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City of Santa Ana | First Street Multimodal Boulevard Study
<br />RFP NO. 25-029 | B. Services Provided
<br />01
<br />Scope of Work
<br />To develop the scope of work for this project, the HDR team reviewed
<br />the memorandum of understanding (MOU) between the City and the
<br />Orange County Transportation Authority (OCTA) regarding REAP 2.0
<br />grant funding, as well as the City’s Mobility Element and the Santa Ana
<br />Transit Cooperative Study. Our scope of work details the approach,
<br />innovative tools, and unique solutions HDR will bring to the City in order
<br />to successfully complete the tasks outlined in the RFP and fulfill the
<br />grant requirements.
<br />Task 1: Project Management
<br />1.1 Administration and Project Management
<br />HDR understands that successful delivery of this project will require
<br />a well-defined Project Management Plan (PMP) that includes clear
<br />communication protocols, defined expectations, regular coordination,
<br />and a detailed project schedule. The City will have an opportunity to
<br />review the PMP and provide comments before it is finalized. HDR’s
<br />management team will regularly review the PMP, scope, and schedule to
<br />confirm the project stays on track. The City will receive monthly project
<br />status reports with our invoices, as well as during Project Development
<br />Team (PDT) meetings (Task 1.2).
<br />Project Organization and Communications
<br />To facilitate ease of access and review, the HDR team will use a
<br />SharePoint site to organize and maintain meeting materials and utilize
<br />OneNote for preparing and sharing meeting minutes. This shared online
<br />space will consolidate deliverables and key information, making them
<br />easily accessible. Unless otherwise requested by the City, all documents
<br />will be prepared in Microsoft formats (Word, Excel, Project, PowerPoint,
<br />Teams, SharePoint), Adobe formats (PDF, Illustrator, Photoshop), or Esri
<br />formats (ArcGIS Pro). Design will be completed in AutoCAD. No other
<br />formats will be used without prior approval from the City.
<br />Project Branding
<br />HDR will develop a branding and style guide that will be submitted for
<br />City review and approval. This guide will provide a plan for consistency
<br />across the materials presented to the community and the City (e.g.,
<br />reports, maps, presentations, outreach materials, and other documents).
<br />We will create and disseminate an electronic toolkit (e-toolkit) for
<br />stakeholders to share feedback opportunities, meeting announcements,
<br />and vital information within their networks. The e-toolkit will include easily
<br />distributable and customized options for emails, website content, and social
<br />media posts, which are further detailed in Task 3.2.
<br />1.2 Kick-Off Meeting and PDT Meetings
<br />Prior to contract execution, HDR will schedule an in-person kick-off
<br />meeting, which will include a corridor tour to gather input from City staff.
<br />Having familiarized ourselves with the Transit Cooperative Study and
<br />the City’s Mobility Element and Vision Zero plans, we will be prepared
<br />to discuss how these documents integrate into the City’s vision and
<br />expectations for this corridor. We will use this time to define project success
<br />and collect information on potential concerns or anticipated roadblocks.
<br />Following the kick-off meeting, HDR will schedule monthly PDT meetings,
<br />which will be held virtually unless otherwise requested by the City. The
<br />purpose of PDT meetings is to review the schedule, progress, provide
<br />direction, answer questions, and coordinate upcoming meetings. HDR will
<br />be responsible for scheduling meetings, preparing materials, and presenting
<br />information. To save time, we recommend the City identify members of the
<br />PDT prior to contract execution.
<br />1.3 Agency Project Oversight
<br />Comprised of key City staff, OCTA staff, and key stakeholders, an Agency
<br />Project Oversight committee will be formed. This group will be responsible
<br />for reviewing progress, processes, and providing technical input. Whereas
<br />the PDT is focused on the management and overall delivery of the project,
<br />this committee will be focused on technical deliverables and will be
<br />responsible for providing direction to the project team. We anticipate these
<br />meetings to occur approximately once per month, and recommend they
<br />align with key points in the project review and decision making process. No
<br />less than 10 meetings will be held over the course of the project, and they
<br />will be held in-person unless otherwise requested.
<br />1.4 REAP Reporting
<br />At the initial Agency Project Oversight meeting, HDR will lead a discussion
<br />to establish goals and objectives. As this project is funded through REAP
<br />2.0 funds, HDR anticipates that goals will focus on connecting low-income
<br />residents to goods and services in the community through improved
<br />and reliable transportation options. HDR will assist the City in preparing
<br />a monthly summary to OCTA, which will include a summary of progress
<br />towards the goals and objectives as defined by the measurements of
<br />success. This information will be discussed during PDT meetings and will be
<br />included in monthly invoices to the City.
<br />Task 2: Existing Condition Analysis & Assessment
<br />2.1 Data Collection
<br />Following the project kick-off meeting, HDR will initiate four key categories
<br />of data collection: 1) developing base map data, 2) collecting travel patterns
<br />and volumes data, 3) evaluating safety, and 4) understanding mobility
<br />challenges through field assessment and visual observation.
<br />2.1.1 Base Mapping
<br />HDR will use LiDAR surveying to collect existing roadway data. LiDAR
<br />generates a three-dimensional model and creates a digital layout of
<br />existing conditions with fine levels of detail, such as locations of signs,
<br />trees, drainage inlets, signing, striping, street lighting, traffic signal poles,
<br />sidewalks, medians, and other physical objects within the roadway. Once
<br />the LiDAR survey is completed, HDR will refine the maps and clean up any
<br />inconsistencies in the line work by field reviewing the conditions compared
<br />to the initial base map.
<br />B. Services Provided
<br />HDR prepared e-toolkit content for the SoCalGas Climate
<br />Adaptation Program, which delivered equity-focused outreach
<br />efforts through compensated CBO partnerships.
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