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HomeMy WebLinkAbout11/06/2001, C9 - REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES TO PREPARE THE SHORT RANGE TRANSIT PLAN 1 council 11-6-0 j acEnaa Report Ik-"-nb- C 9 CITY OF SAN LUIS OBISPO FROM: Michael D. McCluskey, Public Works Director Prepared by: Austin O'Dell,Transit Manager SUBJECT: REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES TO PREPARE THE SHORT RANGE TRANSIT PLAN 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 agreement with selected contractor for an amount not to exceed $37,500. 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 document is used as the foundation for.Fund programming to allow staff to apply for local, state, and federal grant applications and is generally a requirement to be eligible for certain fund sources. The SRTP is used by local, state, and federal agencies to determine the legislative funding levels for public transit. Finally, the City's Circulation Element requires that the City adopt a SRTP every five years. The most recent SLO Transit SRTP was prepared in 1996 and therefore needs to be updated. Since 1996, the transit environment has changed considerably. While transit funding levels have stabilized, service costs have risen dramatically. New commercial and residential developments within the City have brought with them corresponding implications on service demand. Lastly, current service routes and times are not as efficient as they could be, and the system-wide SRTP analysis will assist in identifying timing and transfer issues so they can be addressed systematically. The following key issues will be analyzed as part of the SRTP: • Update of existing operational data • Origin and Destination Survey • Five Year Financial and Capital Plan • Existing Service Level analysis and critique • Five Year Service Level recommendations • Update of SLO Transit Goals and Objectives • City of San Luis Obispo Master Bus Stop Plan C9-/ Council Agenda Report–SRTP 2002 Page 2 Many of these issues are self-explanatory but two warrant further discussion. Master Bus Stop Plan. This task consists of several components. The first includes an inventory and description of every bus stop in the City, including respective amenities, ADA accessibility, safety issues, and characteristics of each bus stop. Much of this work has been completed by SLOCOG as part of the countywide bus stop survey completed last year and should proceed quickly. The second component includes an evaluation of spacing and location of current bus stops. It evaluates the location of future bus stops for consistency with goals and objectives of the Circulation Element and the General Plan and will be used in the development review process to determine where bus stop facilities will be required: The third and final component provides recommendations for bus stop standards and design. Origin and Destination Survey (O&D). To address untapped markets, an O&D study will be performed to determine where people wish to travel. The study includes 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. The schedule for this project follows: Table 1-SRTP Delivery Schedule Task t Date- c)r Proposals (RFP) December 7, 200.1 Pre-Proposal Conference January 9, 2002 Submit questions & Clarifications (4:00 p.m. PST) January 18, 2002 Proposals Due (4:0)p.m. PST) January 25, 2002 Pre-Award Survey and Screening January 31, 2002—February 8, 2002 Interview with Selected Consultants February 11-15, 2002 Consultant Selected February 15, 2002 Notice to Proceed March 2002 Completion of SRTP September 2002 FISCAL ANALYSIS 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 C 1 –� 1 Council Agenda Report—SRTP 2002 Page 3 (TDA) funds. These monies have been programmed in the FY 2001-02 Budget. Table 2 illustrates the project budget. Table 2:Pro'ect Bud het ource t mount FTA Section 5307 at 80% Match $30,000 TDA LTF at 20% Match $ 7,500 Total $379500 Source: FY 2001-02 Budget,Page D-78 CONCURRENCES On July 11, 2001, 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. ALTERNATIVES Alternative 1. The Council may decide to delay the solicitation for professional services for the preparation of the Short Range Transit Plan. Staff does not recommend this alternative because it may jeopardize current funding levels and will be inconsistent with Circulation Element policies. Alternative 2. 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 Administration sets the minimum requirements for elements to be included in the SRTP. 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. Alternative 3. The Council may decide to prepare the SRTP in-house. In this case, the City would need to hire a temporary full-time employee to assist in the daily functions and preparation of the SRTP. This alternative has several disadvantages. Foremost, this position has not been approved in the current adopted budget. Additionally, the time it would take to train a new person would have an adverse impact on staff's ability to complete the SRTP in a reasonable timeframe; and impair staff's ability to focus on other aspects of the City's Transit system. Attachment: 1. Scope of Work for the Preparation of the Short.Range Transit Plan 2. Proposer's List 3. Minutes of the July 11,2001 Mass Transportation Committee meeting A full copy of the RFP is available in the Council Reading File. Cq3 ATTACHMENT 1 SAN LUIS OBISPO TRANSIT SHORT RANGE TRANSIT PLAN 2001/02 Task No. Task Description 1. Update of Operation Data,Financial Plan,and Capital Plan - Evaluate and revise previous operation data and financial plan, including reevaluating five-year financial capacity - Prepare a nine-year projection - Prepare project descriptions - Update of Existing Services Existing Services - Update service overview - Update management structure - Update description of services, including days and hours of operation, fixed route headways, fare structure, fleet inventory, route descriptions, maps, and figures. 3. Update Goals and Objectives - Analyze actual performance levels for fixed. - 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 - Update and analyze operating data and performance route and indicators Include various polices in the draft and final document (e.g. Public Notification Policy, Charter and Special Service Policy,etc.). 4. Prepare a Service Stop Master Plan. - Survey and inventory all service stops by route - Inventory amenities and characteristic of service stops - Determine the appropriate spacing and location of current and future service stops - Develop criteria for types of service stops and appropriate amenities. - Prepare report and map summarizing method, findings, and recommendations. 5. Conduct Origin and Destination Survey - Random sample with minimum level of confidence of 95% - Analyze data and prepare report that summarizes characteristics of SLO Transit riders.. - Identify current and future markets and trends - Compare data with local, state, and national transit trends - Collect data to include the actual number of riders using the Cal Poly Subsidy Program. 6. Develop Service Recommendations - Short Term changes that can be implement within one to two years - Mid-Term changes that can be implemented within three to five years. C 9-� Investigate options of implementing an efficient late evening service, including ADA paratransit service. 7. Publishing of Draft and Final Documents - Prepare and submit draft document to MTC and other necessary committees - Presentations of document by consultant - Prepare responses on draft documents for preparation of final document - Preparation and submission of final documents C 9-S ATTACHMENT 2 PROPOSER'S LIST Firm Address 1 Nelson/Nygaard 833 Market Street, SanFrancisco CA 94103 Consulting Associates Suite 900 Harris&Associates 120 Mason Circle Concord CA 94520-1214 Wilbur Smith Associates 1145 Market Street, San Francisco CA 94103 I OP Floor McDowell &Associates 4029 Marion Way Long Beach CA 90807 Pitman &Hames 1375 Sutter Street, San Francisco CA 94109 Suite 108 Musini&Associates 1680 Poplar Street Walnut Creek CA 94595 C 9-. ATTACHMENT 3 *** ®RAFT *** CITY OF SAN LUIS OBISPO MASS TRANSPORTATION COMMITTEE SPECIAL MEETING MINUTES July 11, 2001 CALL TO ORDER: Chairman Paul Dahan called the meeting of the Mass Transportation Committee to order at 2:30 p.m. on Wednesday, July 11, 2001, in the Planning Conference Room, City Hall, 990 Palm Street, San Luis Obispo, California. ROLL CALL: Members Present: Chairman Paul Dahan, Vice-Chair Jennifer Allen-Barker, Deby Anderson, Ann Wager, Richard Lee, Bob Johnson, Jim Weir, and Jean Knox. Staff: Austin O'Dell, Transit Manager A quorum was present. ANNOUNCEMENTS None. NON-AGENDA PUBLIC COMMENT: Bob Roundtree suggested that legal staffing would be beneficial. Mr. Dahan stated that it was looked into to, however, they were not able to get it today. CONSENT ITEMS: None. ACTION ITEMS: None. Mass Transportation Committee July 11, 2001 Page 2 of 4 DISCUSSION ITEMS: Di. Receive Comments on the Public Hearing Procedures for Major Service or Fare Changes. It was asked if the public meetings could be part of the transportation meeting. Mr. O'Dell answered that .it can be but generally they're not. He explained that it's an open house forum, in which you can talk one to one with the public works very well. It was asked what type of documentation is made for the public hearing comments made at an open house. Mr. O'Dell clarified that for a public hearing all comments are summarized and recorded and generally more formal. Whereas, an open house, is more personal and provides the opportunity to question and better understand the public's concern or idea. Regardless of the format, a report would be prepared and presented to the Council. There was a concern brought up that many times if a comment is made to make changes, there is a possibility of the committee not being able to evaluate the decision since it meets only quarterly. Mr. O'Dell stated that the committee could have special meetings to alleviate that problem. Clarification was needed for the 25% reduction in transit. Ms. Allen-Barker asked the question of how the percentage amount of 25% was derived. Mr. O'Dell explained this is the standard percentage used in the transit industry. In addition, there was a question whether the fare should be addressed along with the percentage of service. Ms. Anderson felt that it would be best to re-word the policy where it states exemption from policy of minor change. Mr. O'Dell stated that fares are exempted and would require public notification regardless of the percent change. Ms. Allen-Barker stated that the public should be informed of re should be a different method of informing the public of any elimination of routes. It was suggested that radio and TV would be a good media to inform the public. The motion to approve staff recommendation was made by Jim Weir; seconded by Deby Anderson. The motion carried. G q-� Mass Transportation Committee July 11, 2001 Page 3 of 4 D2. Receive Comments on the Charter Service Policy. Mr. Bob Roundtree asked if.there's any constraint by the driver that restricts the use of buses to a specified group. He felt that having a charter could provide a temporary additional service and Cal Poly or any of the other additional groups would pay for the buses without restriction as to whom gets on the bus. Mr. O'Dell stated that he's looking at the legal definition that the FTA would approve and also grant the money, a charter police that would also quality under FTA standards. Deby Anderson states that.Cal Poly will be having its SLO Bound during the two months. SLO Bound provides incoming students an orientation of Downtown San Luis Obispo. Ms. Anderson informed staff to be in communication with Cal Poly to discuss how this FTA rule impacts this event. Motion to approve staff recommendation was made by Jean Knox; seconded by Vice-Chair Jennifer Allen-Barker. The motion carried. D3. Receive Comments on the Scope of Work for the Short Range Transit Plan for Period FY 2001/02 through FY 2011/12. Ms. Knox expressed; via memo to Austin O'Dell, the importance of the transportation plans. She Knox felt that that the City has so many competing services, such taxis, and Ride-On and. She felt that the Transportation Plan also include other transit avenues from other transit systems from outside of San Luis Obispo. Ms. Allen-Barker suggested that it would be better to survey all households, rather than confining the questions to bus riders. Mr. O'Dell explained that a transportation survey is underway and the City should receive some information from that survey. Ms. Allen-Barker inquired about the role of the MTC in the preparation of the SRTP. Mr. O'Dell explained that the typically on the development of service recommendation the consultant will take the information. Based on that they will evaluate and analyze the system and present some draft ideas. MTC will have the opportunity to comment on several stages of the development of the SRTP, including the text, survey questions, survey results and recommendations, and the final draft. It was suggested that the SRTP be coordinated with the City's general plan, in particular, the circulation element. Mr. O'Dell explained that the C9-q Mass Transportation Committee July 11, 2001 Page 4 of 4 SRTP would evaluate these documents. Mr. O'Dell also explained that the SRTP is a living document, which will be updated on a regular basis that will better reflect the City's needs, current planning documents, and policies. Motion to approve staff recommendation was made by Deby Anderson, seconded by Jim Weir. The motion carried. INFORMATION ITEMS: None ADJOURNMENT: With no further business before the Committee, Chairman Dahan adjourned the meeting at approximately 3:45 p.m. until the next regular meeting scheduled for September 12, 2001 at 2:30 p.m. C Q-/L