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HomeMy WebLinkAbout12/05/2006, C2 - REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES FOR THE PREPARATION OF THE SHORT RANGE TRANSIT PLAN COun V�L M�tivaDam December 5,2006 j acEnaa Rep= I�Nb. CITY OF SAN LUIS O B I S P O FROM: 'Jay D. Walter, Public Works Director ' �p Prepared By: Timothy Scott Bochum, puty Public Works Directors? SUBJECT: REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES FOR THE PREPARATION OF THE SHORT RANGE TRANSIT PLAN UPDATE CAO RECOMMENDATION 1. As recommended by the Mass Transportation Committee (MTC), approve a Request For Proposals for professional services to prepare the Short Range Transit Plan for the City of San Luis Obispo 2. Authorize the City Administrative Officer to execute an agreement with the selected_ contractor for an amount not to exceed $50,000. DISCUSSION Background The Short Range Transit Plan (SRTP) is a document that transit operators prepare to analyze current service levels and funding, and also to provide recommendations for improvement to overall service, stability and growth. This planning and operational document is used as the foundation for seeking community input, establishing priorities and funding programs to allow the City to apply for local, state, and federal grants. It is also a requirement to be eligible for certain fund sources. Finally, the City's Circulation Element requires that the City adopt a SRTP every five years. The most recent SRTP was adopted on August 23, 2003. The SRTP recommended a number of service changes that were implemented on January 4, 2004 and have proven to be quite successful. The City's bus service experienced significant improvement in ridership and performance since the operational improvements, and public perception of transit services provided by the City overall is positive. Although the current SRTP is less than five years old, staff believes it is appropriate to update the SRTP now (as opposed to waiting for another year or two) for the following reasons: First, with the new services implemented in January 2004, some transit routes are operating at capacity during peak times. Updating the. SRTP now will allow the City to determine what additional services (or restructuring) might be implemented to augment the high demand routes such as in the Cal Poly area. Second, RTA (the regional transit and ADA provider) is updating their SRTP. Having the City update their SRTP now will allow for the "synching" of these two documents and focus on both countywide as well as Central County transit services. Finally, now that the November 2006 elections have been completed and the Statewide initiatives have passed Request for Proposals for Professional Services for Preparation of the Short Range Transit Plan Update Page,2 regarding transportation funding, an update to the SRTP will be able to focus service changes and capital replacement around new transit programs established in those bond initiatives. If more than one qualified consultant firm submits proposals; an interview panel will be assembled to determine the most qualified firm for use on the project. It is anticipated that the panel will include a member of the MTC as well as a Cal Poly representative to help in achieving stakeholder involvement. On November 1, 2006, the Mass Transportation Committee (MTC) reviewed the attached scope of work for the Short Range Transit Plan and recommended to the Council that the City proceed with the RFP. A copy of the draft MTC minutes will be forwarded to Council via rd file when available. Proposed Scope of Work The following key issues will be analyzed as part of the SRTP update: 1. Update of existing operational data 2. New Origin and Destination Survey 3. Five Year Financial and Capital Plan 4. Existing Service Level analysis and critique 5. Five Year Service Level recommendations 6. Update of SLO Transit Goals and Objectives 7. Integration of services with regional and other operators Many of these issues are self-explanatory but two warrant further discussion. Origin and Destination Survey (O&D). To address potential untapped markets, an O&D study will be performed to determine where people want to travel and their current mode. The study will include field interviews with a random sample of current ridership to analyze the characteristics of bus riders in San Luis Obispo. This information is crucial to understanding where and when people want to go and to better market the City bus services to increase ridership. Finally, this information enables the City to evaluate our current route system and timing to make recommendations that will better serve San Luis Obispo residents. In addition to the O&D study and the surveys mentioned above, public workshops will be held to solicit input from the public and other key stakeholders (such as Cal Poly) that will be used to craft the recommendations of the document. Service Recommendations. The SRTP Update will make recommendations for service changes for the next five year period. The transit service updates implemented in January 2004 have proven very successful. It is now time to investigate additional services that can increase ridership and productivity. Areas that the consultant will be asked to focus on include: Short- term (1-2 year improvements) and mid-term (3-5 year) service changes; options for implementing efficient late night service; developing basic service levels for intercity service and ca -a Request for Proposals for Professional Services for Preparation of the Short_Range Transit Plan Update Page 3 better coordination with RTA; fare structure alternatives and identifying new market areas such as Cuesta College. As mentioned above, timing the SLO Transit SRTP update now give us a unique opportunity to parallel the RTA SRTP update and "sync" recommended improvements for both agencies. The schedule for this project follows: Table 1-SRTP Delivery Schedule Task 1 . Issue Request for Proposals (RFP) December 6, 2006 Pre-Proposal Conference January 11, 2007 Consultants submit questions & clarifications (4:00 January 26, 2007 p.m. PST) Proposals Due (4:00 p.m. PST) February 15, 2007 Proposal review, screening and ranking. February 15, 2007—February 28, 2007 Interview with Selected Consultants March 1-15, 2007 (TBD) Consultant Selected March 23, 2007 Notice to Proceed Contingent on federal grant approval 6-8 months after NOP Completion of SRTP FISCAL IMPACT Funding for the preparation of the SRTP has been allocated from the City's annual distribution of Federal Transit Administration Section 5307 funds and from Transportation Development Act (TDA) funds. These monies have been programmed in the FY 2006-07 Budget. Table 2 illustrates the project budget. Table 2:Project Budget 'Ur C_- $40,000 FTA Section 5307 at 80% Match $ 10,000 TDA LTF at 20% Match $50,000 Total Source: FY 2006-07 Budget(July 1,2006), Page E-34 ALTERNATIVES Alternative 1. The Council may recommend changes to the scope of work of the SRTP. While the scope of work for the SRTP is under the purview of the Council, the Federal Transit l.ol 1 Request for Proposals for Professional Services for Preparation of the Short Range Transit Plan Update Page 4 Administration sets the minimum requirements for elements to be included in the SRTP therefore staff recommends that Council not delete any of the proposed elements of the RFP. Conversely, items may be added to the plan, however, additional issues may result in the need for additional funding and may delay the delivery of the SRTP if funding is not available. ATTACHMENTS I Scope of Work Council Reading File 1. Draft RFP G:\Staff-Reports-Agendas-Minutes\_CAR\2006\Transit\Transit CAR,.Short Range Transit Plan Update 2007.DOC Ca - �f ATTACHMENT 1 OUTLINE SECTION 3: SCOPE-OF-WORK SAN LUIS OBISPO TRANSIT SHORT RANGE TRANSIT PLAN 2007/08 Task No. Task Description 1. Conduct Origin and Destination Survey a. Random sample with minimum level of confidence of 95% b. Analyze data and prepare report that summarizes characteristics of SLO Transit riders. c. Identify current and future markets and trends d. Compare data with local, state, and national transit trends e. Collect data to include the actual number of riders using,the Cal Poly Subsidy Program. f. I Survey non-transit riders to determine"why" they do not ride San Luis Obispo Transit. 2.. Update of Operation Data, Financial Plan,and Capital Plan a. Evaluate and revise previous operation data and financial plan, including reevaluating five-year financial capacity b. Prepare a nine-year projection c. Prepare project descriptions 3. Update of Existing Services a. Update service overview b. Update management structure c. Update description of services, including days and hours of operation, fixed route headways, fare structure, fleet inventory, route descriptions, maps, and figures. 4. Update Goals and Objectives a. Analyze actual performance levels for fixed. b. Develop and update performance standards and Contractor's performance from last year of previous Contractor compare to year-to-date First Transit per standard performance measures and contract performance measures c. Update and analyze operating data and performance route and indicators d. Include various polices in the draft and final document (e.g. Public Notification Policy, Charter and Special Service Policy, etc,). 5. Develop Service Recommendations a. Short Term changes that can be implement within one to two years b. Mid-Term changes that can be implemented within three to five years. c. Investigate options of implementing an efficient late evening service; including ADA paratransit service. GATmnsponvtion Commute VMTC 02991.NTC November I.2IMM, SRTP SOW d. Develop basic service levels for intercity service provided by San Luis Obispo Regional Transit Authority to improve headways, schedule coordination, inter- agency transfers, cost effectiveness, and to minimize service duplication. e. Fare structure recommendations to improve fare revenue, attract new passengers, and pre-.paid fare usage. f. Service recommendations should include scenarios that assume additional and no- additional State Transit Assistance funding. g. Develop service expansion routes, costs and schedules to serve Cal Poly Canyon project, Margarita Area Specific Plan, and the airport area. h. Review existing services to, from, and within the Central Service Are. i. Coordinate efforts with consultants working on Regional Transit Authority's SRTP Update. j. Recommend transit service improvements, coordination changes, and duplicate service removal, if any. 6. Publishing of Draft and Final Documents a. Prepare and submit draft documents to MTC, Planning Commission, City Council, and other necessary committees b. Presentations of documents by consultant c. Prepare responses on draft documents for preparation of final document d. Preparation and submission of final documents TASK BUDGET Task Task Description Amount 1. Conduct Origin and Destination Survey 15,000 2. Update of Operation Data,Financial Plan, and Capital Plan 7.000 3. Update of Existing Services 7,000 4. Update Goals and Objectives 5,000 5. Develop Service Recommendations 11,000 6. Publishing of Draft and Final Documents 5,000 TOTAL $5000 SOURCE OF FUNDS Source Amount FTA Section 5307 at 80% Match $40,000 Local at 20% Match 10,000 TOTAL 5%000 G:1TmMIx)nxrlon ComminccAN4TC 02991MTC November I.2(X)6. SRTP SOW �� ' Y