HomeMy WebLinkAboutA049 - Motion recommending Ames City Council approval of PSA with Toole Design Group for creation of a Safe Routes to School PlanITEM #:5
DATE:05-26-26
DEPT:AAMPO
SUBJECT:PROFESSIONAL SERVICES AGREEMENT WITH TOOLE DESIGN GROUP,
LLC FOR SAFE ROUTES TO SCHOOL PLAN
TRANSPORTATION POLICY COMMITTEE ACTION FORM
BACKGROUND:
The Ames Area Metropolitan Planning Organization's (AAMPO's) Metropolitan Transportation
Plan, Ames Connect 2050, and the City of Ames Bicycle-Pedestrian Master Plan, Walk Bike
Roll Ames , both identify the need to develop a Safe Routes to School (SRTS) Plan for the
region.
The SRTS Plan will identify strategies, programs, and infrastructure improvements that
enhance safety and accessibility for students walking and bicycling to school. The plan will
include all 11 public primary and secondary schools located within the AAMPO planning
area, including schools in both the Ames Community School District and Gilbert
Community School District.
Funding for development of the SRTS Plan is available as follows:
Source Amount
AAMPO Federal Planning Funds $48,000
City of Ames 2026/27 Transportation Planning Program
(Road Use Tax Fund)$12,000
Total:$60,000
CONSULTANT SELECTION:
Following applicable federal and state-mandated purchasing requirements to allow use of
federal planning funds, the AAMPO solicited proposals for the development of the SRTS Plan.
On January 8, 2026, staff released a Request for Proposals, with a due date for submittals of
February 5, 2026. The Request for Proposals required that no cost or fee be included
with the proposal submittal in accordance with federal requirements for a strictly
qualifications-based selection process.
A project selection team reviewed the received proposals using the following criteria:
Proposal Evaluation Criteria Weight
Project Understanding & Approach 50%
Previous Experience 15%
Project Team & Key Personnel 15%
Understanding of AAMPO 10%
Project Management 10%
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The scores for the received proposals, utilizing the above criteria, are as follows:
Rank Firm(s)Score
1 Toole Design (Prime), HDR 93
2 MSA 86
Given the above rankings, staff has negotiated a contract (see attached) with the highest-
ranked firm, Toole Design Group, LLC. The negotiated agreement has a not-to-exceed
amount of $60,000.
The City of Ames is intended to be the lead agency on the project. The AAMPO Policy
Committee is being asked to recommend that the Ames City Council award this work to
Toole Design Group, LLC. The Ames City Council will be asked to consider this
recommendation at a City Council meeting in June 2026.
PROJECT SCOPE & SCHEDULE:
The key services the consultant will perform include the following:
Assess existing conditions around each public primary and secondary school within the
AAMPO planning area. This will include review of existing Safe Routes to School maps,
state and national best practices, student-related data as available, pickup/drop-off
circulation patterns, crossing guard locations, observed pedestrian and bicycle
behaviors, infrastructure gaps, and safety concerns.
Gather and review data within approximately one-half mile of each school, including
crash data, vehicle counts, speed limit data, pedestrian and bicycle counts, and existing
sidewalk, trail, and crossing locations and conditions.
Identify needs and opportunities around each school, including infrastructure gaps and
deficiencies, barriers, conflict points, crash trends, and priority Safe Routes to School
routes. The consultant will also identify education and encouragement program
opportunities and develop a prioritization framework for scoring and ranking projects.
Develop recommendations and an implementation plan, including a prioritized list of
infrastructure projects, planning-level cost estimates, potential funding sources,
responsible implementing agencies, sample policies and programs, and a high-level
framework for tracking progress after plan adoption.
Conduct stakeholder and public engagement, including interviews with school principals
and/or other school administrative staff, an online survey for students and parents, and
in-person public feedback opportunities.
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Create a Safe Routes to School Plan based upon the aforementioned research,
analyses, and outreach efforts.
The full scope of work can be found as Attachment A in the attached agreement.
The currently anticipated schedule for the project is:
July 2026: Begin Project
July-August 2026: Initial Outreach to Schools
January 2027: SRTS Plan Workshop with AAMPO Transportation Technical Committee
April 2027: Draft SRTS Plan Presentations to AAMPO Transportation Technical and
Policy Committees
May 2027: Final SRTS Plan Adoption
A more detailed schedule can be found on the final page of the attached agreement.
ALTERNATIVES:
1. Recommend that the City of Ames approve the Professional Services Agreement with
Toole Design Group, LLC of Minneapolis, Minnesota for creation of a Safe Routes to
School Plan in an amount not to exceed $60,000.
2. Direct staff to negotiate an agreement with the next highest ranked firm.
MPO DIRECTOR'S RECOMMENDED ACTION:
The development of a Safe Routes to School Plan will assist the AAMPO, City of Ames, City
of Gilbert, Ames Community School District, and Gilbert Community School District in
identifying infrastructure improvements, programs, policies, and implementation strategies that
support safer and more accessible walking and bicycling routes to schools within the AAMPO
planning area.
Toole's proposal demonstrated a strong understanding of the project scope and the needs of
the AAMPO planning area. Its previous work on the City of Ames’ Walk Bike Roll Ames Plan,
along with HDR’s previous work on the AAMPO’s Ames Connect 2050 Plan and
Comprehensive Safety Action Plan, will also be valuable for creating the SRTS Plan.
The Ames City Council will consider this item at a future meeting based upon the
recommendation of the Policy Committee.
Given the project selection team's scoring identifying Toole's proposal as the most qualified, it
is the recommendation of the MPO Director that the Transportation Policy Committee adopt
Alternative No. 1.
ATTACHMENT(S):
SRTS Plan PSA Agreement w Toole Design.pdf
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v10 2025
Contract for Professional Services Between:
City of Ames (“Client”) and
Toole Design Group, LLC (“TOOLE”)
1. Project Overview:
Project Name: Ames Area MPO Safe Routes to
School Plan
TOOLE Project Number: 00MSP.00376
Client Name: City of Ames
Contract Effective Date: July 1, 2026
2. Project Information:
TOOLE Budget: $60,000
Term of Agreement: July 1, 2026-June 30, 2027
Project Location: Ames, IA
3. TOOLE Project Manager:
Name: Shaun Murphy Lopez
Email: smurphylopez@tooledesign.com
Phone: (612) 482-0547
4. Client Project Manager:
Client Organization: City of Ames
Name: Kyle Thompson, P.E., PTP
Email: Kyle.thompson@cityofames.org
Phone: (515) 239-5169
5. TOOLE Main Office Contact Information:
Admin/Finance Address:
One Inventa Place, West Tower, Suite 950
Silver Spring, MD 20910
Phone: (301) 927-1900
Contracts: Contracts@tooledesign.com
6. Terms and Conditions:
Except to the extent modified by Amendments (if
applicable), Terms and Conditions attached
incorporated here shall apply.
Exhibits/Attachments:
• Terms and Conditions
• Attachment A - Scope of Work
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AGREEMENT BETWEEN
CITY OF AMES
and
TOOLE DESIGN GROUP, LLC
TOOLE# 00MSP.00376
This Agreement is made as of June 9, 2026, between Toole Design Group, LLC (“TOOLE”)
having its principal office of business at One Inventa Place, West Tower, Suite 950, Silver Spring,
MD 20910, and the City of Ames (“Client”), (collectively the “Parties”) having its principal office
of business at 515 Clark Ave., Ames, IA 50010.
AGREEMENT
TOOLE and Client agree as follows:
1. Work may begin no earlier than July 1, 2026.
2. This Agreement does not establish a joint-venture, partnership or principal-agent relationship
between TOOLE and Client.
3. The scope of this Agreement (the “Project” or “Services”) and time period of performance are
as indicated in Attachment A.
4. Client shall compensate TOOLE by paying a lump sum fee with a not-to-exceed amount of
$60,000. This is based on the project approach and schedule as further described in Attachment
A. If any changes to the project approach and schedule cause a significant impact on the initial
lump sum amount, Toole will notify Client in writing and work with Client on an amendment
to the lump sum amount. If the lump sum amount has been reached, TOOLE reserves the right
to stop work until a written amendment has been executed by both Parties.
5. TOOLE shall submit invoices (no more frequently than once per month) based on the
percentage of work completed during that time period, supported by progress for each task or
milestone as defined in Attachment A. Payments shall reflect work actually performed and
shall not constitute advance payment. Client shall pay TOOLE within thirty (30) days after
receipt of invoice. Should the Client fail to make timely payment, TOOLE reserves the right
to stop work until payment is received.
6. This Agreement shall automatically terminate on June 30, 2027. Before this official date of
termination, the obligation to provide further services under this Agreement may be terminated
by either party upon five (5) business days’ written notice in the event of substantial failure by
the other party to perform in accordance with the terms hereof through no fault of the
terminating party. Upon any termination, TOOLE will be paid for all services completed to
the date of termination.
7. Client shall arrange for access to and make all provisions for TOOLE to enter upon public and
private property as required for TOOLE to perform the Services. TOOLE shall be able to
reasonably rely on any data or information provided by the Client necessary to perform the
Services under this Agreement.
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8. Client shall give written notice to TOOLE whenever Client becomes aware of any development
that affects the scope or timing of TOOLE’s Services.
9. Financial records of TOOLE pertinent to TOOLE’s compensation and payments under this
Agreement will be kept in accordance with generally accepted accounting practices.
10. TOOLE shall maintain all records (including electronic records) in regard to this Agreement
readily available and in legible form. TOOLE shall maintain all books, papers, records,
accounting records, files, accounts, reports, cost proposals with backup data, and all other
material relating to direct costs charged to this Project, and shall make all such material
available at any reasonable time during the term of work on the Project and for three (3) years
from the date of final payment to TOOLE auditing, inspection, and copying upon Client’s
request.
11. Any official notice or other communication required hereunder shall be sent by certified mail
(return receipt requested), and/or other methods as mutually agreed upon, and shall be deemed
given on the date which such notice is received.
To Contractor at: Toole Design Group, LLC
One Inventa Place, West Tower, Suite 950
Silver Spring, MD 20910
To Client at: City of Ames
515 Clark Ave.
Ames, IA 50010
12. TOOLE has or shall procure and maintain insurance for protection from 1) claims under
workers’ compensation acts, 2) from claims for damages because of bodily injury including
personal injury, sickness, disease or death of any and all employees or of any person other than
such employees, and 3) from claims or damages resulting from damage to, loss of use of, and/or
destruction of property. TOOLE shall also procure and maintain professional liability
insurance for protection from claims arising out of performance of professional services caused
by its negligent acts, errors, or omissions. TOOLE shall maintain this insurance at least until
the completion of TOOLE’s services.
13. To the fullest extent permitted by law, Client and TOOLE each agree to indemnify the other
party and the other party’s officers, directors, partners, employees, and representatives, from
and against losses, damages, and judgments arising from claims by third parties, including
reasonable attorneys’ fees and expenses recoverable under applicable law, but only to the
extent they are found to be caused by a negligent act, error, or omission of the indemnifying
party or any of the indemnifying party’s officers, directors, members, partners, agents,
employees, or subconsultants in the performance of services under this Agreement. If claims,
losses, damages, and judgments are found to be caused by the joint or concurrent negligence
of Client and TOOLE, they shall be borne by each party in proportion to its negligence.
14. If this Agreement provides for any construction phase services by TOOLE, it is understood
that the Contractor, not TOOLE, is responsible for the construction of the project, and that
TOOLE is not responsible for the acts or omissions of any contractor, subcontractor or material
supplier; for safety precautions, programs or enforcement; or for construction means, methods,
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techniques, sequences and procedures employed by the Contractor.
15. The standard of care for all professional services performed or furnished by TOOLE under this
Agreement will be the skill and care used by members of TOOLE’s profession practicing under
similar circumstances at the same time and in the same locality. TOOLE makes no warranties,
express or implied, under this Agreement or otherwise, in connection with TOOLE’s services.
16. Any dispute resolution process will be governed by the procedures outlined in this Agreement.
Any disputes relating to this Agreement shall be submitted to a senior representative of each
Party who shall have the authority to enter into an agreement to resolve the dispute
(“Representative”). The Representatives shall not have been directly involved in the
performance of the Services and shall negotiate in good faith. If the Representatives are unable
to resolve the dispute within three weeks or within such longer time period as the
representatives may agree, the dispute may be decided by alternative forms of dispute
resolution (such as neutral mediation) as mutually agreed or either Party may then pursue its
respective rights in law or equity. No written or verbal representation made by either Party in
the course of any discussions between the Representatives or other settlement negotiations
shall be deemed to be a party admission.
17. This Agreement shall be governed by and constructed and enforced in accordance with the
laws of the State of Iowa.
18. If any legal proceedings should be instituted by either party to enforce the terms of this
Agreement or to determine the rights of the partied hereto, each party shall pay for their own
attorney’s fees, expert witness fees, and costs.
19. Force majeure shall be any acts of God or the public enemy; compliance with any order, rule,
regulation, decree, or request of any governmental authority or agency or person purporting to
act therefore; acts of war, public disorder, rebellion, terrorism, or sabotage; floods, hurricanes,
or other storms; strikes or labor disputes; or any other cause, whether or not of the class or kind
specifically named or referred to herein, not within the reasonable control of the Party affected.
A delay in or failure of performance of either Party shall not constitute a default hereunder nor
be the basis for, or give rise to, any claim for damages, if and to the extent such delay or failure
is caused by force majeure.
20. Client and TOOLE shall not be liable to each other for indirect, incidental, special, economic
consequential, or punitive damages of any kind (including but not limited to lost profits and
operation costs).
21. In the event that any term or condition of this Agreement is held to be illegal, invalid, or
unenforceable under the Law, such term or condition shall be deemed severed from this
Agreement and the remaining terms and conditions shall remain unaffected and thereby
continue in full force.
22. This Agreement represents the entire integrated agreement between TOOLE and Client and
supersedes and replaces all of the terms and conditions of any prior agreements, arrangements,
negotiations, or representations, written or oral, which have not been specifically incorporated
by reference herein with respect to this Agreement. This Agreement may be changed, modified
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or altered only by written agreement of the parties.
IN WITNESS WHEREOF, the Parties hereto have made, executed and agreed to this Agreement
as the day and year first above written.
Toole Design Group, LLC City of Ames
By: By:
Name: Ciara Schlichting Name: John Haila
Title: Director of Operations, Midwest Title: Mayor of City of Ames
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1AAMPO SAFE ROUTES TO SCHOOL PLAN | TOOLE DESIGN
1 PROJECT UNDERSTANDING AND APPROACH
PROJECT UNDERSTANDING
The Ames Area MPO desires to create a SRTS Plan that
prioritizes infrastructure projects within a half-mile
radius of each school, including seven schools in Ames
and four schools in Gilbert. There is a need to establish
a decision-making process for consistently applying
safety countermeasures across busy streets near
schools. Currently there is a mix of treatments including
traffic signals, beacons, and crossing guards, but there
is not a standard process for their application.
Public engagement with school leaders, parents,
students, and other stakeholders will be key to
understanding safety issues and needs around each
school. Outreach should be convenient, occurring when
community members have the time to participate.
This will include interviews with school staff, an online
survey, in-person outreach at a popular community
event, and a workshop with the MPO’s Transportation
Technical Committee.
The SRTS Plan will also be informed by recently
completed plans including the Ames Area MPO
Comprehensive Safety Action Plan and the Ames
Walk Bike Roll Plan. The resulting SRTS Plan will
include specific infrastructure and non-infrastructure
recommendations, including not only projects but also
the process for determining those projects. Projects
will be prioritized based on specific criteria, and likely
sources of funding will be identified. Non-infrastructure
recommendations, such as walking school buses, will
be suggested along with resources for implementation.
Here is a link for a parent and student survey for SRTS projects
in Holland, WI.
PROJECT APPROACH
TASK 1: PROJECT MANAGEMENT
Shaun Murphy-Lopez will lead our team as Project
Manager and Lead Planner. Mindy Moore will provide
local support for planning and engagement as our
subconsultant, HDR. Shaun and Mindy have extensive
experience leading pedestrian and bicycle-related plans
on time and within budget. Shaun will host a kickoff
meeting with AAMPO staff, with Mindy as a partner.
We will meet monthly with AAMPO staff as a team and
submit monthly invoices/progress reports.
TASK 2: EXISTING CONDITIONS
ASSESSMENT
Using AAMPO’s existing SRTS maps as a starting point,
the Toole Design Team will research available data to
determine where demand for walking and bicycling
to school is higher. In conjunction with Task 5, and by
using data and findings from the recent Comprehensive
Safety Action Plan, we will identify where safety
concerns and infrastructure gaps currently exist. These
may be informed by circulation patterns, crossing
guard locations, and observed behaviors. We will
review existing crash data, vehicle counts, pedestrian/
bicycle counts, and existing active transportation
infrastructure. Existing conditions will be summarized
in a memo and on maps.
TASK 3: IDENTIFICATION OF NEEDS
AND OPPORTUNITIES
Based on the results of Task 2 and 5, our team will
identify needs within a half-mile of each school, such
as gaps, barriers, conflict points, and crash trends.
We will identify opportunities such as SRTS routes
and education/encouragement programs. Finally, we
will recommend a methodology to prioritize projects.
Criteria may include cost, safety, demand, feasibility,
and proximity to busy streets and/or SRTS routes. We
will summarize needs and opportunities in a memo and
on maps. We will document and confirm an approach to
prioritizing projects.
Attachment A - Scope of Work
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2AAMPO SAFE ROUTES TO SCHOOL PLAN | TOOLE DESIGN
TASK 4: RECOMMENDATIONS AND
IMPLEMENTATION PLAN
Using the information gathered in Tasks 2, 3, and 5,
the Toole Design Team will create a list of prioritized
infrastructure projects near schools. Each project will
include planning-level cost estimates and responsible
parties. This list will be accompanied by a decision
tree or matrix to establish a standard process for
determining preferred treatments for common
infrastructure concerns. Recommendations will include
SRTS-related programs and policies, performance
measures to track progress, and likely funding sources.
Our team will organize recommendations into easy-to-
read charts and maps.
TASK 5: STAKEHOLDER AND
PUBLIC ENGAGEMENT
We will carry out a thorough public engagement
process that gathers feedback on existing
infrastructure gaps, safety concerns, and potential
projects and programs. The process will include:
▪Task 5.1: Interviews with school principals and/or
their designated representatives
▪Task 5.2: An online survey for students and parents,
administered in partnership with school staff
▪Task 5.3: In-person feedback gathered at a
popular community event such as the Farmers’
Market or EcoFair
▪Task 5.4: A workshop with the AAMPO
Transportation Technical Committee (TTC)
The Toole Design Team will summarize the results
of engagement in a memo. Task 5 will conclude
with a presentation of the draft plan to the TTC and
Transportation Policy Committee (Task 5.5).
TASK 6: DRAFT AND FINAL PLAN
Toole Design will produce a draft plan for review by
AAMPO. The draft plan will include memos and other
deliverables produced in Tasks 2, 3, 4, and 5. After
comments have been received, we will produce a
web-optimized PDF version of the plan, as well as
two printed copies. Relevant electronic files will be
delivered to the AAMPO.
PROJECT DELIVERABLES:
▪Monthly team meetings and progress reports
▪Memo summarizing existing conditions
▪Memo summarizing needs and opportunities,
including a prioritization framework
▪Prioritized infrastructure projects and programs
▪Interviews, online survey, in-person feedback, and
a workshop with the TTC
▪Memo summarizing public engagement results
▪Draft and final Plan, including a final PDF version,
two printed copies, and other electronic files
Here is a link to an example analysis of existing conditions near a school in La Crosse, WI.
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10AAMPO SAFE ROUTES TO SCHOOL PLAN | TOOLE DESIGN
5 PROJECT MANAGEMENT
SCHEDULE
Toole Design is ready and available to launch and
execute this project upon Notice to Proceed. The table
below demonstrates Toole Design’s proposed timeline
for completion of the AAMPO SRTS Plan.
TOOLE DESIGN’S PROJECT
MANAGEMENT APPROACH
Shaun Murphy-Lopez will serve as the Project Manager
and main point of contact for the Toole Design Team.
He will monitor the budget and schedule, lead and
oversee all technical work, review project deliverables,
ensure quality control, assist in meeting (virtual or in-
person) facilitation, and provide routine project status
updates to AAMPO staff. Our team’s approach to Task 1:
Project Management is on page 1, but key points can be
summarized here:
▪Monthly progress reports and invoices
▪Internal kickoff meeting with all project staff
and subconsultants to set expectations for roles
and communication
▪Monthly meetings with the AAMPO and other
stakeholders as needed
▪Detailed day-by-day scheduling to meet
deliverable review deadlines
2026 2027
TASK Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May
1: PROJECT MANAGEMENT
2: EXISTING CONDITIONS ASSESSMENT
3: IDENTIFICATION OF NEEDS AND OPPORTUNITIES
4: RECOMMENDATIONS AND IMPLEMENTATION PLAN
5: STAKEHOLDER AND PUBLIC ENGAGEMENT
5.1: Interviews
5.2: Online Survey
5.3: In-Person Feedback
5.4: TTC Workshop
5.5: Presentations to TTC and TPC
6: DRAFT AND FINAL PLAN
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