Loading...
HomeMy WebLinkAbout2017-03-28; City Council; ; Adopt a Resolution authorizing execution of a Professional Services Agreement with Kimley-Horn and Associates, Inc., for an amount not to exceed $130,300 for a Trolley Feasibility Study.CA Review __ _ ~ CITY COUNCIL ~ Staff Report Meeting Date: To: From: Staff Contact: Subject: March 28, 2017 Mayor and City Council Kevin Crawford, City Manager ~ Lolly Sangster, Program Manager Lolly.Sangster@carlsbadca.gov or 760-602-2772 Adopt a Resolution authorizing execution of a Professional Services Agreement with Kimley-Horn and Associates, Inc., for an amount not to exceed $130,300 for a Trolley Feasibility Study. Recommended Action Adopt a Resolution authorizing execution of a Professional Services Agreement with Kimley-Horn and Associates, Inc., for an amount not to exceed.$130,300 for a Trolley Feasibility Study. Executive Summary This action authorizes the city to execute a Professional Services Agreement (Agreement) to prepare a Trolley Feasibility Study. The consideration of a trolley service, as a mode of transportation, was identified in the Coastal Mobility Readiness Plan to help improve mobility in Carlsbad, and is consistent with the Mobility Element of the General Plan update. Further access to transit services and the feasibility of offering a trolley program in the Carlsbad coastal corridor will be an integral part of the Sustainable Mobility Plan currently being developed. The Sustainable Mobility Plan creates a framework to improve access to active transportation options in the city and makes recommendations for facility improvements to support Measure K, Action K-1, of the city's Climate Action Plan. This action also directly aligns with the Council Goal to become a leader in multimodal transportation systems. It provides creative approaches to moving people and goods through and within Carlsbad. Discussion Acceptance of the Kimley-Horn and Associates, Inc., Agreement for preparation of a Trolley Feasibility Study will start an evaluation of our transit services. One of the recommendations from the Carlsbad Coastal Mobility Readiness Plan, adopted in February 2016, was to consider trolley services as a mobility option. Trolley services could provide a mode of travel designed to address several needs within the Village and along the coast, including reduced parking demands, an enhanced visitor experience and reinforcement of the SANDAG model for mobility hubs. The Trolley Feasibility Study will help our stakeholders and constituents understand the existing and needed infrastructure, equipment options, supply and demand, timing, budget, scope, and funding needed to establish a trolley program along Carlsbad's coastal corridor. Below are the main components of the Trolley Feasibility Study: Item #2 March 28, 2017 Page 1 of 20 1. Community outreach including meetings, public involvement plan, and stakeholder engagement. 2. Definition of purpose and need, including existing condit ions, best practices, alternatives, and initial screening. 3. Alternatives analysis, including formalizing goals and objectives, and evaluating alternatives. 4. Implementation plan including budget development, technology evaluation, service delivery methods, preparation of a business model, branding and marketing. In addition, the Trolley Feasibility Study will identify how to further connect the community to amenities, services and destinations. On July 21, 2016, the Traffic & Mobility Division of Public Works requested proposals for services to prepare a Trolley Feasibility Study. On Aug. 25, 2016, three proposals were received and a selection committee comprised of city staff rated the submittals. The proposals were evaluated on experience, performance of similar work, ability to provide services, project approach and cost. Staff recommends awarding the Agreement for the Trolley Feasibility Study to Kimley-Horn and Associates, Inc. Fiscal Analysis The Agreement with Kimley-Horn and Associates, Inc., is for an amount not to exceed $130,300. Adequate funding was appropriated from the General Fund in the fiscal year 2016-17 Operating Budget. Next Steps Staff will work with North County Transit District and local stakeholders to evaluate the appropriate transit amenity for the coastal corridor area, and will present the findings to City Council in the fall of 2017. Environmental Evaluation (CEQA) Pursuant to Public Resources Code Section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. Public Notification Community stakeholder involvement will occur as included in the Sustainable Mobility Plan Grant with Caltrans. Exhibits 1. Resolution authorizing execution of a Professional Services Agreement with Kimley-Horn and Associates, Inc., for an amount not to exceed $130,300 for a Trolley Feasibility Study. 2. Mobility Readiness Plan Implementation Matrix. Item #2 March 28, 2017 Page 2 of 20 RESOLUTION NO. 2017-047 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING EXECUTION OF A PROFESSIONAL SERVICES AGREEMENT WITH KIM LEY-HORN AND ASSOCIATES, INC., FOR AN AMOUNT NOT TO EXCEED $130,300 FOR A TROLLEY FEASIBILITY STUDY. EXHIBIT 1 WHEREAS, the City Council of the City of Carlsbad, California has determined that it is necessary and in the public interest to evaluate a trolley service in the coastal corridor to increase mobility choices as defined in the Coastal Mobility Readiness Plan; and WHEREAS, the Department of Public Works solicited Requests for Proposals (RFPs) from consulting firms and received a total of three RFPs for professional services for a Trolley Feasibility Study; and WHEREAS, subsequent to a review of the RFPs, staff selected Kim ley-Horn and Associates, Inc., as the most qualified consultant for the project; and WHEREAS, staff and Kimley-Horn and Associates, Inc., have negotiated the scope of work and fee not to exceed $130,300 to provide a feasibility study for trolley services; and WHEREAS, funding for said project has previously 'been appropriated during the fiscal year 2016-17 Operating Budget and acceptance of the CALTRANS Sustainable Transportation Planning Grant; and WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary and in the public interest to enter into a Professional Services Agreement with Kim ley-Horn and Associates, Inc. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the Mayor is authorized and directed to execute the Professional Services Agreement with Kim ley-Horn and Associates, Inc., in an amount not to exceed $130,300 for a Trolley Feasibility Study, attached hereto as Attachment A. Item #2 March 28, 2017 Page 3 of 20 EXHIBIT 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 28th day of March, 2017, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, M. Packard. C. Schumacher. None. (SEAL) . ,·: 'c • r ·1,, ... ,·.' \.SB..qD '•,_, ~' "'~··········. (' ··::. ~~il~~'· 2 0 :-. ' . . ::-.:~ ~ ":· ->-: ~ • :~. 0 -= ~ \ ··: :: -Y". • .:t7--::.~ .. ··. . .:'~:: ... v •... .• ,, .... .... ,, •• ••••••••••• •• "CC.,.:::-;', ' * , ,, ,, ,, '''''"''''' Item #2 March 28, 2017 Page 4 of 20 AGREEMENT FOR SUSTAINABLE MOBILITY PLAN TROLLEY PROGRAM FEASIBILITY STUDY KIMLEY-HORN AND ASSOCIATES, INC. TRAN1519 THIS AGREEMENT is made and entered into as of the zqtVl day of Mzw=rJ\t) , 2017, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and KIMLEY-HORN AND ASSOCIATES, INC., a North Carolina corporation, ("Contractor"). RECITALS A. City requires the professional services of a consultant that is experienced in trolley feasibility study. B. Contractor has the necessary experience in providing professional services and advice related to trolley feasibility study. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one (1) year from the date first above written. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will not exceed one hundred thirty thousand three hundred dollars ($130,300). No other compensation for the Services will be allowed. Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. City Attorney Approved Version 4/1/15 Item #2 March 28, 2017 Page 5 of 20 TRAN1519 The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney's fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report. 10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage City Attorney Approved Version 4/1/15 2 Item #2 March 28, 2017 Page 6 of 20 TRAN1519 will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability Insurance. $2,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements. City Attorney Approved Version 4/1/15 3 Item #2 March 28, 2017 Page 7 of 20 TRAN1519 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City Name Lolly Sangster Title Program Manager Department Public Works City of Carlsbad Address 1635 Faraday Ave Carlsbad, CA 92008 Phone No. 760-602-2772 For Contractor Name Matthew Horton Title Project Manager Address 401 B Street, Buite 600 San Diego, CA 92101 Phone No. 619-234-9411 Email matt.horton@kimley-horn.com Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all four categories. 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, City Attorney Approved Version 4/1/15 4 Item #2 March 28, 2017 Page 8 of 20 TRAN1519 ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, City Attorney Approved Version 4/1/15 5 Item #2 March 28, 2017 Page 9 of 20 TRAN1519 to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTION AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. Ill Ill Ill Ill Ill Ill Ill City Attorney Approved Version 4/1/15 6 Item #2 March 28, 2017 Page 10 of 20 TRAN1519 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR KIMLEY-HORN AND ASSOCIATES, INC., a North Carolina corporation CITY OF CARLSBAD, a municipal corporation of the State of California ~~~ (sign ere) BARB Pe--+u /V'eyerAo{;/ P.e, (p£,/\ C/J 66"!18) City Clerk (print name/title) fh-su.f(.f)t + Secft +cwy) If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY:___.~~;:;....._·~~~~­ Deputy City Attorney City Attorney Approved Version 4/1/15 7 Item #2 March 28, 2017 Page 11 of 20 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. ACKNOWLEDGMENT ~~~~t~f 0~aliforniaJ an D,r:8o On Jcim,1a i0 ZS,d-01'::f before me, Jess, c:aJohr,JOY),NOh'::J 01 b /i'c/ · (insert name and title of the officer) personally appeareJ Ctmiffr~rr .Vive Prestdfnt re·t£r ojer Ass,s-fart aewihl who proved to me on the basis of satisfactory evidence to be th per§onJs) whose name(sj)S1are J subscribed to the within instrument and acknowledged to me thatJ;lef_s.He/they executed the same in )tfs~/their authorized capacity(ies), and that b~jl€r/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENAL TY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signaturr)tmJ~ (Seal) JESSICA JOHNSON Commission No. 2014769 n NOTARY PUBLIC -CALIFORNIA ifl SAN DIEGO COUNTY - Commission Expires March 2~:~~17. } Item #2 March 28, 2017 Page 12 of 20 A. Project Background One of the recommendations from the Carlsbad Coastal Mobility Readiness Plan, developed January 2016, was to consider trolley services as a mobility option designed to enhance and reinforce the SAN DAG model for mobility hubs. The Trolley Feasibility Study will help our stakeholders and constituents understand the infrastructure, timing, budget, scope, supply and demand, and funding needed to establish a sustainable trolley system in Carlsbad along the coastal corridor connecting the community to amenities, services, and destinations. 8. Scope of Work Task 1.0 -Community Outreach Task 1.1: Meetings The Consultant will work with the Client to form three project groups to assist in the development of the project. The proposed committees, their role in the project, and potential members are detailed below: Project Development Team (PDT) -The PDT will influence the day-to-day development of the project. Members will assist in regular decision-making and will be engaged the most frequently of the proposed committees. Members would include the Consultant and City Staff. It is assumed there will be nine (9) stand-alone PDT meetings. Technical Advisory Committee (TAC) -The TAC will influence the project at intermediate milestones. Members will assist with technically guiding the project when additional stakeholders are necessary besides the PDT. Members would include PDT members, North County Transit District, Traffic Safety Commission, Carlsbad Village Association, and Tourism BID. It is assumed there will be four (4) joint PDT/TAC meetings. Steering Committee (SC) -The SC will influence the project at major milestones. Members will assist in high-level decision making when a broad group of stakeholders is necessary. Members would include the PDT and TAC as well as hotels, major employers, Legoland, Coastal Commission staff, SAN DAG staff, Carlsbad Chamber of Commerce. It is assumed there will be four (3) joint PDT/TAC/SC meetings. Meetings or teleconference calls will be held every first and third week of the month with the Project Development Team. At milestones and decision points during the project, these meetings will be replaced with meetings with the TAC and SC. Task 1.2: Public Involvement Plan The Consultant will develop a Public Involvement Plan (PIP) to outline how and when key stakeholders and the general community will be involved through the development of the trolley feasibility study. Key components of the PIP include: Layperson's project description Project goals Identifying key stakeholders Methods for engaging stakeholders Communications protocol Communication goal(s) Communication objectives Survey strategy Stakeholder engagement Scope of public input: Areas we're asking for public input as well as decisions that have already been made and where we won't ask for input Tactics that best support goals (along with who is responsible for what) Item #2 March 28, 2017 Page 13 of 20 Task 1.3: Stakeholder Engagement The Consultant shall organize stakeholder engagement activities to solicit input from the public at major milestones in the development of the project. Proposed timing and format of the activities is listed below. Visioning Workshop -The Consultant will hold a visioning workshop with key technical members of the Kimley- Horn team along with the PDT, TAC, SC, and elected officials. The intent of this session is to set the basis for all future components of the feasibility study. Kimley-Horn will present the findings of the existing conditions and plan review as a baseline for discussion. The Consultant will then give meeting attendees the opportunity to articulate their vision for the trolley service, such as: how it should operate; what it should look like, and; who and what it should serve. The workshop will allow attendees a forum to define what will make a successful project, what are constrains as the project develops, and what level of commitment to participation is appropriate for stakeholders during the study and into the future. It is assumed the task will require 70 hours of effort. Stakeholder Interviews (Optional Task A) -The Consultant will hold five (5) one hour interviews with stakeholders identified with the Client. Questions and topics will provide stakeholders an opportunity for more comprehensive input on project issues. Activities may include activity center identification, highlighting barriers to implementation, and preference of mode and service types. Input gathered from the stakeholder interviews will be used to inform the development of a universe of alternatives. It is assumed the task will require 60 hours of effort. Intercept Survey (Optional Task B) -The Consultant will employ a public involvement survey to further assist the team in developing a trolley element that is responsive to the stated preferences and needs of visitors, commuters, and residents alike. The Consultant will set up mobile intercept surveys at key activity points in Carlsbad (LEGOLAND®, Amtrak/Coaster station, the Village, beach parking lot) to develop an understanding of travel patterns and desires for a new transportation option. By administering surveys in the field, we will gather input from stakeholders who would potentially use a trolley service, but whose input we would be less likely to obtain through traditional outreach methods. Responses and input will be summarized and incorporated into the project. It is assumed the task will require 90 hours of effort. Online Survey (Optional Task C) -The Consultant will develop content for an on line survey to engage the public in the development of goals and objectives and introduce the alternatives that emerge from the initial screening process using the Survey Monkey platform. This will be an opportunity for the community to weigh in on the technical measures that will be used to score each alternative relative to one another This survey will be distributed by the City using City email lists. Members of the PDT, TAC, and SC will also distribute the survey using relevant contact lists. Responses and input gathered from the survey will be summarized in a working paper and incorporated into the project. Input will be considered in preparing the final project goals and objectives. It is assumed the task will require 55 hours of effort. Open House (Optional Task D) -The open house will be used to present the results of the alternative evaluation scoring process. This will allow community members to compare the strengths and weaknesses of each alternative and consider which alternative should be advanced for further analysis for implementation. The date and location of the open house will be decided in coordination with the Client. It is assumed that the Client will arrange the venue and send notices for each open house event. It is assumed the task will require 65 hours of effort. Deliverables: Agendas and meeting summaries Draft and Final Public Involvement Plan Summary of stakeholder engagement activity Scope of Work Item #2 March 28, 2017 Page 14 of 20 Task 2.0 -Purpose and Need Task 2.1: Document and Policy Review The Consultant will review the following documents to ensure a context-sensitive trolley route for the Client. • Coastal Corridor Plan • Village and Barrio Plans • General Plan Task 2.2: Best Practices The Consultant will complete a review of best practices in local trolley/circulator service. Attention will be paid to cities similar in size and visitor profiles as Carlsbad. Research will entail web research and may also include phone interviews with key city staff and operators to develop a more thorough understanding of the nuances associated with providing trolley service. Any findings related to Branding and Marketing will be considered in task 4.4. Findings will be recorded in a Best Practices Memorandum. Task 2.3: Alternative Identification The Consultant will combine the "purpose" developed through the open house and stakeholder roundtable process with the "need" identified through the findings of the Carlsbad Transit Blueprint and the public survey process to identify the trolley alternatives that fit within the bounds identified up to this point. The team will develop a universe of alternatives. The alternatives will be presented in a Universe of Alternatives Map. Task 2.4: Initial Screening The Consultant will screen the identified alternatives from task 2.3 for conformance with the purpose and need statement as defined for the study. The Consultant will assess each alternative proposed and determine which are most likely to be feasible according to a set of criteria developed with the Client to best match priorities. Criteria are likely to include cost effectiveness, ridership implications, economic impact, feasibility of implementation, and the ability for the proposed alternative to quickly scale based upon demand. The goal of the screening is to determine the most promising alternatives to carry through the following phases of the feasibility study. Deliverables: • Draft and final Existing Conditions Memorandum • Draft and final Best Practices Memorandum • Universe of Alternatives Map • Draft and final Initial Screening Document Scope of Work Item #2 March 28, 2017 Page 15 of 20 Task 3.0 -Alternatives Analysis Task 3.1: Goals and Objectives The Consultant will develop goals and objectives through obtaining input from the stakeholder outreach process, engaging with policy-makers, and coordinating with the project development team. Fostering agreement on the goals and objectives of the feasibility study will enhance community buy-in for the technical findings of the alternatives evaluations. Goals should be aspirational in nature and reflect the values of the community. Several possible goals may include: Enhance the mobility of residents, commuters, and visitors Cost-effective service delivery Increase access to community assets Provide economic opportunities for residents and businesses Offer an enjoyable mobility experience Relieve difficulties traveling in the community Make the trolley the "mode of choice" Objectives should be specific and measurable statements of how to achieve the goals. Possible objectives may include: Ridership Travel time efficiency Reduce congestion Minimize cost Connect activity centers Reduce parking demand Minimize impacts Task 3.2: Evaluation of Alternatives The Consultant will perform a technical evaluation of the alternatives developed in Task 2.4 to score each of the performance measures. This scoring will allow the City to consider the relative performance of the alternatives against one another. While the goals and objectives will be determined during the project, it is likely that the following components will be included: Operational Challenges Run Times Environmental Constraints Park Once These alternatives will be delivered to the Client for consideration and ridership analysis in the Carlsbad Transit Blueprint project. Deliverables: Draft and final Evaluation of Alternatives Memorandum Scope of Work Item #2 March 28, 2017 Page 16 of 20 Task 4.0 -Implementation Plan Task 4. 1: Operations and Maintenance Budget The Consultant will develop a comprehensive budget for operations for the preferred alternative from Task 3.2 that considers the vast range of cost implications and ancillary costs related to: Cycle time (how long it takes to serve a given route) Service frequency (the duration between trolleys at a given stop) Service span (the number of hours a day in which the trolley service is available) The Operations and Maintenance Budget finding will be incorporated into the Implementation Plan. Task 4.2: Technology Evaluation The Consultant will perform an evaluation of technology options for facilitation of the trolley service in Carlsbad. Technologies to be evaluated may include: • Vehicle automation • Propulsion • Demand-response systems A summary of the findings will be incorporated into the Implementation Plan. Task 4.3: Business Model Budgets The Consultant will provide strategic advice in the assessment of various service delivery methods. This phase will involve the development of a business model which works with the Client's financial appropriations process as well as the comfort level of the Client in operating a transportation service. Standard service delivery models and the associated cost and budget implications will be assessed, including: Service Contract Vehicle Maintenance Contract Vehicle Lease Contract Maintenance/Lease Contract Turnkey Contract Vehicle/Service Contract With a preferred service delivery method identified, the Consultant will refine a business model budget for the provision of trolley service. In doing so, the business costs associated with operation and how those costs will be structured will be identified. Once decisions as to contract structure and fare have been made, a business model budget will be provided for incorporation into the Implementation Plan. Task 4.4: Branding and Marketing (Optional Task E) The Consultant will help prepare high level branding materials that may include a service logo and trolley stop concepts to help visualize how the City might brand the trolley service. Using basic branding design elements and findings from Task 2.2, Kimley-Horn will develop a marketing fact sheet of the preferred trolley alternative to begin advertising to the community. The City's Communications Department will use these concepts to continue reaching out to the public. Deliverables: Draft trolley fact sheet Draft and final Implementation Plan Scope of Work Item #2 March 28, 2017 Page 17 of 20 Excluded Services Any services not specifically provided for in the above scope will require an amendment to this Task Order. Additional services that Consultant can provide as part of an amendment are: • State and Federal agency or resource agency coordination; • Additional public involvement activities; • Additional meetings; • Design advancement, concept refinement, or conceptual engineering for corridors; • Design of station platforms or track; • Aerial topographical mapping; • Ground survey; and • Cost estimates for improvements other than service Scope of Work Item #2 March 28, 2017 Page 18 of 20 Carlsbad Trolley Program Feasibility Study 1/15/2017 Task Task 1: Community Outreach Task 2: Purpose and Need Task 3: Alternatives Analysis Task 4: Implementation Plan Sub Task 1.1 Meetings 1.2 Public Involvement Plan 1.3 Stakeholder Engagement Activities Stakeholder Interviews (Optional) Visioning Workshop Intercept Survey (Optional} Online Survey (Optional) Open House (Optional) 2.1 Document and Policy Review 2.2 Best Practices 2.3 Alternative Identification 2.4 Initial Screening 3.1 Goals and Objectives 3.2 Evaluation of Alternatives 4.1 Operations and Maintenance Budget 4.2 Technology Evaluation 4.3 Business Model Budgets 4.4 Branding and Marketing (Optional} Budget $54,100 $17,000 $1,500 $35,600 $5,000 $10,200 $10,400 $5,000 $5,000 $20,300 $5,000 $4,600 $5,100 $5,600 $27,600 $4,500 $23,100 $28,300 $8,800 $8,600 $8,700 $2,200 Primary Task Costs $102,700 Optional Tasks $27,600 Total Project Cost $130,300 Item #2 March 28, 2017 Page 19 of 20 Comfort Stations Mobility Hubs Parking Management Autonomous Vehicles Electric Vehicles Bike Sharing Private Transit Trolley NEAR-TERM Identify locations along Coastal Corridor for benches, water, and bicycle repair. Begin construction. Coordinate with SANDAG and NCTD to identify Carlsbad Village and Poinsettia Coaster as high-priority locations for mobility hub implementation. Identify City IT infrastructure upgrades and parking management tools that would allow the City to collect, summarize, and publicize data regarding location and occupancy of public parking facilities in Carlsbad. Support local entrepreneurs and businesses who are researching autonomous vehicles and begin implementing traffic signal upgrades compatible with Dedicated Short Range Communications. Identify current funding sources for Electric Vehicle Charging stations and submit grant applications for implementation at mobility hubs. Working with local municipalities to identify appropriate model for bike share delivery in City of Carlsbad. Coordinate a task force that meets regularly with private transit operators to evaluate emerging technological advancements and implementation of Transportation Demand Management measures. Develop vision for trolley, including the evaluation of driverless vehicle technology, in concurrence with City Council and supportive parking management policies. ··•·. ··~·· ~ .. ··•·. 0 MID-TERM Identify partners to help expand, support, and maintain test stations. Coordinate with SANDAG, NCTD, and other community stakeholders to construct mobility hubs at Carlsbad Village and at Poinsettia Coaster station. Implement Citywide IT infrastructure improvements to provide public parking data through City website and Smartphone App. Coordinate with SANDAG to identify regional approaches to traffic signal infrastructure systems to support autonomous vehicle. Evaluate whether City of Carlsbad can be a test stte for the trial implementation of any advanced ITS infrastructure. Implement electric vehicle charging stations at all mobility hubs. Identify vendor or group to provide bike sharing with initial implementation at all mobility hubs and proceed with implementation. Establish coordination between private transit operators and mobility hubs. Continue with regular meetings. Evaluate potential options to provide trolley, leveraging funding from City, private land owners, SANDAG, and other regional sources. Identify potential pilot program. ··~·· ·+ ··~·.' ··~·· I .. ~ . -~· .. ··~·· . ·•·· Continue building/maintain rest stations. Identify additional locations for mobility hubs in Carlsbad. Consider other mobility hubs in concert with other public and private development efforts and transit investments such as Bus Rapid Transit. Continue providing real-time parking data through updates to City website and Smartphone App. Park Once approach supported by trolley system. Implement next generation Intelligent Transportation System infrastructure to support autonomous vehicles. Expand network of publicly available charing stations to include secondary mobility hubs and other locations. Provide regular updates and outreach on status of stations citywide. Expand bike share system throughout Coastal Corridor and other areas. Continue with regular meetings. Construct trolley system that supports the Park Once approach. Item #2 March 28, 2017 Page 20 of 20 Andrea Dykes From: Subject: >-----Original Message----- Council Internet Email FW:Trolley > From: Marian Carpentier [mailto:r >Sent: Tuesday, March 28, 2017 7:29AM >To: Glen Van Peski > Subject: Trolley > > Please do not waste our taxpayer money on a trolley study. >Concerned Carlsbad citizen > Marian Carpentier > >Sent from my iPad 1 All Receive -Agenda Item # 2L_ For the Information of the: CITY COUNCIL ACM v CA ./ CC ,/ Date %i/ii City Manager 7