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HomeMy WebLinkAbout2016-03-22; City Council; 22253; Approving a MOU with the SANDAG to access on-call professional services for the Carlsbad Village, Barrio and Beach Area Parking StudyCITY OF CARLSBAD-AGENDA BILL 5 AB# 22,253 APPROVE A MEMORANDUM OF UNDERSTANDING DEPT. DIRECTOR 6!E.. MTG. 3/22/16 WITH THE SANDAG SERVICE BUREAU TO ACCESS ON-CITY ATTORNEY fi(_ DEPT. CEO CALL PROFESSIONAL SERVICES FOR THE CARLSBAD CITY MANAGER ,-/ VILLAGE, BARRIO AND BEACH AREA PARKING STUDY vtl/ RECOMMENDED ACTION:. Adopt a Resolution approving a Memorandum of Understanding (MOU) with the San Diego Association of Governments (SANDAG) Service Bureau to access on-call professional services to expedite the Carlsbad Village, Barrio and Beach area parking study in an amount not to exceed $250,000. ITEM EXPLANATION: The draft Village and Barrio Master Plan's objectives caiJ. for improved access and mobility throughout the Village and Barrio area, which will play a critical role in making the Village and Barrio more vibrant and enjoyable and increasing their connectedness with surrounding areas, including the beach. A comprehensive parking analysis and a parking management plan are key to meeting these objectives and contributing to the plan's success. Staff developed a Request for Proposal to obtain consulting services to prepare a comprehensive parking analysis and parking management plan for the Village, Barrio and adjacent beach area. Since the proposed Village and Barrio Master Plan is subject to California Coastal Commission (CCC} approval, the parking study will also cover the adjacent beach area outside the boundaries of the master plan. This will help the city respond to Coastal Commission concerns regarding the adequacy of and overall planning for parking in the beach area, and in turn support master plan provisions, such as the plan proposal to expand the Village parking-in-lieu fee program west of the railroad tracks. The purposes of the parking study are to: 1) document existing inventory; 2} determine future parking needs; 3) recommend strategies to help the city manage the parking system so it operates efficiently within the project area; and 4) provide a full picture of future parking demand to assist the city in providing adequate parking. Public outreach and input will be sought and the study results will be presented to the City Council. Carlsbad Municipal Code Section 3.28.100 allows for'\h~ purchase of goods and/or services through cooperative purchase agreements established by a'nother agency when that agency has made their purchase in a competitive manner and the purchasing officer has found the purchase to be in the city's best interest. Staff concluded that it would be advantageous to use SANDAG's Service Bureau compared to the traditional RFP approach, which can involve a lengthy solicitation, review, and selection/negotiation process. Some Service Bureau advantages include: 1) the potentially faster process in hiring a consultant, DEPARTMENT CONTACT: Pam Drew 760-602-4644 pam.drew@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED ~ D D D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER-SEE MINUTES D ____ _ D D D SANDAG Service Bureau March 22, 2016 Pagel of2 as SANDAG has consultants already vetted and on-call; 2) the benefit of a regional perspective that SANDAG provides; 3} the objectivity that SANDAG may lend to the study; and 4) the benefit of SANDAG's help in managing the consultant and providing input on the study. The purchasing officer concurs with staff. SANDAG Service Bureau staff will serve as the Contract Manager and will be responsible for administering the consultant services including; 1) procuring the consultant in cooperation with the city; 2) administering the consultant task orders; 3) managing the consultant to ensure project timelines are met and tasks and deliverables are completed in a satisfactory manner; 4) providing general study guidance; and 5) paying the consultant invoices after obtaining approval from the city. Planning Division staff will service as Project Manager for the city and will be responsible for: 1) providing oversight and direction for the study including developing the scope of work and schedule; 2) participating in the selection of the consultant; 3} directing the work of the consultant; 4) reviewing and approving the consultant tasks and deliverables; and 5) reviewing invoices and providing input to SANDAG regarding payment. The term ofthe agreement is from April1, 2016 through September 30, 2017. FISCAL IMPACT: SANDAG Service Bureau and the city have negotiated a budget not to exceed $250,000 for consultant services {$220,000) and SANDAG Service Bureau contract management that are outlined in the MOU {$30,000). The Community and Economic Development Department operating budget has sufficient funds to cover anticipated work to be done in fiscal year 2015-16 and that future amounts will be accounted for during the formal budget process for fiscal year 2016-17. Consultant service costs $220,000 SANDAG's Service Bureau contract management cost $ 30,000 Total $250,000 ENVIRONMENTAL IMPACT: The parking study is exempt from the California Environmental Quality Act {CEQA) per CEQA Guidelines Section 15262 -projects involving only feasibility or planning studies for possible future actions which the agency, board, or commission has not approved, adopted, or funded. EXHIBITS: 1. City Council Resolution 2. Consultant's Invitation to Submit Qualifications-Scope of Work 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. --=2=0=1=--6---=-0=51=---- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A MEMORANDUM OF UNDERSTANDING WITH THE SAN DIEGO ASSOCIATION OF GOVERNMENTS SERVICE BUREAU TO ACCESS ON-CALL PROFESSIONAL SERVICES FOR THE CARLSBAD VILLAGE, BARRIO AND BEACH AREA PARKING STUDY. WHEREAS, the City of Carlsbad has prepared a draft Village and Barrio Master Plan with objectives for improved access and mobility throughout the Village and Barrio area; and WHEREAS, a comprehensive parking analysis and parking management plan are key to meeting these objectives; and WHEREAS, the City of Carlsbad has asked the San Diego Association of Governments (SANDAG) Service Bureau to access on-call consultants who have experience in developing parking studies and formulating strategies to expedite the Carlsbad Village, Barrio and Beach area parking study; and WHEREAS, SANDAG, through the Service Bureau Division, has a desire to support jurisdictions with their parking management strategies; and WHEREAS, Carlsbad Municipal Code Section 3.28.100 allows for the purchase of goods and/or services by contract when the other agency has made their purchase in a competitive manner; and WHEREAS, the purchasing officer has found that it is in the city's best interest to utilize SANDAG's existing on call agreements that have been procured in a competitive manner; and WHEREAS, under the terms of the Memorandum of Understanding (MOU), SANDAG will serve as Contract Manager and will be responsible for administering the consultant services as outlined in the MOU attached to this Resolution as Attachment A; and 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 WHEREAS, City of Carlsbad Planning Division staff will serve as Project Manager as outlined in the MOU and will be responsible for providing oversight and direction to SANDAG staff and the consultant; and WHEREAS, the City of Carlsbad has agreed to pay SANDAG for the services provided by the Service Bureau in implementing the MOU; and WHEREAS, the Community and Economic Development Department operating budget has sufficient funds for the current fiscal year and future amounts will be accounted for during the formal budget process. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. The above recitations are true and correct. 2. That the Community and Economic Development Department operating budget has sufficient funds for the fiscal year and that future amounts will be accounted for during the formal budget process. 3. That the Memorandum of Understanding (Attachment A) between the City of Carlsbad and San Diego Association of Governments Regarding the Carlsbad Village, Barrio and Beach Area parking study, is hereby approved. 4. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute the MOU (Attachment A) as so stated on behalf of the City of Carlsbad. Ill Ill Ill Ill -2- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad on the 22nd day of March 2016, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: Council Members Wood, Schumacher, Blackburn, Packard. None. None. Council Member Hall. ATTEST: -3- (SEAL) MEMORANDUM OF UNDERSTANDING BETWEEN THE SAN DIEGO ASSOCIATION OF GOVERNMENTS AND THE CITY OF CARLSBAD FOR CARLSBAD VILLAGE, BARRIO, AND BEACH AREA PARKING STUDY SANDAG CONTRACT NO. 5004840 This Memorandum of Understanding {"MOU") is made and entered into effective as of this tSC day of ~J'a 2016, (the "Effective Date") by and between the San Diego Association of Governments ("SANDAG "), acting through its Service Bureau, and the City of Carlsbad ("CARLSBAD"), collectively "the Parties." RECITALS The following recitals are a substantive part of this MOU: WHEREAS, SANDAG is a regional government agency with member agencies in the San Diego region, including CARLSBAD; and WHEREAS, SANDAG has completed a Regional Parking Management Toolbox and has a desire to support jurisdictions with their parking management strategies; and WHEREAS, CARLSBAD desires to develop a parking strategy as part of its Village and Barrio Master Plan; and WHEREAS, to support that strategy, the study of parking in beach areas beyond master plan boundaries is necessary; and WHEREAS, SANDAG on-call consultants have experience in developing parking studies and formulating strategies; and WHEREAS, in order to expedite completion of the parking strategy, CARLSBAD desires to enter into an MOU with SANDAG in order to access on-call professional services via the SANDAG Service Bureau. AGREEMENT THEREFORE, the Parties agree as follows: CARLSBAD AGREES: 1. CARLSBAD will serve as Project Manager and will be responsible for: a. Providing oversight and direction to SANDAG staff and consultant for the CARLSBAD study; and b. Developing the consultant scope of work and schedule for use by SANDAG; and c. Participating in the selection of consultant; and d. In consultation with SANDAG staff, directing the work of the consultant; and e. In coordination with SANDAG, reviewing and approving consultant tasks and deliverables; and f. Reviewing invoices and providing input to SANDAG regarding payment. 2. CARLSBAD will reimburse SANDAG for costs incurred for work associated with project tasks including, but not limited to, SANDAG fully loaded labor costs, including the Service Bureau Regional Information System fee, SANDAG reimbursable costs, and for contracted consultant services. SANDAG AGREES: 1. SANDAG will serve as Contract Manager and will be responsible for administering the consultant services including: a, Working with CARLSBAD to finalize the scope of work for consultant services; and b. Procuring the consultant according to proper procurement procedures and administering the consultant task order; and c. Managing the consultant to ensure project timelines are met and tasks and deliverables are completed in a satisfactory manner to both SANDAG and CARLSBAD; and d. Reviewing and providing input to CARLSBAD on consultant tasks and deliverables; and e. Paying Consultant invoices after obtaining approval from CARLSBAD. 2. SANDAG will provide general guidance to CARLSBAD on the study. 3. SANDAG will attend up to 18 Project Team meetings. 4. SANDAG will send quarterly invoices to CARLSBAD in order to be reimbursed for all payments made directly to consultant and for SANDAG related costs. THE PARTIES MUTUALL V AGREE: 1. Any correspondence required or permitted under this MOU, including invoices, may be personally served on the other party, by the party giving notice, or may be served by certified mail, return receipt requested, to the following addresses: For SANDAG Service Bureau 401 B Street, Suite 800 San Diego, CA 92101 Attn: Cheryl Mason Email: cheryl.mason@sandag.org Phone: {619) 699-1951 2 For City of Carlsbad 1635 Faraday Avenue Carlsbad, CA 92008 Attn: Pam Drew Email: pam.drew@carlsbadca.gov Phone: (760) 602-4644 2. The term of the agreement is April1, 2016, through September 30, 2017, unless extended by written agreement of the Parties. 3. CARLSBAD shall pay a total not to exceed $250,000 to SANDAG, of which $30,000 will be for SANDAG Service Bureau's costs, including SANDAG miscellaneous reimbursable expenses, and up to $220,000 for consultant services costs. For services rendered by SANDAG pursuant to this Agreement, SANDAG shall be paid a total not to exceed $250,000. This amount shall be known as the "Maximum Amount of the Agreement." 4. CARLSBAD has allocated $40,000 of the Maximum Amount of the Agreement for Fiscal Year (FY) 2015-16 expenses. The remaining $210,000 is anticipated to be allocated in CARLSBAD's FY 2016-17 budget, but is subject to approval by the Carlsbad City Council. If CARLSBAD cannot provide the remaining $210,000 before July 1, 2016, then it will notify SANDAG as soon as reasonably possible and the Parties will meet to discuss the Project and either amend or terminate this MOU. 5. CARLSBAD shall pay SANDAG for services within 30 days after the invoice date. 6. It is agreed that SANDAG is an independent contractor and is not an agent or employee of CARLSBAD. 7. All documents and other information developed or received by SANDAG shall be the property of CARLSBAD. SANDAG will keep a copy of work as part of the project file and shall provide CARLSBAD with all original work products arising from this Agreement upon demand or upon termination of this Agreement and payment by CARLSBAD. CARLSBAD acknowledges that SANDAG is a public agency, and as such all records, documents, drawings, plans, specifications, and other materials in SANDAG's possession, including materials submitted by CARLSBAD, are subject to the provisions of the California Public Records Act (Government Code Section 6250 et seq.). Any reports, information, data, etc., given to SANDAG under this Agreement that CARLSBAD has marked as confidential or for deliverables prepared or assembled by SANDAG that CARLSBAD requests SANDAG to mark as confidential, will not be disclosed to the public without CARLSBAD's knowledge or a court order. Upon request by SANDAG and written approval by CARLSBAD, SANDAG shall have the right to use such work product for other projects. 8. SANDAG and CARLSBAD agree to hold each other and their respective elective and appointive boards, officers, agents, and employees harmless from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damage to property, or interference with use of property, arising out of or in any way connected with their respective comparative fault under this Agreement. 9. The Parties may at any time terminate this Agreement for any reason, or no reason, by giving 60 calendar days written notice of termination. Upon termination, SANDAG will be paid the reasonable value for services actually performed, based upon the compensation and payment provisions set forth in this Agreement. 10. This Agreement constitutes the entire Agreement between the Parties and supersedes any previous agreements, oral or written. This Agreement may be modified only by subsequent mutual written agreement executed by the Parties. 3 11. This Agreement shall be construed in accordance with the laws of the State of California. Any action commenced about this Agreement shall be filed in the San Diego County Superior Court. In the event of any such litigation between the Parties, the prevailing party shall be entitled to recover all reasonable costs incurred, including reasonable attorneys' fees, as determined by the court. 12. This Agreement shall be interpreted as though prepared by both parties. Article headings in this Agreement shall not be used to alter the plain meaning of the text in this Agreement. 13. The persons executing this Agreement on behalf of the Parties warrant that they are duly authorized to execute this Agreement. 14. SANDAG proposes to assign Cheryl Mason as its Contract Manager and Antoinette Meier as its Project Manager to provide supervision and have overall responsibility for this Agreement. The Contract Manager and Project Manager shall not be removed from the project or reassigned without prior approval of CARLSBAD. IN WITNESS WHEREOF, the Parties have executed this MOU effective on the day and year first above written. THE SAN DIEGO ASSOCIATION OF GOVERNMENTS KURTK GE ~.I" Director of Technical Serv ces APPROVED AS TO SUFFICIENCY OF FORM AND LEGALITY: Office of dfneral Counsel 4 CITY OF CARLSBAD M ALL Mayor APPROVED AS TO SUFFICIENCY OF FORM AND LEGALITY: Legal Counsel SAN DIEGO ASSOCIATION OF GOVERNMENTS (SANDAG) SERVICE BUREAU INVITATION TO SUBMIT QUALIFICATIONS FOR CARLSBAD VILLAGE, BARRIO AND BEACH AREA PARKING STUDY FOR CITY OF CARLSBAD I. INTRODUCTION The San Diego Association of Governments (SANDAG) Service Bureau is seeking the services from one of its on-call transit planning consultants to provide professional services for a parking study being conducted by the City of Carlsbad via the SANDAG Service Bureau. The d'uration of required services is anticipated to be up to one year. This document describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal. Failure . to submit information in accordance with these requirements and procedures may be cause for disqualification. II. BACKGROUND SANDAG is a legislatively created regional government agency that serves as a technical and informa- tional resource for the area's 18 incorporated cities and the county government, who collectively are the San Diego Association of Governments. The SANDAG Service Bureau is SANDAG's conduit to provide informational and technical services to member agencies, non-member government agencies, and private organizations and individuals. SANDAG Service Bureau is entering into an agreement with the City of Carlsbad to assist Carlsbad in its preparation of a parking study. SANDAG is soliciting a Consultant team to prepare a comprehensive analysis and parking management plan for the Village, Barrio and adjacent beach area ("Project Area"), shown as part of Attachment A. The consultant will perform data collection and analysis, develop and implement community engagement events, develop the parking management plan and final report, and attend meetings and present findings and one City Planning Commission and two City Council meetings. Carlsbad is the overall project manager and client to SANDAG and the selected consultant. SANDAG will enter into a task order with the consultant, provide contract oversight, review work products, provide input to Carlsbad, and pay consultant invoices. Carlsbad will provide direction to the consultant, approve work products, and approve consultant invoices. The consultant will be responsible for providing the professional services as detailed in Attachment A, Consultant Scope of Work. The consultant will be required to work collaboratively as a team member with SANDAG and City of Carlsbad. Ill. CONSULTANT SCOPE OF REQUIRED SERVICES A. Scope of Work A detailed Scope of Work is included as Attachment A. 1 B. Required Experience The consultant must possess recent and specialized expertise in conducting parking inventories, data collection and analysis including geodatabase design and survey research, developing parking management plans, designing and implementing effective public outreach strategies and conducting community meetings. Experience working with California Coastal Commission staff and presenting at Planning Commission meetings and City Council meetings is highly desirable. C. Project Schedule The anticipated term of the project is April 8, 2016 through March 31, 2017. The target date for completion of data collection and analysis is August 31, 2016. IV. SUBMITAL REQUIREMENTS Interested on-call transit planning consultants should submit the following documentation and qualifications to SANDAG Service Bureau: • Summary of consultant team's qualification, expertise, and experience relative to the scope of work including experience conducting public outreach and survey research for parking studies (not to exceed two pages) • Summary of consultant's approach to accomplishing the scope of work and proposed project schedule (not to exceed five pages) • Resumes of proposed project manager and/or technical staff focusing on recent experience and are not to exceed one page per individual. • References for relevant projects (2 references) o Cost Proposal (SANDAG template) o Other considerations (optional and not to exceed one page) Proposers must electronically submit their documentation of qualifications to SANDAG no later than 12 p.m. on March 9, 2016 to be considered. All submitted documentation should conform to the page specifications noted above and be presented in a legible font size of not less than 10 point. Proposals should be submitted electronically to cma@sandag.org. V. CONSULTANT EVALUTION AND SELECTION PROCESS Proposers will be evaluated on the criteria as per attached Consultant Evaluation Criteria (Attachment B). SANDAG and the City of Carlsbad may or may not conduct interviews. Proposers will be notified if an interview is needed. VI. SCHEDULE FOR SELECTION AND AWARD* Invitation for qualifications solicited Proposals due date Proposal evaluations Task Order awarded (no interviews) February 24, 2016 March 9, 2016 by 12 p.m. March 1 0, 2016 March 11, 2016 2 Interviews (if needed) Task Order awarded (with interviews) Task Order negotiation Task Order development Execution of Task Order March 14, 2016 March 15, 2016 March 15-18, 2016 March 21 -April?, 2016 April 8, 2016 *Execution of the Task Order is dependent on City of Carlsbad Council approval. VII. POINT OF CONTACT Please email any questions to Cheryl Mason, Service Bureau Manager, at cma@sandag.org. 3 ATTACHMENT A Request for Proposals Carlsbad Village, Barrio and Beach Area Parking Study Project Background and Scope of Work February 24, 2016 Request for Proposals The purpose of this Request for Proposals is to obtain consulting services to prepare a comprehensive parking analysis and parking management plan for the Village, Barrio and adjacent beach area ("project area"). Based on the parking analysis, develop a parking management plan, which will include, but not be limited to, parking strategies and measurable goals. The plan shall include or address: 1} an assessment of parking issues identified by the city and public; 2} estimate of current and future parking demands; and 3} recommended strategies for near-term and long-term options for maximizing efficiency of parking and overall mobility in the study area. The objectives of the study are to analyze the city's current public and private parking supply, determine current utilization and turnover rates, explore anticipated future parking needs, including future transit ridership (i.e. determine how transit ridership could impact future parking demand}, and propose parking policies and develop potential management options to promote efficient parking supply. Ideally, the study should help the city answer common questions, such as: • Is parking in the Village and Barrio adequate? Will it be in the future? • Is a parking structure(s) needed now or in the future? What about meter or paid parking? • Are adding spaces along streets and sharing use of private parking lots a way to significantly add parking and address parking needs, perhaps to the point of delaying a parking structure? • How will changing demographics due to an influx of millennia Is and baby boomers affect parking needs? • How does technology, such as parking apps, parking management strategies, and other non- parking improvements, such as Transportation Demand management programs, the emergence of shared mobility services, pedestrian enhancements or a shuttle system, affect the need for parking? Project background The City of Carlsbad is preparing the Village and Barrio Master Plan, a new master plan for its downtown, commonly referred to as the "Village," and the adjacent, mostly residential, Barrio. The draft of the new plan, which will replace the existing Village Master Plan and Design Manual, is available at www.carlsbadca.gov/villagebarrio. Overall master plan objeCtives call for improved access and mobility throughout the planning area, which will play a critical role in making the Village and Barrio more vibrant and enjoyable and increasing their connectedness with surrounding areas, including the beach. Comprehensive parking data and a parking management plan are key to meeting these objectives and contributing to the plan's success. Public hearings to consider plan adoption will occur this spring. A Mobility Plan is a key component of the master plan and contains a set of short-and long-term mobility strategies. Strategies address mobility in all forms, including that based on emerging and future Carlsbad Village, Barrio and Beach Area Parking Study Request for Proposals February 24, 2016 technologies, and parking. Strategies recommend increasing the public parking supply, reducing parking ratios (which the draft master plan already proposes), and identifying "park once" and "intercept parking" opportunities. These parking objectives are enabled by the compact, walkable nature of the Village and access to outstanding transit service centered near the Carlsbad Village Train Station. However, they must also be considered in light of parking challenges including a perceived lack of adequate public parking, lack of complete recent data, lack of an overall parking plan, and potential for parking overflow into adjacent residential areas, and a lack of complete, recent data. The Mobility Element recommends formation of a Mobility Management District that encompasses all of the Village and Barrio. The plan also recommends formation of a Downtown Mobility Commission to oversee parking issues and mobility matters in general in the Village and Barrio. The parking anticipated by this scope would serve as foundational information for a commission or for any effort that seeks to successfully understand and manage parking in the area. The city has also drafted the Carlsbad Coastal Mobility Readiness Plan. A plan goal is "to create an innovative transportation future in which advanced information, new technologies and sustainable fuels support a vibrant community with seamless mobility options." To attain this goal, the plan states it is important to improve existing transportation options while increasing viable mobility choices that provide many of the same advantages as personal vehicles and to encourage people to share the ride and share the road by using an integrated transportation system that builds upon the "Park Once" strategies developed in the Village and Barrio Master Plan. The proposed Village and Barrio Master Plan is subject to California Coastal Commission approval. The study will help the city respond to Coastal Commission and public concerns regarding the adequacy of and overall planning for parking in the beach area, such as with the plan proposal to expand the Village parking-in-lieu fee program to the beach area, or the area west of the railroad tracks. This will require analysis of beach area parking beyond plan boundaries. A map of the area to be studied is attached. Study boundaries may be refined based on input from the selected consultant, Coastal Commission and the community. The map also shows the Coastal Zone boundary. Note: The city recognizes the expertise and experience a consultant can bring to this project. If the consultant believes scope refinements, such as additional tasks that will result in a better product, please propose them for the city's consideration. Project Goals In general, the purpose of the parking study is to 1) document existing inventory; 2} determine future parking needs; 3) recommend strategies to help the city manage the parking system so it operates efficiently within the project area; and 4) provide a full picture of future parking demand to assist the city in providing adequate parking. The information gathered shall: 1) identify existing and future parking issues and needs; 2) develop some measurable parking management strategies that maximize the supply and utilization of parking spaces; and 3} develop a parking management plan, which will include a future parking demand model to identify Carlsbad Village, Barrio,and Beach Area Parking Study Request for Proposals February 24, 2016 potential future parking issues and impacts within the study area. In considering future parking demand, it will be important to consider shared mobility services such as carshare, rideshare (Uber, Lyft), bike share, etc. In addition long-term parking improvements and program recommendations shall be made based on the anticipated future parking demand and supply, as well as any future year impacts that are identified. Throughout, coordinate with city staff to ensure consistency with the draft Village and Barrio Master Plan and Coastal Mobility Readiness Plan. Scope of Work Consultant services desired as part ofthis contract include Tasks 1 through 7. Task 1-Kick-off Meeting with Staff • Meet with city staff to finalize project parameters and obtain data on the project area, including maps, existing parking standards, background materials and any other pertinent information. • Discuss consultant approach, the project objectives, tasks and timeline, and identify issues. • Present consultant recommendations that establish the geographic limits of the study, identify the streets and private and public parking lots to be surveyed for inventory, occupancy and turnover studies and the best times to conduct the studies. (Note: City resources identified below could be helpful as guidance when completing surveys in the field.) • Discuss consultant approach regarding public outreach, including community meetings, on-line and intercept surveys. • As necessary, submit a final work plan for city review and approval. • Deliverable: Final work plan for city review and approval. Task 2 -Data Collection & Analysis • Inventory current parking spaces in the study area including public parking lots, on-street parking (marked and unmarked), and private, non-residential parking lots available for customers and employees to determine the baseline conditions. The inventory shall make a clear distinction between which spaces are public and those that are private. • Perform parking occupancy and parking turnover studies of parking on-street and in parking lots, both private and public in the project area; this will mainly apply to the Village area. Parking data should be collected during the morning, mid-day, evening, during the week, weekends, summer and off-season and during ongoing special events (e.g., the Farmers' Market) and at least one large special event (e.g., Carlsbad 5000) to provide a diverse parking representation. The inventory and data shall be provided to the city in an ArcGIS spatial data layer (polygon shapefile or feature class) with fields and attributes designating parking inventory, occupancy, turnover data, time limits, use information, etc. • Identify the location and number of all on-street parking spaces in the project area that could be added through simple projects that maintain existing curb lines such as: 1) adding parking spaces by narrowing travel lanes; 2) removing unnecessary red curbs; 3) eliminating vacated driveways and/or unnecessary curb cuts; 4) creating angled parking; 5) striping or restriping spaces; and 6) redesigning public parking layouts. Carlsbad Village, Barrio and Beach Area Parking Study Request for Proposals February 24, 2016 • Document how long cars are parked in spaces that have a time limit. The data should include length of stay and whether or not the demand is attributed to transit ridership, commercial employment, beach activities or business visitations. • Develop and conduct online (via www.surveymonkey.com or an equivalent site) and intercept surveys for stakeholder groups such as: 1) residents; 2) business owners; 3) employees; and 4) transit users. The survey is to gather input on what people think the issues are and on the characteristics ofthe parking usage. • Collect both quantitative and qualitative information to include: 1) time of interview; 2) mode of transportation; 3) duration of parking; 4) parking/trip purpose; 5) parking location; and 6) user type (worker, owner, shopper, etc.}. • Code the responses by stakeholder groups and geocode the survey results based on specific locations. • Produce a map and summary report including tables of the questionnaire/survey responses and analyze the data and identify the prevailing issues (i.e. what is the data telling us?) per area (i.e. Village, Barrio, beach, etc.). • Deliverable: Reports and maps documenting existing parking inventory and identifying parking issues. Task 3-Analyze Existing Parking Standards for the Project Area • Compare the city's off-street parking standards and options within the project area to those of similar "smart growth" cities (ideally along the southern California coast), and identify best practices. Evaluate the degree to which the parking standards and incentives will meet anticipated demand. If warranted, recommend adjustments to parking standards and incentives, in combination with parking management strategies (see Task 5). • Analyze the adequacy of the current parking-in-lieu fee and determine if the current fee collected is adequate for its intended purpose; which is maintenance of existing, or development of future, public parking facilities for properties in areas of the Village located east ofthe railroad right-of- way. Furthermore, analyze how the parking-in-lieu fee could be used to fund other mobility options such as financing trolleys/shuttles, installing bicycle and pedestrian infrastructure. Include recommended fee amounts. Research best practices/case studies to support recommended fee amounts. • Evaluate the potential for expanding the existing parking-in-lieu fee program in the Village area, west of the railroad tracks. Prior Coastal Commission action limited the application of the parking- in-lieu fee until the city demonstrate that specific sites identified where parking facilities will be constructed and that detailed criteria and procedures are established for the annual assessment of parking utilization subject to the completion of a parking study or other technical information satisfactory to the Coastal Commission. • Deliverable: Report on city's parking standards and identify best practices. The report shall include an analysis of the city's parking-in-lieu fee program and an evaluation of expanding the program. Carlsbad Village, Barrio and Beach Area Parking Study Request for Proposals February 24, 2016 Task 4-Community Engagement Events • Near the beginning of the study, conduct a minimum of two (2) community meetings with stakeholders (i.e. residents, business owners, employees, etc.) to gain their input regarding parking issues and recommendations for efficient parking in the project area. • Near the end of the study, conduct a minimum of two (2) more community meetings with stakeholders as identified above to present study findings and solicit feedback. • All community meetings should be geared to times and days appropriate for residents and appropriate for merchants; meeting times and days shall be subject to city approval; city meeting space may be available for these meetings. • Conduct additional public outreach with intercept and online surveys and stakeholder interviews. • Develop an outreach plan for residents and merchants; identify meeting format and content, use of online tools, and solicitation methods; provide materials in Spanish and provide Spanish translators at meetings where Barrio residents may attend. • Prepare summary reports of the community engagement events as an interim measure before the final report (Task 6) is complete. Up to four (4) hard copies and one (1) PDF of each summary report shall be provided to the city. The consultant shall address and respond to two rounds of consolidated comments on the reports from the city. Reports shall be formatted for easy posting on the city website. • Deliverable: Summary report ofthe results of the community engagement events. Task 5 -Develop a Parking Management Plan • Based on the data analysis (Task n develop measurable parking goals and thresholds for parking issues related to: 1) turnover rates; 2) managing competing uses; 3) employee parking; 4) transit rider parking; 5) shared parking, etc. • Establish occupancy thresholds and make recommendations on parking management actions to be taken if thresholds are reached. Examples of such actions may include: 1) enforce existing time restrictions, 2) install smart meters, 3) build additional parking facilities, etc. • If parking structures are advised, provide recommendations regarding location, quantity of spaces and whether they should be built as city facilities and/or joint public-private ventures. Recommendations should take into consideration other aspects that might affect use of any structure, such as location and surrounding existing or future land use, the presence of metered or paid parking, condition of the walking experience between a structure and destination, etc. • Develop parking management strategies. Example strategies may include: 1) creating new parking supply; 2) implementing a managed paid parking program; 3) implementing management strategies; 4) developing sustainable parking initiatives; 5) determining shared parking opportunities; 6) developing communication strategies; 7} establishing appropriate time limit restrictions for on-street and off-street parking; and 8} implement "smart" parking solutions. • Craft recommendations for how to manage and implement the Parking Management Plan. Key considerations include: 1) phasing; 2} program structure; 3} staffing; 4) operations and management technology; and 5) budgeting/financing. • Advise on the need for accessible on-street parking spaces in the downtown Village area. If accessible on-street parking spaces are advised, recommend their type (i.e., regular or van 9 Carlsbad Village, Barrio and Beach Area Parking Study Request for Proposals February 24, 2016 accessible), locations and the limits of the geographic area in which they could be provided. This task need not analyze accessible parking in the city's public parking lots, which has been separately studied. • Establish the parameters for future monitoring of parking by others, such as frequency, time of day/year, street segments and parking lots to be monitored. • Provide templates of monitoring forms (in Word or Excel) that can be used by the city for future parking surveys. • Recommend technologies that can be used for data collection and analysis as well as other technologies for managing the parking system. • Deliverable: Report summarizing all bullet points listed under Task 5. The report should include recommendations and strategies to efficiently managing parking in the project area. Task 6-Final Report and Parking Management Plan • After the completion of the data collection and community engagement efforts, the cons\.(ltant shall prepare a draft and final report for city staff to review (in MS Word format). The document shall consolidate the work completed in the scope and Tasks 1 through 5, and include maps, tables and other graphics so the information can be more easily understood. Consultant shall discuss the structure and format of the report and parking management plan with the city before preparing the initial draft. Reports shall be formatted for easy posting on the city website. • The consultant shall address and respond to two rounds of consolidated comments on the draft final report from the city and stakeholders. Up to four (4) hard copies and one (1) MS Word and PDF versions of the final report shall be provided to the city, with all tables, charts and figures included. • Deliverable: Final report and Parking Management Plan. Task 7-Attend Meetings • As determined necessary by staff, participate in up to two (2) combined City of Carlsbad and Coastal Commission staff meetings to understand Coastal Commission concerns and expectations. • Attend at least one meeting a month either in person, or by teleconference, to update the Project Team on the project status. It may be necessary to meet more often, therefore, budget 18 Project Team meetings. • The consultant shall be responsible for attending, presenting findings, and answering questions, at one (1) Planning Commission and two (2) City Council meetings, as needed. Project Schedule • Peak and non-peak season counts shall be conducted starting in April 2016. The target completion date for the report and parking management plan is March 2017, to enable the capture of peak and non-peak season parking counts and use, including the popular Memorial Day and Fourth of July weekends. 10 Carlsbad Village, Barrio and Beach Area Parking Study Request for Proposals February 24, 2016 Resources The following resources are available to the selected consultant: • Carlsbad Coastal Mobility Readiness Plan, dated January 2016. • City of Carlsbad General Plan, dated September 2015. • City of Carlsbad Climate Action Plan, dated September 2015. • Draft Village and Barrio Master Plan, dated November 2015. • Village Master Plan and Design Manual, dated June 2013. • SANDAG Regional Parking Management Toolbox (2014). • SANDAG Parking Strategies for Smart Growth, dated June 2010. • SANDAG Trip Generation for Smart Growth, dated June 2010. • Map with summary counts of public and private parking in the Village; including parking on private property, on public property and on the street (2015}. • Urban Place Consulting Group parking counts, occupancy and turnover studies (select public parking lots and streets only) and recommendations (2012 and 2014). • Parking in the Carlsbad Village Redevelopment Area Report, prepared by City of Carlsbad Housing and Redevelopment Department with assistance from Linscott, Law and Greenspan, dated January 1999. • Other limited, city-provided information on Village parking. • Public comments received on the draft Village and Barrio Master Plan, some of which focus on parking. Selection criteria will be based on the following weighted factors (see Attachment B for more detailed selection criteria): 1. 2. 3. 4. 5. Professional Qualifications & Technical Competence Project Experience Proposed Methodology and Approach to Work Consultant experience with designing and implementing effective public outreach strategies for parking studies/plans Cost Proposal Total 30% 30% 20% 10% 10% 100% 11 -+-+ Railroad --.. Coastal Zone Boundary Q Parking Study Area Boundary Proposed Master Plan Area ---===::::JFeet a 0 1,000 w {cicyof Carlsbad Carlsbad Village, Barrio and Beach Area Parking Study Boundaries ATTACHMENT B EVALUATION FORM WEIGHT PROJECT TEAM: PROFESSIONAL 3.0 QUALIFICATIONS & TECHNICAL COMPETENCE • Qualifications and relevant individual experience of proposed subconsultant team • Unique qualification of key personnel • Distribution of hours of individuals to be working on project PROJECT EXPERIENCE 3.0 • Demonstrated capability of similar or related parking management plans • Demonstrated experience in collection and analysis of parking and related data • Demonstrated experience on implementation strategies for parking plans • Experience working on plans and projects with California Coastal Commission staff • Experience in survey design and analysis • Management and scheduling abilities PROPOSED METHODOLOGY AND APPROACH 2.0 TO WORK • Demonstrated knowledge of Coastal Commission requirements • Understating of work to be accomplished • Approach and proposed methodology for accomplishing all work (data collection, survey research, public outreach, etc.) • Quality and comprehensiveness of submitted proposal CONSULTANT EXPERIENCE WITH DESIGNING 1.0 AND IMPLEMENTING EFFECTIVE PUBLIC OUTREACH STRATEGIES FOR PARKING STUDIES/PLANS • Record of producing a quality product on similar projects on time and within budget COST PROPOSAL 1.0 TOTAL 10 SCORE (1-10) 100 WEIGHTED SCORE 13 \ \ Independent Cost Estimate Template Summary Contract No.: Project Manager: Antoinette Meier Date: 2/22/16 Task Order No.: Project No.: $214,910 Project: Carlsbad Parking Study $94.42 Hours Schedule Research Task WBS Codes Description Principal PM Analyst SR GIS Analyst GIS Analyst Assistants outreach Traffic Engineer Support Total Hours Begin Date End Date $267.00 $203.00 $104.00 $140.00 $85.00 $20.00 $104.00 $204.00 $85.00 1 Kick-off Meeting with Staff 2 8 4 14 2 Data Collection and Analysis 3 68 132 44 220 730 40 2 1,239 3 Analyze Existing Parking Standards for th<:J Project Area 9 60 120 3 192 4 Community Engagement Events 5 92 70 130 80 377 - 5 Develop Parking Management Plan 8 64 64 40 176 6 Final Report and Parking Management Plan 4 28 50 50 132 7 Coordination and Other Meetings 12 74 12 98 8 Project Management 16 24 8 48 Totals= 59 418 452 44 220 860 80 40 103 2,276 Schedule Cost Task WBS Codes Description Research Total Cost Begin Date End Date Principal PM Analyst SR GIS Analyst GIS Analyst Assistants Outreach Traffic Engineer Support 1 Kick-off Meeting with Staff $ 534.00 $ 1,624.00 $ 416.00 $ -$ -$ -$ -$ -$ -$2,574.00 2 Data Collection and Analysis $ 801.00 $ 13,804.00 $ 13,728.00 $ 6,160.00 $ 18,700.00 $ 14,600.00 $ -$ 8,160.00 $ 170.00 $76,123.00 3 Analyze Existing Parking Standards for the Project Area $ 2,403.00 $ 12,180.00 $ 12,480.00 $ -$ -$ -$ -$ -$ 255.00 $27,318.00 4 Community Engagement Events $ 1,335.00 $ 18,676.00 $ 7,280.00 $ -$ -$ 2,600.00 $ 8,320.00 $ -$ -$38,211.00 5 Develop Parking Management Plan $ 2,136.00 $ 12,992.00 $ 6,656.00 $ -$ -$ -$ -$ -$ 3,400.00 $25,184.00 6 Final Report and Parking Management Plan $ 1,068.00 $ 5,684.00 $ 5,200.00 $ -$ -$ -$ -$ -$ 4,250.00 $16,202.00 7 Coordination and Other Meetings $ 3,204.00 $ 15,022.00 $ 1,248.00 $ -$ -$ -$ -$. -$ -$19,474.00 8 Project Management $ 4,272.00 $ 4,872.00 $ -$ -$ -$ -$ -$ -$ 680.00 $9,824.00 Totals= $ 15,753.00 $ 84,854.00 $ 47,008.00 $ 6,160.00 $ 18,700.00 $ 17,200.00 $ 8,320.00 $ 8,160.00 $ 8,755.00 $ 214,910.00 Task WBS Codes Description Other Direct Cost Total Cost travel, printing, meeting expenses, supplies, etc. 1500 1500 9 Totals= TOTAL ESTIMATED PROJECT COST= $214,910.00 Signature (Prepared By Cheryl Mason) . Senior Research Analyst 2/23/16 Prepared Independent Cost Estimate_ Carlsbad Parking Study; Summary File Location: M:\Contracts and Procurement\Templates-Project Managers/06 ICE Samples\ICE Blank Template Page 1 of 1 Pam Drew March 22, 2016 Memorandum of Understanding with San Diego Association of Governments to Access On-Call Professional Services Pam Drew March 22, 2016 Memorandum of Understanding with San Diego Association of Governments to Access On-Call Professional Services Pam Drew March 22, 2016 Memorandum of Understanding with San Diego Association of Governments to Access On-Call Professional Services Pam Drew March 22, 2016 Memorandum of Understanding with San Diego Association of Governments to Access On-Call Professional Services Background •Draft Village and Barrio Master Plan objectives •Develop parking strategies both near-and long-term Maximize efficiency of existing parking Improve access and mobility Identify opportunities to increase parking Background •A comprehensive parking analysis and a parking management plan are key to meeting these objectives. •Parking analysis will include the Village, Barrio and beach area. Parking Analysis Area Background •Staff developed a Request for Proposal (RFP) to obtain consulting services to prepare a comprehensive parking analysis and parking management plan. •The RFP process can be lengthy. •To expedite the process, staff would like to have access to SANDAG’s on-call professional services Proposed Agreement •SANDAG Service Bureau staff will serve as contract manager. •Procure the consultant •Administer the consultant task orders •Review the deliverables to make sure they are complete •Manage the consultant to ensure project timelines are met •Review and pay the consultant invoices Proposed Agreement •Planning Division staff will serve as project manager. •Provide oversight and direction •Participate in selection of the consultant •Direct the work of the consultant •Review and approve the consultant tasks and deliverables •Review invoices Proposed Agreement •The term of the agreement is April 1, 2016 through September 30, 2017 (18 months). •Contract with the consultant will be April 2016 through March 2017 (12 months). –Consultant cost -$220,000 (cost estimate) –SANDAG Service Bureau -$30,000 Proposed Agreement •SANDAG Service Bureau and the city have negotiated a budget not to exceed $250,000 –Consultant cost -$220,000 (cost estimate) –SANDAG Service Bureau -$30,000 Fiscal Impact •Fiscal Year 2015-16 cost is $40,000 •Covers almost a three-month period •CED operating budget has sufficient funds •Future funding to be requested during annual budget process Recommendation Adopt a Resolution approving a Memorandum of Understanding (MOU) with the San Diego Association of Governments (SANDAG) Service Bureau to access on-call professional services to expedite the Carlsbad Village, Barrio and Beach area parking study in an amount not to exceed $250,000. Background •Draft Village and Barrio Master Plan objectives •Develop parking strategies both near-and long-term Maximize efficiency of existing parking Improve access and mobility Identify opportunities to increase parking Background •A comprehensive parking analysis and a parking management plan are key to meeting these objectives. •Parking analysis will include the Village, Barrio and beach area. Parking Analysis Area Background •Staff developed a Request for Proposal (RFP) to obtain consulting services to prepare a comprehensive parking analysis and parking management plan. •The RFP process can be lengthy. •To expedite the process, staff would like to have access to SANDAG’s on-call professional services Proposed Agreement •SANDAG Service Bureau staff will serve as contract manager. •Procure the consultant •Administer the consultant task orders •Review the deliverables to make sure they are complete •Manage the consultant to ensure project timelines are met •Review and pay the consultant invoices Proposed Agreement •Planning Division staff will serve as project manager. •Provide oversight and direction •Participate in selection of the consultant •Direct the work of the consultant •Review and approve the consultant tasks and deliverables •Review invoices Proposed Agreement •The term of the agreement is April 1, 2016 through September 30, 2017 (18 months). •Contract with the consultant will be April 2016 through March 2017 (12 months). –Consultant cost -$220,000 (cost estimate) –SANDAG Service Bureau -$30,000 Proposed Agreement •SANDAG Service Bureau and the city have negotiated a budget not to exceed $250,000 –Consultant cost -$220,000 (cost estimate) –SANDAG Service Bureau -$30,000 Fiscal Impact •Fiscal Year 2015-16 cost is $40,000 •Covers almost a three-month period •CED operating budget has sufficient funds •Future funding to be requested during annual budget process Recommendation Adopt a Resolution approving a Memorandum of Understanding (MOU) with the San Diego Association of Governments (SANDAG) Service Bureau to access on-call professional services to expedite the Carlsbad Village, Barrio and Beach area parking study in an amount not to exceed $250,000. Background •Draft Village and Barrio Master Plan objectives •Develop parking strategies both near-and long-term Maximize efficiency of existing parking Improve access and mobility Identify opportunities to increase parking Background •A comprehensive parking analysis and a parking management plan are key to meeting these objectives. •Parking analysis will include the Village, Barrio and beach area. Background •Staff developed a Request for Proposal (RFP) to obtain consulting services to prepare a comprehensive parking analysis and parking management plan. •The RFP process can be lengthy. •To expedite the process, staff would like to have access to SANDAG’s on-call professional services Proposed Agreement •SANDAG Service Bureau staff will serve as contract manager. •Procure the consultant •Administer the consultant task orders •Review the deliverables to make sure they are complete •Manage the consultant to ensure project timelines are met •Review and pay the consultant invoices Proposed Agreement •Planning Division staff will serve as project manager. •Provide oversight and direction •Participate in selection of the consultant •Direct the work of the consultant •Review and approve the consultant tasks and deliverables •Review invoices Proposed Agreement •The term of the agreement is April 1, 2016 through September 30, 2017 (18 months). •Contract with the consultant will be April 2016 through March 2017 (12 months). –Consultant cost -$220,000 (cost estimate) –SANDAG Service Bureau -$30,000 Proposed Agreement •SANDAG Service Bureau and the city have negotiated a budget not to exceed $250,000 –Consultant cost -$220,000 (cost estimate) –SANDAG Service Bureau -$30,000 Fiscal Impact •Fiscal Year 2015-16 cost is $40,000 •Covers almost a three-month period •CED operating budget has sufficient funds •Future funding to be requested during annual budget process Recommendation Adopt a Resolution approving a Memorandum of Understanding (MOU) with the San Diego Association of Governments (SANDAG) Service Bureau to access on-call professional services to expedite the Carlsbad Village, Barrio and Beach area parking study in an amount not to exceed $250,000. Background •Draft Village and Barrio Master Plan objectives •Develop parking strategies both near-and long-term Maximize efficiency of existing parking Improve access and mobility Identify opportunities to increase parking Background •A comprehensive parking analysis and a parking management plan are key to meeting these objectives. •Parking analysis will include the Village, Barrio and beach area. Background •Staff developed a Request for Proposal (RFP) to obtain consulting services to prepare a comprehensive parking analysis and parking management plan. •The RFP process can be lengthy. •To expedite the process, staff would like to have access to SANDAG’s on-call professional services Proposed Agreement •SANDAG Service Bureau staff will serve as contract manager. •Procure the consultant •Administer the consultant task orders •Review the deliverables to make sure they are complete •Manage the consultant to ensure project timelines are met •Review and pay the consultant invoices Proposed Agreement •Planning Division staff will serve as project manager. •Provide oversight and direction •Participate in selection of the consultant •Direct the work of the consultant •Review and approve the consultant tasks and deliverables •Review invoices Proposed Agreement •The term of the agreement is April 1, 2016 through September 30, 2017 (18 months). •Contract with the consultant will be April 2016 through March 2017 (12 months). –Consultant cost -$220,000 (cost estimate) –SANDAG Service Bureau -$30,000 Proposed Agreement •SANDAG Service Bureau and the city have negotiated a budget not to exceed $250,000 –Consultant cost -$220,000 (cost estimate) –SANDAG Service Bureau -$30,000 Fiscal Impact •Fiscal Year 2015-16 cost is $40,000 •Covers almost a three-month period •CED operating budget has sufficient funds •Future funding to be requested during annual budget process Recommendation Adopt a Resolution approving a Memorandum of Understanding (MOU) with the San Diego Association of Governments (SANDAG) Service Bureau to access on-call professional services to expedite the Carlsbad Village, Barrio and Beach area parking study in an amount not to exceed $250,000.