

11 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards The hard work will be to ensure that growth in new areas remains served by parkland and open space and that changing recreation needs are met. To this end, this report lists the current park amenities and programs, and illustrates where deficiencies might occur. The report also recommends policies designed to encourage park and trail/bikeway development throughout the General Plan and surrounding area. RECREATION RESOURCES Picture of park color There are 4 public parks within the City of Weed Sphere of Influence evaluated in this report. These public parks are listed in Table 1, and are depicted on Figure 1. As shown in Table 1, amenities vary slightly at each public park. The Table 2 shows other open space features, such as school playgrounds and sports facilities and trails at the College of the Siskiyous. These open space amenities are available through arrangement with the school district or College of the Siskiyous. TRICT WEED PARKS AND RECREATION DIS- The Weed Recreation and Parks District was organized on November 21, 1950, for the purpose of providing a well-rounded quality recreation program, as well as adequate facilities for individuals of all ages. The District is classified as a special district (a governmental entity) and is supported by special taxation and is tax exempt for I.R.S. Purposes. The City and the District work cooperatively to address the future recreation needs of the City of Weed. Of particular concern is ensuring the ability of the Recreation District to keep pace with increasing maintenance costs. New residents often expect more recreational opportunity than local residents. Some of this expectation comes from having lived in more populated areas where developed parks are more prevalent, and where large open space areas are scarce. Regardless, when trails, parks and other open space are added to the existing inventory, there is a need to identify funding needed to maintain this space. It is difficult to establish fees or taxes on new development to pay for facilities that will benefit the entire community.

12 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Figure 1, Figure Showing Map of Area and Park Land 11x 17 Color PMC Include on map: 5 Weed STAGE stops (proxy for public use areas): Ray s market city hall COS Boles Creek (STEP) Vista/Shastina roads intersection Schools College Proposed bike/pedestrian paths The following table is the old one. The new one had separated the parks into city parks and other parks.

13 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Gymnasium (Schools) Meeting or Classrooms Large Softball / Baseball Fields Small Softball / Baseball Fields Soccer Fields Football Fields (High School/College) Tennis Courts (College) Baskeball Court - Outside Basketball Park - Half Court Disc Golf Skateboard Park Bocci Court Horseshoe Pits Tot-Lot Swimmingpool w/ shower & locker Playground Equipment ADA Playground Equipment Adult Swings Child Swings Toddler Swings Picnic Table Gazebo Concession Stand Drinking Fountains Picnic Areas Restrooms ADA Restrooms Bleachers Lights Secturity Lighting Location Acres Bel-Air Park yes Sons Park/Lobis Field yes yes Carrick Park yes Charles Byrd (Lincoln) Park yes Schools n/a 1 Junior College n/a Totals

14 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards NATURAL OPEN SPACE RECREATIONAL OPPORTUNITIES In addition to the managed recreation via parks, a more passive opportunity for public recreation may also be open to the City for further investigation. Open space refers to land or water areas that will remain in a relatively natural, undeveloped state because of their scenic or other natural resource qualities or because they would enhance the present or potential value of adjacent or surrounding urban development. Such lands are often well-suited for passive recreational activities such as picnicking, nature studies, hiking, biking, and horseback riding. In accordance with the City of Weed Land Use Element such areas as flood plains, wetlands, natural hazard areas, steep slopes, cultural sites, and scenic corridors and scenic views are subject to special consideration as open space. This element of the General Plan requires that these identified open space areas be protected by easements as a condition of approval for new projects. Streams and their adjacent riparian corridors have long been recognized as important recreational resources, providing opportunities for wildlife viewing, picnicking, fishing, and the like. Storm water detention basins, utility corridors, and fire fuel breaks can also serve open space and recreation needs as well as utilitarian purposes if constructed with multiple uses in mind. There are thousands of acres of recreational opportunity in within a few minutes walk or ride from the City of Weed. Much of the land is owned or managed by the government, while additional land is owned by lumber companies. Figure x shows the publicly owned land in the vicinity of the City of Weed.

15 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards EXISTING DEMOGRAPHICS For purpose of parks and recreation planning, the City of Weed is divided into six primary census blocks. The 2000 census estimates population by block as shown in Table x. The blocks were assigned by the Census and do not follow major roadways or rail lines. The planning area is much larger than the City of Weed so some of the census information is incomplete. Regardless, the population information can be useful in planning park locations and evaluating existing park resources. The census blocks are described as follows: Block 1 This block contains the established neighborhood of Lincoln Heights, as well as larger parcels of vacant land north and west of the main City of Weed. The population is estimated at approximately 634. This block contains the Golf Course, and is bisected by State Route 97. This block also contains the Charlie Byrd Park. Block 2 This block is south and west of I5 in the south weed area of the City. The homes in this area are on larger lots and most are located in the unincorporated area of Siskiyou County. The block is estimated to have a population of 1,602[CD1]. The block also contains property that is planned to become the Weed Botanical Garden. Block 3 Block 3 is the central business district of Weed and has an estimated population of 817. State Route 97 divides a portion of the block, and the density of homes in this block is higher than average for the City. There are few opportunities for open space in this are because it is largely a built environment. Block 4 The largest of the blocks, this are stretches well beyond the City and encompasses some of Shastina to the north, and parts of the unincorporated areas near Mt. Shasta to the south. The population, estimated at 2,600 reflects this. The homes in this block are usually on larger parcels than those found in the City Limits. Block 5 This area includes the College and also Bel-Air Park and the Weed Recreation District Office. The population is estimated at 939. This tract is divided by Interstate Highway 5, and the bulk of the developable land is east of I5 in the South Weed area of the City, while the bulk of the population is currently west of I5. For this reason, these areas should be considered separately for park planning services. Block 6 This block contains the Elementary and High School, and is estimated to have a population of approximately 628. Many of the parcels in this block are larger than average. Much of the block is outside of the City s General Plan and unlikely to develop in the near term. Using Census blocks for park planning is adequate for this Plan, but these boundaries may need to be reassessed if the population projects diverge from those estimates in this assess-

16 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards ment as large census block geographic areas will likely not serve residential needs for parks at some point in the future.

17 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards BICYCLES & TRAILS LINKAGE The gentle topography and natural beauty in and around the City of Weed make walking, bicycling and other modes of non-motorized transportation attractive alternatives to vehicular travel. In order to meet the alternative transportation needs of the community, it would be best to develop a contiguous pedestrian and bicycle trail network linking not only open space and recreation areas but also residential neighborhoods, schools, public buildings, public transportation, and employment and commercial centers. Such a network would provide safe passage for residents of all ages to community destinations as well as enhance commerce, recreation, and tourism within the city. Indeed, a Weed General Plan Land Use Element policy encourages increased connectivity between the downtown, residential areas and community facilities through improved pedestrian and bicycle paths. This element also intends to amend the Circulation Element to address improved circulation to the downtown area from residential areas. Currently there is one off-street trail on School Hill and an expanding Bear Trail system at the College of the Siskiyous within the planning area. As proposed in this Plan the trail/bikeway system would connect various areas within the City itself, and to other areas in the County. Popular destinations would include the schools, College of the Siskiyous, parks, the downtown and other commercial areas. (See Figure x, Weed Conceptual Trail Network).Black Butte is a popular climb and provides a commanding view of Mt. Shasta and the surrounding peaks. The trail system could link the Black Butte trail head with downtown Weed and with the City of Mt. Shasta to the south. As much as possible, such a trail system should be developed off-street for greater safety and a more pleasant user environment. However, the acquisition of land for the creation of an off-street network may prove to be extremely difficult given the current level of development within and around the City. It may be that a mix of off-street and on-street circulation routes for non-vehicular travel is the most practical network to accomplish. This combination may also be easier to maintain once completed. The routes illustrated in Figure xx are conceptual only and are not intended to represent precise alignments. They illustrate how a trail or pathway could be developed between various locations within the planning area. More detailed planning, environmental impact analysis and coordination with various property owners is necessary to determine the best alignments and develop segments of the network. It is expected that most, if not all, trails to be developed will be multi-use trails. They will need to accommodate walkers, joggers, bicycles, wheelchairs, skateboarders and other users. Some trails may be designed to also accommodate horseback riders, but the mix of equestrians with other users presents special safety and design challenges and is often not preferred. The terminology for bikeways is often used to classify different types of trails. See page xxx for a description of the various bikeway classifications with illustrative examples.

18 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Insert Figure xx, Weed Conceptual Trail Network

19 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards PARK & RECREATION PLANNING STANDARDS Park and recreation standards have been used by the National Recreation and Park Association (NRPA) in States, Counties and Cities throughout the United States for nearly 100 years. In 1906, the NRPA issued a report outlining recreation space and facility standards to aid local governments in their recreation and open space planning. Since that time, the NRPA has spearheaded the movement and tradition of setting these area and facility standards. As applied to public parks and recreation resources, standards provide a measurement of recreation space and facilities that should be provided for specific population numbers. Standards are also helpful (1) to allow appropriate area, number and location of facilities, thus establishing minimum area or acres per type of park and (2) to establish a comprehensive and sound fiscal approach for an orderly acquisition and development program. However, they can be misleading and meaningless if misused. Standards and guidelines can be too idealistic or may not fit a specific planning area or population. In these cases, standards and guidelines are modified to fit the situation. The City of Weed Land Use Element of the General Plan identifies parks and recreation facilities as a vital part of public infrastructure and services for which new development must pay its fair share of costs. For purposes of the City of Weed, the following standards shall generally be applied to new residential projects: 1. The standard for parkland dedication shall be 5 acres per 1,000 population. To distribute park costs equitably this will include all residential construction, within and outside of new subdivisions. The population per unit is based on the most current Department of Finance per unit estimate??. Specifications and alternative fees will be detailed by city ordinance. The City, in conjunction with the Weed Parks and Recreation District, will distribute the parkland as follows: a. 1 acre per 1,000 population for use in trails, Class I bikeways or other amenity. b. 4 acres per 1,000 population for public parks. In addition: 2. Multi-Family residential projects shall provide 25 percent of the gross lot area as open space for residents of the project. The open space area must not be hardscape used for any other purpose such as driveway, sidewalk or storage. Multi-Family projects with 10 or more units must also include an open space amenity such as a tot lot/play structure, community garden, picnic area, etc. For all projects the open space area must be incorporated into the project design, and not simply remnant areas of the property. 3. Single Family residential projects are encouraged to provide private open space in conjunction with trails or other amenities that will be designed and intended for the residents of that subdivision.

20 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards RECOMMENDED PARK DEVELOPMENT STANDARDS In order to provide for uniform consideration, NRPA standards include acreage-to-population and facility-per-population ratios (usually with resources per 1,000 population) in considering the provision of areas and facilities. The following page lists facilities (types of parks) and various park elements and current recommended ratios appropriate to Weed. Following these standards will help allow for the needed areas and facilities that typically constitute each type of park for the City. Types of Parks Mini-Park, Trail, Tot-Lot Public Park 1.0 Acres / 1,000 population 4.0 Acres / 1,000 population Park Elements/ Facilities Basketball Courts 1 court per 5,000 population* BMX Track 1 per 10,000-25,000 population Tennis Courts 1 court per 1,500 population* Adult/Men s Softball Fields 300 Outfield 1 field per 5,000 population* Youth/Women s Softball Fields Outfield 1 field per 5,000 population* Baseball: blank Youth 180 Foul Line 1 field per 3,000 population Older Youth/Adult field per 10,000+ population Soccer Fields: blank Youth 55x100 yards 1 field per 3,000 population Adult 65x110 yards 1 field per 8,000 population Championship Soccer 75x120 yards 1 field per 10,000+ population Skatepark 1 per 10,000 15,000 population Football Fields 1 per 10,000-15,000 population* Gymnasium (multi-court, -use) 1 per 10,000 15,000 population Roller Hockey Courts 1 court per 5,000 population* Walking Trails.27 miles per 1,000 population Community Recreation Center 1 per 10,000-25,000 population (Senior Center, if separate) (same) (Teen/Youth Center, if separate) (same) Recreation / Instructional Pool 81.7sf per 1,000 population Competition Pool 1 per 10,000-20,000 population* Performing Arts Facility 1 per 10,000-50,000 population (Children s Theater, if separate) 1 per 10,000 20,000 population ¼ Mile Running Track 1 per 15,000 population Bicycle and Walking Paths City-wide system (to schools, parks) * Lighted for night use and designed for competitions as appropriate

21 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards PARK FACILITY GUIDELINES Parks are normally planned, designed and located by type. Overall, the varying facilities are designed to meet the range of needs from impromptu recreation to competitive play, from informal relaxation and socializing to formal performances, competitions and planned social events. All parks typically have improvements such as circulation and access paths, landscape and shade, irrigation, signage, drinking fountains, benches and trash receptacles. All facilities must ADA accessible. The following guidelines have been developed to help define and establish recognition of parks by type, each as specific tool for systematically providing basic recreation opportunity and benefit to planning area constituents. Mini-Parks Mini-Parks may be used as play areas for small children, to supplement backyards. They may serve only senior citizens, older children, or various age groups depending on the needs of the particular neighborhood or high-density development. They may include play apparatus, paved areas, game areas or tables, benches or may be just enjoyably landscaped and shaded. Sizes are typically under an acre depending on the needs of the particular service area or housing development. With increasing need and preference for smaller, closer-to-home recreation facilities, Mini- Parks should be encouraged in areas targeted for Medium High and High density housing development with young children or elders. Mini-Park Recommended Guidelines: Acreage per Per project. population: Size: < 1 acre(s) per facility (typical) Service Area: Within project and less than 1/8 mile radius. Specifically close to or component of apartment, townhouse, trailer/mobile home and/or senior complexes. Typical Site: Outside flood plain, level, good soil, drainage. Good visibility throughout facility. Typical Elements: Small children s play area; Picnic table(s) with shaded seating; circulation paths; drinking fountains; refuse holders; shade trees, landscaping and open turf grass. Larger mini-parks may include tennis or multi-sport court, or sand volleyball. Lighting: None (Security as needed) Restrooms: Usually none. Parking: Normally no off-street parking provided. Public Parks City Parks. When a school is fairly centrally located to the population area being served, these facilities may be best located and planned with, and adjacent to, the school in order to optimize the use of the school facilities and to prevent duplication of facilities for each of the public agencies (city and school district). This type of park is designed to meet local, neighborhood needs especially for younger children, adults, and senior adults who need beneficial facilities

22 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards largely within walking distance from their homes. While the park and school should be designed to work together, the park must be able to function separately during school hours without conflict. City parks range in size from 3 to 10 acres and are designed to provide both passive and active recreation areas. Intensity of development (passive space vs. active) varies per site. City Park Recommended Guidelines Acreage per 4.0 Acres / 1,000 population population: Size: 3.0 acre minimum usually < 10 acres Service Area: ½ mile maximum radius optimal. Easy access by walking or by bicycle without crossing major roads or other physical barriers. Typical Site: Outside flood plain. Good soil and drainage. Good visibility throughout facility approximately 75% or more of area at same level. Two to three public street frontages, with good access and visibility from the street. Minimum of 350 length on any one side of the park area. Central location preferred. Typical Elements: Small children s play and damp sand areas with adjacent seating. Small group and individual picnic areas, Shaded/covered seating (either by trees or structure). Large, open multi-use turf areas, shade trees, court games including tennis, full or half court basketball, sand volleyball. Drinking fountain(s). Storage structure, locking enclosure for trash bins. May include tennis or multi-sport court, sand volleyball, ball field(s), skate facilities and security features. Lighting: Security lighting as needed Restrooms: Yes (in non-problem areas); can be phased if necessary. Parking: Shaded off-street parking preferred. Can also be phased in if necessary. PARK SITE SELECTION STANDARDS The following standards should be utilized in selecting sites for parks and are specified as guidelines governing the acceptance of land dedicated to satisfy the Park Dedication requirements. Mini-Park Site Selection Standards Selection of these sites are standardized (and defined) by their typical location at small lots or areas within single or multiple family residential subdivisions. Sites should be of characteristic size, usually less than one acre, must support vegetation and basic site improvements, offer good visual access from nearby homes and streets, and be as central to the population served as possible. The site should fit the needs of the improvements to be put on the site and applicable standards for neighborhood parks. These mini-parks are intended primarily for use by the residents of the particular subdivision or multi-family project. As such, these areas would be included in the development of these projects, integrated into the design, and part of the long-range maintenance programs established for the project. Only occasionally, when developed in conjunction with trails or adjacent open space, would these mini-parks be part of the overall park system in the City. Public Park Site Selection Standards

23 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Ideally, a City park should be located in the center of a residential neighborhood with equal population on all sides. Preferably, it should be surrounded by homes, several blocks deep, but if so it should be improved at least in a manner equal to the yard improvements of its neighbors. The park should be linked by trail and/or sidewalk allowing easy and safe pedestrian access. The majority of the visitors to the park should not have to cross a major transportation route to get to the park. Other siting criteria include: 1. Ease of providing infrastructure required such as water, storm drainage, sewage and electricity needed for the site improvements. 2. The site must have access to at least one public local street. 3. Slope standards: a) Maximum slope of 6% over 60% of the area b) Maximum slope of 10% over 30% of the area c) Maximum slope of 20% over the entire area d) ½ Park Dedication Ordinance credit for slope areas greater than 10% e) No Park Dedication Ordinance credit for land that will not support vegetative growth f) No Park Dedication Ordinance credit for slope areas over 20% 4. The site should provide 3 10 acres of land for park development, with an optimum size of seven (7) acres and a minimum of three (3) acres. The City and Parks District may agree on a smaller park site as need arises. The service area should not be divided by natural or artificial barriers such as arterial highways, railroads, freeways, and commercial or industrial areas which would render the site non-accessible or undesirable as a park. 5. Service area radius: a) Optimum: 1/4 3/8 mile radius b) Maximum: 1/2 mile 6. No Park Dedication Ordinance credit should be allowed for park sites located within a 25 year flood plain. 7. A park site adjacent to a school should be of such size and dimensions as would accommodate the conventional outdoor play activities and facilities that can be used by preschool aged children, adults and senior citizens during the day while school is in session with due consideration of convenience of the school, safety of the school children, park users, neighbors, and the aesthetics of the neighborhood. 8. The park should be large enough to allow separations of groups (especially of seniors in outdoor recreational activities) with buffer space or treatment as necessary so the school is safe and the park and school can be safely and enjoyably used when school is in session. 9. Every park should be developed with grassed surface, appropriate shrubs and trees, and border landscaping as the size and design for the site prescribes. 10. The site should ideally be of sufficient size to include a small building for restrooms, day and evening recreation classes and meetings and for storage of recreation equipment unless an adjacent school facility can be so designated and conveniently and safely used to take care of this need.

24 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards 11. Should a park site apart from a school be desired, it should be so located as to serve a neighborhood removed from a school site. This would afford a neighborhood with services which are in some respects supplied by the school to its immediate environs. 12. The site for parks, especially when not attached to a school, should have street frontage. Improvement of the streets is as important to the park as to home or housing sites. If located in a neighborhood where adjacent streets are not sufficient for parking, the site should have a parking area. The site should have sufficient level land for conventional athletic games to be played on grassed fields and paved courts away from streets and neighbors. Additional land for park-like treatment need not necessarily be level, some undulation of terrain may be advantageous. 13. A site must always be considered in relation to its soil, both as to fertility, porosity, suitability and drainage for needed or proposed recreation activities, facilities and vegetation. TYPICAL PARKS AND FACILITIES COSTS The following cost estimates were prepared with specific knowledge of and experience in design and construction of park and recreation facilities in and around the north state. Dollar values are The two main types of parks Mini-Parks and City Parks and their associated typical elements are listed here in the same order as they are listed and described above. Each facility is estimated at its smallest typically acceptable size in order to provide for a reasonable per-acre cost (per-acre costs for a larger facility of similar elements would reduce slightly as the per-project costs like design, mobilization, and grading are also slightly reduced, proportionally), and each type of facility has two estimates low intensity and high intensity representing the amount of improvements or recreation elements required. City-wide/Special Use Parks are not included in these estimates because they typically center around one specific type of use or recreation, which is not projected here. Regional Parks are not estimated as none are known to be located near the City in the near or long term.

25 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards COST ESTIMATE 1: MINI-PARK (Approx. 1/2 Acre) LOW INTENSITY IMPROVEMENTS QUANTITY UNIT PRICE TOTAL Site Work - excavation, grading and 1 drainage 1 LS $15, $15, Children's Play Area (30'x30') 1 LS $25, $25, Picnic Tables 4 EA $1, $6, Concrete Path 5,000 SF $6.00 $30, Drinking Fountain (includes potable 5 water source) 1 EA $5, $5, Waste Receptacles 2 EA $ $1, Shade Trees (15 Gal.) 20 EA $ $3, Landscape Area (shrubs and ground 8 cover) 5,000 SF $2.50 $12, Turf (sod) 10,000 SF $1.25 $12, Irrigation 15,000 SF $2.00 $30, SUB TOTAL $140, % DESIGN FEES $14, % PERMITS AND INSPECTIONS $7, % CONTINGEN- CY $14, TOTAL $175, It is therefore estimated that COST PER ACRE to construct a MINI-PARK in the City of Weed would cost from $350, to $400, per acre ($175,125 or $200, per half-acre x 2 = $350,020.00).

26 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards COST ESTIMATE 2: CITY PARK (Approx. 3 Acres) LOW INTENSITY IMPROVEMENTS QUANTITY UNIT PRICE TOTAL Site Work - excavation, grading 1 and drainage 1 LS $150, $150, Utilities (Electric service, sewer, potable and hydrant water) 1 LS $100, $100, Children's and Tot Play Areas 1 LS $65, $65, Damp Sand Play Area 1 LS $15, $15, Benches 6 EA $ $4, Small Group Picnic Area 1 LS $15, $15, Picnic Tables 12 EA $1, $18, Concrete Path 15,000 SF $6.00 $90, Tennis / 1/2 Court Basketball / 9 Volleyball Courts 1 LS $30, $30, Drinking Fountain 2 EA $3, $7, Storage Structure 1 LS $40, $40, Locking Enclosure for Waste Receptacles 12 1 EA $10, $10, Waste Receptacle 6 EA $ $2, Shade Trees 15 Gal. 60 EA $ $9, Landscape Area 30,000 SF $2.50 $75, Large Multi-Use Turf (Hydroseed) 100,000 SF $0.25 $25, Irrigation 130,000 SF $2.00 $260, Security Lighting (5 lights) 1 LS $20, $20, Limited Off-street Parking (10 stalls, asphalt, curb and gutter) 1 LS $40, $40, Restroom (prefabricated) 1 EA $110, $110, Chain Link Fence 400 LF $15.00 $6, SUB TOTAL $1,092, % DESIGN FEES $109, % PERMITS AND INSPECTIONS $54, % CONTINGENCY $109, TOTAL $1,365,250.00

27 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards COST ESTIMATE 2: CITY PARK (Approx. 3 Acres) continued HIGH INTENSITY IMPROVEMENTS QUANTITY UNIT PRICE TOTAL 1 2 Site Work - excavation, grading and drainage Utilities (Electric service, sewer, potable and hydrant water) 1 LS $150, $150, LS $100, $100, Children's and Tot Play Areas 1 LS $65, $65, Damp Sand Play Area 1 LS $15, $15, Benches 6 EA $ $4, Small Group Picnic Area 1 LS $15, $15, Picnic Tables 12 EA $1, $18, Concrete Path 15,000 SF $6.00 $90, Tennis / 1/2 Court Basketball / Volleyball Courts 1 LS $30, $30, Drinking Fountain 2 EA $3, $7, Storage Structure 1 LS $40, $40, Locking Enclosure for Waste Receptacles 1 EA $10, $10, Waste Receptacle 6 EA $ $2, Shade Trees 15 Gal. 60 EA $ $9, Landscape Area 30,000 SF $2.00 $60, Large Multi-Use Turf (Hydro seed) 100,000 SF $0.25 $25, Irrigation 130,000 SF $2.50 $325, Sand Volleyball Courts 2 EA $10, $20, Ball Field 1 EA $100, $100, Skate Park Facility (modular ramps) 1 LS $500, $500, Security Features (modular camera) 1 LS $5, $5, Security Lighting as Needed 1 LS $100, $100, Limited Off-street Parking (20 stalls, asphalt, curb and gutter) 1 LS $80, $80, Restroom (prefabricated) 1 EA $110, $110, Chain Link Fence 600 LF $15.00 $9, SUB TOTAL $1,890, % DESIGN FEES $189, % PERMITS AND IN- SPECTIONS $94, %CONTINGENCY $189, TOTAL $2,363,375.00

28 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards CITY PARK COST SUMMARY LOW INTENSITY IMPROVEMENTS $1,365, HIGH INTENSITY IMPROVEMENTS $2,363, It is therefore estimated that COST PER ACRE to construct a CITY PARK in the City of Weed would range from $450, to $779, per acre ($1,365, or $2,363,375 x.33).

29 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Linear Parks, Trails and Bikeways are developed landscaped areas and other lands that follow linear corridors such as abandoned railroad right-of-ways, canals, creeks, power lines, and other elongated features. This type of park typically contains trails, landscaped areas, vista points and seating areas. Combining linear utility corridors with trails has many benefits. Co-location often creates more attractive utility corridors, and can turn a potentially divisive barrier into a connecting transportation and recreational feature. Since linkage and connection is an important goal of this Plan and the Weed General Plan, it is essential to coordinate with adjacent jurisdictions and agencies for circulation and other transportation purposes. Trail Classification System Classification Overview Four types of trails are recommended to address the needs of various user groups, and provide connections between parks, schools, major destinations, and open spaces in an integrated system. Generally described below, their specific design specifications can be found starting on page xx. Multipurpose Paved Trails The primary type of trail is the multipurpose trail. Its design specifications call for wide, paved surfaces and high vertical clearances that accommodate pedestrians and bicyclists of all skill levels and experience. The entrances, or trailheads, for multipurpose trails should provide amenities for the comfort and convenience of trail users. These could typically include restrooms, information kiosks, benches, picnic areas, and drinking fountains. The trail at Mountain Meadows subdivision is an example of this kind of trail. Improved Dirt Trails Besides their unpaved surfaces, improved dirt trails are distinguished from multipurpose trails by their narrower width and smaller horizontal and vertical clearances above and to either side of the path. Trailheads for dirt trails contain amenities similar to those found at multipurpose trails, but may also include facilities that can accommodate horses. Open Space Trails Open space trails provide public access to natural areas. They are usually associated with water bodies, streams, and/or scenic view points. Their design width and surfaces are sensitive to the context of their natural environment. Trailheads furnish basic amenities such as parking, drinking fountains, and trail information postings. The Bear trail system at College of the Siskiyous is an example of this kind of trail. Connector Trails Connector trails are defined as short off-road corridors. They connect neighborhoods, schools, parks, work places, and community centers, helping create a continuous pedestrian travel networks and alternative routes for non-motorized vehicles. Their surfaces are generally consistent with those segments of the trail or transportation system that they are linking. Trailhead amenities consist only of signs marking entrances and the connecting destination points, and security lighting in

30 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards certain settings. An example of this is the School Hill trail on Davis Street which connects the schools to the downtown area.

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35 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Trail Design Trailhead Amenities As trails develop and money becomes available, trail signs and facilities can be provided to make them enjoyable and so that they avoid conflicts with nearby land uses: Entry points clearly signed to encourage people to use the trail system Parking for bikes and cars. Drinking fountains for people, dogs, and for filling water bottles Seating areas on which to rest and adjust equipment Shaded picnic tables or group facilities, if the site allows Restroom accommodations at larger trails, or at those associated with parks and/or group picnic areas Information boards or kiosks that contain important and useful information about the trail, with recognition of any organizations and Adopt-a-Trail groups involved with the trail Bus stops for public transportation system linkages, if there is a route nearby. Neighborhood and Pedestrian Connections Trailheads and connector trails should be provided within neighborhood settings to create linkages between residential areas and other parts of the city. The presence of trail signs and other amenities at these locations will advertise the trail, encourage its use, and provide a convenient entry to the trail system. Improvements at neighborhood trailheads will be designed so that they are compatible with their immediate residential setting, and will include entry and directional signage, trash containers, and drinking fountains where possible. While every trail cannot be made accessible to all people, the trail system should provide a range of opportunities for all types of people.

36 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Bikeways Classification Cal Trans, the state transportation agency, has divided bicycle facilities into three types bike paths, bike lanes and bike routes. Together, they serve various bicycle user groups that include casual recreational bike-riders, competitive athletes, fitness enthusiasts, and commuters. Like other cities, Weed residents must contend with local impediments to bike travel. Those difficulties include steep topography, snow, wind and rain in winter, and heat in summer. Significant transportation barriers limiting cross-town travel include Interstate 5, State Route 97, numerous railroad tracks, and hilly terrain. Class I - Bike Paths/Multi-use Paths This type of bikeway is separate from the road and provides an exclusive right-of-way for the use of bicyclists, pedestrians and other users. Cross-flows by motorists are minimized to the extent possible. The recommended minimum paved width for a one-way bike path is generally eight feet and a minimum of ten feet for a two-way facility. Providing an additional two feet of gravel on either side allows for better drainage, accommodates periods of increased use, and is often preferred by joggers as a running surface. Class II - Bike Lanes Class II bike lanes are one-way facilities on each side of a road or street with specific lines of demarcation between areas reserved for bicyclists and motorists. When properly designed and posted with street signs, bike lanes improve the public s awareness of bicycle traffic. Bike lanes should be located between the parking area and the traffic lane along roadways with on-street parking. In the case of Class II facilities, pedestrian traffic in urban areas will usually be accommodated with the use of sidewalks. In rural areas without sidewalks, the bike lanes will typically accommodate pedestrians, joggers and other non-motorized users. Class III Bike Routes Bike routes are designed to provide continuity of the bikeway system along routes not served by Class I or Class II facilities. Bike routes require bicyclists to share the roadway with motor vehicles and are identified solely by the use of signs. These bikeways do little to protect bicyclists from conflicts with motor vehicles and are the least desirable of bikeway options. On arterial and collector streets where parking is permitted, a minimum 30-foot lane should be provided to accommodate a properly-signed bike route. Specifically designated bike routes are not required for residential streets. Along roadways that have significant amounts of vehicular traffic but lack paved shoulders, shoulder paving is advisable in order to improve safety and convenience of use.

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38 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Trail and Bikeway Development Priorities for Trail and Bikeway Selection Use the following criteria to assign priorities to route selection: Provides linkage. Provide continuous trail/bikeway connections by using the enclosed maps to identify gaps. Give high priority to installation of routes or paths to complete connectivity. Improves safety. Assign high priority to routes that connect schools with residential areas. Safety can be improved by separating paths from roadways, using striping and signs to separate cars from bicycles, installing safe crossings at railroad tracks and busy roads, etc. Accomodates a larger number and a mix of users, including handicapped. Multi-use routes will serve more people. Acquisition and Development Class I bicycle paths and trails with separate rights-of-way are generally developed as capital projects on City-owned land or acquired through land dedications related to the subdivision process for open space or recreational trail purposes. These dedications may be made as conditions for map approval, or through requirements. Class II and Class III bike facilities, which are a part of the street system, are developed as new road construction occurs, or as special federal and state funds become available to widen shoulders, upgrade existing roadways, and to stripe and sign them. Trail development costs vary widely, depending on topography, the need for bridges, and drainage issues. Generally speaking, paved trails cost approximately $250,000 per mile. Bikeway improvement costs are detailed in the table below. Maintenance Responsibility for trail maintenance belongs xxx, while maintenance for bikeway facilities on streets and on roadways is xxx.. Siskiyou County Bicycle Transportation Plan An administrative draft of a Siskiyou County Bicycle Transportation Plan was prepared in 2000 for the Siskiyou County Planning Department by Tom Hesseldenz and Associates. While the

39 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards plan was never adopted, it nevertheless provides some recommendations for bicycle-related transportation improvements in the planning area. The majority of the Goals and Policies have been incorporated into this document. Figure 15 of the Draft Bicycle Transportation Plan addressed proposed designated bikeways in the Weed City area, and Table 13 consists of a list of proposed bikeways with recommended improvements.

40 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Parks, Trails and Bikeways Goals and Policies Trails and Bikeways Goal 1: Promote and facilitate the development of a City-wide walk, hike and bike transportation network. Policies to achieve this goal include: Linkages. Focus efforts on linking neighborhoods and activity centers, connecting employment, commercial, educational, cultural, recreational, and residential areas and uses. Trail and Bikeway Corridors. Use this document and the associated map and all subsequent revisions, to guide trail and bikeway development. Integrate trail corridors and bicycle routes into project improvement plans to provide connections between residential neighborhoods and between residences and major employment centers, schools, libraries, museums, government offices, downtown and commercial centers, public and private parks and open space, transit stops, and other destinations within and between communities. Locate new trail/bikeway facilities on public land where possible and consistent with design objectives. Obtain land dedications and/or easements for the development of public trails and bikeways at the time of land division for new development. Co-locate trails in open space areas whenever public access is compatible with natural resource goals. Provide continuous trail/bikeway connections by identifying gaps and giving high priority to installation of routes or paths to complete connectivity. Protect the privacy and security of adjacent land uses. Future expansion to the trail system should take place with the willing cooperation of land owners. Design trail/bikeways routing in a manner which takes advantage of available scenic, open space, recreational, aesthetic, historical, interpretive and other opportunities as well as for transportation considerations. Acquire deeded easements in situations where prescriptive rights-of-way prevent or complicate establishment of a trail/bikeway. Consider potential trail/bikeway facility opportunities prior to vacating un-used rightsof-way. Obtain or verify legal access across private lands for existing trail/bikeways. If legal access does not exist, or cannot be obtained by mutual agreement, than provide for alternative access on public lands where possible. Pursue the shared use of railroad rights-of-way and railbanking opportunities for any railroad rights-of-way proposed for abandonment which may have value as a future bicycle route or trail. Goal 2: Design and develop trails to promote recreational and non-motorized opportunities for all segments of the population in order to enhance and diversify the local economy and provide close-to-home recreational and exercise opportunities.. Policies to achieve this goal include:

41 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Trail Entrances. Provide trailhead improvements, such as signage, seating, drinking fountains, and restrooms, to existing and future trails. Planning. Include the participation of trail users in trail planning, design, and maintenance. Encourage the establishment of volunteer bicycle-path/recreation-trail patrols to improve the real and perceived level of safety for users. Consider the creation of an Adopt-ATrail Program to organize volunteer efforts benefiting trails. Provide sufficient rights-of-way width (minimum 10 feet) and setbacks (minimum 20 feet, with landscape screening and/or fencing if needed) to ensure that adjacent new development does not detract from desired scenic and aesthetic qualities of routes. Sidewalks. Connect the trail system with an attractive, safe, and continuous system of sidewalks and other pedestrian facilities. Give special consideration in prioritization of sidewalk improvement projects to school walk zones. Goal 3: Coordinate trail development with emergency and fire management efforts. Policies to achieve this goal include: Emergency Features. Coordinate with other City departments to include the following features in the design and location of trail corridors whenever possible: Routes for medical and fire emergency access and evacuation Shaded fuel breaks, and fuel reduction areas Water lines in trail corridors for both trail use and fire fighting Goal 4: Make it easier and safer for people to travel by bicycle. Bikeways Policies to achieve this goal include: Bicycle Commuting Develop and promote bicycling and walking for transportation purposes. Improvements. Make improvements to existing streets, signs, intersections, and traffic signals as needed to improve and remove barriers to bicycle and pedestrian travel with special attention to bridges, freeways, highways, unpaved road shoulders, shoulderless roads, and railroad tracks. Design. Incorporate facilities suitable for bicycle and pedestrian use in the design of interchanges, intersections, street-improvement, and maintenance projects. Retrofit existing cul-de-sacs where feasible and acceptable to affected landowners in order to provide enhanced bicycle and pedestrian linkages between neighborhoods and other destinations. Require new cul-de-sacs to include such linkage where feasible. Use separated (Class I ) bikeways for short connections between cul-de-sacs and adjacent roadways. Encourage construction of bicycle lanes in conjunction with all road, street, and bridge improvement projects which coincide with identified corridors in this Plan (see map page xxx). Retrofit existing roadways with paved shoulders as opportunities allow.

42 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Construct Class I bikeways in undeveloped areas prior to or current with the development of these areas. Maintain continuity of bike lanes along arterials and collector streets through developing areas, avoiding piecemeal bicycle lane construction. Construct all new arterial and collector streets with bicycle lanes. Use historic names to identify historic trails and routes. Safety. Separate bicyclists and pedestrians from vehicular traffic whenever feasible. Avoid, where possible, designing Class II bikeways along streets having adjacent on-street parking. Avoid, where possible, designing Class I bikeways along streets and roads having numerous driveways and other vehicular ingress/egress points. Assign high priority to projects that are designed to minimize identified bicyclist/motorist conflicts, especially in the vicinity of schools. Design bike and trail facilities to minimize conflicts between bicyclists, pedestrians, and other types of users. Require bike safe drainage grates for all drainage structures located in all areas designed to receive traffic of any form (pedestrian, bicycles, motorized, etc.). Avoid where possible the use of Hwy 97 to provide linkage between bicycle route segments. Safety Education. Coordinate with schools to develop an active Safe Routes to Schools Program that identifies the safest and most direct bicycling routes to each school. Promote a City-wide school safety helmet program to educate young bicyclists about State bicycling helmet requirements. Provide literature and up-to-date bicycle route maps for public use. Bicycle Parking. Install bicycle parking in the Downtown area and at schools, libraries, City parks, trailheads, municipal parking lots, civic buildings, and other community centers. Require major new employment centers, shopping centers, schools and parks to include plans for bicycle parking. Require provision of secure, well-lit covered bicycle parking at all new multiple-family residential units. Secure parking means where bicycle can be secured to a nonmovable rack to prevent theft. Jurisdictional Coordination. Work with surrounding jurisdictions and agencies to create a regional network of bikeways and trails that connect Siskiyou County communities and destinations. Encourage placement of bike racks and other mechanisms for transporting bicycles on public transit. Provide bikeways which connect to park and ride areas and other major transit stops. Encourage installation of bike parking facilities at public transit stops. Maintenance. Keep bikeways free of overhanging shrubbery, debris, and obstacles, and periodically regrade earthen and gravel shoulders next to bikeways to prevent drop-offs. Funding. Require new development to provide trail/bicycle facilities or pay in-lieu fees based on the fair share of that development s impacts on the trail/bikeway system and needs identified in this document.

43 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards For public works projects involving roads, bridges, etc. that are to be funded by outside sources that have desirable bicycle routes/facilities within these projects, seek coverage for the bicycle components from the same funding sources. Re-striping costs of Class II bikeways shall be included in road and street re-surfacing and re-striping costs.

44 CITY OF WEED: Parks and Recreation Planning, Facilities, and Standards Discussion Items Review Census Tract Table with existing and needed park acreages. Review bike/trail routes through Plan area. Details of General Plan and ordinance changes: Subdivision ordinance Fee schedules for development. Improvements required for park dedication. Circulation/Open Space Element

45 RESOLUTION NO SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION WHEREAS, the California Streets and Highways Code Section states a city or county may prepare a bicycle transportation plan ; and WHEREAS, the California Streets and Highways Code Section 891.4(a) states a city or county that has prepared a bicycle transportation plan pursuant to Section may submit the plan to the county transportation commission or transportation planning agency for approval ; and WHEREAS, the City of Weed has submitted their recently approved City of Weed: Parks and Recreation Planning, Facilities and Standards to the Siskiyou County Local Transportation Commission for review; and WHEREAS, the Siskiyou County Local Transportation Commission has reviewed the City of Weed s plan as presented; and NOW, THEREFORE BE IT RESOLVED that the Siskiyou County Local Transportation Commission hereby supports the City of Weed s Parks and Recreation Planning, Facilities and Standards plan. PASSED AND ADOPTED this 11 th day of October, 2016, by the following vote: AYES: NOES: ABSENT: Chairperson Siskiyou County Local Transportation Commission ATTEST: Melissa Cummins Executive Director

46 Agenda Worksheet TO: SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION DATE: October 11, 2016 SUBJECT: Agenda Item # 5 Regional Surface Transportation Program Project Selection SUMMARY (Description of Issue): The Siskiyou County Local Transportation Commission annually receives State Highway Account funds representing the County s share of the Federal Regional Surface Transportation Program. This apportionment is available for allocation to projects defined under Sections 133 (b) and 133 (c) of Title 23, United States Code and not otherwise excluded by Article XIX Motor Vehicle Revenues of the California State Constitution and implemented in accordance with the requirements of Section 182.6(d)(1) of the Streets and Highway Code. Any agency receiving an allocation of these funds must comply with the following requirements: - Funds must be maintained in a separate account. - Projects must be competitively bid. - Local agency overhead and other non-direct charges are ineligible expenses. - Submit semi-annual progress reports to SCLTC including a description of work performed and costs incurred. The SCLTC authorized staff to distribute a call for projects during the August 2, 2016 meeting. Staff ed all agencies on August 20, 2016 and sent a reminder on Monday, September 26, The deadline to submit proposals was September 27, Staff received one proposal from the City of Mt Shasta. The City s proposal has been included in the agenda for the Commission s review. A summary of past allocations has also been included as previously requested. RECOMMENDED ACTION: Selection of project(s) to receive allocation of RSTP funds. 1

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49 Regional Surface Transportation Funds History of Allocations Agency 1997/ / / / / / / / / / / /16 Total by Agency: City of Dunsmuir** $ 17, $ 52, $ 70, City of Yreka $ 17, $ 38, $ 72, $ 60, $ 189, City of Montague $ 4, $ 68, $ 106, $ 178, City of Tulelake $ 40, $ 40, Collier Interpretive Center $ 14, $ 14, City of Mt Shasta $ 109, $ 109, City of Weed $ 37, $ 37, City of Mt Shasta $ 144, $ 144, City of Dorris $ 117, $ 117, City of Weed $ 30, $ 30, Total Allocations: $ 35, $ 44, $ 38, $ 72, $ 60, $ 68, $ 106, $ 14, $ 109, $ 89, $ 144, $ 147, Fund Balance as of July 25, 2016: $ Anticipated Revenue: $ City of Dorris $ 119, , (96,220.50) Current Fund Balance: $ 147,450.37

50 Agenda Worksheet TO: SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION DATE: October 11, 2016 SUBJECT: Agenda Item # 6 Approval of 2016/2017 State Transit Assistance Fund Claim Resolution # SUMMARY (Description of Issue): State Transit Assistance Fund (STA) is derived from the statewide sales tax on gasoline and diesel fuel. The STA funds are appropriated by the legislature to the State Controller s Office (SCO). The SCO then allocates the tax revenue, by formula, to planning agencies and other selected agencies. Pursuant to Chapter 2.5, Article 5, Section 6750 of the Transportation Development Act (TDA) the Siskiyou County Auditor s office maintains the State Transit Assistance Fund on behalf of the Local Transportation Commission. These funds are maintained separately from other revenue received by the Commission as required by TDA. Siskiyou County receives an annual apportionment which is based on the County s population. Agencies must file a claim to receive an allocation from this fund. Eligible operators may file claims for purposes such as operating cost or capital requirements of the public transportation system, and community transit services. Claims must be submitted to the Regional Transportation Planning Agency for approval prior to any allocation being made from the fund. Previous allocations have been: FY 2012/ $ 191,375 FY 2013/ $ 249,525 FY 2014/ $ 236,957 FY 2015/2016 Budgeted: $ 246, Received on/before June 30, 2016: $ 103, Received September 23, 2016: $ 46, (Includes $ in interest due to delay in allocation from state) Staff is requesting the Commission approve the following claim for FY 2016/2017: - S.T.A.G.E. $ 194, RECOMMENDED ACTION: Approve claim for S.T.A.G.E. and Resolution #

51 COUNTY OF SISKIYOU Local Transportation Commission 190 Greenhorn Road Yreka, California Phone (530) Fax (530) COMMISSIONERS 2016 Joan Smith Freeman (Chair) Date: October 11, 2016 Ed Valenzuela (Vice Chair) Tom McCulley To: Jennie Ebejer, Auditor-Controller Michael Kobseff Michael J Burns Sr From: Melissa Cummins, Executive Director Grace Bennett Marilyn Seward Subject: Allocation Instructions for State Transit Assistance Fund Local Transportation Commission Resolutions: EXECUTIVE DIRECTOR Melissa Cummins Based on approval of the attached claims by the Siskiyou County Local Transportation Commission during their regular meeting of October 11, 2016, you are hereby authorized to pay the following maximum amounts from the State Transit Assistance Fund: Claimant: County of Siskiyou Source: 1. County Auditor Account 7/1/2016 $ /2017 Estimated Allocation $ 194,272 Allocation: Total $ 194, To STAGE $ 194,272 MAXIMUM PAYMENT TO CLAIMANT (Including Carryover) $ 194,272 Please issue payment of all available funds as soon as possible and thereafter on a quarterly basis. The total payment to each claimant may not exceed the amount claimed by the approved for the claimant. 1

52 RESOLUTION NO SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION WHEREAS, the following claims for 2016/2017 State Transit Assistance Funds has been submitted: County of Siskiyou (STA) 2016/ $ 194,272 NOW, THEREFORE BE IT RESOLVED that the above listed claims be approved. PASSED AND ADOPTED this 11 th day of October, 2016, by the following vote: AYES: NOES: ABSENT: Chairperson Siskiyou County Local Transportation Commission ATTEST: Melissa Cummins Executive Director

53 Agenda Worksheet TO: SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION DATE: October 11, 2016 SUBJECT: Agenda Item # 7 Discussion Regarding Claims for Local Transportation Funds Approval of 2016/2017 Local Transportation Fund Claims Resolution SUMMARY (Description of Issue): The Transportation Development Act (TDA) requires the Local Transportation Commission to approve allocations of funds from the Local Transportation Funds received by the County. The Local Transportation Funds are derived from ¼ cent of the 7.50-cent retail sales tax collected statewide. The State Board of Equalization returns the ¼-cent to each County according to the amount of tax collected in that County. Each year the Local Transportation Commission is required to approve claims for the Local Transportation Fund. These claims are submitted by the nine cities and the Siskiyou County Road Department to the Commission for approval and issuance of allocation instructions to the Siskiyou County Auditor s office. Allocations are based on population figures, the estimated total receipts for the fiscal year, and any carryover funds remaining in each agencies account as of June 30, TDA Section 6664 also requires each recipient of Local Transportation Funds to submit an annual audit to the Commission. Failure to do so will result in allocations being held until the agency complies. Staff will ensure each agency has submitted the required audits prior to authorizing any allocation of funds. Staff is seeking direction regarding the allocation plan for the 2016/2017 claims. The enclosed form details how the allocation amounts are determined. Staff will review the process and discuss some specific items related to this year s allocation plan. RECOMMENDED ACTION: Approve the Local Transportation Fund claims for the cities of Dorris, Dunsmuir, Etna, Fort Jones, Montague, Mt Shasta, Tulelake, Weed, Yreka and the Siskiyou County Road Department. Pass Resolution No Authorize the Executive Director to execute claims and issue notice to Auditor-Controller to proceed with the distribution of funds upon confirmation that all agencies are in compliance with audit requirements. 1

54 LTF Apportionment Estimate ** indicates data entry required Preparation Date: 9/27/2016 ** Est Current Year Receipts: $ 1,384,795 97% of Prior Year Receipts Actual Figure FY 15/16: $ 1,427, Population Est Date: 1/1/2016 ** Est Current Year Interest: $ - ** Actual Figure FY 15/16: 1, Current Fiscal Year: 15/16 ** Total: $ 1,384,795 Estimate Year: 16/17 ** FY 2016/17 Est Receipts: $ 1,384,795 1,429, Comments: FY 2016/17 Est Interest: $ 1,600 Administration Expense: $ 19,078 ** Available for Allocation: $ 1,367,317 Transit LTF Requirement: $ 1,000,000 ** No Exclusions W/ Exclusions ** Claimant Population % of Total Transit Other Transit Transit Transit Percent Other Percent Total 2015/2016 Available Share Projects Population % of Total Share of Projects of Allocation Carry Total Streets Base Allocation Allocation Estimate Over Available Roads Dorris % $ 21,927 $ 8, % $ - 0.0% $ 29, % $ 29,981 $ 1, $ 31,799 $ 29,981 Dunsmuir 1, % $ 36,165 $ 13,284 1, % $ 37, % $ 11, % $ 49,449 $ 3, $ 52,621 $ 11,599 Etna % $ 16,451 $ 6, % $ 17, % $ 5, % $ 22,494 $ 1, $ 23,920 $ 5,277 Ft. Jones % $ 15,870 $ 5, % $ 16, % $ 5, % $ 21,699 $ 1, $ 23,078 $ 5,090 Montague 1, % $ 32,544 $ 11,954 1, % $ 34, % $ 10, % $ 44,498 $ 2, $ 47,267 $ 10,438 Mt. Shasta 3, % $ 75,259 $ 27,644 3, % $ 78, % $ 24, % $ 102,902 $ 6, $ 109,437 $ 24,139 Tulelake 1, % $ 22,575 $ 8, % $ - 0.0% $ 30, % $ 30,868 $ 1, $ 32,830 $ 30,868 Weed 2, % $ 61,892 $ 22,734 2, % $ 64, % $ 19, % $ 84,626 $ 5, $ 89,822 $ 19,851 Yreka 7, % $ 175,060 $ 64,302 7, % $ 183, % $ 56, % $ 239,362 $ 15, $ 254,475 $ 56,149 Unincorpated 24, % $ 542,256 $ 199,180 24, % $ 567, % $ 173, % $ 741,437 $ 47, $ 789,329 $ 173,924 Total: 44,739 $ 1,000,000 $ 367,316 42,748 $ 1,000,000 $ 367,316 $ 1,367,316 $ 87, $ 1,454,579 $ 454,579 Total Alloc Est & Carry Over: $ 1,454, ** Based on January 2016 Data from CA Dept of Finance $ 50,000 - Capital Reserve for Rolling Stock Replacement. 10/3/2016 8:10 AM

55 RESOLUTION NO SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION WHEREAS, the following claims for 2016/2017 Local Transportation Funds have been submitted: City of Dorris $ 29,981 City of Dunsmuir $ 49,449 City of Etna $ 22,494 City of Ft Jones $ 21,699 City of Montague $ 44,498 City of Mt Shasta $ 102,903 City of Tulelake $ 30,868 City of Weed $ 84,626 City of Yreka $ 239,362 County of Siskiyou $ 741,436 Total Allocation: $ 1,367,316 NOW, THEREFORE BE IT RESOLVED that the above listed claims be approved. PASSED AND ADOPTED this 11 th day of October, 2016, by the following vote: AYES: NOES: ABSENT: Chairperson Siskiyou County Local Transportation Commission ATTEST: Melissa Cummins Executive Director

56 Agenda Worksheet TO: SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION DATE: October 11, 2016 SUBJECT: Agenda Item # 8 Pavement Management System: Annual Update Request for Proposal for Consultant SUMMARY (Description of Issue): During the FY 2013/2014 Overall Work Program staff initiated work on a pavement management system that was intended to provide local agencies and the Commission with data on the pavement conditions of roads throughout the region. During the summer/fall of 2015 NCE conducted pavement analyses on all paved sections of roads within the region. They later uploaded this data into the respective agency s StreetSaver system. This request for proposals will be used to hire a firm to conduct annual updates to approximately 25% of the paved roads within the region and update the StreetSaver with the new pavement conditions. The contract is structured to cover a three year period, subject to continued funding through the Commission s Regional Planning Assistance otherwise known as the Overall Work Program. A Steering Committee consisting of staff from the SCLTC and volunteers from the Technical Working Group will oversee the project. Staff is requesting permission from the Commission to solicit bids for field work related to assessment of current pavement conditions in various locations throughout the County. The specific areas have not been identified yet. The final draft of the Request for Proposals is attached for the Commission s review. Legal Counsel has reviewed and approved this draft. The RFP will be distributed on Wednesday, October 12, 2016 if approved. Proposals will be due on Monday, November 14, 2016 by 2:00 p.m. The contract award is tentatively scheduled for the December 2016 SCLTC meeting with a contract completion date of December 15, RECOMMENDED ACTION: Authorize staff to advertise the Request for Proposals. 1

57 REQUEST FOR PROPOSALS (RFP) For the Countywide Pavement Management System Annual Update Release Date: October 12, 2016 Deadline for Submission: November 14, 2016 at 2 p.m. PST Contact person: Melissa Cummins, Executive Director Siskiyou County Local Transportation Commission Phone: mcummins@co.siskiyou.ca.us By: Siskiyou County Local Transportation Commission 190 Greenhorn Road Yreka, CA Request for Proposals for Pavement Management System Page 1

58 REQUEST FORPROPOSALS For The Countywide Pavement Management System - Annual Update RELEASE DATE: October 12, 2016 CLOSING DATE: November 14, 2016 at 2 p.m. PST CONTACT PERSON: Melissa Cummins, Executive Director Siskiyou County Local Transportation Commission 190 Greenhorn Road Yreka, CA mcummins@co.siskiyou.ca.us Web site: Agency Background The Siskiyou County Local Transportation Commission (SCLTC) is the Regional Transportation Planning Agency (RTPA) for Siskiyou County. The member agencies include Caltrans, the County of Siskiyou and the cities of Dorris, Dunsmuir, Etna, Ft. Jones, Montague, Mt. Shasta, Tulelake, Weed and Yreka. The SCLTC receives recommendations from the Technical Working Group (TWG). Representatives from each member agency serve on this committee. Project Background The SCLTC has implemented a Pavement Management System (PMS) for the County of Siskiyou, SCLTC and its nine incorporated cities. SCLTC purchased a StreetSavor licenses for each individual agency and one for SCLTC that encompasses all member agencies data. During the summer of 2015 a full pavement analysis of all paved roads within in Siskiyou County was completed using GIS data and pavement condition field surveys that were compiled and entered into the StreetSaver program. The pavement analysis provides critical information to the Commission and other applicable agencies on the overall state of the paved roads within Siskiyou County. Over the last year the road conditions have deteriorated or have received treatments. The intent of this project is to reassess a percentage of the current paved road conditions and update the existing data within the StreetSaver program. Scope of Work The SCLTC is requesting proposals from qualified and interested firms for professional services to annually assist with gathering updated pavement data on 25% of the region's paved roads and updating information within the StreetSaver program for a term of three years (December 2016 December 2019). Request for Proposals for Pavement Management System Page 2

59 Task 1: Kickoff Meeting The consultant shall conduct a kick-off meeting with project stakeholders. Items to discuss will include the schedule of work and addressing questions or concerns from the Steering Committee. Task 1 Products: - Schedule of meetings, project milestones and required information or assistance. - Technical memorandum summarizing the results of the meeting. Task 2: Conduct Pavement Condition Field Surveys The consultant shall conduct field surveys on 25% of the paved roads within various jurisdictions from the roadway centerline to the edge of the existing pavement and update information within the StreetSaver program. The survey information to be collected shall at a minimum include: street geometric, surface condition, surface distress, road quality, drainage properties and Pavement Condition Index (PCI). Street pavement distresses to be inspected will include but are not limited to: Alligator cracking, bleeding, block cracking, bumps and sags, corrugation depression edge cracking, joint reflection cracking, lane/shoulder drop off, longitudinal and transverse cracking, patching and utility cuts, polished aggregate, potholes, railroad crossing, rutting, weathering and raveling. Task 2 Products: - Inventory and condition information for 25% of the paved roadways within in the county. - Photographs of each existing condition. Task 3: Data Entry The consultant shall update field data and perform PCI calculations utilizing the most current version of StreetSaver (online version). This task will include updating maintenance and rehabilitation history. Task 3 Products: - All data collected shall be submitted in an Excel spreadsheet for local agency staff review prior to entering the data into the StreetSaver program. Task 4: Strategies Upon completion of the data collection activities, the Consultant shall review maintenance and rehabilitation strategies with local representatives. This should include the recommendations and selection of appropriate treatments and costs. Task 4 Products: - Rehabilitation and maintenance strategies. Task 5: Annual Report The annual report shall include an executive summary, inventory reports from the entire StreetSavor database, a summary of PCI by agency and by region, maintenance and rehabilitation history reports, maintenance and rehabilitation decision and budgetary needs. Task 5 Products: - Draft and Final Report. Request for Proposals for Pavement Management System Page 3

60 Provided Information and Support The SCLTC, County and the Cities will provide the consultant with information on maintenance and/or treatments completed since July 2015 and each calendar year thereafter through the completion of the contract. Each agency will issue a no fee encroachment permit for work within their jurisdiction. Each agency will ensure sufficient computer hardware is available for updating and operating the PMS system. A Steering Committee consisting of members of the TWG and the Executive Director of the Siskiyou County Local Transportation Commission will oversee the project and assist the consultant in obtaining information and coordination with member agencies. Proposal Content and Organization Proposals should be limited to specific discussion of the elements outlined in this RFP. The intent of this RFP is to encourage responses to meet the stated requirements and which propose the best methods to accomplish the work. The organization of the proposal should follow the outline below. Each proposal should consist of a technical proposal (items 1-9 below) and a cost proposal (item 10). Important--Please submit your RFP responses with tabs or sections corresponding to the numbered and lettered items below. Use of tabs corresponding to the outline will assist the review team to evaluate your firm s proposal. 1) Cover Letter The cover letter should include the name, title, address, phone number, and original signature of an individual with authority to negotiate on behalf of and to contractually bind the consultant(s) firm, and who may be contacted during the period of proposal evaluation. Only one transmittal letter needs to be prepared to accompany all copies of the technical and cost of proposal. 2) Table of Contents A listing of the major sections in the proposal and the associated page numbers. 3) Introduction In this section, the proposer should demonstrate an adequate understanding of the role and relationships of the SCLTC, and an awareness of issues specific to the project. 4) Project Approach This should include: a) A brief description of the consultant(s) firm, including the year the firm was established, type of organization of firm (partnership, corporation, etc.) and any variation in size over the last five years, along with a statement of the firm s qualifications for performing the subject consulting services. b) A brief description of the firm s experience with similar projects. 5) Project Management The proposer must prepare an explanation of the project management system and practices to be used to assure that the required proposed services are completed timely and that the quality of the products will meet SCLTC s requirements. Request for Proposals for Pavement Management System Page 4

61 6) Consultant Staff The proposal must describe the qualifications and experience of each professional who will participate in the project, including a resume of each member of the project team. A project manager must be designated, and an organizational chart showing the manager and all project staff proposed who will provide services must be included. 7) Relevant Experience a) Your current and past experience as it relates to the scope of this RFP. b) A minimum of three related business references, including names, addresses and phone numbers plus a description of the type of work you performed for them. c) References of other Municipalities/Organizations that your firm has prepared or assisted in preparation of a Pavement Management System. d) Municipal government experience. Preference will be given to respondents who have developed plans for other municipalities. 8) Schedule of Tasks The proposal shall contain a detailed schedule identifying major tasks to be undertaken to conduct the work and timeframe for each task within each fiscal year. The minimum deliverables for this project include: a) Pavement Field Survey b) Update StreetSaver Data c) Maintenance and rehabilitation strategies d) Reports The schedule shall indicate a deadline for delivery of the annual report to the Commission at their December meeting each year during the contract. The final invoicing for all services performed must be submitted by June 30 th each year. 9) Evaluation of Proposed Professional Services Contract (Appendix B) a) Please review and evaluate proposer s ability to enter into the Professional Services Agreement (attached Appendix B.) b) Provide any and all comments relating to proposed agreement to facilitate ease of completion of contract once the firm is selected. 10) Cost Proposal (Must be in a Sealed Envelope) The cost proposal shall describe both the hourly rate for principal(s) and employees to be assigned to this contract and a summary of any other related costs that are to be billed directly and a total not-to-exceed amount per fiscal year* for this proposal. (*12/6/16~6/30/2017, 7/1/2017~6/30/18, 7/1/18~6/30/19, 7/1/19~12/07/19) Proposals shall include all costs associated with Travel expenses to/from work sites must be clearly identified. Provide costs on a per unit basis. Costs are to be broken up by rural and urban streets in order to determine value of GPR to each member agency. All costs are to include consultant providing all necessary traffic control to ensure safety during the execution of the work. Present summary of work to Steering Committee. Request for Proposals for Pavement Management System Page 5

62 11) Number of Copies All proposals and copies shall be 8 ½ by 11, double-sided and shall be bound. A USB drive containing an electronic copy is required. The RFP respondent shall submit five (5) bound copies of the RFP response with all of the information requested. Proposals shall be submitted in a sealed envelope clearly labeled SCLTC Pavement Management System Annual Update. All proposals shall be received no later than 2:00 p.m., November 14, 2016 at the Siskiyou County Local Transportation Commission office located at 190 Greenhorn Road, Yreka, California Late proposals shall not be accepted. Postmarks will not be accepted. All proposals, whether selected or rejected, shall become the property of the Siskiyou County Local Transportation Commission. All proposals received prior to the date and time specified above for receipt may be withdrawn or modified by written request on the proposer. To be considered, the modification must be received in writing, and in the same number of copies as the original proposal, prior to the date and time specified for receipt of proposals. Proposal must have at least a 60-day price guarantee period. Questions Concerning Proposal Requirements All questions and/or inquiries regarding the RFP shall be submitted in writing and directed to: Melissa Cummins, Executive Director Siskiyou County Local Transportation Commission 190 Greenhorn Road Yreka, CA Phone: (530) Fax: (530) mcummins@co.siskiyou.ca.us EVALUATION AND SELECTION PROCESS All applicants will be evaluated and rated based on the following criteria: Consultants capability and history in providing Pavement Management Systems for other public agencies similar in size, population, need and experience with StreetSaver (15 Points). Demonstrated understanding of the scope of work in the RFP (10 Points). The Consultant shall have, at minimum, the technical competence to perform the work specific in this Request for Proposal. (15 Points). Past record of performance as determined from all available information, including direct communication by the SCLTC with Consultant s former clients. Factors to be considered include, but may not be limited to: experience and familiarity with similar types of projects, cost control, work quality and completion of work on schedule (40 Points). Request for Proposals for Pavement Management System Page 6

63 Consultant s demonstrated capability under current workload to perform the work within the project schedule and subsequent revision. Factors to be considered include, but may not be limited to: work methodology, management methodology, activity coordination methodology and consideration of areas not addressed, but deemed essential to the effective conduct of the project (20 Points). The selection of a consultant for the project will be as follows: All proposals will be evaluated by the Steering Committee which will consist of the SCLTC Executive Director and appointed members of the TAC. Proposals that rate high enough will be invited to participate in a finalist interview (if needed) to answer additional questions raised by the panel if needed. The selected consultant will be recommended to the Siskiyou County Local Transportation Commission and the TAC for approval and award of a professional services contract. Project Schedule The following timetable is anticipated: October 12, 2016 Request for Proposals is released. November 14, 2016 Proposals due by 2:00 pm. November 18, 2016 Top firms identified by Steering Committee Week of November 28, 2016 Interviews of Selected Responders (if needed) Week of November 28, 2016 Finalization of Contract December 6, 2016 Presentation of Contract to SCLTC for Approval Notice to Candidates A. Limitations This Request for Proposals does not constitute a contract or an offer of employment. The cost of preparation of proposals shall be the sole obligation of the consultant. All proposals, whether accepted or rejected, shall become the property of the SCLTC. The SCLTC reserves the right to reject any and all proposals. Elements and/or tasks may be added or deleted at the discretion of the SCLTC, County or Cities pending negotiation of the scope of work and compensation. All completed work including draft reports, related documents, ancillary reports and the final report, whether in written, video or electronic formats, becomes the property of the SCLTC, The State of California, Caltrans, Siskiyou County and the nine incorporated Cities at the end of the project and will be turned over to the SCLTC, Caltrans, Siskiyou County and Cities. The consultant shall certify that no official or employee of the SCLTC, County, Cities or any business entity, in which an official of the SCLTC, County and Cities has an interest, has been employed or retained to solicit or aid in the procuring of the Agreement for the Countywide Request for Proposals for Pavement Management System Page 7

64 Pavement Management System. No such person shall be employed in the performance of the Agreement. B. Verbal Agreement or Conversation No prior, current, or post award verbal conversations or agreement(s) with any officer, agent, or employee of SCLTC shall affect or modify any terms or obligations of the RFP, or any contract resulting from this RFP. C. Precontractual Expense Precontractual expenses are defined as expenses incurred by proposers and selected contractor in: 1) Preparing proposals in response to this RFP. 2) Submitting proposals to SCLTC. 3) Negotiations with SCLTC on any matter related to proposals. 4) Other expenses incurred by a contractor or proposer prior to the date of award of agreement. In any event, SCLTC shall not be liable for any Precontractual expenses incurred by any proposer or selected contractor. Proposers shall not include any such expenses as part of the price proposed in response to this RFP. SCLTC shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP. D. Term The term of the contract is estimated to begin December 6, 2016 (award date) to completion of the project (estimated on or before December 15, 2019) or reduction of State Funding. Project shall be completed and all invoices submitted to the SCLTC prior to the December 15, 2019 as agreed upon by proposer and the Project Manager. E. Fiscal Out Clause The Agreement may be terminated at the end of any fiscal year, June 30 th, without further liability other than payment incurred during such fiscal year, should funds not be appropriated by SCLTC to continue services for which the agreement was intended. F. Insurance The consultant selected to perform the work shall be considered an independent contractor and shall provide the insurance and indemnification set forth in the Professional Services Contract (Attachment A). The SCLTC, County and Cities assume no responsibility for late proposals and it is the sole responsibility of the consultant to ensure that the proposal is received at the Siskiyou County Local Transportation Commission office prior to the November 14, :00 pm deadline. No faxes or s will be accepted. Request for Proposals for Pavement Management System Page 8

65 Appendix A Siskiyou County Centerline Mileage City of Dorris 9 City of Dunsmuir City of Etna 9 City of Ft. Jones 4.5 City of Montague 13.8 City of Mt. Shasta City of Tulelake 6.6 City of Weed 23 City of Yreka County of Siskiyou 863 TOTAL MAINTAINED MILEAGE 1,034.52

66 Appendix B Proposed Professional Services Contract

67 SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION CONTRACT FOR SERVICES This Contract made this day of, 2017 between: COMMISSION: Siskiyou County Local Transportation Commission (SCLTC) 190 Greenhorn Road Yreka, California And CONTRACTOR: Contractor Name Contractor Street Address Contractor City, CA ZIP ARTICLE 1. TERM OF CONTRACT 1.01 Contract Term: This Contract shall become effective on December 6, 2016 and shall terminate on December 5, 2019, unless terminated in accordance with the provisions of Article 7 of this Contract or as otherwise provided herein. ARTICLE 2. INDEPENDENT CONTRACTOR STATUS 2.01 Independent Contractor: It is the express intention of the parties that Contractor is an independent contractor and not an employee, agent, joint venture or partner of SCLTC. Nothing in this Contract shall be interpreted or construed as creating or establishing the relationship of employer and employee between SCLTC and Contractor or any employee or agent of Contractor. Both parties acknowledge that Contractor is not an employee for state or federal tax purposes. Contractor shall retain the right to perform services for others during the term of this Contract. ARTICLE 3. SERVICES 3.1 Specific Services: Contractor agrees to furnish the following services: Contractor shall provide the services described in Exhibit A attached hereto. No additional services shall be performed by Contractor unless approved in advance in writing by the SCLTC stating the dollar value of the services, the method of payment, and any adjustment in contract time or other contract terms. All such services are to be coordinated with SCLTC and the results of the work shall be monitored by the Siskiyou County Local Transportation Commission or their designee.

68 3.2 Method of Performing Services: Contractor will determine the method, details, and means of performing the above-described services including measures to protect the safety of the traveling public and Contractor s employees. SCLTC shall not have the right to, and shall not, control the manner or determine the method of accomplishing Contractor s services. 3.3 Employment of Assistants: Contractor may, at the Contractor s own expense, employ such assistants as Contractor deems necessary to perform the services required of Contractor by this Contract. SCLTC may not control, direct, or supervise Contractor s assistants or employees in the performance of those services. ARTICLE 4. COMPENSATION 4.1 Compensation: In consideration for the services to be performed by Contractor, SCLTC agrees to pay Contractor in proportion to services satisfactorily performed as specified in paragraph 3.01, the not to exceed amount of (written dollars) $. 4.2 Invoices: Contractor shall submit detailed invoices for all services being rendered. 4.3 Date for Payment of Compensation: SCLTC will endeavor to make payment within 45 days of receipt of invoices from the Contractor to the SCLTC, and approval and acceptance of the work by the SCLTC. 4.4 Expenses: Contractor shall be responsible for all costs and expenses incident to the performance of services for SCLTC, including but not limited to, all costs of materials, equipment, all fees, fines, licenses, bonds or taxes required of or imposed against Contractor and all other of Contractor s costs of doing business. SCLTC shall not be responsible for any expense incurred by Contractor in performing services for SCLTC. ARTICLE 5. OBLIGATIONS OF CONTRACTOR 5.1 Contractor Qualifications and Professional Ability: Contractor warrants that Contractor has the necessary licenses, experience and technical skills to provide services under this Contract. SCLTC has relied upon Contractor s representations regarding its training and ability to perform the Services hereunder as a material inducement to enter into this Agreement. Contractor shall therefore provide properly skilled personnel to perform all Services under this Agreement. The primary provider of the Services called for by this Agreement shall be _, who shall not be replaced without the written consent of the SCLTC. All work performed by Contractor under this Agreement shall be in accordance with applicable legal requirements and shall meet the local standard of quality ordinarily to be expected of competent persons in Contractor s field of expertise. 5.2 Contract Management: Contractor shall report to the (department head) or his or her designee who will review the activities and performance of the Contractor and administer this Contract. 5.3 Tools and Instrumentalities: Contractor will supply all tools and instrumentalities required to perform the services under this Contract. Contractor is not required

69 to purchase or rent any tools, equipment or services from SCLTC. 5.4 W orke rs Com p en sa tion : Contractor shall maintain a workers compensation plan covering all its employees as required by California Labor Code Section 3700, either through workers compensation insurance issued by an insurance company or through a plan of self-insurance certified by the State Director of Industrial Relations. If Contractor elects to be self-insured, the certificate of insurance otherwise required by this Contract shall be replaced with consent to self-insure issued by the State Director of Industrial Relations. Proof of such insurance shall be provided before any work is commenced under this contract. No payment shall be made unless such proof of insurance is provided. 5.5 Indemnification: Contractor shall indemnify and hold SCLTC harmless against any and all liability imposed or claimed, including attorney s fees and other legal expenses, arising directly or indirectly from any act or failure of Contractor or Contractor s assistants, employees, or agents, including all claims relating to the injury or death of any person or damage to any property. Contractor agrees to maintain a policy of liability insurance in the minimum amount of ($1,000,000) One Million Dollars, to cover such claims or in an amount determined appropriate by the County Risk Manager. If the amount of insurance is reduced by the County Risk Manager such reduction must be in writing. Contractor shall furnish a certificate of insurance evidencing such insurance and naming the County as an additional insured for the above-cited liability coverage prior to commencing work. It is understood that the duty of Contractor to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by SCLTC of insurance certificates and endorsements required under this Contract does not relieve Contractor from liability or limit Contractor s liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Contract, Contractor acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. 5.6 General Liability and Automobile Insurance: During the term of this Contract, Contractor shall obtain and keep in full force and effect a commercial, general liability and automobile policy or policies of at least ($1,000,000) One Million Dollars, combined limit for bodily injury and property damage; the SCLTC, its officers, employees, volunteers and agents are to be named additional insured under the policies, and the policies shall stipulate that this insurance will operate as primary insurance for work performed by Contractor and its sub-contractors, and that no other insurance effected by SCLTC or other named insured will be called on to cover a loss covered thereunder. All insurance required herein shall be provided by a company authorized to do business in the State of California and possess at least a Best A: VII rating or as may otherwise be acceptable to SCLTC. The General Liability insurance shall be provided by an ISO Commercial General Liability policy, with edition dates of 1985, 1988, or 1990 or other form satisfactory to SCLTC. The SCLTC will be named as an additional insured using ISO form CG or the same form with an edition date no later than 1990, or in other form satisfactory to SCLTC. 5.7 Certificate of Insurance and Endorsements: Contractor shall obtain and file with the SCLTC prior to engaging in any operation or activity set forth in this Contract, certificates of insurance evidencing additional insured coverage as set forth in

70 paragraphs 5.04 and 5.10 and which shall provide that no cancellation, reduction in coverage or expiration by the insurance company will be made during the term of this Contract, without thirty (30) days written notice to SCLTC prior to the effective date of such cancellation. Naming the SCLTC as a Certificate Holder or other similar language is NOT sufficient satisfaction of the requirement. Prior to commencement of performance of services by Contractor and prior to any obligations of SCLTC, contractor shall file certificates of insurance with SCLTC showing that Contractor has in effect the insurance required by this Contract. Contractor shall file a new or amended certificate on the certificate then on file. If changes are made during the term of this Contract, no work shall be performed under this agreement, and no payment may be made until such certificate of insurance evidencing the coverage in paragraphs, 5.05, the general liability policy set forth in 5.06 and 5.10 are provided to SCLTC. 5.8 Public Employees Retirement System (CalPERS): In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Contract is determined by a court of competent jurisdiction or the Public Employees Retirement System (CalPERS) to be eligible for enrollment in CalPERS as an employee of the County, Contractor shall indemnify, defend, and hold harmless SCLTC for the payment of any employee and/or employer contributions of CalPERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of SCLTC. Contractor understands and agrees that his personnel are not, and will not be, eligible for memberships in, or any benefits from, any SCLTC group plan for hospital, surgical or medical insurance, or for membership in any County retirement program, or for paid vacation, paid sick leave, or other leave, with or without pay, or for any other benefit which accrues to a SCLTC employee. 5.9 IRS/FTB Indemnity Assignment: Contractor shall defend, indemnify, and hold harmless the SCLTC, its officers, agents, and employees, from and against any adverse determination made by the Internal Revenue Service of the State Franchise Tax Board with respect to Contractor s independent contractor status that would establish a liability for failure to make social security and income tax withholding payments Professional Liability: If Contractor or any of its officers, agents, employees, volunteers, contactors or subcontractors are required to be professionally licensed or certified by any agency of the State of California in order to perform any of the work or services identified herein, Contractor shall procure and maintain in force throughout the duration of the Contract a professional liability insurance policy with a minimum coverage level of ($1,000,000) One Million Dollars, or as determined in writing by County s Risk Management Department State and Federal Taxes: As Contractor is not SCLTC s employee, Contractor is responsible for paying all required state and federal taxes. In particular: a. SCLTC will not withhold FICA (Social Security) from Contractor s payments; b. SCLTC will not make state or federal unemployment insurance contributions on behalf of Contractor. c. SCLTC will not withhold state or federal income tax from payment to

71 Contractor. d. SCLTC will not make disability insurance contributions on behalf of Contractor. e. SCLTC will not obtain workers compensation insurance on behalf of Contractor Records: All reports and other materials collected or produced by the Contractor or any subcontractor of Contractor shall, after completion and acceptance of the Contract, become the property of SCLTC, and shall not be subject to any copyright claimed by the Contractor, subcontractor, or their agents or employees. Contractor may retain copies of all such materials exclusively for administration purposes. Any use of completed or uncompleted documents for other projects by Contractor, any subcontractor, or any of their agents or employees, without the prior written consent of SCLTC is prohibited. It is further understood and agreed that all plans, studies, specifications, data magnetically or otherwise recorded on computer or computer diskettes, records, files, reports, etc., in possession of the Contractor relating to the matters covered by this Contract shall be the property of the SCLTC, and Contractor hereby agrees to deliver the same to the SCLTC upon request. It is also understood and agreed that the documents and other materials including but not limited to those set forth hereinabove, prepared pursuant to this Contract are prepared specifically for the SCLTC and are not necessarily suitable for any future or other use Con tract o r s Bo o ks a nd Re co rds : Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the SCLTC for a minimum of five (5) years, or for any longer period required by law, from the date of final payment to the Contractor under this Contract. Any records or documents required to be maintained shall be made available for inspection, audit and/or copying at any time during regular business hours, upon oral or written request of the SCLTC Assignability of Contract: It is understood and agreed that this Contract contemplates personal performance by the Contractor and is based upon a determination of its unique personal competence and experience and upon its specialized personal knowledge. Assignments of any or all rights, duties or obligations of the Contractor under this Contract will be permitted only with the express written consent of the SCLTC Warranty of Contractor: Contractor warrants that it, and each of its personnel, where necessary, are properly certified and licensed under the laws and regulations of the State of California to provide the special services agreed to Withholding for Non-Resident Contractor: Pursuant to California Revenue and Taxation Code Section 18662, payments made to nonresident independent contractors, including corporations and partnerships that do not have a permanent place of business in this state, are subject to 7 percent state income tax withholding. Withholding is required if the total yearly payments made under this contract exceed $1, Unless the Franchise Tax Board has authorized a reduced rate or waiver of withholding and SCLTC is provided evidence of such reduction/waiver, all nonresident contractors will be subject to the withholding. It is the responsibility

72 of the Contractor to submit the Waiver Request (Form 588) to the Franchise Tax Board as soon as possible in order to allow time for the Franchise Tax Board to review the request Compliance with Child, Family and Spousal Support Reporting Obligations: Contractor s failure to comply with state and federal child, family and spousal support reporting requirements regarding contractor s employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment relating to child, family and spousal support obligations shall constitute a default under this Contract. Contractor s failure to cure such default within ninety (90) days of notice by SCLTC shall be grounds for termination of this Contract Conflict of Interest: Contractor covenants that it presently has no interest and shall not acquire an interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor further covenants that, in the performance of this Contract, no subcontractor or person having such an interest shall be used or employed. Contractor certifies that no one who has or will have any financial interest under this contract is an officer or employee of SCLTC Compliance with Applicable Laws: Contractor shall use the proper standard of care in performing the Services and shall comply with all applicable federal, state and local laws now or hereafter in force, and with any applicable regulations, in performing the work and providing the services specified in this Contract. This obligation includes, without limitations, the acquisition and maintenance of any permits, licenses, or other entitlements necessary to perform the duties imposed expressly or impliedly under this Contract Bankruptcy: Contractor shall immediately notify SCLTC in the event that Contractor ceases conducting business in the normal manner, becomes insolvent, makes a general assignment for the benefit of creditors, suffer or permits the appointment of a receiver for its business or assets, or avails itself of, or becomes subject to, any proceeding under the Federal Bankruptcy Act or any other statute of any state relating to insolvency or protection of the rights of creditors. ARTICLE 6. OBLIGATIONS OF COUNTY 6.01 Cooperation of SCLTC: SCLTC agrees to comply with all reasonable requests of Contractor (to provide reasonable access to documents and information as permitted by law) necessary to the performance of Contractor s duties under this Contract. ARTICLE 7. TERMINATION 7.1 Termination on Occurrence of State Events: This Contract shall terminate automatically on the occurrence of any of the following events: 1. Bankruptcy or insolvency of Contractor 2. Death of Contractor 7.2 Termination by SCLTC for Default of Contractor: Should Contractor default in

73 the performance of this Contract or materially breach any of its provisions, SCLTC, at SCLTC s option, may terminate this Contract by giving written notification to Contractor. 7.3 Termination for Convenience of SCLTC: SCLTC may terminate this Contract at any time by providing a notice in writing to Contractor that the Contract is terminated. Said Contract shall then be deemed terminated and no further work shall be performed by Contractor. If the Contract is so terminated, the Contractor shall be paid for that percentage of the phase of work actually completed, based on a pro rata portion of the compensation for said phase satisfactorily completed at the time of notice of termination is received. 7.4 Termination of Funding: SCLTC may terminate this Contract in any fiscal year in that it is determined there is not sufficient funding. California Constitution Article XVI Section 18. ARTICLE 8. GENERAL PROVISIONS 8.1 Notices: Any notices to be given hereunder by either party to the other may be effected either by personal delivery in writing or by mail, registered or certified, postage prepaid or return receipt requested. Mailed notices shall be addressed to the parties at the addresses appearing in the introductory paragraph of this Contract, but each party may change the address by written notice in accordance with the paragraph. Notices delivered personally will be deemed communicated as of actual receipt; mailed notices will be deemed communicated as of two (2) days after mailing. 8.2 Entire Agreement of the Parties: This contract supersedes any and all contracts, either oral or written, between the Parties hereto with respect to the rendering of services by Contractor for SCLTC and contains all the covenants and contracts between the parties with respect to the enduring of such services in any manner whatsoever. Each Party to this Contract acknowledges that no representations, inducements, promises, or contract, orally or otherwise, have been made by any party, or anyone acting on behalf of any Party, which are not embodied herein, and that no other contract, statement, or promise not contained in this Contract shall be valid or binding. Any modification of this Contract will be effective only if it is in writing signed by the Party to be charged and approved by the SCLTC as provided herein or as otherwise required by law. 8.3 Partial Invalidity: If any provision in this Contract is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provision will nevertheless continue in full force without being impaired or invalidated in any way. 8.4 Att o rne y s Fee s : If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Contract, the prevailing Party will be entitled to reasonable attorney s fees, which may be set by the court in the same action or in a separate action brought for that purpose, in addition to any other relief to which that party may be entitled. 8.5 Conformance to Applicable Laws: Contractor shall comply with the standard of care regarding all applicable federal, state and county laws, rules and ordinances. Contractor shall not discriminate in the employment of persons who work under this contract because of race, the color, national origin, ancestry,

74 disability, sex or religion of such person. 8.6 Waiver: In the event that either SCLTC or Contractor shall at any time or times waive any breach of this Contract by the other, such waiver shall not constitute a waiver of any other or succeeding breach of this Contract, whether of the same or any other covenant, condition or obligation. 8.7 Governing Law: This Contract and all matters relating to it shall be governed by the laws of the State of California and the County of Siskiyou and any action brought relating to this Contract shall be brought exclusively in a state court in the County of Siskiyou. 8.8 Reduction of Consideration: Contractor agrees that SCLTC shall have the right to deduct from any payments contracted for under this Contract any amount owed to SCLTC by Contractor as a result of any obligation arising prior or subsequent to the execution of this contract. For purposes of this paragraph, obligations arising prior to the execution of this contract may include, but are not limited to any property tax, secured or unsecured, which tax is in arrears. If SCLTC exercises the right to reduce the consideration specified in this Contract, SCLTC shall give Contractor notice of the amount of any off-set and the reason for the deduction. 8.9 Negotiated Contract: This Contract has been arrived at through negotiation between the parties. Neither party is to be deemed the party which prepared this Contract within the meaning of California Civil Code Section Each party hereby represents and warrants that in executing this Contract it does so with full knowledge of the rights and duties it may have with respect to the other. Each party also represents and warrants that it has received independent legal advice from its attorney with respect to the matters set forth in this Contract and the rights and duties arising out of this Contract, or that such party willingly foregoes any such consultation Time is of the Essence: Time is of the essence in the performance of this Contract Materiality: The parties consider each and every term, covenant, and provision of this Contract to be material and reasonable Authority and Capacity: Contractor and Contractor s signatory each warrant and represent that each has full authority and capacity to enter into this Contract Binding on Successors: All of the conditions, covenants and terms herein contained shall apply to, and bind, the heirs, successors, executors, administrators and assigns of Contractor. Contractor and all of Contractor s heirs, successors, executors, administrators, and assigns shall be jointly and severally liable under the Contract Cumulation of Remedies: All of the various rights, options, elections, powers and remedies of the parties shall be construed as cumulative, and no one of them exclusive of any other or of any other legal or equitable remedy which a party might otherwise have in the event of a breach or default of any condition, covenant or term by the other party. The exercise of any single right, option, election, power or remedy shall not, in any way, impair any other right, option, election, power or remedy until all duties and obligations imposed shall have been fully performed No Reliance On Representations: Each party hereby represents and warrants that it is not relying, and has not relied upon any representation or statement made by the other party with respect to the facts involved or its rights or duties.

75 Each party understands and agrees that the facts relevant, or believed to be relevant to this Contract, may hereunder turn out to be other than, or different from the facts now known to such party as true, or believed by such party to be true. The parties expressly assume the risk of the facts turning out to be different and agree that this Contract shall be effective in all respects and shall not be subject to rescission by reason of any such difference in facts. Executed in Yreka, California, on the date and year first above written. Contractor: Siskiyou County Local Transportation Commission By: Date: By: Chair Taxpayer ID: ATTEST: Melissa Cummins, Executive Director By APPROVED AS TO LEGAL FORM: Gregory P. Einhorn, Legal Counsel AS TO ACCOUNTING FORM: Fund 2506 Organization Account Jennie Ebejer, Auditor-Controller APPROVED AS TO INSURANCE REQUIREMENTS Ann Merkle, Risk Management

76 Agenda Worksheet TO: SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION DATE: October 11, 2016 SUBJECT: Agenda Item # 9 Pavement Management System: Phase II Request for Proposal for Consultant SUMMARY (Description of Issue): During the FY 2013/2014 Overall Work Program staff initiated work on a pavement management system that was intended to provide local agencies and the Commission with data on the pavement conditions of roads throughout the region. This request for proposals will be used to hire a firm to conduct pavement analyses on the paved areas at the region s seven general aviation airports. This data will be provided in a report format to the agency directly responsible for the airport. This data is a requirement for airports to acquire funding from the FAA. Four of the region s seven airports are currently federally funded. In addition, the intent of the contract is to begin collection of asset data that lies within the rightof-way on a paved road. Examples of assets are (but not limited to) street lighting, drainage, curbs, gutters and sidewalks. Staff contacted each of the nine cities and the County Road Department to seek input on their highest priorities on assets to be collected. Staff received four responses and has structured the list based on those responses. This contract will commence upon contract award and work must be completed by June Funding for the project is part of the Commission s Regional Planning Assistance otherwise known as the Overall Work Program. A Steering Committee consisting of staff from the SCLTC and volunteers from the Technical Working Group will oversee the project. Staff is requesting permission from the Commission to solicit bids for the work outlined in the enclosed request for proposals. The specific areas for the asset collection have not been identified yet. The final draft of the Request for Proposals is attached for the Commission s review. Legal Counsel has reviewed and approved this draft. The RFP will be distributed on Wednesday, October 12, 2016 if approved. Proposals will be due on Monday, November 14, 2016 by 4:00 p.m. The contract award is tentatively scheduled for the December 2016 SCLTC meeting. RECOMMENDED ACTION: Authorize staff to advertise the Request for Proposals. 1

77 REQUEST FOR PROPOSALS (RFP) Pavement Management System Airports Pavement Analysis and Collection of Assets Release Date: October 12, 2016 Deadline for Submission: November 14, :00 p.m. Contact person: Melissa Cummins, Executive Director Siskiyou County Local Transportation Commission Phone: By: Siskiyou County Local Transportation Commission 190 Greenhorn Road Yreka, CA Request for Proposals for Pavement Management System - Airports Page 1

78 REQUEST FOR PROPOSALS Pavement Management System County and City Airports RELEASE DATE: October 12, 2016 CLOSING DATE: CONTACT PERSON: November 14, :00 pm Melissa Cummins, Executive Director Siskiyou County Local Transportation Commission 190 Greenhorn Road Yreka, CA Web site: Agency Background The Siskiyou County Local Transportation Commission (SCLTC) is the Regional Transportation Planning Agency (RTPA) for Siskiyou County. The member agencies include Caltrans, the County of Siskiyou and the cities of Dorris, Dunsmuir, Etna, Ft. Jones, Montague, Mt. Shasta, Tulelake, Weed and Yreka. The SCLTC receives recommendations from the Technical Working Group (TWG). Representatives from each member agency serve in this working group. Project Background The SCLTC has been designated the lead agency to obtain the services of a consultant to continue implementation of a regional Pavement Management System (PMS) for the County of Siskiyou, SCLTC and its nine incorporated cities. In June 2014 SCLTC purchased StreetSaver licenses for each individual agency and one for SCLTC that encompasses all member agencies data. Each agency holds a separate license containing data specific to their jurisdiction. All paved roadways were evaluated and data added to StreetSaver for each agency during the summer and fall of Request for Proposals for Pavement Management System - Airports Page 2

79 Scope of Work The SCLTC is requesting proposals from qualified and interested firms for professional services to assist with payment analysis work on county and city airport paved areas and collection of asset data within the roadway right-of-way. Part I - The intent of this portion of the project is to compile pavement condition field surveys for all paved sections at each of the seven general aviation airports within the region (Siskiyou County See Exhibit A). Part II - The intent of this portion of the project is to begin collecting asset data (drainage/culverts, hydrants, curbs, gutters, sidewalks, street lights, manhole covers, etc.) within the right of way on the local agency paved roadways with the final data to be added to the respective StreetSaver systems for future use by the local agency. Task 1: Kickoff Meeting The consultant shall conduct a kick-off meeting with project stakeholders. Items to discuss will include the schedule of work and addressing questions or concerns from the Steering Committee. Assume a minimum of two group meetings to address progress and clarify recommendations, etc. Task 2: Part I - Conduct Pavement Condition Field Surveys at Airports The consultant shall conduct field surveys on the paved areas at the seven airports located within the region. They include: 1) Dunsmuir Municipal-Mott Airport (1o6) 2) Weed Airport (O46) 3) Butte Valley Airport (A32) 4) Siskiyou County Airport (SIY) 5) Scott Valley Airport (A30) 6) Happy Camp Airport (36S) It is the Commission s intent to have this information obtained via video and analyzed to limit the subjectivity in preparing and assigning PCI s. The data collected will be provided in the final written report as outlined in Task 5. Part II Begin Collection of Roadway Asset Data The consultant shall conduct field surveys on the paved roadways within the region to identify various assets within the local agencies right of way and upload data on the assets into StreetSaver. Examples of the items to be identified (this is not an all-inclusive list) nor should it be expected that all items listed will be collected during this contract. This list is ranked in order of priority by the local agencies involved with this project. Request for Proposals for Pavement Management System - Airports Page 3

80 Asset Type Sidewalks and Other Roadside Features (Priority 1) Medians, Curbs and Gutters (Priority 2) Drainage (Priority 3) Data Attribute Location Description and dimensions Surface Maintenance Activities Condition Measure Location (longitude, latitude or milepost) Type Description and Dimensions Maintenance activities Condition measure Dimensions, type Location Maintenance Activities Condition measure Task 3: Data Entry The consultant shall input field data for all asset data collected in Part II of the Scope of Work utilizing the most current version of StreetSaver (online version). Task 4: GIS Linkage The consultant shall link the StreetSaver system with Geographic Information Systems (GIS) for agencies if GIS is already available. This shall include defining relationships between existing GIS data and the Pavement Management Program, creation of additional nodes as necessary, linking of the data, and utilization of quality control procedures to verify proper linkage. Task 5: Detailed Final Report The consultant shall prepare one final report that summarizes all assets collected during the contract throughout the region. The report should include the following: - Summary of work performed during the course of the contract - Summary of airport PCI conditions indexed by airport and area (ie. runway vs taxiway) Provided Information and Support The SCLTC, County and the Cities will provide the consultant with maps identifying the existing County and City airport paved areas. GIS shape files will be provided if available and upon request. Each agency will issue a no fee encroachment permit for work within their jurisdiction. Each agency will ensure sufficient computer hardware is available for updating and operating the new PMS system. A Steering Committee consisting of members of the TWG and the Executive Director of the Siskiyou County Local Transportation Commission will oversee the project and assist the consultant in obtaining information and coordination with member agencies. Request for Proposals for Pavement Management System - Airports Page 4

81 Proposal Content and Organization Proposals should be limited to specific discussion of the elements outlined in this RFP. The intent of this RFP is to encourage responses to meet the stated requirements and which propose the best methods to accomplish the work. The organization of the proposal should follow the outline below. Each proposal should consist of a technical proposal (items 1-9 below) and a cost proposal (item 10). Important--Please submit your RFP responses with tabs or sections corresponding to the numbered and lettered items below. Use of tabs corresponding to the outline will assist the review team to evaluate your firm s proposal. 1) Cover Letter The cover letter should include the name, title, address, phone number, and original signature of an individual with authority to negotiate on behalf of and to contractually bind the consultant(s) firm, and who may be contacted during the period of proposal evaluation. Only one transmittal letter need to be prepared to accompany all copies of the technical and cost proposals. 2) Table of Contents A listing of the major sections in the proposal and the associated page numbers. 3) Introduction In this section, the proposer should demonstrate an adequate understanding of the role and relationships of the SCLTC, and an awareness of issues specific to the project. 4) Project Approach This should include: a) A brief description of the consultant(s) firm, including the year the firm was established, type of organization of firm (partnership, corporation, etc.) and any variation in size over the last five years, along with a statement of the firm s qualifications for performing the subject consulting services. b) A brief description of the firm s experience with similar projects. 5) Project Management The proposer must prepare an explanation of the project management system and practices to be used to assure that the required proposed services are completed timely and that the quality of the products will meet SCLTC s requirements. 6) Consultant Staff The proposal must describe the qualifications and experience of each professional who will participate in the project, including a resume of each member of the project team. A project manager must be designated, and an organizational chart showing the manager and all project staff proposed who will provide services must be included. 7) Relevant Experience a) Your current and past experience as it relates to the scope of this RFP. b) A minimum of three related business references, including names, addresses and phone numbers plus a description of the type of work you performed for them. c) References of other Municipalities/Organizations that your firm has assisted with similar activities. Request for Proposals for Pavement Management System - Airports Page 5

82 d) Municipal government experience. Preference will be given to respondents who have developed plans for other municipalities. 8) Schedule of Tasks The proposal shall contain a detailed schedule identifying major tasks to be undertaken to conduct the work and timeframe for each task. The minimum deliverables for this project include: a) Airport Pavement Field Survey b) Data Collection and Input c) Updated GIS linkage where applicable d) Reports The schedule shall indicate a deadline for delivery of final products on June 20, 2017, with a final invoicing and project completion by June 30, ) Evaluation of Proposed Professional Services Contract (Appendix B) a) Please review and evaluate proposer s ability to enter into the Professional Services Agreement (attached Appendix B.) b) Provide any and all comments relating to proposed agreement to facilitate ease of completion of contract once the firm is selected. 10) Cost Proposal (Must be in a Sealed Envelope) The cost proposal shall describe both the hourly rate for principal(s) and employees to be assigned to this contract and a summary of any other related costs that are to be billed directly and a total not-to-exceed amount for this proposal. Proposals shall include all costs associated with Travel expenses to/from work sites must be clearly identified. Provide costs on a per unit basis to include, catch basins, manholes, survey monuments, gate valves, fire hydrants, street trees, street lights, power poles, water meters, backflow devices, etc. Costs shall include a software program to be utilized to view the video. Costs are to be broken up by rural and urban streets in order to determine value of GPR to each member agency. All costs are to include consultant providing all necessary traffic control to ensure safety during the execution of the work. Present summary of work to Steering Committee. 10) Number of Copies All proposals and copies shall be 8 ½ by 11 and shall be bound. A USB drive containing an electronic copy is required. The RFP respondent shall submit four (4) bound copies of the RFP response with all of the information requested. Proposals shall be submitted in a sealed envelope clearly labeled SCLTC PMS Airports Pavement Analysis and Collection of Assets. All proposals shall be received no later than 4:00 p.m., November 14, 2016 at the Siskiyou County Local Transportation Commission, 190 Greenhorn Road, Yreka, California Late proposals shall not be accepted. Postmarks will not be accepted. Request for Proposals for Pavement Management System - Airports Page 6

83 All proposals, whether selected or rejected, shall become the property of the Siskiyou County Local Transportation Commission. All proposals received prior to the date and time specified above for receipt may be withdrawn or modified by written request on the proposer. To be considered, the modification must be received in writing, and in the same number of copies as the original proposal, prior to the date and time specified for receipt of proposals. Proposal must have at least a 60-day price guarantee period. Questions Concerning Proposal Requirements All questions and/or inquiries regarding the RFP shall be submitted in writing and directed to: Melissa Cummins, Executive Director Siskiyou County Local Transportation Commission 190 Greenhorn Road Yreka, CA Phone: (530) Fax: (530) mcummins@co.siskiyou.ca.us EVALUATION AND SELECTION PROCESS All applicants will be evaluated and rated based on the following criteria: Consultants capability and history in providing Pavement Management Systems for other public agencies similar in size, population, need and experience with StreetSaver (15 Points). Demonstrated understanding of the scope of work in the RFP (10 Points). The Consultant shall have, at minimum, the technical competence to perform the work specified in this Request for Proposal. (15 Points). Past record of performance as determined from all available information, including direct communication by the SCLTC with Consultant s former clients. Factors to be considered include, but may not be limited to: experience and familiarity with similar types of projects, cost control, work quality and completion of work on schedule (40 Points). Consultant s demonstrated capability under current workload to perform the work within the project schedule and subsequent revision. Factors to be considered include, but may not be limited to: work methodology, management methodology, activity coordination methodology and consideration of areas not addressed, but deemed essential to the effective conduct of the project (20 Points). The selection of a consultant for the project will be as follows: All proposals will be evaluated by the Steering Committee which will consist of the SCLTC Executive Director and appointed members of the TWG. Request for Proposals for Pavement Management System - Airports Page 7

84 Proposals that rate high enough will be invited to participate in a finalist interview to answer additional questions raised by the panel if needed. The selected consultant will be recommended to the Siskiyou County Local Transportation Commission for approval and award of a professional services contract. Project Schedule The following timetable is anticipated: October 12, 2016 November 14, 2016 November 28, 2016 December 5, 2016 December 14, 2016 January 5, 2017 June 20, 2017 June 30, 2017 Request for Proposals is released. Proposals due by 4:00 pm. Top firms identified by Steering Committee. Interviews of Selected Responders (if needed). Finalization of Contract Present Contract to Siskiyou County Local Transportation Commission All work completed Final invoice submitted to SCLTC Notice to Candidates A. Limitations This Request for Proposals does not constitute a contract or an offer of employment. The cost of preparation of proposals shall be the sole obligation of the consultant. All proposals, whether accepted or rejected, shall become the property of the SCLTC. The SCLTC reserves the right to reject any and all proposals. Elements and/or tasks may be added or deleted at the discretion of the SCLTC, County or Cities pending negotiation of the scope of work and compensation. All completed work including draft reports, related documents, ancillary reports and the final report, whether in written, video or electronic formats, becomes the property of the SCLTC, The State of California, Caltrans, Siskiyou County and the nine incorporated Cities at the end of the project and will be turned over to the SCLTC, Caltrans, Siskiyou County and Cities. The consultant shall certify that no official or employee of the SCLTC, County, Cities or any business entity, in which an official of the SCLTC, County and Cities has an interest, has been employed or retained to solicit or aid in the procuring of the Agreement for the PMS Airports Pavement Analysis and Collection of Assets. No such person shall be employed in the performance of the Agreement. B. Verbal Agreement or Conversation No prior, current, or post award verbal conversations or agreement(s) with any officer, agent, or employee of SCLTC shall affect or modify any terms or obligations of the RFP, or any contract resulting from this RFP. Request for Proposals for Pavement Management System - Airports Page 8

85 C. Precontractual Expense Precontractual expenses are defined as expenses incurred by proposers and selected contractor in: 1) Preparing proposals in response to this RFP. 2) Submitting proposals to SCLTC. 3) Negotiations with SCLTC on any matter related to proposals. 4) Other expenses incurred by a contractor or proposer prior to the date of award of agreement. In any event, SCLTC shall not be liable for any Precontractual expenses incurred by any proposer or selected contractor. Proposers shall not include any such expenses as part of the price proposed in response to this RFP. SCLTC shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP. D. Term The term of the contract will be from January 5, 2017 (award date) to completion of the project. Project shall be completed prior to June 20, 2017, as agreed upon by proposer and the Project Manager. E. Fiscal Out Clause The Agreement may be terminated at the end of any fiscal year (June 30 th ) without further liability other than payment incurred during such fiscal year, should funds not be appropriated by SCLTC to continue services for which the agreement was intended. F. Insurance The consultant selected to perform the work shall be considered an independent contractor and shall provide the insurance and indemnification set forth in the Professional Services Contract (Attachment A). The SCLTC, County and Cities assume no responsibility for late proposals and it is the sole responsibility of the consultant to ensure that the proposal is received at the Siskiyou County Local Transportation Commission office prior to the November 14, :00 pm deadline. No faxes or s will be accepted. Request for Proposals for Pavement Management System - Airports Page 9

86 Appendix A Airports within Siskiyou County - Runway Lengths Airport Runway L x W Butte Valley Airport (A32) 4,300 x 60 Dunsmuir Municipal-Mott Airport (1O6) 2,800 x 60 Happy Camp Airport 3,000 x 50 Montague Airport-Yreka Rohrer Field 3,360 x 50 Scott Valley Airport 3,700 x 60 Siskiyou County Airport 7,490 x 150 Weed Airport 5,000 x 60 Airports within Siskiyou County - Taxiway Lengths Airport Butte Valley Airport (A32) - Run up area (1 at each end of runway) - Connector from Runway to Apron - Apron Area Dunsmuir Municipal-Mott Airport (1O6) - Parallel Taxiway - Ramp Parking Area Happy Camp Airport - Parallel Taxiway - Run up area - Taxiway Connectors (Quantity: 2) - Apron Area Montague Airport-Yreka Rohrer Field - Parallel Taxiway - Apron/Ramp Area Scott Valley Airport - Run up areas (Quantity: 2) - Taxiway Connector - Apron/Ramp Area Siskiyou County Airport - Apron/Ramp Area - Taxiways, Taxiway Connectors - Old Cross Runway (Taxiway) Weed Airport - Main Taxiway - Taxiway Connectors (Quantity: 6) - Apron Area Taxiway L x W 140 x x x 120 2,268 x x 116 2,035 x x x x 155 3,365 x x x x x x ,436 x x 165 4,996 x x 40 1,260 x 145

87 Appendix B Proposed Professional Services Contract

88 SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION CONTRACT FOR SERVICES This Contract made this day of, 2017 between: COMMISSION: Siskiyou County Local Transportation Commission (SCLTC) 190 Greenhorn Road Yreka, California And CONTRACTOR: Contractor Name Contractor Street Address Contractor City, CA ZIP ARTICLE 1. TERM OF CONTRACT 1.01 Contract Term: This Contract shall become effective on January 5, 2017 and shall terminate on June 30, 2017, unless terminated in accordance with the provisions of Article 7 of this Contract or as otherwise provided herein. ARTICLE 2. INDEPENDENT CONTRACTOR STATUS 2.01 Independent Contractor: It is the express intention of the parties that Contractor is an independent contractor and not an employee, agent, joint venture or partner of SCLTC. Nothing in this Contract shall be interpreted or construed as creating or establishing the relationship of employer and employee between SCLTC and Contractor or any employee or agent of Contractor. Both parties acknowledge that Contractor is not an employee for state or federal tax purposes. Contractor shall retain the right to perform services for others during the term of this Contract. ARTICLE 3. SERVICES 3.1 Specific Services: Contractor agrees to furnish the following services: Contractor shall provide the services described in Exhibit A attached hereto. No additional services shall be performed by Contractor unless approved in advance in writing by the SCLTC stating the dollar value of the services, the method of payment, and any adjustment in contract time or other contract terms. All such services are to be coordinated with SCLTC and the results of the work shall be monitored by the Siskiyou County Local Transportation Commission or their designee. 3.2 Method of Performing Services: Contractor will determine the method, details, and means of performing the above-described services including measures to protect the safety of the traveling public and Contractor s employees. SCLTC

89 shall not have the right to, and shall not, control the manner or determine the method of accomplishing Contractor s services. 3.3 Employment of Assistants: Contractor may, at the Contractor s own expense, employ such assistants as Contractor deems necessary to perform the services required of Contractor by this Contract. SCLTC may not control, direct, or supervise Contractor s assistants or employees in the performance of those services. ARTICLE 4. COMPENSATION 4.1 Compensation: In consideration for the services to be performed by Contractor, SCLTC agrees to pay Contractor in proportion to services satisfactorily performed as specified in paragraph 3.01, the not to exceed amount of (written dollars) $. 4.2 Invoices: Contractor shall submit detailed invoices for all services being rendered. 4.3 Date for Payment of Compensation: SCLTC will endeavor to make payment within 45 days of receipt of invoices from the Contractor to the SCLTC, and approval and acceptance of the work by the SCLTC. 4.4 Expenses: Contractor shall be responsible for all costs and expenses incident to the performance of services for SCLTC, including but not limited to, all costs of materials, equipment, all fees, fines, licenses, bonds or taxes required of or imposed against Contractor and all other of Contractor s costs of doing business. SCLTC shall not be responsible for any expense incurred by Contractor in performing services for SCLTC. ARTICLE 5. OBLIGATIONS OF CONTRACTOR 5.1 Contractor Qualifications and Professional Ability: Contractor warrants that Contractor has the necessary licenses, experience and technical skills to provide services under this Contract. SCLTC has relied upon Contractor s representations regarding its training and ability to perform the Services hereunder as a material inducement to enter into this Agreement. Contractor shall therefore provide properly skilled personnel to perform all Services under this Agreement. The primary provider of the Services called for by this Agreement shall be _, who shall not be replaced without the written consent of the SCLTC. All work performed by Contractor under this Agreement shall be in accordance with applicable legal requirements and shall meet the local standard of quality ordinarily to be expected of competent persons in Contractor s field of expertise. 5.2 Contract Management: Contractor shall report to the (department head) or his or her designee who will review the activities and performance of the Contractor and administer this Contract. 5.3 Tools and Instrumentalities: Contractor will supply all tools and instrumentalities required to perform the services under this Contract. Contractor is not required to purchase or rent any tools, equipment or services from SCLTC.

90 5.4 Workers Compensation: Contractor shall maintain a workers compensation plan covering all its employees as required by California Labor Code Section 3700, either through workers compensation insurance issued by an insurance company or through a plan of self-insurance certified by the State Director of Industrial Relations. If Contractor elects to be self-insured, the certificate of insurance otherwise required by this Contract shall be replaced with a consent to self-insure issued by the State Director of Industrial Relations. Proof of such insurance shall be provided before any work is commenced under this contract. No payment shall be made unless such proof of insurance is provided. 5.5 Indemnification: Contractor shall indemnify and hold SCLTC harmless against any and all liability imposed or claimed, including attorney s fees and other legal expenses, arising directly or indirectly from any act or failure of Contractor or Contractor s assistants, employees, or agents, including all claims relating to the injury or death of any person or damage to any property. Contractor agrees to maintain a policy of liability insurance in the minimum amount of ($1,000,000) One Million Dollars, to cover such claims or in an amount determined appropriate by the County Risk Manager. If the amount of insurance is reduced by the County Risk Manager such reduction must be in writing. Contractor shall furnish a certificate of insurance evidencing such insurance and naming the County as an additional insured for the above-cited liability coverage prior to commencing work. It is understood that the duty of Contractor to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by SCLTC of insurance certificates and endorsements required under this Contract does not relieve Contractor from liability or limit Contractor s liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Contract, Contractor acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. 5.6 General Liability and Automobile Insurance: During the term of this Contract, Contractor shall obtain and keep in full force and effect a commercial, general liability and automobile policy or policies of at least ($1,000,000) One Million Dollars, combined limit for bodily injury and property damage; the SCLTC, its officers, employees, volunteers and agents are to be named additional insured under the policies, and the policies shall stipulate that this insurance will operate as primary insurance for work performed by Contractor and its sub-contractors, and that no other insurance effected by SCLTC or other named insured will be called on to cover a loss covered thereunder. All insurance required herein shall be provided by a company authorized to do business in the State of California and possess at least a Best A:VII rating or as may otherwise be acceptable to SCLTC. The General Liability insurance shall be provided by an ISO Commercial General Liability policy, with edition dates of 1985, 1988, or 1990 or other form satisfactory to SCLTC. The SCLTC will be named as an additional insured using ISO form CG or the same form with an edition date no later than 1990, or in other form satisfactory to SCLTC. 5.7 Certificate of Insurance and Endorsements: Contractor shall obtain and file with the SCLTC prior to engaging in any operation or activity set forth in this Contract, certificates of insurance evidencing additional insured coverage as set forth in

91 paragraphs 5.04 and 5.10 and which shall provide that no cancellation, reduction in coverage or expiration by the insurance company will be made during the term of this Contract, without thirty (30) days written notice to SCLTC prior to the effective date of such cancellation. Naming the SCLTC as a Certificate Holder or other similar language is NOT sufficient satisfaction of the requirement. Prior to commencement of performance of services by Contractor and prior to any obligations of SCLTC, contractor shall file certificates of insurance with SCLTC showing that Contractor has in effect the insurance required by this Contract. Contractor shall file a new or amended certificate on the certificate then on file. If changes are made during the term of this Contract, no work shall be performed under this agreement, and no payment may be made until such certificate of insurance evidencing the coverage in paragraphs, 5.05, the general liability policy set forth in 5.06 and 5.10 are provided to SCLTC. 5.8 Public Employees Retirement System (CalPERS): In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Contract is determined by a court of competent jurisdiction or the Public Employees Retirement System (CalPERS) to be eligible for enrollment in CalPERS as an employee of the County, Contractor shall indemnify, defend, and hold harmless SCLTC for the payment of any employee and/or employer contributions of CalPERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of SCLTC. Contractor understands and agrees that his personnel are not, and will not be, eligible for memberships in, or any benefits from, any SCLTC group plan for hospital, surgical or medical insurance, or for membership in any County retirement program, or for paid vacation, paid sick leave, or other leave, with or without pay, or for any other benefit which accrues to a SCLTC employee. 5.9 IRS/FTB Indemnity Assignment: Contractor shall defend, indemnify, and hold harmless the SCLTC, its officers, agents, and employees, from and against any adverse determination made by the Internal Revenue Service of the State Franchise Tax Board with respect to Contractor s independent contractor status that would establish a liability for failure to make social security and income tax withholding payments Professional Liability: If Contractor or any of its officers, agents, employees, volunteers, contactors or subcontractors are required to be professionally licensed or certified by any agency of the State of California in order to perform any of the work or services identified herein, Contractor shall procure and maintain in force throughout the duration of the Contract a professional liability insurance policy with a minimum coverage level of ($1,000,000) One Million Dollars, or as determined in writing by County s Risk Management Department State and Federal Taxes: As Contractor is not SCLTC s employee, Contractor is responsible for paying all required state and federal taxes. In particular: a. SCLTC will not withhold FICA (Social Security) from Contractor s payments; b. SCLTC will not make state or federal unemployment insurance contributions on behalf of Contractor.

92 c. SCLTC will not withhold state or federal income tax from payment to Contractor. d. SCLTC will not make disability insurance contributions on behalf of Contractor. e. SCLTC will not obtain workers compensation insurance on behalf of Contractor Records: All reports and other materials collected or produced by the Contractor or any subcontractor of Contractor shall, after completion and acceptance of the Contract, become the property of SCLTC, and shall not be subject to any copyright claimed by the Contractor, subcontractor, or their agents or employees. Contractor may retain copies of all such materials exclusively for administration purposes. Any use of completed or uncompleted documents for other projects by Contractor, any subcontractor, or any of their agents or employees, without the prior written consent of SCLTC is prohibited. It is further understood and agreed that all plans, studies, specifications, data magnetically or otherwise recorded on computer or computer diskettes, records, files, reports, etc., in possession of the Contractor relating to the matters covered by this Contract shall be the property of the SCLTC, and Contractor hereby agrees to deliver the same to the SCLTC upon request. It is also understood and agreed that the documents and other materials including but not limited to those set forth hereinabove, prepared pursuant to this Contract are prepared specifically for the SCLTC and are not necessarily suitable for any future or other use Contractor s Books and Records: Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the SCLTC for a minimum of five (5) years, or for any longer period required by law, from the date of final payment to the Contractor under this Contract. Any records or documents required to be maintained shall be made available for inspection, audit and/or copying at any time during regular business hours, upon oral or written request of the SCLTC Assignability of Contract: It is understood and agreed that this Contract contemplates personal performance by the Contractor and is based upon a determination of its unique personal competence and experience and upon its specialized personal knowledge. Assignments of any or all rights, duties or obligations of the Contractor under this Contract will be permitted only with the express written consent of the SCLTC Warranty of Contractor: Contractor warrants that it, and each of its personnel, where necessary, are properly certified and licensed under the laws and regulations of the State of California to provide the special services agreed to Withholding for Non-Resident Contractor: Pursuant to California Revenue and Taxation Code Section 18662, payments made to nonresident independent contractors, including corporations and partnerships that do not have a permanent place of business in this state, are subject to 7 percent state income tax withholding. Withholding is required if the total yearly payments made under this contract exceed $1,

93 Unless the Franchise Tax Board has authorized a reduced rate or waiver of withholding and SCLTC is provided evidence of such reduction/waiver, all nonresident contractors will be subject to the withholding. It is the responsibility of the Contractor to submit the Waiver Request (Form 588) to the Franchise Tax Board as soon as possible in order to allow time for the Franchise Tax Board to review the request Compliance with Child, Family and Spousal Support Reporting Obligations: Contractor s failure to comply with state and federal child, family and spousal support reporting requirements regarding contractor s employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment relating to child, family and spousal support obligations shall constitute a default under this Contract. Contractor s failure to cure such default within ninety (90) days of notice by SCLTC shall be grounds for termination of this Contract Conflict of Interest: Contractor covenants that it presently has no interest and shall not acquire an interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor further covenants that, in the performance of this Contract, no subcontractor or person having such an interest shall be used or employed. Contractor certifies that no one who has or will have any financial interest under this contract is an officer or employee of SCLTC Compliance with Applicable Laws: Contractor shall use the proper standard of care in performing the Services and shall comply with all applicable federal, state and local laws now or hereafter in force, and with any applicable regulations, in performing the work and providing the services specified in this Contract. This obligation includes, without limitations, the acquisition and maintenance of any permits, licenses, or other entitlements necessary to perform the duties imposed expressly or impliedly under this Contract Bankruptcy: Contractor shall immediately notify SCLTC in the event that Contractor ceases conducting business in the normal manner, becomes insolvent, makes a general assignment for the benefit of creditors, suffer or permits the appointment of a receiver for its business or assets, or avails itself of, or becomes subject to, any proceeding under the Federal Bankruptcy Act or any other statute of any state relating to insolvency or protection of the rights of creditors. ARTICLE 6. OBLIGATIONS OF COUNTY 6.01 Cooperation of SCLTC: SCLTC agrees to comply with all reasonable requests of Contractor (to provide reasonable access to documents and information as permitted by law) necessary to the performance of Contractor s duties under this Contract. ARTICLE 7. TERMINATION 7.1 Termination on Occurrence of State Events: This Contract shall terminate automatically on the occurrence of any of the following events:

94 1. Bankruptcy or insolvency of Contractor 2. Death of Contractor 7.2 Termination by SCLTC for Default of Contractor: Should Contractor default in the performance of this Contract or materially breach any of its provisions, SCLTC, at SCLTC s option, may terminate this Contract by giving written notification to Contractor. 7.3 Termination for Convenience of SCLTC: SCLTC may terminate this Contract at any time by providing a notice in writing to Contractor that the Contract is terminated. Said Contract shall then be deemed terminated and no further work shall be performed by Contractor. If the Contract is so terminated, the Contractor shall be paid for that percentage of the phase of work actually completed, based on a pro rata portion of the compensation for said phase satisfactorily completed at the time of notice of termination is received. 7.4 Termination of Funding: SCLTC may terminate this Contract in any fiscal year in that it is determined there is not sufficient funding. California Constitution Article XVI Section 18. ARTICLE 8. GENERAL PROVISIONS 8.1 Notices: Any notices to be given hereunder by either party to the other may be effected either by personal delivery in writing or by mail, registered or certified, postage prepaid or return receipt requested. Mailed notices shall be addressed to the parties at the addresses appearing in the introductory paragraph of this Contract, but each party may change the address by written notice in accordance with the paragraph. Notices delivered personally will be deemed communicated as of actual receipt; mailed notices will be deemed communicated as of two (2) days after mailing. 8.2 Entire Agreement of the Parties: This contract supersedes any and all contracts, either oral or written, between the Parties hereto with respect to the rendering of services by Contractor for SCLTC and contains all the covenants and contracts between the parties with respect to the enduring of such services in any manner whatsoever. Each Party to this Contract acknowledges that no representations, inducements, promises, or contract, orally or otherwise, have been made by any party, or anyone acting on behalf of any Party, which are not embodied herein, and that no other contract, statement, or promise not contained in this Contract shall be valid or binding. Any modification of this Contract will be effective only if it is in writing signed by the Party to be charged and approved by the SCLTC as provided herein or as otherwise required by law. 8.3 Partial Invalidity: If any provision in this Contract is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provision will nevertheless continue in full force without being impaired or invalidated in any way. 8.4 Attorney s Fees: If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Contract, the prevailing Party will be entitled to reasonable attorney s fees, which may be

95 set by the court in the same action or in a separate action brought for that purpose, in addition to any other relief to which that party may be entitled. 8.5 Conformance to Applicable Laws: Contractor shall comply with the standard of care regarding all applicable federal, state and county laws, rules and ordinances. Contractor shall not discriminate in the employment of persons who work under this contract because of race, the color, national origin, ancestry, disability, sex or religion of such person. 8.6 Waiver: In the event that either SCLTC or Contractor shall at any time or times waive any breach of this Contract by the other, such waiver shall not constitute a waiver of any other or succeeding breach of this Contract, whether of the same or any other covenant, condition or obligation. 8.7 Governing Law: This Contract and all matters relating to it shall be governed by the laws of the State of California and the County of Siskiyou and any action brought relating to this Contract shall be brought exclusively in a state court in the County of Siskiyou. 8.8 Reduction of Consideration: Contractor agrees that SCLTC shall have the right to deduct from any payments contracted for under this Contract any amount owed to SCLTC by Contractor as a result of any obligation arising prior or subsequent to the execution of this contract. For purposes of this paragraph, obligations arising prior to the execution of this contract may include, but are not limited to any property tax, secured or unsecured, which tax is in arrears. If SCLTC exercises the right to reduce the consideration specified in this Contract, SCLTC shall give Contractor notice of the amount of any off-set and the reason for the deduction. 8.9 Negotiated Contract: This Contract has been arrived at through negotiation between the parties. Neither party is to be deemed the party which prepared this Contract within the meaning of California Civil Code Section Each party hereby represents and warrants that in executing this Contract it does so with full knowledge of the rights and duties it may have with respect to the other. Each party also represents and warrants that it has received independent legal advice from its attorney with respect to the matters set forth in this Contract and the rights and duties arising out of this Contract, or that such party willingly foregoes any such consultation Time is of the Essence: Time is of the essence in the performance of this Contract Materiality: The parties consider each and every term, covenant, and provision of this Contract to be material and reasonable Authority and Capacity: Contractor and Contractor s signatory each warrant and represent that each has full authority and capacity to enter into this Contract Binding on Successors: All of the conditions, covenants and terms herein contained shall apply to, and bind, the heirs, successors, executors, administrators and assigns of Contractor. Contractor and all of Contractor s heirs, successors, executors, administrators, and assigns shall be jointly and severally liable under the Contract Cumulation of Remedies: All of the various rights, options, elections, powers and remedies of the parties shall be construed as cumulative, and no one of them exclusive of any other or of any other legal or equitable remedy which a party might otherwise have in the event of a breach or default of any condition,

96 covenant or term by the other party. The exercise of any single right, option, election, power or remedy shall not, in any way, impair any other right, option, election, power or remedy until all duties and obligations imposed shall have been fully performed No Reliance On Representations: Each party hereby represents and warrants that it is not relying, and has not relied upon any representation or statement made by the other party with respect to the facts involved or its rights or duties. Each party understands and agrees that the facts relevant, or believed to be relevant to this Contract, may hereunder turn out to be other than, or different from the facts now known to such party as true, or believed by such party to be true. The parties expressly assume the risk of the facts turning out to be different and agree that this Contract shall be effective in all respects and shall not be subject to rescission by reason of any such difference in facts. Executed in Yreka, California, on the date and year first above written. Contractor: Siskiyou County Local Transportation Commission By: Date: Taxpayer ID: By: Chair ATTEST: Melissa Cummins, Executive Director By APPROVED AS TO LEGAL FORM: Gregory P Einhorn, Legal Counsel APPROVED AS TO ACCOUNTING FORM: Fund 2506 Organization Account Jennie Ebejer, Auditor-Controller APPROVED AS TO INSURANCE REQUIREMENTS Ann Merkle, Risk Management

97 Agenda Worksheet TO: SISKIYOU COUNTY LOCAL TRANSPORTATION COMMISSION DATE: October 11, 2016 SUBJECT: Agenda Item # 10 Financing for the California Statewide Local Streets and Roads Needs Assessment Resolution #16-12 SUMMARY (Description of Issue): Please refer to the enclosed letter and formula chart regarding a request for financial assistance for the 2016 and 2018 California Statewide Local Streets and Roads Needs Assessment. The previously funded reports can be viewed at The last request for funding was presented to the Commission on October 4, Staff is seeking direction from the Commission regarding the requested contribution of $ RECOMMENDED ACTION: Direction to staff regarding a financial contribution for the California Statewide Local Streets and Roads Needs Assessment. Approve Resolution #

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