Authorize manager to negotiate Stantec SW 82 Ave complete streets agreement

RESOLUTION NO. 2023- A RESOLUTION OF THE VILLAGE OF PINECREST, FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO AN AGREEMENT WITH STANTEC FOR SW 82 AVE COMPLETE STREETS PLANNING PROJECT; PROVIDING FOR AN EFFECTIVE DATE.

BE IT RESOLVED BY THE VILLAGE COUNCIL OF PINECREST, FLORIDA, AS FOLLOWS: Section 1. That the Village Council hereby authorizes the Village Manager to enter into the attached agreement with Stantec for SW 82 Ave, Complete Streets Planning Project. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 14th day of February, 2023. Joseph M. Corradino, Mayor Attest: ____________________________ Priscilla Torres, CMC Village Clerk Approved as to Form and Legal Sufficiency: ____________________________ Mitchell Bierman Village Attorney Consent Agenda Stantec Consulting Services Inc. 901 Ponce de Leon Boulevard, Suite 900, Coral Gables FL 33134-3070 February 2, 2023 Attention: Mr. David J. Mendez, PE Public Works Director Village of Pinecrest Office of Public Works 10800 Red Road Pinecrest, Florida 33156 dmendez@pinecrest-fl.gov Dear Mr. David J. Mendez, PE: Reference: SW 82nd Avenue Complete Street Planning Project We are pleased to present this proposal for professional consulting services to the Village of Pinecrest (the “Village”) for the SW 82nd Avenue Complete Streets Planning Project. We understand that the Village is interested in improving non-motorized activity along the project corridor. The project will expand upon the Village-wide Transportation Master Plan by engaging the public regarding alternative treatments at the project location. This project will include review of a survey of the area, preparation of conceptual plans, and conducting a robust public engagement process. The deliverable will be a preliminary design that maximizes the use of the existing infrastructure and adjacent right of way, provide new pavement alternatives, intersection improvements such as ADA enhancements, and improvements to drainage, sidewalks/paths, and landscaping. SCOPE OF SERVICES The Scope of Services for this traffic study includes the following tasks: 1.0 Pre-Study Scoping The CONSULTANT will review and confirm the overall motivation for conducting the study with VILLAGE staff and identify if the study would conform to NEPA requirements. This will include a kick-off meeting between CONSULTANT team and the VILLAGE. The CONSULTANT team participating in the meeting will include three staff members which consist of the Project Manager. The meeting is expected to be virtual and require approximately 2 hours of meeting time. 2.0 Document Existing Conditions The intent of this task is to comprehensively understand the existing geometrical and mobility characteristics. The existing conditions analysis will include a review of previous and relevant planning documents such as the Village-wide Transportation Master Plan and the previous conceptual plan for the area, an assessment of the existing topographic and right of way survey from 2017 and as-built plans, performing a field review with two CONSULTANT staff members, processing a sunshine 811 utility design ticket, establishing preliminary design criteria of typical section features, conducting traffic and crash data collection, and performing traffic and safety analysis. The traffic data collection will include 48-hour volume counts and 8 hour Turning Movement Counts (TMCs) (4 hours during the AM peak period and 4 hours during the PM peak period) at three intersections (SW 82nd Avenue at SW 120 Street, SW 122 Street, and SW 124 Street). The 48-hour volume counts will be located along SW 82nd Avenue south of SW 120th Street to understand the traffic variations throughout the day. The intersection TMCs will be taken in 15-minute increments and include vehicles, trucks, bicyclists, and pedestrians. February 2, 2023 Page 2 of 4 Reference: SW 82nd Avenue Complete Street Planning Project Intersection traffic analysis will be performed using Synchro software. Three intersections will be modeled during the AM and PM peak hours (SW 82nd Avenue at SW 120 Street, SW 122 Street, and SW 124 Street). Multimodal data will be qualitatively assessed. Crash data will be obtained for the most recent five year period from one source (i.e., Florida Department of Transportation State Safety Office GIS tool or Signal 4 Analytics). The data will be reviewed and cleaned, as necessary. Crash patterns will be evaluated and will include crash severity, crash type, crashes by weather conditions, pavement conditions, and lighting conditions, crashes involving multimodal users, and crash locations. 3.0 Project Future Conditions The CONSULTANT will project future traffic demand and evaluate conditions for a design year conditions (20-year after an opening year determined by the VILLAGE). The projections will be based on historical traffic trends, Southeast Florida Regional Planning Model (SERPM) growth between base year and future year models, and a review of approved development activity within the VILLAGE. The historical traffic trend analysis will utilize three nearby traffic count stations. A growth rate analysis will be performed, and the selected growth rate will be applied to existing traffic data to project future traffic conditions. Traffic projections will be balanced and checked for reasonableness. The future No-Action conditions will be evaluated with Synchro software at three intersections during the AM and PM peak hours. 4.0 Identify Issues and Opportunities This task includes conducting a one-day charette and developing the project purpose and need. The charette will be a one-day event at the VILLAGE government offices or a similar public office space which is near the project location. This will be an “open” event where community members can work alongside consultant engineers and VILLAGE staff to provide feedback on potential issues and opportunities. The charette planning will be conducted at a preparation meeting between the CONSULTANT and the VILLAGE. The meeting will be used to determine the charette approach and identify the community participants to be invited such as community leaders, residents, stakeholders, and businesses. The VILLAGE will provide invitation notifications through various means such as email blasts, notification letters, and Village of Pinecrest website announcements. The CONSULTANT will prepare an online survey which will be provided at the charette. This survey could also be available in hard copy format. The CONSULTANT will print a basemap of the project corridor and an aerial map with issue identification from the existing and future conditions analysis. Two other graphical displays will be prepared based on coordination with the Village. The CONSULTANT will also prepare sign- in sheet. The CONSULTANT team will include four staff members that will participate in the all-day event. At the event, the CONSULTANT team will work with community members and stakeholders to understand issues and identify potential opportunities and improvements. Following the charette, the CONSULTANT will prepare a concise meeting summary and debrief the VILLAGE on next steps. The meeting summary will include the identification of issues and opportunities. After the debrief with the VILLAGE, and the CONSULTANT will prepare a preliminary purpose and need statement. 5.0 Formulate Potential Solutions The CONSULTANT will identify up to 10 potential solutions to address the purpose and need. This may include concepts of the treatments, identification of trade-offs, and preliminary cost estimates. The CONSULTANT will meet with Village staff on the potential solutions. The CONSULTANT will prepare a February 2, 2023 Page 3 of 4 Reference: SW 82nd Avenue Complete Street Planning Project presentation and present at the Village government building. The presentation will focus on the issues and opportunities identified form the charette, the preliminary purpose and need statement, and the treatments identified in this task. 6.0 Evaluate and Compare Potential Solutions The CONSULTANT will screen and evaluate up to 10 treatments and document the outcome from the public involvement activities in a draft Concept Evaluation report. The analysis will also include two alternative intersection treatments using Synchro analysis, as needed. 7.0 Define, Package and Prioritize Alternatives for Advancement The CONSULTANT will define, package, and prioritize alternatives for advancement in a draft Concept Evaluation report. This will include a review of alternatives based on cost estimates and operations and maintenance considerations. 8.0 Document Decisions and Prepare Action Plan The CONSULTANT, with VILLAGE staff input, will select the recommended treatments. The CONSULTANT will update a final draft version of a concise Concept Evaluation report with conceptual images. The CONSULTANT will prepare a presentation and present the study overview and recommendations to the Village Council. Afterwards, the CONSULTANT will finalize the concise Concept Evaluation report. The CONSULTANT will also present the recommendations to one Miami-Dade Transportation Planning Organization (TPO) committee. It is expected that the Village Council presentation will be repurposed for the TPO meeting. DELIVERABLES The following deliverables will be included with this project: x Concept Evaluation report with concept images EXCLUSIONS x New survey of the roadway. The project team has access to a topographic and right of way survey of the project limits from the year 2017. x Community notifications for public engagement described in this proposal. It is assumed that the Village of Pinecrest will perform community notification activities which may include email blasts, notification letters, and Village of Pinecrest website announcements. x Charette and public meeting space. It is assumed that the Village of Pinecrest government offices or similar public space will be used for the meetings at no cost to project team. February 2, 2023 Page 4 of 4 Reference: SW 82nd Avenue Complete Street Planning Project PROJECT COST The contract fee is provided in the table below. Service Fee Fee Type 1.0 Pre-Study Scoping $3,000.00 2.0 Document Existing Conditions $6,000.00 2.0 Document Existing Conditions – Traffic Data Collection Estimate $2,300.00 3.0 Project Future Conditions $4,000.00 4.0 Identify Issues and Opportunities $22,000.00 5.0 Formulate Potential Solutions $9,000.00 6.0 Evaluate and Compare Potential Solutions $8,000.00 7.0 Define, Package and Prioritize Alternatives for Advancement $5,000.00 8.0 Document Decisions and Prepare Action Plan $9,000.00 Grand Total $68,300.00 Fixed Fee TERMS AND CONDITIONS The terms and conditions are based on the executed Professional Services Agreement between the Village of Pinecrest and Stantec Consulting Services Inc. dated February 12, 2021. We look forward to working together on this project. Should you have any questions, or need additional information, please do not hesitate to contact me, or the Project Manager – Chris Benitez at 786-459-4907 or chris.benitez@stantec.com. Sincerely, Stantec Consulting Services Inc. Sean Compel, P.E., LEED AP, ENV SP Principal Direct: 305 445-2900 x 2230 Direct: 786 437-6268 ext Mobile: 786 502-0770 sean.compel@stantec.com Stantec Consulti Sean Compel, P.E Compel, Sean Digitally signed by Compel, Sean Date: 2023.02.03 11:04:51 -05'00' DATE: February 7, 2023 TO: The Honorable Mayor and Members of the Village Council FROM: Yocelyn Galiano, ICMA CM, Village Manager RE: Resolution for Agreement for SW 82 Ave, Complete Streets Planning Project ______________________________________________________________________ Attached for your consideration, please find a planning proposal dated February 2, 2023 from Stantec for Pre-Study Scoping, Existing Conditions Documentation, Project Future Conditions, Identify Issues and Opportunities, Formulate Potential Solutions, Evaluate and Compare Potential Solutions, Define, Package and Prioritize Alternatives for Advancement, Document Decisions and Prepare Action Plan, and provide Concept Evaluation Report. The subject consultant is one of several firms that have been selected by the Village based on an RFQ for Civil Engineering Services. During Fiscal Year 2022, the Village secured $55,000 from the County’s Municipal Grant Program for the subject project. As part of the grant requirements the Village is obligated to cover 20% of the project cost which is approximately $13,300. I hereby respectfully recommend the Village Council adopt the attached resolution authorizing the Village Manager to execute an agreement for planning study services for SW 82nd Ave with Stantec in the amount of $68,300.