HomeMy WebLinkAbout06/19/1990, C-3 - REQUEST FOR PROPOSAL (RFP) FOR SHORT RANGE TRANSIT PLAN. �I�YI���IIIIIIIu�I�;IIIuIII ".7 r san p M ING D=TEp0
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COUNCIL AGENDA REPORT MM NUMBER
FROM: Ren Hampian, Assistant City Admini 7tive Officer
Prepared by: Harry Watson, Transit Manager T�1,"y^
SUBJECT: Request for Proposal (RFP) for Short Range Transit Plan.
CAO RECOMMENDATION: By motion, approve the issuing of an RFP for
the completion of a Short Range Transit Plan.
DISCUSSION:
Included in the 1989-91 Financial Plan and Budget is a goal to
"complete a Short Range Transit Plan for SLO Transit, FY 1991-96"
(page D-47) . The plan shall evaluate and recommend on such issues
as:
• existing and future bus routes
• define measurable goals, objectives, and performance
standards
• evaluate alternatives for system improvement
• develop a marketing plan
• identify projected costs, capital requirements and
revenue sources
• assess alternatives for relocation of Transit Transfer
Center
• assess the parameters of an ongoing shuttle service for
the downtown shopping core
The bid period is to be July 1 - 31, 1990, with the work performed
in September, October, and November 1990. Council will approve the
consultant selection. The plan will be developed in conjunction
With the City's Mass Transportation committee. Plan approval and
adoption will be by the City Council.
CONCURRENCES
The Mass Transportation Committee will review the RFP at their June
13, 1990 meeting. Since this study has been previously supported
by the Mass Transportation Committee, their recommendation to
proceed is expected (if this does not occur, staff will advise
Council prior to June 19) .
FISCAL IMPACTS:
The total estimated cost of the study is $12,000. Staff solicited
funding assistance from the Area Coordinating Council through the
Federal Urban Mass Transportation Agency and received a grant in
the amount of $8,000. The City's contribution satisfies the grant
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111�11 111$ city of San tins OBISpo
COUNCIL AGENDA REPORT
Council Agenda Report
Page Two
match requirement. Funds are available within existing resources
to support the $4,000 City contribution. The City share is
required because two work elements have been added by the City
since the grant was approved (transit transfer center relocation;
long-term trolley evaluation) .
ATTACFII+CMB:
Short Range Transit Plan RFP
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REQUEST FOR' PROPOSALS
PLANNING STUDY
APRIL 1990
CONTRACTING AGENCY City of San Luis Obispo
TRANSIT SYSTEM STUDIED City of San Luis Obispo
TASK A) Prepare Five Year Transit Development
Plan
B) Assess Alternatives for the Relocation of
the Transit Transfer Center
C) Assess the Operational Parameters of a
Downtown Shuttle System
FUNDS BUDGETED A) $8,000 (UMTA Section 8 Planning Grant)
B) $4,000 (SLO Planning Funds)
DEADLINE 5:00 P.M., July 319 1990
I.. OVERVIEW
The City of San Luis Obispo, As the operator of public transit in the City, invites your
firm to submit a Short Range Transit Development Plan. An UMTA Section 8 Planning
Grant was sought and granted to provide $8,000 for contracted planning services for
the study.
As components of the Short Range Transit Development Plan, the successful bidder will
address the alternatives available for relocating the Transit Transfer Center from its
present location adjacent to City Hall. Both public and private locations are to be
considered. With each potential location suggested physical layouts should be
recommended. All locations should be able to accommodate both SLO Transit and the
Regional Transit System along with the proposed shuttle system.
As referenced above, the Short Range Transit Development Plan will include a
component of the recommended development of a motor-driven trolley shuttle program
to include goals and objectives, recommended routes, signage, stops and marketing.
Examples of the successes and failures of other properties in the operation of motor-
driven shuttle systems would be helpful.
An additional $4,000.00 of planning funding will be added to the contract amount in
support of these additional components.
The City is now soliciting proposals from transportation planning consultants and firms
interested in bidding on the study. The bid responses should be separated into parts
A, B and C. The first covering a Transit Development Plan only, the second dealing
with the Transit Transfer relocation and the third dealing with the shuttle concept.
Each proposal should specify clearly how each of the elements of this Request for
Proposals (RFP's) would be addressed and outlined in the methodology proposed. Any
and all exceptions must be fully explained in the proposal; the City reserves the right
to reject any proposal not complying with RFP requirements. The City further reserves
the right to reject all proposals and to negotiate the final form of the contract once the
successful bidder has been selected.
Five (5) copies of the proposal are required. All proposals must be received no later
than 5:00 P.M.. July 31 1990 in the San Luis Obispo City Hall 990 Palm Street San
Luis Obispo CA 93401 in care of HanWatson Transit Manager.
Proposals will be received and selection made by an ad hoc transportation advisory
committee consisting of technical staff from the operator and the Mass Transportation
Committee (MTC). Notification will be made by August 3, 1990 to the chosen bidder,
based upon the proposals submitted, references and follow-up contacts. The contract
will be let as soon as possible. All contracted work is scheduled for completion by
November 30, 1990.
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11-SCOPE OF WORK
The work to be performed in the course of the study includes the following tasks.
A. Transit Development Plan
1. Review the City's Transportation Plan, prior studies, development plans, adopted
policies and performance audits of transportation services.
2. Review and evaluate operational data by routes and services, and meet with
transit and City staff to discuss planning efforts to date.
3. Develop dear and measurable goals, objectives, standards, performance
measures that trigger modifications of service, and performance incentives,
working in concert with applicable staff.
4. Analyze operational procedures, including scheduling, dispatching, maintenance,
monitoring, marketing, etc.
5. Identify, evaluate and recommend alternatives for system improvements
increased efficiencies and productivity.
6. Develop a comprehensive annual marketing plan, based upon user surveys,
market segments and target marketing opportunities.
7. Identify projected costs and capital requirements in relation to projected revenues
and identify, evaluate and recommend creative financing altematives to enhance
resources; and develop a five year capital improvement plan.
8. Prepare preliminary draft policy/action plan for review and comment by technical
staff.
9. Prepare and present public hearing document to Mass Transportation
Committee and 'incorporate comments in final plan.
10.Prepare and present final draft document to City Council and incorporate
comments in final plan.
B. Assess Alternatives for the Relocation of the Transit Transfer Center
1. Meet with Transit staff and Community Development staff to clarify work, scope
and directions.
2. Factor any relocation to coordinate with other, ongoing downtown planning
activities currently in progress.
3. Identify potential problem areas, advantages and cost differences connected with
the proposed locations.
1
4. Consider both the operational requirements of the existing systems (both City
and Regiona) and their needs through the fife of the Center.
5. Recommend cost sharing proposals for each aftemative on a benefits received
basis for properties involved.
6. Prepare findings and recommendations in a draft report, and present to staff and
MTC.
7. Present report to Council upon completion.
C. Assess the parameters in the operation of a successful shuttle service that would
serve the downtown shopping core.
1. Perform a benefits analysis of such a system as they may relate to coordination
with the existing systems, adjunct to the City's Parking Program, effect on trip
reduction policy, effect on enhancing pedestrian concept of Civic Center.
2. As it relates to the analysis in #1 above, recommended routes, stops and
headways.
3. Recommendations on types and levels of marketing.to include, but not limited
to types of effective signage, media to be used, promotions and level of financial
commitment.
4. Examples and analysis of both successful and unsuccessful trolley shuttle
services operations.
5. Prepare findings and recommendations in a draft report, and present to staff and
MTC.
6. Present report to Council upon completion.
III. BACKGROUND
Transit in San Luis Obispo City has developed steadily since the first routes began in
1974. By 1979 three routes were operated by a Joint Powers Agreement (JPA) of the
affected jurisdictions. This JPA was first known as North Coast Transit (NCT), a name
later changed to the Central Coast Regional Transit Authority (January 1988). Transit
service included a commute run between Atascadero and San Luis Obispo City, five
roundtrips connecting Cuesta College and San Luis Obispo, and five roundtrips between
the communities of San Luis Obispo, Morro Bay and Baywood/Los Osos. Parts of the
system were operated by the City of San Luis Obispo. Any routes outside of the City
are now operated by the Regional System.
IV. SELEMON CRITERIA
The staff and Mass Transportation Committee will rate each applicant on the following
criteria!
20% Consulting firm background and qualifications;
20% Performance record for similar project work, together with reference checks
on previous transit planning;
20% Technical approach and specific methodology to data collecting and analysis;
20% Cost and/or performance extras beyond RFP scope;
20% Understanding of the project/geographic area and completeness of response.
V. PROPOSAL FO MAT
Each proposal should address the following areas:
A. Qualifications of the Firm
1. Include a description of your firm and its relevant prior experience, including
transit planning experience.
2. Attach a list of recent clients for whom similar planning studies have been
performed, with contact staff and telephone numbers.
3. Include a description of each staff member assigned to the contract work, with
resumes and hourly charges.
4. Acknowledgement that the firm will comply with insurance certificate requirements
(Attachment A) with this RFP.
B. Technical Approach
1. Tell how your firm will approach the tasks requiring data collection and transit
system analysis.
2. State as clearly as possible the methodology to be used, and define the
mechanisms to be used, i.e., interviews, surveys, community planning, etc.,
showing how they relate to the project.
3. Include a schedule for performing key phases of the study.
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C. Fees
i
1. Describe the basis of costs to be charged to the project, showing projected
hours and costs for each task, along with the proportion of time involved for
each staff member and total funding for other costs (copying, travel, etc.).
2. Total funds budgeted for the project is $12,000.00. The project should be
treated as a whole and you need not present a separate budget for each part.
3. Explain any additional project work, beyond the tasks described above, that will
be accomplished within the available funds, and/or show the least cost required
to fully address the required tasks.
4. Include the total hours scheduled for each task, as well as the total maximum
fee.
5. Identify costs for any supplemental meetings requested by the City in the course
of the study.
VI. CONTRACT, BILLING AND PAYMENTS
The City expects to sign a contract with the selected firm within two weeks following
the selection. The contract will provide for progress payments (up to 80% of total fee)
to be paid monthly for services rendered in the prior month based upon submitted
progress reports and billings. Final payment and the 20% balance will be paid upon
receipt of the final report.
VII. PRESENTATION OF FINDINGS
The contractor should be prepared to present the draft of the project to the MTC
Efforts will be made to coordinate these presentations with contractor visits, but the cost
of presentation trips should be considered in the final proposal amount. If the
contractor commits to more than two presentations and the required meetings with staff,
the proposal should reflect this. The second presentation would be to the City Council.
VIII: INSURANCE PROVISIONS
Workers Compensation Insurance, Employers Liability Insurance, General Liability,
Commercial Automobile Liability will be required of the successful bidder in the amount
of $1 million per occurrence.
IX. FURTHER INFORMATION
Inquiries shall be directed to Harry Watson, Transit Manager at (805)549-7121.
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