HomeMy WebLinkAbout07/21/2009, C5 - HIGHWAY 1/ SANTA ROSA MAJOR INVESTMENT STUDY council Mae,Dam 7/212009
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CITY OF SAN , LUIS O B 1 S P 0
FROM: Jay D. Walter, Director of Public Work"-1#3
Prepared By: Jake Hudson, Senior Traft Engineer
SUBJECT: Highway 1 /Santa Rosa Major Investment Study
RECOMMENDATIONS
1. Appropriate $400,000 in approved State Transportation Improvement Program (STIP)
grant funding to conduct a Major Investment Study (MIS) on Highway 1 / Santa Rosa
Street.
2. Review and approve the Hwy 1 Major Investment Study draft scope-of-work and
authorize the City Manager to approve the request for proposals and award the contract if
within the study budget.
DISCUSSION
In response to increasing traffic volume and congestion along Highway 1 / Santa Rosa Street
between Stenner Creek Road and Walnut Street, the State Department of Transportation
(CalTrans) and the San Luis Obispo Council of Governments (SLOCOG) allocated $400,000
towards the investigation of solutions to improve safety, operations, community enhancement,
and access along HWY 1. The funding had originally been allocated in June 2008 with
SLOCOG identified as an interim agency lead until it could establish agreements and transfer
lead responsibilities to an agency more capable of completing the study. In order to meet
funding deadlines in February 2009, City staff approved an agreement with SLOCOG &
CalTrans transferring agency lead on the project to the City of San Luis Obispo to coincide with
funding allocations approved by the California Transportation Commission (CTC). Due to the
rapid pace of response needed to address Federal Stimulus application submittals, City budget
processes and other competing projects, staff was unable to confer with SLOCOG and Caltrans
on the project requirements until May 2009.
While it makes sense for the City to take on this lead project role, it comes with a significant
caveat—the grant funding used to finance the project must be fully expended by June 30,2010.
This is a very accelerated schedule, particularly for a project of this magnitude. However, if the
City can meet the funding deadlines it allows some significant benefits to the City.
The primary benefit of the City taking lead on this project is that it presents a unique
opportunity to complete advanced work for an update to the Circulation Element which would
otherwise be funded with local dollars. The recommended scope-of-work for the MIS includes
an assessment of existing traffic conditions, existing land use conditions, update of the City
travel demand forecast model, operational assessment of buildout conditions, environmental
constraints and an implementation plan for potential corridor improvements.
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Highway 1 /Santa Rosa Major Investment Study Page 2
What is a Major Investment Study?
A Caltrans MIS is a planning document that investigates operational, safety and capacity issues
along a corridor that is too complicated to analyze in a project specific planning document. The
MIS investigates long-term issues and associated improvements that can be programmed to
mitigate future traffic issues that will develop and corridor conditions change. The document
can analyze adjacency issues, such as neighborhood cut-throughs.
Due to the significant time constraint and the need to get the Request for Proposal (RFP)
process underway as soon as possible, staff has developed a draft scope-of-work for Council's
review and approval at this time. Both Caltrans and SLOCOG will review the RFP and suggest
changes and additions that will be needed for the document.
In addition, if the short timeline is to be met, it is likely that staff will need to use a portion of
the grant funding to hire contract or temporary staff assistance to either backfill some of
existing staff work to allow regular staff to act as project manager or to hire in a consultant
project manager that will oversee the delivery schedule and MIS consultant production.
Staff is working with SLOCOG and Caltrans to investigate the potential to ask for a one-time
only extension of the grant deadlines to soften the speed that would be needed to produce a final
document by the July 2010 deadline. However, for RFP circulation purposes, a very rapid
delivery schedule to meet the deadline has been identified for potential project proposers.
FISCAL IMPACT
The Highway 1 Major Investment Study and the associated STIP grant funding is not
currently identified in the 2009-11 Financial Plan because staff continues to seek project
information and deadline discussions with SLOCOG. The total project costs are estimated at
$400,000. Staff recommends the Council appropriate $400,000 in approved State STIP grant
revenue to be used to conduct a Major Investment Study on Highway 1 / Santa Rosa Street.
There is no local match required as a condition to this grant funding. There would be no
further financial commitments required from the City, other than miscellaneous reimbursable
costs and staff resources.
ALTERNATIVE
Deny appropriation of grant funding. The City Council may choose not to accept the STIP
grant funding; however Staff does not recommend this alternative because the planning
project is worthy one (even with the accelerated timeline) and acceptance of the grant will not
require local match funds. Without these grant funds, future work analyzing the corridor,
either on its own or as part of the Circulation Element update, would otherwise require local
funding.
ATTACHMENT
Draft-Major Investment Study scope-of-work
9:\staff-reports-agendas-minutes\_car\2009\transportation\car hwy 1 mis\car hwy 1 mis 072109.doc /
city of jan Ly UIS OBISpd Attachment
Section A
DESCRIPTION OF WORK
The City is seeking a qualified team of multidisciplinary consultants to prepare a Major Investment and
Corridor Study for State Route 1 from Hwy 101 to Stenner Creek Road.
Background:
In April of 2009,the City of San Luis Obispo, San Luis Council of Governments and the California State Department
of Transportation entered into an agreement to conduct a Major Investment and Corridor study investigating
solutions to improve operations, safety, access, and general community enhancement along State Route 1 (Santa
Rosa Street) from Stenner Creek Road to Highway 101 with a delivery deadline of July 2010. Funding for the
program is provided thru the State Transportation Improvement Program (STIP)with an allocation of$300,000. The
project will include assessment of parallel travel corridors including the Broad Street and Chorro Street
neighborhood to the west of HWY 1.
Workscope:
The consultant(s) selected will be responsible to perform the necessary work to deliver a Hwy 1 Major Investment
and Corridor Study consistent with all applicable Federal, State, and Local travel guidelines and requirements.
IMPORTANT-Accelerated Delivery Schedule
Due to grant funding requirements,work related expenditures regarding this project must be completed
no later than June 30, 2009. Therefore, consultants proposing on the project will need to be prepared for
a rapid deployment, investigation, draft preparation and final reporting by that date.
While consulting firms are not discouraged from submitting for the project, all proposals should
anticipate this completion schedule and anticipate full implementation by critical deadlines.
The outline below is meant to clarify the consultant's role, but not be an all inclusive list of every task needed to
achieve the work product.
Assessment of Baseline Conditions
Volumes &Traffic Conditions
- Collection of Daily segment volumes
- Collection of AM, PM, & NOON peak hour intersection turning movement counts including
bicycle and pedestrian volumes.
- Conduct vehicle classification study as part of traffic count collections.
- Assessment of current transit routes and ridership
- Conduct segment and intersection capacity analysis in addition to other general operational
assessments.
- Prepare Summary of existing travel patterns.
Travel Patterns
- Assessment of general traffic travel patterns utilizing observed data and Base year of City's
travel demand model.
- Assessment of commercial (trucking)traffic travel patterns
- Assessment of tourism and seasonal based traffic travel patterns.
- Prepare Summary of key travel patterns
Physical Conditions
- Conduct surveys of physical geometric conditions in addition to assessment of pavement
conditions&corridor structures.
- Assessment of planned projects along corridor
- Prepare summary of key physical conditions,
Attachment
Traffic Safety&Collisions
- Assessment of overall collision rates including fatality, injury, and property damage only rates
- Assessment of primary collision factors and collision typing
- Prepare summary of key safety findings
Land Use Conditions
Land Use
- Conduct an inventory of existing land use in the corridor
- Conduct a forecast and assessment of expected buildout land use in the corridor
- Assessment of buildout land use development constraints in the corridor
- Prepare summary of findings
Population, Employment, & Economic Trends
- Assessment of local and regional population trends impacting the corridor
- Assessment of local and regional employment trends impacting the corridor
- Assessment of local and regional economic trends impacting the corridor
- Prepare summary of findings
Buildout Conditions
City Traffic Model
- Submit a detailed workscope including a list of key work items, a schedule, including tum
around times a list of any sub-consultants needed for the work and a cost proposal. (Final
workscope and cost to be negotiated.)
- Complete a citywide buildout travel demand forecast model utilizing the City's 2009 base year
travel demand within TransCAD modeling software.
- Conduct an evaluation of baseline conditions including collection and analysis of traffic
volumes&traffic conditions, travel patterns, physical conditions, and traffic safety.
- Conduct an evaluation of land use conditions including base year conditions, buildout year
forecasts, and population, employment, and economic trends.
- Conduct an evaluation of buildout conditions including forecasting and analysis of traffic
volumes&traffic conditions, travel patterns, physical conditions, and traffic safety.
- Complete development of land-use and network elements of the model, including batch
application module.
- Complete preliminary reports documenting work progress leading up to initial model run.
- Complete initial model validation/calibration and development reports.
- Submit initial model run including all TransCad files and development reports for City review.
- Complete draft model validation/calibration and development reports and in-house quality
assurance check.
- Submit draft model run including all TransCad files and development reports for City review.
- Complete Final draft model validation/calibration and development reports and in-house quality
assurance check.
- Submit final model runs including all TransCad and all other digital files and development
reports.
- Complete Citywide multimodal buildout traffic model utilizing existing Citywide multimodal base
year model, City land use element, and corridor land use assessments completed as part this
work effort.
- Forecast daily segment volumes
- Forecast AM, PM, & NOON peak hour intersection turning movements
- Forecast transit demand &ridership
- Prepare model development report and forecast summaries
Buildout Conditions without Improvements
- Conduct Segment& Intersection Capacity Analysis
- Conduct Operational Assessments
- Conduct Transit capacity and route assessments
- Identify capacity and operational deficiencies
- Prepare summary of findings.
Alternative Analysis
- Assessment of buildout traffic and transit demand & needs
- Prepare recommendation and analysis for localized improvements
- Prepare recommendations and analysis for Corridor-Wide Improvements
- Prepare estimates of probably costs
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Attachment
Environmental Constraints
Technical Review
- Assessment of various potential impacts, ie. Landuse, Transporation, Noise, Air Quality,
Cultural, Visual, etc....
Anticipated Environmental Approval
- Identification of required permits
- Identification of required technical reports and studies
Implementation Plan
Project Phasing & Implementation
- Short Tem
- Mid Term
- Long Term
- Other Improvements
Implementation Phase Cost Estimates
- Project costs by phasing
Implementation Funding Options
Key Deliverables
The outline below is meant to clarify key deliverables the consultant is required to provide, but not be an all
inclusive list of every deliverable needed to achieve the work product.
Internal Staff Meetings. The Consultant may be required to attend up to 5 internal staff meetings on various
subjects ranging from project scoping to community outreach strategies..
Community Workshops. The Consultant will be required to organize, attend, facilitate, and prepare presentation I
discussion materials for 1 to 2 community workshops.
Planning Commission Workshops. The Consultant will be required to attend and assist in the preparation of staff
reports and presentation materials for 1 to 2 planning commission workshops.
City Council Meetings. The Consultant will be required to attend and assist in the preparation of staff reports and
presentation materials for 1 to 2 City Council Meetings.
Baseline Conditions & Landuse Technical Memorandum. The Consultant will be required to prepare and submit to
the City a technical memorandum summarizing data findings and assessments as described within the workscope.
In addition the Consultant will be required to submit all raw data collected as part of findings in electronic adobe
acrobat(.pdf)or Miscrosoft Excel (.xis)format.
City Buildout Traffic Model. The City will provide to the consultant TransCad Base year travel demand model files,
Base year technical development reports, and Citywide build-out landuse assumptions. The Consultant will be
required complete all work necessary in order to deliver a complete and fully functional future forecast travel
demand model based in TransCad. The consultant will be required to prepare and provide technical development
memos and final electronic TransCad files.
Buildout Conditions & Landuse Technical Memorandum. The Consultant will be required to prepare and submit to
the City a technical memorandum summarizing data findings and assessments as described within the workscope.
The consultant will also be required to prepare as part of this technical memo, draft recommendations for
investment alternatives.
Environmental Constraints Technical Memorandum. The Consultant will be required to prepare and submit to the
City a technical memorandum summarizing environmental constraints, potentially required permits and approvals,
and associated recommendations.
Implementation Technical Memorandum. The Consultant will be required to prepare and submit to the City a
technical memorandum summarizing potential methodologies for implementation funding and phasing and other
associated, potentially required permits and approvals, and associated recommendations.
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Attachment
Draft Major Investment Study. The Consultant will be required to prepare and submit to the City, for review, a
complete draft Major Investment Study with technical appendices which fulfills all applicable requirements.
Administrative Draft Major Investment Study. The Consultant will be required to prepare and submit to the City a
complete administrative draft Major Investment Study with technical appendices. The Consultant will also be
required to organize and facilitate publication for public review and comment and to assist in the preparation of
responses.
Final Major Investment Study. The Consultant will be required to prepare and submit to the City a complete Final
Major Investment Study with technical appendices.
Traffic Volumes
The City has a comprehensive database of historical and current traffic volumes that will be available to the
consultant for most all roadways to be forecasted in the model. Any further counts necessary will be conducted by
the consultant on a time and material basis.
Land Use
The City maintains a current land-use database which will also be available to the consultant. The land use
database has SIC codes, units, and building square footages for each individual parcels within the City limits. The
consultant will be expected to conduct an overall validation of this land use database and truncate these values into
the general model land use types. The consultant may be required to conduct a surrey of land uses immediately
outside city limits if applicable to the model.
Transit Data
The City maintains a complete database of-transit records including such data as transit rider ship reports. In
addition the City is currently under contract for an update of its Short Range Transit Plan, which includes a
comprehensive study of the existing system. This data should be available by the Summer of 2009.
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Attachment
Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (Consultant)shall meet all
of the terms, and conditions of the Request for Proposals (RFP) specifications package. By virtue of its
proposal submittal, the Consultant acknowledges agreement with and acceptance of all provisions of the RFP
specifications.
2. Proposal Submittal. Each proposal must include the form(s) provided in the specifications, accompanied by
any other required submittals or supplemental materials. Proposal documents shall be enclosed in an
envelope that shall be sealed and addressed to the Public Works Department, City of San Luis Obispo, 919
Palm Street, San Luis Obispo, CA, 93401. In order to guard against premature opening, the proposal should
be clearly labeled with the proposal title, specification number, name of Consultant, and date and time of
proposal opening. No FAX submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the Consultant's insurance coverage
during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until
contract award. The City's insurance requirements are detailed in Section F.
4. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form
provided in the RFP package.
5. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past
government disqualifications on the form provided in the RFP package.
6. Proposal Withdrawal and Opening. A Consultant may withdraw its proposal,without prejudice prior to the
time specified for the proposal opening, by submitting a written request to the City Engineer for its withdrawal,
in which event the proposal will be returned to the Consultant unopened. No proposal received after the time
specified or at any place other than that stated in the"Notice Requesting Proposals"will be considered. All
proposals will be opened and declared publicly. Consultants or their representatives are invited to be present
at the opening of the proposals.
7. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file,
or to be interested in more than one proposal,except an alternative proposal when specifically requested;
however, an individual or business entity that has submitted a sub-proposal to a Consultant submitting a
proposal, or who has quoted prices on materials to such Consultant, is not thereby disqualified from submitting
a sub-proposal or from quoting prices to other Consultants submitting proposals.
8. Communications. All timely requests for information submitted in writing will receive a written response from
the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any
such oral communication shall not be binding on the City.
9. Alternative Proposals. The proposer may submit an alternative proposal (or proposals)that it believes will
also meet the City's project objectives but in a different way. In this case, the proposer must provide an
analysis of the advantages and disadvantages of each of the alternatives, and discuss under what
circumstances the City would prefer one alternative to the other(s).
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Attachment ,
CONTRACT AWARD AND EXECUTION
10. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for
examination and comparison. The City also reserves the right to waive non substantial irregularities in any
proposal,to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to
the extent that proposals are qualified by specific limitations.
11. Competency and Responsibility of Consultant. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of Consultants. Consultants will provide, in a
timely manner, all information that the City deems necessary to make such a decision.
12. Contract Requirement. The Consultant to whom award is made shall execute a written contract with the City
within ten (10)calendar days after notice of the award has been sent by mail to it at the address given in its
proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications.
13. Insurance Requirements. The Consultant shall provide proof of insurance in the form, coverages and
amounts specified in these specifications within 10 (ten)calendar days after notice of contract award as a
precondition to contract execution.
14. Business License&Tax. The Consultant must have a valid City of San Luis Obispo business license and tax
certificate before execution of the contract. Additional information regarding the City's business license and tax
program may be obtained by calling (805)781-7134.
15. Failure to Accept Contract. The following will occur if the Consultant to whom the award is made
(Consultant)fails to enter into the contract: the award will be annulled; any bid security will be forfeited in
accordance with the special terms and conditions if a Consultant's bond or security is required; and an award
may be made to the next highest ranked Consultant with whom a responsible compensation is negotiated,who
shall fulfill every stipulation as if it were the party to whom the first award was made.
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l Attachment
Section C
PROPOSAL CONTENT AND SELECTION PROCESS
PROPOSAL CONTENT
1. Submittal Forms
a. Acknowledgement
b. Non-Lobbing Certification
c. Certificate of Insurance
d. Proposed Services
e. References
f. Statement of Past Disqualifications
g. Debarment and Suspension Certification
h. Certification of Consultant
i. Disclosure of Lobbying Activities
2. Qualifications
a. Experience of your firm in performing similar services
b. Experience of the staff to be assigned to the project in performing similar services
c. Redundancy in the company of staff experienced in this type of work
d. Resumes of the individuals who would be assigned to this project, including any known sub-consultants
e. Proximity and staffing levels of the nearest company office
f. Statement and explanation of any instances where your firm has been removed from a project or
disqualified from proposing on a project
g. Standard hourly billing rates for consultant and sub-consultant staff
h. Detailed list of services available directly from the company
3. Work Program
a. Description of your approach to working with City staff to achieve their goal of completing the assigned
Capital Improvement Plan work.
b. Services or data anticipated to be provided by the City
c. Any other information that would assist us in making this contract award decision
4. Proposal Length and Copies
a. Proposals should be the minimum length to provide the required information. Charts and other short form
approaches to convey information are encouraged.
b. 3 copies of the proposal must be submitted.
PROPOSAL EVALUATION AND CONSULTANT SELECTION
Proposals will be evaluated by a review committee and contract award process as follows:
5. Written Proposal Review/Finalist Candidate Selection
Proposals will be reviewed by a selection committee and ranked in accordance with the responsiveness,
qualifications and understanding of the Consultant relative to these specification requirements. A group of
finalist candidates will be selected for follow-up interviews and presentations, or requests for additional
clarifying information, before a final top ranked consultant is determined.
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`- Attachment
6. Oral Presentations/interviews
Finalist candidates will make an oral presentation to the review committee and answer questions about their
proposal, or respond to a written request for additional information within an allotted time. The purpose of this
second phase to clarify and resolve any outstanding questions or issues about the proposal, to evaluate the
proposer's ability to clearly and concisely present information orally, and to expand on the approach to working
integrally with City staff.
7. Consultant Selection
After evaluating the proposals and discussing them with the finalists, a ranking of the consultants based on
these items will be generated. Contract award will be based on a combination of factors that represent the best
overall value for completing the workscope as determined by the City, including:the written proposal criteria
described above; results of background and reference checks; results from the interviews and presentations
phase; and proposed compensation rates.
8. Proposal Review and Award Schedule(Tentative)
The following is an outline of the anticipated schedule for proposal review and contract award:
Issue RFP..............................................................07/24/2009
Receive proposals.................................................08/21/2009
Complete proposal evaluation..............................08//28/2009
Conduct finalist interviews 09/03/2009 (consultants should reserve date)
Finalize staff recommendation ..............................09/17/2009
Award contract.......................................................09/21/2009
Execute contract....................................................09/22/2009
Begin Work, collect data, hold meetings............... 09/2009-03/2010
Draft MIS Submittal ............................................... 04/20/2010
Public Workshop.................................................... 05/15/2011
Final Report........................................................... 06/30/2010
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